City of East Grand Rapids Regular Parks & Recreation Commission Meeting Agenda. April 10, :00 p.m. (EGR Community Center 750 Lakeside Drive)

Transcription

1 City of East Grand Rapids Regular Parks & Recreation Commission Meeting Agenda April 10, :00 p.m. (EGR Community Center 750 Lakeside Drive) Park Use Round Table Discussion following the 6:15pm 1. Call to Order 2. Public Comment by persons in attendance. 3. Report of Commissioners. 4. Minutes of the regular meeting held March 13, 2017 (enclosed approval requested). 5. Special Event Calendar (enclosed information only). 6. Consider request to approve Special Event Permits (enclosed action requested). a. Grand City Gives, July 20, Report of Director * * * The City will provide reasonable auxiliary aids for individuals requiring them for effective communication in programs and services of the City. Notice must be made to the City five (5) days prior to the program or service requesting the specific auxiliary aid.

2 EAST GRAND RAPIDS PARKS & RECREATION COMMISSION MEETING EGR COMMUNITY CENTER COMMISSION CHAMBERS 6:00 PM MONDAY, MARCH 13, 2017 The regular meeting of the Parks and Recreation Commission was held in the City Commission Chambers in the East Grand Rapids Community Center. Stacey Wykoski called the meeting to order at 6:03pm. PRESENT: ABSENT: STAFF: Brad Andrzejewski, Ren Brander, Carol Campbell, Brian Miller, Aaron Smith, Rick Sprague and Stacey Wykoski Dirk Buth and Mark Hessler Fred Bunn, Susan Perry and Diane Ritzke Public Comment: - None Report of Commissioners: - None Minutes for the January 9, 2017 Parks and Recreation Commission meeting were presented for approval. A motion was made to approve the minutes for the January 9, 2017 Parks and Recreation Commission meeting. MOTION: Carol Campbell SUPPORT: Aaron Smith YES: Andrzejewski, Brander, Campbell, Miller, Smith, Sprague and Wykoski (7) NO: (0) Special Event Permit Applications were submitted for approval: a. Gaslight Criterium, August 20, 2017 b. Kisscross Cyclocross, October 29, 2017 c. Gobble Wobble, November 23, 2017 d. Resolution Run, December 30, 2017 Director Fred Bunn reported all these events are returning events. A motion was made to approve the Special Event Permits for: a. Gaslight Criterium, August 20, 2017 b. Kisscross Cyclocross, October 29, 2017 c. Gobble Wobble, November 23, 2017 d. Resolution Run, December 30, 2017 MOTION: Rick Sprague SUPPORT: Brad Andrzejewski YES: Andrzejewski, Brander, Campbell, Miller, Smith, Sprague and Wykoski (7) NO: (0)

3 Parks and Recreation Commission Meeting Minutes March 13, 2017 Page 2 Park Utilization: Director Fred Bunn reported a Strategic Planning Session was held on Feb. 23 rd with the City Manager, Department Directors, Assistants, the Mayor and City Commissioners attending. A strategic planning session is held approximately once every five years to talk about the future of East Grand Rapids and what that strategic plan would look like moving forward. In this planning session one of the things that came up was Park Utilization, City Commissioners are wondering what usage is allowed in our parks and what should the City allow. The City Manager and Fred discussed this issue and determined the Parks and Recreation Commission should review our current policy and make a recommendation to the City Commission regarding possible changes to park utilization. Fred explained that tonight he would give an overview of what currently is programmed in the parks and what requests for commercial activities and programs we have had in the past. The Commission would then approve the process and timeline for this process. In the Agenda Packet for this meeting was an outline to assist in the fact finding process, public input, discussion and recommendation to the City Commission. Suggested meeting dates are: Monday, March 13, 2017 Frame the issue, questions and answers, approve process timeline. Monday, April 10, 2017 Public round table discussion and input session following the regular scheduled meeting to be held in the Commission Chamber. Monday, May 8, Report on information and findings from the round table discussions, open the floor for public comment, commission discussion on information presented, and approve a recommendation to the City Commission. Monday, June 12, 2017 Additional meeting if needed. Also included in the Agenda Packet was a list of activities in John Collins Park for 2016 and the City Code Chapter 31. Fred explained that John Collins Park is the destination many outside organizations would like to use for activities such as yoga, boot camp or fitness classes. City Code Chapter 3.15 A5 is the guideline the department uses to determine activity allowed in the Park. Staff is finding that some people are scheduling classes and posting information on social media to advertise a class they are offering or a possible fundraising event that has not been approved. Staff contacts them to explain these types of activities or programs are not allowed in the park. Examples of park use without permits or permission in the past have been kayak, canoe and boat vendors bringing in one or several vessels and letting customers try them out before purchasing, Funky Buddha Hot Yoga brings stand up paddleboards to John Collins Park for SUP Yoga on Reeds Lake and spreads their equipment out in the park prior to going on the lake for the class. This process will determine what types of commercial activities/programs should be allowed or not allowed. If we allow activities/programs in the parks, what times of day they would be allowed, what days of the week the parks can be used and how it will be monitored. Maps of John Collins Park, Community Center Canoe/Kayak launch area, Manhattan Park and Wege Plaza were reviewed. Questions from Commissioners Brian Miller What are other communities similar to East doing? Is one meeting enough for public comment? How will people be informed? Fred will have our Communications Specialist send out notices thru social media. Also a direct mailing probably will go out to the condo/apartment residents who live across the street from John Collins Park.

4 Parks and Recreation Commission Meeting Minutes March 13, 2017 Page 3 What our legal exposure is to an uninsured commercial activity in the Park? Fred will check with the City Attorney. What do other cities do as far as what percentage of the park can a group use? Ren Brander Is there some thought that we should offer more commercial activity in the Park? Fred responded this is the reason for this process to see if we should be allowing commercial activity/programs in John Collins Park. We do offer rental space at Manhattan Park for outdoor fitness programs as well as Wege Plaza but most people prefer John Collins Park. Do we allow weddings in John Collins Park? No, we do not allow weddings because of all the extras that typically come with weddings such as bringing in chairs, tables, tents, audio, etc. We do offer Wege Plaza as a rental option for weddings. Carol Campbell Are there certain times of the day that are being requested? Fred responded that when a recommendation to the City Commission regarding park utilization is made the Parks & Recreation Commission may choose to include time frames and days of availability are part of the recommendation if determined commercial activity/programs will be permitted in John Collins Park. Stacey Wykoski Commented if activity is allowed in John Collins Park we need to be sensitive of the noise that may come from audio equipment. When looking at peer groups, please check what the Cascade Park near the highway does, what their policies are. Aaron Smith What is considered commercial use? If it is commercial use do we treat EGR taxpayers different concerning rental fees than commercial users who do not pay EGR taxes? MOTION A motion was made to approve the timeline as written utilizing our regularly scheduled meetings to go through the process of evaluating park usage especially John Collins Park. MOTION: Brian Miller SUPPORT: Ren Brander Discussion followed. Public Comment: Deanna Eckert, 2827 Reeds Lake Blvd., East Grand Rapids, MI Asked the Commission to hold a public input session on a day other than Monday. She mentioned she likes the idea of charging for commercial use of the parks.

5 Parks and Recreation Commission Meeting Minutes March 13, 2017 Page 4 An amendment to the motion was made to add an additional Public Information Meeting on Wednesday, April 26, 2017 to the process timeline. MOTION: Brian Miller SUPPORT: Ren Brander YES: Andrzejewski, Brander, Campbell, Miller, Smith, Sprague and Wykoski (7) NO: (0) A vote was taken to vote on the original motion with the amendment YES: Andrzejewski, Brander, Campbell, Miller, Smith, Sprague and Wykoski (7) NO: (0) Director s Report Fred Bunn, Director of Parks and Recreation reported on the following: Grounds Maintenance staff and Fred attended a partner meeting with West Michigan Conservation Network which is a new name for the organization. This group is very passionate about invasive species and preserving natural spaces throughout West Michigan and/or the State of Michigan. This past week Janet Baxter was recognized by this group for her work on the Butterfly Garden. The Summer 2017 Parks and Recreation Brochure will be out approximately March 30, The Irish Jig will take place on Saturday, March 18, 2017 with a start time of 9:00am. The meeting was 7:07 pm. MOTION: Brian Miller SUPPORT: Brad Andrzejewski YES: Andrzejewski, Brander, Buth, Campbell, Miller, Smith, Sprague and Wykoski (8) NO: (0) 3/23/17

6 East Grand Rapids Parks and Recreation 2016 Special Event Calendar Date Event Time Participants Approval Closure Ins. 2/13/16 GR Polar Plunge 8:00am-3:00pm 350 3/9/2015 x 3/19/16 Spectrum Health Irish Jig 5k Race 9:00am-10:30am /8/2015 x x 5/15/16 Aveda Walk for Water 11:00am-5:00pm 200 3/14/2016 x Walk & Remember-Hospice of MI 8:00am-11:00am 800 6/4/16 Huntington Reeds Lake Run 8:00am-12:00pm /10/2015 x x 6/18/16 Reeds Lake Art Festival-GV Artists 5:00am-6:15pm /13/2015 x x 7/4/16 Reeds Lake Trailblazer 8:30am-10:00am / x x 7/15/16 Adaptive Ski 8am-3:45pm 6/9/2016 7/30/16 Inaugural Tutu Trot-ALS benefit 7:00am-11:00am 300 3/14/2016 Road Const. Gaslight Criterium 8:00am-5:00pm 300 8/5/16 Adaptive Ski 8am - 3:45pm 6/9/2016 8/18/16 Taste of East 3:00pm - 9:00pm /8/2016 x x 8/19/16 Adaptive Ski 8am - 3:45pm 6/9/2015 8/27/16 Reeds Lake SUP Race 6:00am - 2:00pm 60 4/11/2016 x 9/10/16 Rhoades McKee RLT & Duathlon 7:10am-11:30am /14/2015 x 10/30/16 Kisscross Cyclocross 8:00am-3:00pm 150 3/14/2016 x x 11/24/16 Gobble Wobble 8:00am - 11:00am /8/2016 x 11/25/16 Tree Lighting Ceremony 5:00pm - 9:00pm /14/2015 x x 12/31/16 Resolution Run 3:30pm - 5:00pm 900 2/8/2016 x x KDL Parties in the Park TIME TABLES 6/16/16 at JCP 1:00pm -5:00pm 1 6/23/16 at " 1:00pm - 5:00pm 1 6/30/16 at " 1:00pm - 5:00pm 4 7/14/16 at " 1:00pm - 5:00pm 4 7/21/16 at " 1:00pm - 5:00pm 2 7/28/16 at " 1:00pm - 5:00pm 1 8/4/16 at " 1:00pm - 5:00pm 10 8/11/16 at JCP 1:00pm - 5:00pm 2 5/20-21/16 Relay for Life at HS Track F:\FILES\Recadmin\Important Docs\Special Events\2016 Commission Special Event Calendar

7 East Grand Rapids Parks and Recreation 2017 Special Event Calendar Date Event Time Participants Approval Closure Ins. 3/15-11/1/2017 EGR HS Crew 1/31/2017 3/18/17 Spectrum Health Irish Jig 5k Race 9:00am-10:30am /11/2016 x x Aveda Walk for Water 11:00am-5:00pm 200 5/24/17 EGR HS Crew Regatta 3;00p-9:00pm 1/31/2017 Walk & Remember-Hospice of MI 8:00am-11:00am 800 6/24/07 Huntington Reeds Lake Run 8:00am-12:00pm /12/2016 x 6/17/17 Reeds Lake Art Festival-GV Artists 9:00am-5:00pm /8/2016 x 7/4/17 Reeds Lake Trailblazer 8:30am-10:00am 500 1/9/2017 x Tutu Trot-ALS benefit 7:00am-11:00am 300 7/20/17 Grand City Gives 6:00pm-9:00pm 40 Pending 8/20/17 Gaslight Criterium 8:00am-5:00pm 300 3/13/2017 x 8/17/17 Taste of East 5:00pm - 9:00pm /12/2016 x Reeds Lake SUP Race 6:00am - 10:00am 300 9/9/17 Rhoades McKee RLT & Duathlon 7:15am-12:00pm /12/2016 x 10/29/17 Kisscross Cyclocross 8:00am-2:45pm 150 3/13/ /23/17 Gobble Wobble 8:00am - 11:00am /13/2017 x x 11/24/17 Tree Lighting Ceremony 5:00pm - 9:00pm /9/2017 x 12/30/17 Resolution Run 3:30pm - 5:00pm 800 3/13/2017 x KDL Parties in the Park TIME TABLES 6/22/17 at JCP 1:00pm -5:00pm 6/29/17 at " 1:00pm - 5:00pm 7/13/17 at " 1:00pm - 5:00pm 7/20/17 at " 1:00pm - 5:00pm 7/27/17 at " 1:00pm - 5:00pm 8/3/17 at " 1:00pm - 5:00pm 8/10/17 at " 1:00pm - 5:00pm 5/19-20/2017 Relay for Life at HS Track GR Polar Plunge- moved to GR this year F:\FILES\Recadmin\Important Docs\Special Events\2017 Commission Special Event Calendar

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