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HomeMy WebLinkAbout2023-09-21 Parks and Trails Minutes CITY OF CORCORAN Corcoran Parks and Trails Meeting Minutes September 21, 2023 - 7:00 pm The Corcoran Parks and Trails Commission met on September 21, 2023, in Corcoran, MN. Present were Chairperson Anderson, Vice-Chairperson Christenson, and Commissioners Erzberger, Friedrich, and Strehler. Absent was Commissioner Nybo. Virtually present was Councilmember Nichols. Present at City Hall was Recreation Supervisor Christensen Buck. 1. Call to Order / Roll Call Chairperson Anderson called the meeting to order at 7:00 pm. 2. Pledge of Allegiance Chairperson Anderson invited all in attendance to rise and join in the Pledge of Allegiance. 3. Agenda Approval Motion: Made by Friedrich, seconded by Erzberger, to approve the agenda as presented. Voting Aye: Anderson, Christenson, Erzberger, Friedrich, and Strehler. (Motion carried 5:0) 4. Minutes a. Minutes – July 20, 2023, Meeting Motion: Made by Friedrich, seconded by Strehler, to approve the minutes as presented. Voting Aye: Anderson, Christenson, Erzberger, Friedrich, and Strehler. (Motion carried 5:0) 5. Open Forum Recreation Supervisor Christensen Buck informed the Commission that there were no individuals interested in speaking. 6. Presentations – None 7. Unfinished Business a. RFPQ for Park Services – Update Recreation Supervisor Christensen Buck provided background information on the Request for Proposals and Qualifications for Master Park Planning and Design Services (RFPQ), highlighting that the RFPQ was released on August 25, 2023. Recreation Supervisor Christensen Buck informed the Commission that the window for questions on the RFPQ from consultants had closed, and the deadline for submissions was September 29, 2023, at 2:00 pm. Additional information shared by Recreation Supervisor Christensen Buck included a staff review of submissions the week of October 2, interviews of firms the evening of October 10, and a discussion and recommendation by the Commission at the October 19, 2023, Parks and Trails Commission meeting, for the October 26, 2023, City Council meeting. Chairperson Anderson inquired about what the submissions would include, to which Recreation Supervisor Christensen Buck informed the Commission that it should include timelines, outlined services, and previous project experience. Vice-Chairperson Christenson inquired about 30% designs of City Park and how they would be utilized, to which Recreation Supervisor Christensen Buck responded that she had responded to an inquiry on the question and answer agenda to firms as well, informing them that the amenities are preferred, but locations are not finalized. b. TRPD Cooperative Agreement – Update Recreation Supervisor Christensen Buck provided background information on the cooperative agreement, highlighting conversations at the Parks and Trails Commission and City Council levels. Recreation Supervisor Christensen Buck noted conversations with Three Rivers Park District CITY OF CORCORAN regarding the City Park alignment, reimbursement costs, and regionally significant thresholds for responsibility of trail. Commissioners inquired about maintenance of the trail, to which Recreation Supervisor Christensen Buck informed the Commission that once Three Rivers Park District takes ownership, the maintenance becomes their responsibility. The exception to the maintenance, as noted by Recreation Supervisor Christensen Buck, was winter trail maintenance, which would have to be done by the City. Commissioners requested a copy of the agreement, to which Recreation Supervisor Christensen Buck noted she would include it in an email once the information was finalized for the Council packet. 8. New Business a. Commissioner Resignation – Lisa Wyffels Recreation Supervisor Christensen Buck informed the Commission that Commissioner Lisa Wyffels was no longer intending to move back to the City of Corcoran and could therefore no longer serve on the Commission. Recreation Supervisor Christensen Buck notified the Commission of the opening and requested to have them send any interested parties to herself or City Clerk Friedrich. Commissioners thanked Commissioner Wyffels for her ideas and time on the Commission. b. Future Programming Recreation Supervisor Christensen Buck provided an overview of the discussion that occurred between herself, Chair Anderson, and Vice-Chair Christenson regarding the additional programming that could take place following the remaster of City Park. Highlighted items included leagues, lessons, rentals, special events, private rentals, general usage, and classes. Commissioners discussed the option of renting equipment that could be used at City Park amenities, such as pickleball equipment, and where that could be housed out of. Commissioner Friedrich inquired about additional volleyball courts to accommodate potential leagues, to which Recreation Supervisor Christensen Buck responded there may not be space in phase 1 for additional courts. Commissioners discussed preferences on the building, including a covered area, orientation of the building, and general design preferences. Commissioners discussed operations of the splash pad including shaded areas, payment systems, and staffing. Chairperson Anderson highlighted the need to determine what the vision for the park is and what the residents of Corcoran value. Commissioners discussed the importance of including open space for general usage, special events, and athletics. Discussions around the splash pad included concessions stands, maintenance needs of fencing, and importance of shaded seating for larger groups. Commissioners discussed the operating costs of amenities and the desire to have that information prior to making decisions on fees and operations. Discussions took place among the Commission regarding noise, lighting, and expansion concerns. Commissioners discussed shaded areas during special events, especially if they take place in parking lots. 9. Reports/Information a. Active Planning Applications – Informational Only No discussion occurred. b. Recreation Supervisor Update Recreation Supervisor Christensen Buck provided an update on items she had been working on including Night to Unite, fall youth baseball, RFPQ for Master Park Planning and Design Services tasks, and coordinating with Three Rivers Park District on the Diamond Lake Regional Trail cooperative agreement. c. Program Coordinator Update Recreation Supervisor Christensen Buck informed the Commission that Program Coordinator Shipley had his last day on August 29, but prior to leaving he finalized scoreboard instructions, CITY OF CORCORAN coordinated youth athletics, and assisted in Night to Unite tasks. Recreation Supervisor Christensen Buck highlighted the good work that he did during his time with the City. 10. Subcommittee & Miscellaneous Reports a. City Council Report Councilmember Nichols highlighted the items discussed at City Council meetings since the last Parks and Trails Commission meeting including the City Administrator Search Process, Pedestrian Crossing Policy and Quote, 2024 Advance CIP Purchase, and the 2024 budget. b. Garden Club Report Michelle Friedrich informed the Commission that the Garden Club has been watering the plants in the Memorial Garden through the end of August. Friedrich also updated the Commission about the Garden Club’s intention to mulch the Memorial Garden in October, in addition to the continued weeding of the gardens. c. Park Dedication Fund Commissioners inquired about the Natural Shores Technologies – Park Vegetation charge of $100 from the Memorial Park Maintenance Fund to which Chairperson Anderson informed the Commission it was a charge for Memorial Garden native plants. 11. Other Business/Announcements – None 12. Commissioner Liaison Calendar 09/28/2023 10/12/2023 10/26/2023 11/09/2023 11/20/2023* 12/18/2023* 01/11/2024 Nybo Christenson Wyffels Anderson Christenson ? Anderson Erzberger Strehler Friedrich Commissioners discussed adjustments to the liaison calendar. 13. Adjournment Motion: Made by Christenson, seconded by Strehler, to adjourn the meeting at 8:18 pm. Voting Aye: Anderson, Christenson, Erzberger, Friedrich, and Strehler. (Motion carried 5:0) Submitted by Jessica Christensen Buck, Recreation Supervisor