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2018-01-09 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING January 9, 2018 The January meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, January 9, 2018, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Pat Hinderscheid called the meeting to order at 6:33 p.m. 2. Roll Call – The following Commissioners were present: Chair Pat Hinderscheid, Commissioners Steve Goldade, Bob Klepperich, Stephanie Levine, Nissa Tupper, and student representative Clair Dunham. Absent: Ira Kipp, David Miller. Staff present: Assistant City Administrator Cheryl Jacobson, Public Works Director Ryan Ruzek, and Recreation Program Coordinator Meredith Lawrence 3. Approval of Agenda Chair Hinderscheid presented the agenda for approval with the addition of a walk-through of the Planning Report. Motion Klepperich/second Tupper to adopt the agenda as amended AYES 5: NAYS 0: ABSENT: 2 4. Approval of Minutes from December 11, 2017 Motion Klepperich/second Tupper to approve the minutes of the December 11, 2017 Parks and Recreation Commission meeting. AYES 5: NAYS 0: ABSENT: 2 5. Unfinished and New Business 5.a Presentation on Pickleball – John Malmgren Mr. John Malmgren, Liaison to the Shoreview Area Pickleball Club showed the commissioners the equipment used when playing pickleball and gave a short presentation on pickleball, what it is, how it started, and who typically plays. Additional information can be found at www.usapa.org. The commissioners asked questions about using hockey rinks for pickleball, potential locations within the City of Mendota Heights, and training opportunities. 5.b Rules of Order Recreation Program Coordinator Meredith Lawrence presented the Mendota Heights Parks and Recreation Commission Rules of Order, which are reviewed each year in January to ensure all commissioners are up-to-date and informed. One item of note was that the commission would be voting in February 2018 for the Chair and Vice-chair positions. Chair Hinderscheid made the observation that one issue that has come up in the past is when the Commission has needed to respond to something quickly is whether or not this body needs to be concerned about the Open Meeting Law. It has been his understanding that because the Commission does not make decisions they do not need to be concerned about that. Assistant City Administrator Cheryl Jacobson replied that generally the Commission complies with Open Meeting Law rules. They are an appointed commission by the City Council, they have Rules of Order, and all of the meetings are posted; so generally they follow the Open Meeting Law. Commissioner Goldade, in regards to item 2.2 – Absenteeism, asked if the “four unexcused absences” referred to an annual timeframe or during the commissioner’s 3-year term. Secondly, this section refers to a Secretary and he was unsure who that was. Ms. Lawrence replied that the absenteeism is on an annual basis; Ms. Jacobson concurred. She also noted that the Secretary is appointed by the City Administrator from City Staff. That person is currently Ms. Lawrence, who acts as the liaison for the commission and there is a professional minute taker that takes the minutes and supports her in that secretarial role. 5.c Scholarship Donation Program Research At the December 2017 meeting the commission requested that staff research the option of a scholarship opportunity for residents to give for the fee assistance program that would be used in 2018. Ms. Lawrence attended an MRPA (Minnesota Recreation and Park Association) meeting on December 15, 2017 where they discussed programming for low income families and areas. This topic was brought up by her to see if other cities had a program, if it worked, and how they used it. She then listed the ideas and things that other cities had or are currently using: • Water bill donation program (round up to the next dollar) o This was not successful because of the low percentage of resident participation and with staff time no revenue for the donation program was generated • 5k run to support the donation program o Was not very successful • Sponsorship program at local parks and facilities o Donations to the program would result in a logo or sign at a local park or field • Reaching out to local businesses to donate money to scholarship donation program • Registration checkout option o Ms. Lawrence is checking to see if this is something the city’s current registration system is even able to do When asked, Ms. Lawrence noted that the system the city currently uses is called RegWerks and they are out of Bloomington, MN. Chair Hinderscheid asked how difficult would it be to set up an online donation on the City’s website. Ms. Lawrence replied that the city is working on a new website and she was unsure if this could be set up on there. Ms. Jacobson replied that at this time they are working on redesigning the city’s website and hoping to work with the finance department to offer some of those new technology enhancements. Once that has been incorporated it may be possible to offer something like this. Commissioner Goldade asked if the MRPA had belief statements that would support having a scholarship program. Ms. Lawrence replied that at the meeting they discussed programming for low income families in area. She believes that MRPA feels strongly about including as many children and youth in programming as possible. Finding ways to do that through scholarship programs/fee assistance program is important. The information provided was in response to the commission’s inquiry and Ms. Lawrence indicated that she would like to do additional research before the Commission were to make any suggestions or decisions to move forward. Chair Hinderscheid suggested that this be brought up or highlighted during the Parks Celebration. Ms. Lawrence indicated that local businesses are approached to donate funds to the Parks Celebration so that it is free to the public. She raised concerns about asking for too much money at one time from the local businesses. Chair Hinderscheid clarified that he was thinking more along the lines of promoting the idea of residents donating to the Scholarship Program. Commissioner Levine noted that she really liked the water donation program and if it was properly advertised, like in the Heights Highlights, it would be successful. The only issue noted was that the water bill payments go directly to the St. Paul Regional Water Services for processing and it may be difficult to have a system in place to divert the ‘rounding up’ funds back to the city and into the Scholarship Fund. 5.d Certified Playground Safety Inspection Research Ms. Lawrence noted that this was another item that the Commission had requested further research. She spent time talking with surrounding communities to determine what their playground safety procedures were. The Certified Playground Safety Inspector certification is offered through the NRPA (National Recreation and Park Association). This is the leading certification program in this industry and offers comprehensive, up-to-date training on playground safety issues. Applicants must be 18 years of age or older and have a high school diploma or equivalent. The course costs approximately $680 per person and the next local course offering is in Plymouth, MN on March 14 – 16, 2018. The fee covers the CPSI Course and Certification Exam. City staff does currently do playground inspections 2-3 times per month on a rotating schedule, checking for loose hardware and making sure the rubber mats are cleaned off and that everything is in proper working order. Wood chips are added to the playgrounds when necessary 2-3 times a year. Ms. Lawrence also provided responses from West Saint Paul, South Saint Paul, Eagan, and Inver Grove Heights on the CPSI program. Mendota Heights does a lot more inspections than these cities do. Some of them are not certified but they use the Minnesota League of Cities playground checklist during their inspections. Commissioner Klepperich noted that each commissioner is assigned a park when they become a part of the commission and he had found a safety issue at Valley Park this summer and it was taken care of the very next day. Commissioner Hinderscheid said that he would be in support of having someone certified to do formal inspections with records kept of that inspection. He expressed satisfaction and support of staff dong the inspections; however, having a formalized method is probably warranted. Public Works Director Ryan Ruzek proposed that staff document for this first year and then take a look. As long as the city has a program and is documenting their findings they should be released from most liabilities that would happen. Without the documentation, it is correct that the city would be vulnerable. He was unsure if having a certified inspector would be an improvement over just having documentation. Commissioner Hinderscheid noted that before their thoughts were a little bit different. Mr. Sloan Wallgren was trained as a certified inspector. Mr. Ruzek replied that when Mr. Wallgren was the Park and Recreation Coordinator he was the assistant city engineer and they did not discuss any of those issues. He was unsure what Mr. Wallgren’s role was and whether or not he documented any inspections. The suggestion was made that staff document the inspections for this first year as a definite step in the right direction. Mr. Ruzek also noted that with a park staff of three people it would difficult to send one to attend the class to be certified and then be dedicated to the inspections. Commissioner Goldade noted that he also supported the collection of data. He asked that the number of times that the city receives a request for financial assistance due to injuries caused or are happening at the parks. Staff agreed to provide that information. Commissioner Goldade also suggested that certification needs be reviewed with the city’s liability insurance and discover their expectations. He also suggested that the city somehow partner with the school district as they do have certified playground inspectors. 5.e Student Representative Update Ms. Lawrence noted that the Parks and Recreation Commission Student Representatives Myles Bowen and Clair Dunham both have terms that expire January 31, 2018. Myles is away at college so he will complete his term on January 31, 2018 and Clair Dunham has graciously accepted to stay on through the end of the school year. At the last City Council Meeting on January 2, 2018 Council gave direction to staff to contact local high schools for possible student representatives for the commission for a one-term position to start on June 1, 2018. Each term would be a one year period. Ms. Lawrence will begin this recruiting process within the next month. Chair Hinderscheid expressed his appreciation to Ms. Dunham for being diligent in her attendance and stated that her views are very important. He believed the commission should find ways to engage her more as that would help them in making decisions. 6. Reports 6.a Natural Resource Update Purple Loosestrife Public Works Director Ryan Ruzek provided the Natural Resources Update by explaining that staff has been noticing a number of invasive species popping up in large number in recent years. One of the latest discoveries is an infestation of Purple Loosestrife. Chemical treatments can be done; however, staff has been looking at more of an environmental-friendly treatment. The Minnesota Department of Natural Resources (MnDNR) has successfully used a biological control with beetles and weevils. A permit has been applied for through the DNR to collect these bugs this spring and release them in the hopes that they establish themselves and provide a benefit to the wetland. Concerns were raised with the introduction of Asian Beetles chasing people out of the parks in other areas. Mr. Ruzek replied that staff would be working closely with the DNR and Dakota County Soil and Water Conservation District as they have both completed these treatments with no adverse affects to the community. Valley Park Mr. Ruzek continued by explaining that staff is working with Great River Greening and Xcel Energy on re-vegetating the power line corridor that runs through Valley Park with a more pollinator friendly mix that would provide better habitat. This will be at least a 3-year project and will be funded through a $27,000 grant, of which the city is required to match $7,500 over the next three years. Xcel Energy will be providing an in kind match with labor and Great River Greening will be coordinating large volunteer events. Marie Avenue Underpass / Trail In 2019, Mendota Heights is proposing to reconstruct Marie Avenue. Dakota County is wanting the city to replace the existing pedestrian underpass under Marie Avenue and they want the city to extend the trail more directly north so it would not be a 90-degree turn around the tennis courts. Both projects will need to be coordinated together. The underpass and the trail would be completed using County funds, not City funds. Although surveying has not been done and a route has not been determined, it was noted that a straighter trail route would put the path right through the pine forest. Mr. Ruzek replied that staff would definitely take the pine forest into consideration as the alignment is chosen. A meeting has been scheduled with Dakota County on January 22, 2018. Cherokee Heights The city entered into a Joint Powers Agreement with the Cities of St. Paul and West St. Paul as the cities have combined surface water that runs north of Annapolis (Highway 13) through a culvert underneath the Cherokee Heights Boulevard and then down the Cherokee Heights Ravine. There is an abundance of erosion in this channel. The City has been awarded a $700,000 clean water grant for the stabilization of the Cherokee Heights Ravine and with that grant the city incorporated additional stormwater improvements. Word received from the WMO that this may be the largest grant ever handed out for clean water funds. Upon being asked, Mr. Ruzek revealed that this area is near where the Highway 13 landslide occurred. Cherokee Heights is where Highway 13 takes a sharp turn to the east, heading into West St. Paul – above where the landslide was. There is a natural ravine that runs down the bluff to the river and they would actually be stabling the upper part of the ravine. St. Paul Parks would be in charge of the natural area and owns a lot of that land in Lilydale, but because Mendota Heights is a contributor to the stormwater system they have an obligation to assist with the project. Aquatic Invasive Species (AIS) Dakota County has extended the grant submittal deadline for aquatic invasive species management to February 9, 2018. This grant program can be used for education and outreach, early detection, population assessments, management of newer established aquatic invasive species population, watercraft inspection and decontamination, or even law enforcement. Mr. Ruzek indicated that Mendota Heights does not have a large issue with aquatic invasive species but he wanted to provide this information to the commission. Chair Hinderscheid recognized Ms. Leslie Pilgrim for volunteering to collect the insects and release them to the wetland north of City Hall, which has a large infestation of Purple Loosestrife. The Commission asked questions and made suggestions regarding the best way for residents or volunteers to get involved in these and other projects within the city – calling the city directly, posting on the Facebook page, Heights Highlights, compiling a volunteer mailing list, etc. Ms. Dunham, upon being asked, noted that there are many clubs and sports teams that would do fund raising events to help clean up a park or work on a project such as these. Motion Hinderscheid / second Levine to request the City Council increase the amount of funds in the Invasive Species Control Program in the 2019 budget Ms. Jacobson suggested that staff keep this in mind and bring it back later, when it is closer to budget planning time, for possible inclusion of other suggestions and wishes. Chair Hinderscheid withdrew his motion and Ms. Levine seconded the withdrawal. 6.b Par 3 Update Recreation Program Coordinator Meredith Lawrence noted that at the last commission meeting, the commissioners had requested information on the 2016 financials. That information was included in the staff report to the commissioners. She did state that staff would not have the 2017 financials until late February or early March. When that information is available she will bring it to the commission. She also noted that for the last two months staff had been contacting golf accounting software companies to demonstrate products and obtain pricing for a new accounting system. Staff is working to figure out what the best product would be. The commission asked questions on various line items when comparing 2016 final numbers with November 2017 numbers. Ms. Lawrence replied that the budget, revenue, and expenditures were set before she came onboard and she was unable to make any changes to that. Hopefully they can promote the course better this year and use their marketing strategies more effectively. It was asked if the new accounting software would have a component where a player’s email address could be obtained and send a follow-up survey on their experience. Ms. Lawrence replied that it is a component of the systems they are considering. 6.c Recreation Program Updates Recreation Program Coordinator Meredith Lawrence provided some of the numbers of skaters using the rinks by location and the temperature of the weather. The City of Mendota Heights has had a lot of skaters this season, and it is great the rinks have been so widely used. The warming house at Friendly Hills has been completed; skating lessons started on Saturday. At this rink and others, the city offers five different classes with 27 participants this year. The classes run through February 3, 2018. There were two field trips in December; bowling at Drkula’s Bowl and a movie at the AMC Theater. There were 27 participants, an increase from last year. The second event was tubing at Wild Mountain in Taylors Falls with 15 participants. The Royal Ball has been scheduled for Sunday, February 11. Registrations are still being taken and the event will include crafts, games, meet and greets with real princesses and princes, DJ, refreshments, and lots of dancing. This will take place at the Concord Exchange from 3:00 – 5:00 p.m. Ms. Lawrence met with Mr. Mark Rodriguez from 3rd Lair and discussed the Roger’s Lake Skateboard Park. It was decided that staff would have a maintenance schedule for the commission to review in February 2018. Mr. Rodriguez will come and explain the proposal and answer any questions the commission may have. 6.d Comprehensive Plan Update Recreation Program Coordinator Meredith Lawrence provided a copy of the Mendota Heights 2040 Comprehensive Plan Update, Draft Goals & Policies for review and conditional consideration. This version provided the changes made based on the feedback from the commission in November 2017. 6.e Planning Report Chair Hinderscheid asked if the Friendly Hills Warming House had been completed. Mr. Ruzek replied that the warming house has been completed as well as the lighting. However, staff did have to come back and adjusted the lights to a lower angle based on neighborhood complaints. The two neighbors who had complaints have indicated that they are satisfied with the adjustments. Chair Hinderscheid asked if there was still an open issue concerning the fishing on Wagon Wheel and the culvert that was closed. Mr. Ruzek replied that this is still an open item. The Rogers Lake Property Owners Association was going to be coordinating that meeting with the DNR – not the city staff. He will be having discussions with the association over the next month as they gear up for the annual treatment of the weed overgrowth in Rogers Lake. In regards to the ash disposal at Rogers Lake, Mr. Ruzek spoke with Public Works about it last fall. They do not see an issue with that being a problem. They empty out the coals weekly and it has not been a concern for them and they were not supportive of adding a special hot ash bin in any of the parks. Student Representative Clair Dunham stated that when she asked about Pickleball she also asked about things that teens would like to do in the summer. She had some ideas that would be really fun for teens and families. Suggestions included: • Kickball tournament • Open mic night • Movie night in the park(s) 7. Announcements and Commission Comments Recreation Program Coordinator Meredith Lawrence noted that she met with Student Representative Clair Dunham last week and expressed appreciation for her feedback and stated that she has a very distinct and important voice for youth and young adults in the community. Commissioner Goldade expressed his excitement for the summer offerings through Parks & Recreation. He did ask if a new tennis coordinator would be hired or if Ms. Lawrence would be wearing both hats. Ms. Lawrence replied that they would be hiring a new instructor. Commissioner Goldade also thanked Mr. Ruzek for the Natural Resource Update. He also noted that he believed Pickleball lessons were being taught in high school PhyEd classes in Rogers. He looks forward to hearing from the Council on the fee assistance program. Kudos to the ice rink staff and all reports indicate that the warming house staff is friendly and the folks flooding the rinks are doing a great job. Commissioner Klepperich expressed his appreciation to the city staff members for their help and support, and for their participation this evening. He gave thanks to Ms. Dunham for her presence and participation. He also noted the great condition of the ice rinks. Commissioner Levine also expressed her high impression of the ice rinks and noted that they are a great place to have a party (fee is $25 to rent). She was also excited about the opportunities for citizens to get involved in the stewardship of our resources. Commissioner Tupper reiterated the appreciations made to Ms. Dunham for her insights and great ideas. She also expressed her thanks to staff for all of the research they put into helping inform the commission on issues and circling back and keeping track of things. Chair Hinderscheid thanked Mr. Malmgren for taking the time to share the information regarding Pickleball and thanked Ms. Dunham for her input. The commission had a great discussion on volunteer opportunities this evening and hopes to expand on that. He also expressed appreciation to Ms. Leslie Pilgrim for her volunteer efforts. He hoped citizens would connect with the Friday News as it is a great way for the commission to communicate with the residents. 8. Adjourn Motion Levine/Second Klepperich to adjourn the meeting at 8:12 PM AYES 5: NAYS 0: ABSENT: 2 Minutes Taken By: C. Darlene Oehlke Independent Contractor