I. Call to order Parks and Recreation Board Agenda Department of Public Services 851 South Eton-Conference Room Tuesday, January 9, 2018 6:30 PM II. Roll Call III. IV. Approval of the minutes of : Tuesday, December 5, 2017(regular meeting) Agenda Items-Written and submitted by 5pm Monday at the Birmingham Ice Sports Arena, one week prior to the meeting. 1. Nomination of 2018 Parks and Recreation Board Chairperson/Vice-Chairperson V. Communications/Discussion Items 1. Long Range Planning Session, Saturday, January 27, 2018, 151 Martin Street, City Municipal Building, starting at 8:30 A.M. 2. 2018 Parks and Recreation Master Plan a) Comments Received on the 2018 Parks and Recreation Master Plan b) Set a Public Hearing Parks and Recreation Master Plan 3. Proposed Capital Projects -2018-2019 Budget 4. Birmingham Museum Board Joint Workshop with the Parks and Recreation Board and the Historic District Commission
VI. Unfinished Business VII. New Business VIII. Open To The Public for Items Not On the Agenda IX. Next Regular Meeting Tuesday, February 6, 2018(DPS) X. Adjournment Individuals requiring accommodations, such as interpreter services, for effective participation in this meeting should contact the City Clerk's Office at (248) 530-1880 at least on day in advance of the public meeting. Las personas que requieren alojamiento, tales como servicios de interpretación, la participación efectiva en esta reunión deben ponerse en contacto con la Oficina del Secretario Municipal al (248) 530-1880 por lo menos el día antes de la reunión pública. (Title VI of the Civil Rights Act of 1964). If you cannot attend the meetings, please contact Connie Folk at the Birmingham Ice Arena (248) 530-1642. Minutes are available for review at the Birmingham Ice Sports Arena, 2300 East Lincoln, Birmingham, MI 48009 PARKS & RECREATION BOARD MISSION STATEMENT The Parks and Recreation Board strives to provide opportunities for the enjoyment, education, and inspiration for present and future generations of residents and visitors through stewardship of natural, cultural and recreational resources. By continuously elevating the beauty and quality of the parks and recreation system of Birmingham, the Parks and Recreation Board will promote health and wellbeing, and strengthen the community.
PARKS AND RECREATION BOARD MEETING MINUTES December 5, 2017 Therese Longe, Chairperson, called the meeting to order at 6:30 p.m. at 851 S. Eton. MEMBERS PRESENT: MEMBERS ABSENT: STUDENT REPRESENTATIVES PRESENT: ADMINISTRATION: GUESTS: Ross Kaplan, Therese Longe, John Meehan, Ryan Ross, John Rusche, Art Stevens and Bill Wiebrecht Lilly Stotland Ben Gould, Groves Student Joey Kummer, Seaholm Student Lauren A. Wood, Director of Public Services Carrie A. Laird, Parks and Recreation Manager Sean Campbell, Assistant City Planner Connie J. Folk, Recreation Coordinator Jeanette Aiello, Sonia Cannon, Angela Kadro, Omar Kadro, Zane Kadro, Bruce Guentheu, John Jackson, Intessar Mansour-Winn, Molly Mitchell, John Morad, Pat O Neill, Birmingham Little League president and Dave Palmeri It was moved by Art Stevens, seconded by Ryan Ross the minutes of the Tuesday, November 14, 2017 regular meeting be approved. Yeas 7 Nays 0 Absent-1 Ross Kaplan, Therese Longe, John Meehan, Ryan Ross, John Rusche, Art Stevens and Bill Wiebrecht Lilly Stotland Therese Longe requested a motion to amend the December 5, 2017 Parks and Recreation Board Agenda to place agenda item number 2 Naming Contest Little Free Library for Booth Park as the first agenda item. It was moved by Bill Wiebrecht, seconded by Ryan Ross to amend the December 5, 2017 Parks and Recreation Board Agenda to place agenda item number 2 Naming Contest Little Free Library for Booth Park as the first agenda item. Yeas 7 Nays 0 Absent-1 Ross Kaplan, Therese Longe, John Meehan, Ryan Ross, John Rusche, Art Stevens and Bill Wiebrecht Lilly Stotland
2 AGENDA ITEM #1 Naming Contest Little Free Library for Booth Park Therese stated that staff from the Department of Public Services organized a naming contest for the Free Little Library that is located at Booth Park. Therese stated that this is our second naming contest. The first Little Free Library is located at Barnum Park and is an owl. Therese stated that the naming contest was opened to students in the Birmingham Public Schools and City of Birmingham residents and there were seven entries received but only five met the criteria. Carrie stated that there are three blue dots for each Parks Board member and that the board member will place a dot next to their three favorites. Therese stated that once the dots are placed Carrie and Connie will confirm the dots and then the Parks and Recreation Board will vote again with the single red dot. AGENDA ITEM #1a Naming Contest Finalist Therese stated that the three finalists are Demeter, Hogsworth and Pig A Book. Therese stated to the Parks and Recreation Board member s to take their red sticker and cast their vote for the winner. AGENDA ITEM #1b Naming Contest Winner Therese stated that the winner of the naming contest is Hogsworth that was entered by Henry Wheeler. AGENDA ITEM #2 Birmingham Little League Revised Donation Agreement Lauren stated that this item previously came before the Parks and Recreation Board in July, 2017 for which the Parks and Recreation Board approved the donation agreement between the City of Birmingham and Birmingham Little League (BLL) in the amount of $219,000 for improvements to fields #2 and #3 at Kenning Park. Lauren stated that the change from July until now is the donation amount of $303,000 and the attorney drafted the Donation Agreement and signed by the Birmingham Little League which details the arrangements for the donation for improvements to Fields #2 and #3 at Kenning Park. Lauren stated that if the Donation Agreement is supported by the Parks and Recreation Board it will be provided to the City Commission for review and consideration at the December 11, 2017 City Commission meeting. Lauren stated the remaining park fields will continue to function under existing conditions and uses. Lauren stated that the donation is for fields #2 and #3 at Kenning Park and the current permitting procedure will still be in effect. Parks and Recreation Board Meeting 12/5/2017
3 Pat O Neill stated that after meeting with the City of Birmingham it was determined that the initial donation of $219,000 was not sufficient and Birmingham Little League (BLL) were asked to revise their contribution based on the latest cost estimates, for which the BLL have done so in the amount of $303,000. Pat stated that BLL has been played baseball at Kenning Park for seventy (70) years and reiterated that BLL is just asking to beautify the park and to improve the baseball fields. Bill Wiebrecht stated that the amount of the donation should be reflected as up to $303,000 because if the construction costs come in less than the difference would be refunded to BLL. Bill stated under Exhibit A under Field Usage number 1 states, In consideration of their donation to renovate two Little League baseball fields (Fields 2 and 3) at Kenning Park, BLL shall have the first right of refusal for use of these fields for the next 20 years (thru 2038), subject to BLL continuing to be the most frequent user of these fields. Bill stated that after (thru 2038), for the months of April through July only, because otherwise the inference is that BLL has the right of refusal for any use of the fields year round. Pat stated that some of the BLL tournament teams practice at Kenning Park, weather permitting through October, but BLL has always requested permits for dates and times. Ross Kaplan stated that in Exhibit A under General Terms number 4 states, The donation from BLL to renovate two Little League baseball fields comprised of Fields 2 and 3 in Kenning Park shall not limit or restrict the City if any planned future uses of Kenning Park and as use read under Field Usage, number 2, second sentence it states, the City agrees to make available 4 baseball fields at Kenning Park. Ross stated based on the 2014 Master Plan the fields were shifted to the north because of the parking of the skating and based on the new plan it does not give that opportunity to put four fields without compromising the open space and it is not soccer space but open space and may be used for anything. Pat stated that in the original Master Plan the south end of the parking lot that is between the park and the skate park was going to be removed which would have allowed three fields on that easterly boarder but without that and also with some push back for eliminating all of those trees in that south east corner it was decided this was not going to happen. Therese stated that shortly after the Master Plan was presented and accepted by the City there was significant concern from the neighbors at that point of time about relocating this field and about the walking path and about the connector but there was never support to implement it in that way and there was less support in moving the tennis courts over to the corner lot at Eton and Lincoln. Parks and Recreation Board Meeting 12/5/2017
4 Therese stated the city hopes to complete improvements to some of the fields and to improve the playground and to do some of the pathways on the westerly side, it is very true that nobody is considering at this point relocating that field to the southerly area near Cheltenham because of trees, privacy concerns and also because of the grading, wetness and the cost. Therese stated the Parks and Recreation Board is reviewing a rewrite of the donation agreement that the Parks and Recreation Board approved in July with a different figure of $303,000 instead of the $219,000 and all of the other terminology is the same. The specifics about land values and use is something for the City Commission to discuss and if the donation amount is sufficient, although it was agreed upon by the City Manager and City Attorney. Therese stated that the Parks and Recreation Board received many letters that were in the board packet last month from residents encouraging the board not to accept the donation or to allow any change to Kenning Park and board also received many supports of accepting the donation agreement. The board received a handful of new emails that were presented to board members but were not in board packets prior to distribution. Therese stated that the City of Birmingham does support soccer but the city does not provide facilities in the way or neighboring City of Troy offers. The City of Birmingham offers open space so that the area may be used for open play, football, throwing a frisbee or having a picnic. Theresa stated the city has improved the open space for the purpose of playing soccer at Pembroke, Crestview and Barnum. Therese opened the meeting up for public comments on the Donation Agreement between the City of Birmingham and the Birmingham Little League. Molly Mitchell stated she is concern about traffic and noise and if lights and sound will be added. Lauren stated that there will be no lights or sound added and that the donation is for grading and irrigation for Fields #2 and #3. Jeanette Aiello stated that the donation agreement between the City of Birmingham and BLL should be shortened to a three year donation agreement. John Morad stated that BBL is looking to improve field #2 and field #3 at Kenning Park. Parks and Recreation Board Meeting 12/5/2017
5 To support and endorse the acceptance of the revised Donation Agreement between the City of Birmingham and the Birmingham Little League in the amount of $303,000 for improvements as it relates to Fields #2 and #3 at Kenning Park. Yeas 7 Nays 0 Absent-1 Ross Kaplan, Therese Longe, John Meehan, Ryan Ross, John Rusche, Art Stevens and Bill Wiebrecht Lilly Stotland AGENDA ITEM #3 Birmingham Rock Painting Program Sean Campbell stated that Public Arts Board is interested in establishing a Birmingham rock painting program under the name Birmingham Kindness Rocks Project. The conceptualized project takes after a nation-wide movement called Kindness Rocks Project, which involves painting miniature rocks with positive messages and placing them in random locations across the City. Participants are encouraged to share pictures of painted rocks on social media before hiding them and upon discovering them. Sean stated the project is intended to inspire creativity in all ages and energize people to explore the different areas of the city while placing and finding the rocks along the way. The Board expressed an interest in the project as it would require little to no funding and would also engage the community in a fun activity. Sean stated the subcommittee discussed designating various locations in city parks where participants would collectively drop their rocks. It is envisioned that these designated rock cluster gardens could advertise the program further by reaching out to passersby and park users. Informative and decorative signage could also be incorporated into these sites to provide a quick overview of the program and how to participate. Attendees of the kick-off meeting could be divided into several groups to design rocks based on a chosen theme to place at their designated location. Lastly, attendees would be encouraged to paint rocks to drop in other locations in Birmingham parks. Sean stated some possible locations for the designated rock cluster gardens, subject to Parks and Recreation Board input and approval and include Barnum Park, Booth Park, Linden Park, Pembroke Park, Poppleton Park and Quarton Lake Park. Sean stated rock painting projects are gaining national attention and are already taking place in Birmingham and other neighboring communities. For example, a group of volunteers from St. James Church in Birmingham has begun a Kindness Rocks-inspired project by painting small rocks and placing them with the gravel pit between the building and sidewalk along Martin Street. The Church has also erected a sign to inform passersby about the Kindness Rocks movement and its mission to spread positivity through rocks with kind messages on them. Parks and Recreation Board Meeting 12/5/2017
6 Therese asked what size of rocks would be used. Sean stated the size of rocks has not been determined but the Public Arts Board would be guidelines to state what size rocks would be used. Therese stated there are concerns of graffiti, and the number of potential locations of the proposed parks for the Birmingham Rock Painting Program. Ross asked where would individuals purchase the rocks and would they be native to Michigan. Sean stated that guidelines would be created to prevent that non-toxic paint would be used. Bill stated that he does not see the point in going out and picking up a rock and painting it or making that a project. Sean stated that most communities that offer the rock painting program is not a program that is endorsed by the local government and it is usually done as a grass root project. Therese stated that the Parks and Recreation Board is not comfortable about recommending a motion to support the Birmingham Rock Painting Program since there is not enough information an there are several concerns. Ross stated that during the Booth Park project, tiles were created to be installed on the playground and several of the tiles had to be filtered out based on content. Lauren stated the Department of Public Services administration concerns would be safety, maintenance issue on possible damage to equipment and property. The Parks and Recreation Board took no action on the Birmingham Rock Painting Program. COMMUNICATION/DISCUSSION ITEM #1 Public Notice Announcements for the Parks and Recreation Master Plan Lauren provided to the Parks and Recreation the announcements for the Parks and Recreation Master Plan No Action was taken by the Parks and Recreation Board Parks and Recreation Board Meeting 12/5/2017
7 COMMUNICATION/DISCUSSION ITEM #2 Signed petitions to approve Donation Agreement between Birmingham Little League and the City of Birmingham Signed petitions were provided to the Parks and Recreation Board for the approved Donation Agreement between Birmingham Little League and the City of Birmingham No Action was taken by the Parks and Recreation Board UNFINISHED BUSINESS: No unfinished business NEW BUSINESS: Connie stated that the elections for the Parks and Recreation Board Chairperson and Vicechairperson will occur at the January Parks and Recreation Board meeting. OPEN TO THE PUBLIC FOR ITEMS NOT ON THE AGENDA: Therese stated the next meeting will be held on Tuesday, January 9, 2018 at 6:30 pm at DPS. The meeting was adjourned. The meeting adjourned at 8:05pm Connie J. Folk, Recreation Coordinator Parks and Recreation Board Meeting 12/5/2017
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MEMORANDUM DATE: December 26, 2017 Department of Public Services TO: FROM: SUBJECT: Joseph A. Valentine, City Manager Lauren A. Wood, Director of Public Services Set a Public Hearing Parks and Recreation Master Plan The City Commission on June 26, 2017 hired McKenna to assist the City of Birmingham with updating the Five Year Parks and Recreation Master Plan. In accordance with the Michigan Department of Natural Resources (MDNR) requirements, a public hearing is required for citizen input, to be followed with a formal adoption by the City Commission. At the November 14, 2017 Parks and Recreation Board meeting McKenna presented the draft Parks and Recreation Master Plan in which the Parks Board approved commencing the 30-day public comment period for the 2018 Parks and Recreation Master Plan. This draft plan has been noticed for this public review period which ends on January 3, 2018. After the review period concludes McKenna and staff will continue to assemble the updated Master Plan and work through the Master Plan Sub-Committee and ultimately return to the Parks and Recreation Board on February 6, 2018 for their recommendation. Attached you will find more information from McKenna on the public hearing requirement and public hearing notice. SUGGESTED RESOLUTION: To set a Public Hearing for February 12, 2018 to consider adoption of the proposed 2018 Parks and Recreation Master Plan. 1
Memorandum To: From: City Commission City of Birmingham, Michigan Sarah Traxler, AICP Vice President Date: December 20, 2017 Subject: Required Public Hearing for the 2018 Parks and Recreation Master Plan BACKGROUND As you know, the Parks and Recreation Board, supported by the Department of Public Services, has been involved in the preparation of a five-year Parks and Recreation Master Plan to be adopted in 2018. There has been significant study, analysis, meeting of the Parks and Recreation Master Plan Sub-Committee, and public engagement to support this effort above and beyond that which the Michigan Department of Natural Resources (MDNR) requires. The MDNR publishes standards for minimum requirements for content, public engagement, and adoption processes related to Parks and Recreation Master Plans, which we have closely followed throughout the planning process. Parks and Recreation Master Plans are used to orient a parks and recreation program s activities based on community goals and objectives, prioritize capital improvements, and describe operations of parks and recreation programs, which vary widely from community to community. 30-DAY COMMENT PERIOD The prescribed process set forth by MDNR requires that a draft Parks and Recreation Master Plan be available to residents and stakeholders during a 30-day, well-publicized public review and comment period. The draft plan has been noticed for its 30-day comment period, which ends on January 3, 2018. At the end of the 30-day comment period, we will synthesize any comments and work with the Master Plan Sub-Committee to appropriately incorporate comments into a revised draft. CITY COMMISSION CONSIDERATION The next required step in the adoption process is for the City Commission (legislative body) to conduct a public hearing, which we are requesting take place on February 12, 2018 at 7:30PM (see attached draft Public Hearing notice). During that meeting, McKenna will present the highlights of the draft plan, the Commission will receive comments, then consider adoption of the plan. Once the plan has been adopted, we will submit the plan to the MDNR so that it s on-file to support any future MDNR grant applications by the City of Birmingham. We look forward to receiving input from the Commission and the public, and welcome questions or comments at any time. Thank you.
CITY OF BIRMINGHAM, OAKLAND COUNTY, MICHIGAN HAS SCHEDULED A PUBLIC HEARING Public Hearing: Monday, February 12, 2018 7:30 PM Birmingham Municipal Building 151 Martin Street Birmingham, MI 48009 Notice is given to any and all interested parties that the Birmingham City Commission will hold a public hearing on Monday, February 12, 2018 at 7:30 p.m. at the Municipal Building on the second floor in the Commission Room, located at 151 Martin St., to hear comments on the 2018 Parks and Recreation Master Plan. The City of Birmingham is preparing this five-year Parks and Recreation Master Plan in accordance with the Michigan Department of Natural Resources requirements. When completed, the plan will serve as a guide for the acquisition and development of community recreation facilities and programs over the next five (5) years. The draft plan is available for review online at bhamgov.org/parksrecplan and in person at 851 S. Eton St., Birmingham, MI 48009. In compliance with the Americans with Disabilities Act, individuals with a disability should contact the City of Birmingham City Clerk, Cherilynn Mynsberge, at (248) 530-1880, at least seventy-two (72) hours in advance of the Public Hearing, if requesting accommodations. Publication Date: On or before January 12, 2018
MEMORANDUM Department of Public Services DATE: January 2, 2018 TO: FROM: SUBJECT: Parks and Recreation Board Members Lauren A. Wood, Director of Public Services Proposed Capital Projects 2018-2019 Budget As part of the budget process, the Department of Public Services submits proposed budget requests for the upcoming fiscal years to the City Manager. These are recommended expenditures and may not become part of the final budget. The City Departments meet with the City Manager during the month of February to review all budget requests. The proposed CIP items are considered over and above regular department operational expenditures. Listed below are the 2017-2018 CIP items, for your reference, which were provided last year to you. 2017-2018 $15,000 Barnum Park Soccer Field Improvement $20,000 Barnum Ball Field Improvement $25,000 Drinking Fountains - Parks $25,000 Trail & Mile Markers $35,000 Benches/Trash Receptacles/Bike Racks Downtown Streetscape As of this writing, planning is still underway to determine the Parks and Recreation projects to include as part of the 2018-2019 CIP budget. The Capital Improvement Project (CIP) items for budget years 2018-2019 and 2019-2020 will be available for your review at a future Parks and Recreation Board meeting. Last year the proposed CIP items for 2017-2018 budget were included in your April Parks Board agenda. 1
CITY OF BIRMINGHAM, OAKLAND COUNTY, MICHIGAN HAS SCHEDULED A JOINT WORKSHOP MEETING Joint Workshop Announcement: Tuesday, January 16, 2018 6:00 PM City of Birmingham Department of Public Services 851 S. Eton St. Birmingham, MI 48009 Notice is given to any and all interested parties that the Birmingham Museum Board will hold a joint workshop with the Parks and Recreation Board and the Historic District Commission on Tuesday, January 16, 2018 at 6:00 p.m. at the Department of Public Services meeting room, located at 851 S. Eton St., to hear comments on the 2018 Birmingham Museum Conceptual Landscape Master Plan. The Museum Board is preparing this Master Plan in accordance with the 2017-2020 Birmingham Museum Strategic Plan. When completed, the 2018 Birmingham Museum Conceptual Landscape Master Plan will serve as a guide for the preservation and interpretation of historic and natural features of the museum site and improved access by the public. In compliance with the Americans with Disabilities Act, individuals with a disability should contact the City of Birmingham City Clerk, Cherilynn Mynsberge, at (248) 530-1880, at least seventy-two (72) hours in advance of the Public Hearing, if requesting accommodations.