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2017-02-14 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday February 14, 2017 - 6:30 P.M. City Council Chambers 1.Roll Call 2. Introductions 3. Rules of Order 4.Election of Chair & Vice Chair 5. Approval of Agenda 6. Approval of the December 13, 2016 Minutes 7. Announcements 8.2017-2021 Parks Capital Improvement Plan 9.Victoria Highlands Ballfield Improvements 10. Mendakota Park Storage Shed & Dugouts 11.Archery Range 12. Ice Rink Usage Report 13.Summer Programs 14.Commission Comments 15. Adjourn Auxiliary aids for persons with disabilities are available at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 651-452-1850. Meetings can be viewed anytime on-demand at: www.mendota-heights.com. Rules of Order – Mendota Heights Parks and Recreation Commission, March 8, 2015 MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION RULES OF ORDER In accordance with the City of Mendota Heights Ordinance No. 109, “Establishing A Parks and Recreation Commission,” the following rules of order are adopted by the parks and recreation commission to facilitate the performance of its duties and the exercising of its functions as a Commission created by the city council. SECTION 1. MEETING 1.1 – Time. Regular meetings of the commission are held on the second Tuesday of each month at 6:30 p.m., unless otherwise agreed to and so stated in the agenda. When the regular meeting day falls on a legal holiday, there is no meeting that month unless otherwise noted. 1.2 - Special Meetings. Special meetings may be called by the Chairperson or the Secretary. 1.3 – Place. Meetings are held in the City Hall Council Chambers, 1101 Victoria Curve. 1.4 – Public. All meetings and hearings, and all records and minutes are open to the public. 1.5 – Quorum. Four parks and recreation commission members, at the beginning of the meeting, constitute a quorum for the transaction of business. When a quorum is not present, the Chairperson may adjourn the meeting for the purpose of hearing interested parties on items on the agenda. No final or official action is taken at such a meeting. However, the facts and information gathered at such a meeting may be taken as a basis for action at a subsequent meeting at which a quorum is present. 1.6 – Vote. Voting is by voice. Commission members voice votes on each issue are recorded. In the event that any member shall have a financial interest in a matter before the commission, the member shall disclose the interest and refrain from voting upon the matter, and the secretary shall so record in the minutes that no vote was cast by such member. SECTION 2. ORGANIZATION 2.1 – Membership. The number of members of the Parks & Recreation Commission is established by the City Council. Three-year appointments are made by the Mayor and approved by the City Council. Rules of Order – Mendota Heights Parks and Recreation Commission, March 8, 2015 2.2 – Absenteeism. A Commission member with four unexcused absences from regular meetings is dropped from the commission and the Secretary then informs the City Council so that another appointment is made. An absence is excused if the member notifies the Secretary or Chairperson before 4:00 p.m. of the day of the meeting that the member will be unable to attend. Minutes of the meetings will record whether the absent member was excused or not excused. 2.3 – Election of Officers. At the February meeting each year, the commission elects from its membership a Chairperson and a Vice-Chairperson. If the Chairperson retires from the commission before the next organizational meeting, the Vice-Chairperson becomes Chairperson. If both Chairperson and Vice- Chairperson retire, new officers are elected at the next meeting. If both Chairperson and Vice-Chairperson are absent from a meeting, the commission elects a temporary Chairperson by voice vote. The Secretary to the parks and recreation commission is appointed by the city administrator from the city staff. 2.4 – Tenure of Officers. The Chairperson and Vice-Chairperson take office immediately following their election and hold office until their successors are elected and assume office. 2.5 – Duties of Officers. The Chairperson, or if absent, the Vice-Chairperson presides at meetings, appoints committees and performs other duties as may be ordered by the commission. The Chairperson conducts meetings so as to keep them moving as rapidly and efficiently as possible and reminds members, witnesses and petitioners to discuss only the subject at hand. The Chairperson is a voting member of the commission. The Secretary is responsible for recording the minutes, keeping records of commission actions, conveying commission recommendations to the city council and providing general administrative and clerical service to the commission. SECTION 3. PUBLIC COMMENT 3.1 – Public Input on Agenda Items. The following procedure is followed when citizens wish to provide input into a parks and recreation commission discussion. a. Staff shall make presentation b. The commission asks questions c. The applicant shall make a presentation Rules of Order – Mendota Heights Parks and Recreation Commission, March 8, 2015 d. The commission asks questions e.The audience is allowed to speak in favor of the request f.The audience is allowed to speak against the request g.The applicant and/or staff responds h. Commission members may ask questions throughout the discussion 3.2 – Public Comment. The parks and recreation commission does not hold public hearings, but may from time to time have public comment. SECTION 4. MISCELLANEOUS 4.1 Amendments. These Rules of Order may be amended with the approval by voice vote by a majority (four) of the members of the parks and recreation commission. 4.1 Adoption. These Rules of Order were duly adopted by the Parks and Recreation Commission of the City of Mendota Heights on the 13th day of April, 2010. MH Parks and Recreation Commission 12-10-2016 Page CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING Tuesday December 13, 2016 The August meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, December 10, 2016 at Mendota Heights City Hall, 1101 Victoria Curve. Chair Paper called to order the parks and recreation commission meeting at 6:30 p.m. The following commissioners were present: Chair Paper, Commissioners: David Miller, Pat Hinderscheid, Ira Kipp, Michael Toth, Jay Miller and Stephanie Levine. Staff present: Recreation Programmer Sloan Wallgren, City Administrator Mark McNeill Approval of Agenda COMMISSIONER HINDERSCHEID MADE A MOTION TO APPROVE THE AGENDA; COMMISSIONER LEVINE SECONDED THE MOTION. AYES 7: NAYS 0 Approval of Minutes from October 17, 2016 COMMISSIONER JAY MILLER MADE A MOTION TO APPROVE THE MINUTES FROM THE OCTOBER 17, 2016 PARKS AND RECREATION COMMISSION MEETING; COMMISSIONER HINDERSCHEID SECONDED THE MOTION. AYES 7: NAYS 0 Announcements Mr. Wallgren announced that the Mendota Heights Athletic Association will be starting registration for lacrosse, baseball and softball in January. The city is currently accepting applications to fill the two vacant seats on the Parks Commission. The warming houses will be opening on December 22nd. City Hall Art Mr. Wallgren presented the idea of working with local schools to update some of the art on display at city hall. The commission discussed the concept of replacing the photos with art from local schools and local artists. COMMISSIONER LEVINE MADE A MOTION FOR THE CITY COUNCIL TO CONSIDER UPDATING THE ART ON DISPLAY AT CITY HALL. COMMISSIONER DAVID MILLER SECONDED THE MOTION. Mr. Wallgren will work with local schools to discuss options that would be available. 2017 Fee Schedule Mr. Wallgren provided the commission with an updated 2017 Fee Schedule. He pointed out that he would recommend raising the Park Shelter Rental Fee. He did a quick survey of surrounding communities, and the current price that the city is charging is very low. The commission discussed the fees that the city is charging compared to the neighboring cities. MH Parks and Recreation Commission 12-10-2016 Page COMMISSIONER HINDERSCHEID MADE A MOTION TO INCREASE THE PARK SHELTER RENTAL FEE FOR RESIDENTS FROM $25 TO $50 AND INCREASE THE FEE FOR NON-RESIDENTS FROM $50 TO $75. COMMISSIONER LEVINE SECONDED THE MOTION. AYES 7: NAYS 0 The commission also discussed the Greens Fees at the Par 3. The commission decided that for 2017 the Greens Fee should remain the same. Winter Recreation Programs Update Mr. Wallgren provided the commission with an update of the Winter Recreation Programs. This winter the city will be offering ice skating lessons, gymnastics lessons, several field trips and the Royal Princess Party. Mr. Wallgren said that registration for all the programs is going well, however they still have room available if residents are interested. Par 3 Report Mr. Wallgren provided the commission with an update on the Par 3 and included financial information through the month of October. Through the month of October revenue exceeds expenses by roughly $17,000.00. Mr. Wallgren projects that he golf course should finish the year with a $5,000 profit for 2016. Commission Comments Commissioner David Miller thanked Jay and Joel. He also thought that the commission had a very productive year in 2016. Commissioner Kipp thanked staff for their work and wished Joel and Jay good luck in their new roles. Commissioner Hinderscheid wished Joel and Jay good luck in their new roles and was he was excited for the New Year. Commissioner Levine thanked Joel and Jay for their service and also thanked staff for all of the work that was done is 2016. Commissioner Toth thanked Joel and Jay for their service and also thanked the Public Works staff of all of the hard work that they do. Commissioner Jay Miller thanked everyone for working with him and serving the city. He also thanked staff for all of the things they do. He really enjoyed his time on the parks commission and looks forward to continuing to serve the city in his new role. Chair Paper wanted to thank the city council for appointing him to the parks commission. He also thank all the other commissions and staff of their work. He thanked the residents and his family for their support and is extremely excited to serve the city in his new position. COMMISSIONER JAY MILLER A MOTION TO ADJURN THE MEETING. COMMISSIONER DAVID MILLER SECONDED THE MOTION. AYES 7: NAYS 0 The meeting adjourned at 7:05 p.m. Respectfully Submitted by Sloan Wallgren DATE: February 14, 2017 TO: Parks and Recreation Commission FROM: Sloan Wallgren, Recreation Program Coordinator SUBJECT: 2017-2022 Parks Capital Improvement Plan Update Below is the 2017-2021 Parks Capital Improvement Plan. All of these projects are planned to be funded by the Special Parks Fund. The current balance of the Special Parks Fund is $140,000. The projects for 2017 will take place this year, however there is flexibility with scheduling future year’s projects. As needs and desires arrive the commission can prioritize and make adjustments to the Parks Capital Improvement Plan. Special Parks Fund Projects 2016 2017 2018 2019 2020 2021 Replace Warming House at Friendly Hills $35,000 Resurface Tennis Courts at Marie $10,000 Resurface Tennis Courts at Friendly Hills $10,000 Resurface Tennis Courts at Wentworth $10,000 Replace Warming House at Wentworth $35,000 Ending Balance $140,000 $95,000 $85,000 $40,000 $40,000 $40,000 DATE: February 14, 2017 TO: Parks and Recreation Commission FROM: Sloan Wallgren, Recreation Program Coordinator SUBJECT: Victoria Highlands Park Ballfield Introduction The Mendota Heights Athletic Association would like the city to make upgrades to the ballfield at Victoria Highlands Park. The upgrades include expanding the infield to accommodate a 75 foot base path, installing an outfield fence, adding fencing on the first baseline and making improvements to the backstop to match Civic Center and Hagstrom-King fields. Background The Mendota Heights Athletic Association is a non-profit organization that runs athletic programs for youth attending a school or living in the boundaries of ISD 197. Currently, the Mendota Heights Athletic Association uses Victoria Highlands Park only for baseball. Approximate cost of outfield fence $5,000 Approximate cost of first baseline fence $1,000 Approximate cost of expanding infield $8,000 Approximate cost of upgrading backstop will be provided Tuesday night Budget Impact Funding for these projects would come from the Special Parks Fund, which has a balance of $140,000. Required Action If the commission wishes to move any of these projects forward please make a motion for council to consider these project. A simple majority vote is required. DATE: February 14, 2017 TO: Parks and Recreation Commission FROM: Sloan Wallgren, Recreation Program Coordinator SUBJECT: Storage Building & Dugouts at Mendakota Park Introduction The Mendota Heights Athletic Association would like the city to build a storage building and covered dugouts at Mendakota Park. Background The Mendota Heights Athletic Association is a non-profit organization that runs athletic programs for youth attending a school or living in the boundaries of ISD 197. Currently, the Mendota Heights Athletic Association uses Mendakota Park for baseball, softball, soccer, and flag football. The storage building would be used to store pitching machines, pitching mounds, field tools, extra food and beverage for concessions, bags of chalk, equipment, uniforms and potentially a field maintenance vehicle. The dugouts would provide shelter from the sun for the baseball and softball players. Approximate cost of storage building $30,000-$40,000 Approximate cost of 8 dugouts $25,000-$35,000 Budget Impact Funding for these projects would come from the Special Parks Fund, which has a balance of $140,000. Required Action If the commission wishes to move any of these projects forward please make a motion for council to consider one or both of these projects. A simple majority vote is required. DATE: February 14, 2017 TO: Parks and Recreation Commission FROM: Sloan Wallgren, Recreation Program Coordinator SUBJECT: Archery Range Background In previous years the commission has discussed the idea of adding an archery range somewhere in the city. In the past there was an archery range at Friendly Marsh Park, located on the west side of the Dodge Nature Center Property. The commission has heard from residents that there is interest and support for an archery range in Mendota Heights. The cost of an archery range that is ADA compliant would range from $10,000-$25,000, if parking is needed that could be an additional $10,000-$40,000 depend on the size. Discussion The commission should discuss if they would still like to see an archery range in the city. If there is still interest the commission should discuss potential locations. Staff has attached pictures of the archery range in Burnsville along with a sketch of what an archery range in Mendota Heights could look like. Budget Impact Funds to build an archery range would come from the Special Parks Fund. The current balance of the Special Parks Fund is $140,000. The Minnesota Department of Natural Resources also offers matching grant funds up to $10,000 of the project. At the current time it is unknown if any funds will be available for 2017. Staff has been in contact with the Department of Natural Resources and they will notify us as soon as funding becomes available. Action Required If the commission wishes to move forward in the process of building an archery range, please make a motion for the council to consider directing staff to apply for grant money when it becomes available. A simple majority is needed. DATE: February 14, 2017 TO: Parks and Recreation Commission FROM: Sloan Wallgren, Recreation Program Coordinator SUBJECT: Dec/Jan Ice Rink Usage BACKGROUND Hockey Pleasure Total Friendly Hills Park 715 66 781 Marie Park 1,055 232 1,287 Wentworth Park 706 173 879 Totals 2,476 471 2,947 2015-2016=3,161 skaters 2014-2015=3,333 skaters 2013-2014=3,309 skaters DATE: February 14, 2017 TO: Parks and Recreation Commission FROM: Sloan Wallgren, Recreation Program Coordinator SUBJECT: Summer Recreation Activities Update Staff has been busy planning and coordinating recreation programs and activities for the spring and summer. The next issue of the Heights Highlights will be mailed to residents around February 20th. Registration for summer programs will begin on March 20th. Golf Camps-offered weekly during the summer Jr. Golf Leagues –Monday, Tuesday, Wednesday & Friday Women’s Golf Leagues-Wednesday Nights Tennis Leagues and Lessons Summer Playground Program- Weekly June & July Thursday Field Trips-5 trips & Tuesday Teen Trips-5 trips Cliff Timm Fishing Derby-June 21 Safety Camp-July 11-13 Skateboard Camps- 4 three day camps Basketball Camp- June 19-22 Sports Camp- June 26-29 Flag Football Camp-July 17-20 & Cheer Camp- July 17-20 Disc. Golf Camp- July 31-August 3 Adult Softball Leagues-Begins late April and concludes late July. Games Tuesday & Thursday nights Parks Celebration & 5K- June 3 Puppet Wagon-Mondays 11:45am-12:30pm June 12-August 21 @ The Village of Mendota Heights Summer Playhouse Theatre- Tuesdays 11:00am-11:30am June 12-August 1 @ Mendakota Park Music in the Park- Wednesdays June 7-August 30 6:30pm-8:30pm @ The Village of Mendota Heights Summer Family Picnic-Wednesday, July 19 @ Mendakota Park-games, food, fun & movie Family Kickball Tournament- Saturday, August 5 @ Harmon Park