Board Plan Approval/Review Date: 8/6/2014 Last Plan Revision Date: 10/3/2014 COMMUNITY ENGAGEMENT PLAN Project Title: Northeast Athletic Field Park Phase 2 - Recreation Building MPRB Division: Planning Project Manager: Dana Murdoch As required by the Minneapolis Park and Recreation Board (MPRB) Code of Ordinances, every construction or redevelopment project undertaken within the MPRB Capital Improvement Program (CIP) is to have a community engagement plan. The plan serves as a guide for the community engagement process through the multiple phases of planning and project development. The plan may be modified as circumstance warrants during project duration. Substantial modifications are to be communicated to stakeholders and the MPRB Board of Commissioners. Project Description and Background Project includes a new recreation building on the northeast side of the park with access off of Johnson Street. Potential building components identified include: a gymnasium (2 desired) with a potential walking/running track, meeting rooms, fitness rooms, classroom and program rooms/space, and a gymnastics space/wrestling room. The design of the recreation center is planned to be coordinated with the system-wide recreation facility plan that is scheduled for 2015. The design team will pursue LEED certification for the new building. Site design immediately adjacent to the building will be included in the project. Future park improvements include two multipurpose fields that may serve as soccer or softball fields, a social gathering space west of the existing pool facilities, and a playground. The future park improvements will be considered as the building is designed, but site design and construction will not be done as part of this project. Project Funding Source(s) Capital Sources Amount Expiration Net Debt Bonds (2012) Building + Site Improvements Net Debt Bonds (2013) Building + Site Improvements $2,100,000 - $1,900,000 - Future work in the MPRB s 5-year Capital Improvement Program (CIP) currently includes $700,000 for athletic fields and site improvements, and $50,000 for water park improvements allocated for 2014. In 2019 the CIP program includes $350,000 for playground improvements.
Page 2 Anticipated Project Outcome o The new recreation facility and park improvements will improve Northeast Park by: Providing for neighborhood and community scale activities with a focus on indoor recreation, social gathering, and enrichment Providing a flexible facility that can adapt to multiple and changing activities Taking advantage of existing infrastructure, supporting outdoor recreation facilities, and being connected to the neighborhood and the community Offering a welcoming facility for all ages and abilities Improving field and court conditions and durability Enhancing basic support facilities (bathrooms, parking, drinking water, shade, lighting, trash collection etc.) to assure a safe, clean, and comfortable park experience Providing opportunities for non-programmed recreation Improving pedestrian and bicycle circulation within the park Minimizing impacts of traffic and noise on park spaces Engagement Recommendation (provide responses to the following) Level of Engagement: COLLABORATE The community engagement goal of this project is to work with stakeholders for advice and innovation in developing a recreational building and site improvements for Northeast Park. An Appointed Community Advisory Committee (CAC) is recommended for this project due to the scope of the project and the need to engage a wide range of stakeholders. An Appointed Community Advisory Committee Charge and Composition will be presented to the Board of Commissioners for approval per the Community Engagement Policy in August 2014. The appointed CAC for improvements of Northeast Park shall become knowledgeable about the project and its scope, understand and represent the park and recreation needs of the community and park visitors, act as community liaisons for the project, participate in public CAC meetings, advise MPRB staff and consultants throughout the planning process and recommend to the Board of Commissioners a preferred plan. CAC members shall commit to the entire six month design process (approximately 3 CAC meetings, two open houses, and one public hearing). Inform Consult Collaborate Partner
Page 3 Engagement Goal: To provide stakeholders with factual, balanced, and timely information to help them understand the project. To obtain stakeholder feedback on project analysis, alternatives, or decisions. To work directly with stakeholders throughout the process to ensure that perspectives are consistently understood, considered, and reflected in project decisions. To partner with stakeholders in each aspect of decision making in order to develop and implement collaborative project solutions. MPRB Promise to the Public: The MPRB will keep stakeholders informed. The MPRB will keep stakeholders informed, listen to and acknowledge feedback, and work to ensure stakeholder feedback is reflected in alternatives developed. The MPRB will work with stakeholders for advice and innovation in formulating solutions and incorporate recommendations to the maximum extent possible. The MPRB and partner entity will be accountable to their roles as negotiated in the partnership and regularly evaluate overall success of the partnership. Community Advisory Committee (CAC) We will actively promote this project in the community and encourage members representing traditionally underserved communities (Hispanic and Somali) to submit CAC applications. Appointments are recommended from the following: Park Board President and Park District 1 Commissioner Liz Wielinski (Chair) At Large Park Commissioner Annie Young At Large Park Commissioner Meg Forney At Large Park Commissioner John Erwin Ward 1 Council Member Kevin Reich Mayor Betsy Hodges Minneapolis School Board Director Jenny Arneson Northeast Park Neighborhood Association Beltrami Neighborhood Association Northeast Boosters (4) Teen Representatives (Youth Coordinating Board/Edison Student Council) (1) Senior Representative from public housing (Spring Street Doron Clark Chris Bubser September Luitjens Troy Wellington Erin Rathke Kristin Petersen Christopher Lawler Todd Bennington Andrew Swenson Liam Davis Temple
High Rise or Holland Street High Rise) (1) Representative from the Somali Community Fartun Weli Community Engagement Plan Page 4 (1) Representative from the Hispanic Community Rodolfo Gutierrez Total 17 Total 12 Planning and community outreach staff are currently working to specifically determine appropriate organizations to appoint representatives from the Somali and Hispanic Communities. Staff will work with the Latino Ministry, Islamic Cultural Community Center and possibly other groups. Recommended CAC Charge: The Northeast Athletic Fields Park Phase 2 Recreation Building CAC shall become knowledgeable about the project and its scope, understand and represent the park and recreation needs of the community and park visitors, act as community liaisons for the project, participate in public CAC meetings, advise MPRB staff and consultants throughout the planning process and recommend to the Board of Commissioners a preferred design for the building improvements. Stakeholder Roles and Responsibilities All stakeholders are expected to work collaboratively to create and refine design concepts and provide input toward final project recommendations for approval by the Board of Commissioners. Participants are expected to engage in the process in a manner that promotes respectful civil discourse and enhances mutual understanding of all stakeholder viewpoints. Any requests for public or project information should be directed to the project manager. Identification of Project Stakeholders In addition to the stakeholder groups listed as appointers above, the Master Plan and Improvements process will seek to engage the following groups and users: Northeast Park Neighborhood Association Beltrami Neighborhood Association Northeast Boosters Adult Leagues Edison High School Yinghua Academy Jim Lupient Water Park user Playground users Park and Recreation program users Elected Officials o Commissioner Liz Wielinski o Council Member Kevin Reich o County Commissioner Linda Higgins o Minnesota State Senator Kari Dziedzic o Minnesota State Representative Diane Loeffler
Page 5 o Minneapolis School Board Director Jenny Arneson MPRB Project Team The MPRB project team will include the following planning staff: Project manager: Dana Murdoch Project landscape architect: Kate Lamers Staff will convene a Project Advisory Committee (PAC) of MPRB staff, including representatives from maintenance, recreation, community outreach, park police, recreation centers. The PAC will meet regularly throughout the project. Recreation: Andrew Pimental Recreation: Heidi Miller Aquatics: Mimi Kalb Operations: Becky Braun Operations: Shawn Hockett Trades: Jake Martin Trades: Park Police: Sgt. Joe McGinness Outreach and Research Methods 1. Appearances at Events In order to raise awareness of the project and encourage public participation, at appropriate points in the design process, the Project Team will interact with users at neighborhood and area events. The Project Team will work with CAC members, and neighborhood organizations, and other groups to identify potential events. 2. Appointed Community Advisory Committee. This committee will: Assist with collection of information from the community and park users about park and recreation needs, Assist with notifying interested groups and individuals about the project and helping them understand how to get involved, Assist MPRB staff in inviting members of the public to the CAC/community meetings and soliciting public input during the meetings, Develop recommendations for the building and site improvements, based on outcomes of the community outreach. 3. CAC / Community Meetings and Open House
Page 6 Three CAC meetings, where community members are also invited, and two open houses will be held throughout the schematic and design development phases of the project. Open House #1: Staff and the design consultant team will hold an open house event to announce the start of the design process, distribute information about the project and how to be involved, introduce the CAC and design consultant team, and ask for initial feedback on park and recreation needs for the building. Community Meeting #1: The meeting purpose will be to give an overview of upcoming improvements and the proposed schedule, scope and budget, and gather input on the current use of the park amenities. The design consultant team will discuss trends in recreation building design, and present analysis and inventory compiled to date about the park related to the project. Community participants will be asked to prioritize the importance of various improvements. Community Meeting #2: The design consultant team will present concepts and opinions of probable cost to the CAC and community. These concepts will be based on the information gathered during the earlier engagement process, including Meeting #1. Open House #2: Staff and the design consultant team will hold an open house event and solicit community input on the design concepts. Meeting #3: The design consultant team will propose a final design plan to the CAC and community. Staff will seek recommendation to approve the concept and move ahead with construction plans. 4. Public Hearings Concept Plan anticipated for January 2014. 5. Communications: Project page on website providing information and updates Voting boards, comment cards, surveys collected at Community Meetings Online survey posted on project website Gov-Delivery email notifications of meetings Two postcard mailings: an invitation to the three meetings, open houses, and planning process, and a second mailer to announce the public hearing News releases and public notice Public hearing notice published in the Star Tribune Outreach to local newspapers: Northeaster / North News Outreach to neighborhood groups to assist through eblasts, newsletters, Facebook pages and other methods of communication Targeted outreach to traditionally underserved communities (Hispanic and Somali).
Page 7 Project Schedule We will ask the CAC members to commit to the entire schematic design phase of the project (through concept approval by the MPRB Board of Commissioners anticipated for February 2015). After the project enters the construction document phase, the project team will continue to keep CAC members updated if they choose to remain involved. August 6, 2014 Board Meeting (Planning Committee): Action to Approve CAC Charge and Composition, CE Plan Review August 8, 2014 Design Team RFP posted August 20, 2014 Board Meeting (Full Board): Action to Approve CAC Charge and Composition August 22, 2014 Design Team proposals due August 21, 2014 CAC applications sheets are posted, Project website goes live, News and Events post announces beginning of project September 4, 2014 Design Team Interviews September 12, 2014 CAC applications due September 26, 2014 CAC appointments due October 1, 2014 - Board Meeting (Full Board): Action to Approve Consultant PSA for design services October 2, 2014 Project Kickoff October 20, 2014 Open House #1 November 6, 2014 CAC/Community Meeting #1 November 24, 2014 CAC/Community Meeting #2 December 11, 2014 Open House #2 January 12, 2015 CAC/Community Meeting #3 February 4 2015 Board Meeting (Planning): Public Hearing for Schematic Design February 18 2015 Board Meeting (Full Board): Action to Approve Schematic Design and move forward with construction documents February 19 2015 Design Development / Construction Documents begin May, 2015 Issue Bid Documents June, 2015 Public Bid Opening and Recommendation to Award Late June, 2015 Board Meeting (Admin and Finance): Action to Award Construction Bid August, 2015 Construction Begins August, 2016 Substantial Completion Resources A portion of the funding dedicated to staff time and consultant fees will be utilized for public engagement. In addition, the project budget includes costs of mailings and other notifications. MPRB Goal and Objectives:
Page 8 The project supports the following elements of the MPRB Comprehensive Plan Theme: Dynamic parks that shape city character o Goal: Parks shape an evolving city o Goal: Park facility renewal and development o Strategy: Integrate sustainable practices, ecological design for landscapes into new construction and renewal o Strategy: Build or renew facilities to meet or exceed standards for accessibility Theme: A safe place to play o Goal: Parks are safe and welcoming by design o Strategy: Design parks to meet or exceed safety standards, building codes, and CPTED principles Evaluation Summary Following project completion, the project manager will analyze the effectiveness of the engagement process from both stakeholder and organization points of view and will provide a brief summary statement. The summary statement will indicate how the process advances policy goals, and will assist the Board and staff in evaluating and informing an ongoing community engagement process. Summary Statement: Statement pending plan completion.