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2018-02-13 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING February 13, 2018 The February meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, February 13, 2018, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Pat Hinderscheid called the meeting to order at 6:30 p.m. 2. Roll Call – The following Commissioners were present: Chair Pat Hinderscheid, Commissioners Steve Goldade, Bob Klepperich, Stephanie Levine, David Miller, and Nissa Tupper. Absent: Ira Kipp and Student Representative Clair Dunham. Staff present: Assistant City Administrator Cheryl Jacobson, Public Works Director Ryan Ruzek, and Recreation Program Coordinator Meredith Lawrence. 3. Approval of Agenda Motion Goldade /second Tupper to approve agenda. AYES 6: NAYS 0: ABSENT 1 4. Approval of Minutes from January 9, 2018 Motion Levine / second Klepperich to approve the minutes of the January 9, 2018 Parks and Recreation Commission meeting. AYES 6: NAYS 0: ABSENT 1 5. Unfinished and New Business Chair Pat Hinderscheid noted that he had provided the Commission with a copy of some of the achievements of the Commission in the past year and his thoughts on goals for this coming year. 5.a Election of Chairperson and Vice-Chairperson Recreation Program Coordinator Meredith Lawrence explained that Section 2.3 of the Rules of Order states that at the February meeting the Commission would elect from its members a Chairperson and Vice-Chairperson. The term would last one year and become effective at the February meeting. The Chairperson and Vice-Chairperson take office immediately following their election and hold office until their successors are elected and assume office. Current Chairperson Pat Hinderscheid was nominated as Chairperson, along with Commissioner Nissa Tupper. Mr. Hinderscheid accepted the nomination; however, Ms. Tupper declined the nomination. Motion Miller / second Levine to appoint Pat Hinderscheid as the Chairperson for the Parks & Recreation Commission for the year 2018. AYES 6: NAYS 0: ABSENT 1 Motion Levine / second Klepperich to appoint Nissa Tupper as the Vice-Chairperson for the Parks & Recreation Commission for the year 2018. AYES 6: NAYS 0: ABSENT 1 5.b Schedule Work Session Staff requested a work session in late February or early March as it would be important to review the rules, responsibilities, and goals of the Commission. They recommended either February 26, 2018 or March 1, 2018. A suggestion was made to have the meeting prior to the regular Tuesday meeting, which the Commission declined. It was decided to hold the Parks and Recreation Commission Work Session on Thursday, March 1, 2018 beginning at 5:30 p.m. at City Hall. 5.c Skating Trainers Research Recreation Program Coordinator Meredith Lawrence explained that the Commission had asked staff to research the price of ice skating trainers and their use in surrounding cities. An ice skating trainer is a walker-like tool that younger users use to learn how to skate. Staff found that ice skating trainers can range price from $40 - $300 each. After conducting other research, they did not find any other communities with ice skating trainers at outdoor rinks; they are used mainly for indoor rinks where there is better storage facilities and it is easier to administer. After speaking with other facilities the most common concern raised was theft prevention. The other portion that concerns staff a bit is the administrative process of renting them out to users. It was decided to not pursue ice skating trainers at this time. 5.d Summer Recreation Program Offerings Recreation Program Coordinator Meredith Lawrence explained that staff has been busy planning and coordinating recreation programs and activities for the summer season. Information will be available on the website February 15, 2018 and would list all of the available programs along with times and places. Registration will be open March 1, 2018 and can be completed online or at City Hall. A list of summer programs was provided in the commission packet. Chairperson Hinderscheid asked for an explanation of the difference between Frisbee and Disc golf. Ms. Lawrence explained that the Ultimate Frisbee Camp is on a soccer field and the goal is to get the Frisbee from one end of the field on a team to the other end of the field. Disc golf is when a player uses the so-called holes to throw the Frisbee to. She does believe that the Frisbee is different than the Disc. Ms. Lawrence also pointed out some new programs that were added this year. A discussion occurred on whether or not working parents could sign their child up for an activity in the AM and then another activity in the afternoon, essentially having their child fully active all day and the parents would not have to worry about their child being alone for part of the day. This is the reason the golf camp has been moved to the afternoon, so the children could do an activity in the morning and then join the golf camp in the afternoon. This information will be available on the City’s website and in the Heights Highlights. At the mention of the Heights Highlights, discussion occurred concerning whether or not the Highlights could be sent to residents outside of Mendota Heights. It was determined that staff would work with the City Clerk to determine if that would be possible, desired, or feasible. 5.e Recreation Facilities Reservation / Special Event Policy Recreation Program Coordinator Meredith Lawrence noted that the City has 12 parks and recreation facilities, which includes fields, shelters, courts, and concession stands. A lot of requests have been received from residents, organizations, and non-residents to reserve these facilities. Prior to this year, the process to reserve a facility was unclear and inconsistent. Since the fees have been established in the City’s fee schedule, staff has worked to update the policy for reserving the facilities. This new policy was passed by City Council at their February 7, 2018 meeting and a copy was provided to the Commissioners. 5.f Market Square Park Bench Discussion Public Works Director Ryan Ruzek explained that a resident that lives near Market Square Park, a small park in the retail area of The Village Development, has requested a table and possibly a tiltable umbrella. She lives nearby and is looking to possibly have picnic lunches, work on arts and crafts, and other tasks. The benches that are already supplied in the park are not meeting her needs. There are businesses in the area that do provide table-type seating; however, they would prefer that the users of those tables are paying customers. Also, there is likely to be a number of changes undertaken in the park. The businesses are currently looking at no longer continuing some of the Music in the Park and maybe some other activities. Nothing has been finalized yet. Mr. Ruzek suggested that a committee be formed that could join him in meeting with the developer who has been managing and operating the park. This committee could be made up of business representatives, city staff, a member of the Commission, and possibly a member of the City Council; and they would look at what would be the long-term use to help attract people to the park and to attract people to the local businesses. That being said, staff is not too supportive of making any large scale changes. The resident who requested the table has also had a number of other suggestions that should be discussed in a committee-type setting. Staff would not be supportive of a table with an umbrella simply because of liability issues – the umbrella could be a wind projectile, which could cause personal injury or building damage. If the Commission were to desire table seating staff could look at some type of permanent sunshade, a pergola, or some sort of larger wind-proof umbrella or structure. With everything else going on in the area, staff believes the Commission should be looking at what should be done with the park rather than purchasing just one table. The City also does not have this purchase budgeted; however, there is a park bench donation program that this resident could look into. Market Square Park is a public park; however, the fixtures in the park are managed by the company that oversees The Village. All of the businesses pay a small fee per square footage of rental space that goes towards Promotions and Marketing, which included maintenance of the park. The Commission asked how to handle the interest in installing tables in the park since there has been only one request received. Discussion ensued on this topic as well as to the Business Tenant Association indicating their unwillingness to continue to provide the Concerts in the Park. Assistant City Administrator Cheryl Jacobson stated that the City Administrator and the City Council has been made aware of this possible cancellation. Staff is looking into the possibility of doing a scaled-back concert series that would be city sponsored – maybe only three this summer – and is looking into lining something up for 2019 that is more of a concert schedule, as well as other options. Concerns and disappointments were expressed at the short notice from Market Square regarding the discontinuation the Concerts in the Park and other tenant sponsored activities with the possible backlash of residents not visiting the area as often or possible reduction in revenue on the part of the businesses. Going back to the discussion on the park bench, a commissioner expressed his opinion that the dropping of one picnic table into this space as not being a good idea. Another commissioner expressed their desire to have tables available to sit at when visiting the park, or going to the fountain; however, now is not the time to be putting anything in. It was determined that the best way to move forward was for representatives of the city, the developer, and the tenants to get together and look at a vision for the park on a go-forward basis. Commissioner Klepperich volunteered to be a part of this committee. Chair Hinderscheid indicated his agreement to this as well but did not commit at this time. Motion Klepperich / second Goldade to appoint Bob Klepperich to the Market Square Park Committee. AYES 6: NAYS 0: ABSENT 1 5.g Ivy Hill Park Pond Improvements Public Works Director Ryan Ruzek explained that the Commission was alerted to this project last fall – the Ivy Hill Park Pond has filled in with sediment so staff was looking at dredging some of that material out. They went through a wetland delineation report and discovered that the sediment in the pond is a class 1 material, meaning that it is not a hazardous waste and does not have to go to a sanitary landfill; it can be used on an improved site. The project has been put out to bid with the bid opening scheduled for February 28, 2018. Staff hopes for a City Council award of that project on March 6, 2018. From there, staff would work on contracts with the contractor with the possibility of work beginning in March 2018. There is an area on the north part of the park where approximately 500 yards of fill could be disposed to – a low area that has drowned out some trees. However, that would be determined by the contractor and whether or not he has any use of the fill. Also, if the ground is soft city staff would not allow the contractor to drive their heavy equipment to the low area identified. Commissioner Miller, who missed the last meeting, asked what necessitated the dredging of the pond. Mr. Ruzek replied that there have been complaints received over the last couple of years about the odor being caused by the large amount of sediment the pond has filled up with. Also, the pond is not providing the water quality benefits that it should be providing. There is a limited number of ponds on the north end of the city and this is a very important pond for water quality. This is the only water treatment pond between the Dodd/Delaware intersection and the Mississippi River. Funding for this project would come from the Stormwater Utility Fund. 6. Reports 6.a Natural Resource Update Public Works Director Ryan Ruzek had provided the Commission with a number of Natural Resource Updates:  Three articles proposed to run in the March Heights Highlights o Information around pollinator activities o Invasive species o Stormwater pollution and good housekeeping practices  Annual noxious weed list  Work Plan for 2017-2018 Pollinator Friendly Activities  Natural Resources Management Plan o Staff requested Commission feedback and thoughts on items in the plan that may still be worth undertaking; does this report encompass most of the natural resources concerns of the City or should this plan redone; and are there areas the Commission feels some of the effort should be concentrated The Commission requested that discussion of the Natural Resources Management Plan be put on the agenda for the upcoming Work Session. 6.b Par 3 Update Recreation Program Coordinator Meredith Lawrence explained that in January 2018, City Council approved a professional services contract for the development of an RFP to solicit proposals for turf and grounds maintenance at the Par 3 Golf Course. For several years, the city worked with a private company for oversight of maintenance of the course. This included application of chemicals/fertilizer, winterization of the course, and general maintenance of the irrigation system. This contract ended in 2017, so the city will need to find someone to complete these services at the course in 2018. The reason for the RFP is that the current contract is up and the vendor is no longer in this business. A suggestion was made to work with the school district as they pay someone to apply these chemicals. Chair Hinderscheid asked about the accounting system that had been discussed at the last meeting. Ms. Lawrence replied that she and Ms. Jacobson have been researching that, doing demos, met with local groups that have Point-of-Sale Systems that serve as cash registers and they have decided to go with a simple cash register for another year. They are in the process of purchasing a new cash register that is a lot more up-to-date, should help with the accounting, and keep better data in the future. This new cash register will split out foot golf and regular golf. 2017 financial information will be available at the March 2018 meeting. 6.c Recreation Programs Updates Recreation Program Coordinator Meredith Lawrence stated that skating lessons at Friendly Hills Park ended last Saturday (February 9, 2018). There were 27 participants this year with five different classes. Gymnastics classes end this Saturday, February 17, 2018. Mendota Heights had 48 youth registered in the program, an increase of 29% from last year. The Royal Ball took place on Sunday, February 11, 2018 at the Concord Exchange Building in South Saint Paul. There were 117 total participants, 43 of them being Mendota Heights residents; this is up 79% from last year. Ms. Lawrence attended and had a blast. Commissioner Tupper was also there and had a great time and heard very positive comments. Ms. Lawrence did some research on the School Donation Program for the fee assistance program. After speaking with the representative from the city’s online registration system software, it was discovered that it would be difficult to add a donation box at the end of registration. The current system does not allow for this. Staff has requested that the representative look into this for a future option. Staff completed the paperwork and submitted the first technical review for a USTA tennis court grant at Marie Park. The USTA representatives that staff works with provided feedback, which staff is using to submit the final technical review to the USTA. Recreation program registration information will be on the city’s website February 15, 2018 and registration will go live on March 1, 2018. There was a total of 2,497 skaters using the ice rink this season and hopefully, with the warmer weather coming staff will be able to keep the rinks open until March. 7. Announcements and Commission Comments Commissioner Tupper expressed her appreciation of being made the Vice-Chairperson this evening. She continues to be impressed by the lean staff the city has and the amount of work they accomplish, the diverse amount of programming that comes out and how well it is done. She commended staff for their efforts to engage the community and create opportunities to bring people together. Commissioner Levine congratulated Chairperson Hinderscheid and Vice-Chairperson Tupper on their appointments. She pointed out to the community that she is a Facebook friend with the City of Mendota Heights and the Mendota Heights Parks and Recreation Commission and is getting a lot of good information. She encouraged residents to Like these pages on Facebook. She also shared that on March 8, 2018 at 7:00 p.m. there will be an Invasive Plant Species in your Neighborhood; Identification Management and Beautiful Alternatives session that is free to the public. Commissioner Miller noted that when he received the packet for this meeting he was a bit daunted at the size and wondered if they weren’t going to have a 3-hour meeting. However, everyone engaged in some very good meeting management, yet with the discussions they covered all of perspectives and got everyone’s point of view respectfully. It was a good meeting. Commissioner Klepperich stated that he had the opportunity on Sunday to attend the Sibley High School Band Pancake Breakfast and a great job was done by all. He reminded everyone that the band is looking for help, financially and otherwise, for their big trip to Washington D.C. this coming summer. Commissioner Goldade thanked the residents who gave the Commission suggestions for the skating trainers and for the table at Market Square Park. He encouraged all residents to keep sharing their ideas because everyone working together will create the best park s in Mendota Heights. He also expressed his appreciation to the plow drivers as they have done great work, especially with the recent large snow event. He concurred with Commission Miller’s comments on a great meeting. Chair Hinderscheid expressed his appreciation for the opportunity to serve as Chairperson again and welcomed Vice-Chairperson Tupper. Echoing what Commissioner Goldade said, he commented that it is really helpful for the Commission to get comments from the residents and encouraged residents to contact them. He also appreciated all of the work on the Recreation Programs, and Mr. Ruzek and Ms. Jacobson being in attendance to cover some of the other subjects. Looking forward to a great 2018. 8. Adjourn Motion Levine / Second Miller to adjourn the meeting at 7:57 PM AYES 6: NAYS 0: ABSENT: 1 Minutes Taken By: C. Darlene Oehlke Independent Contractor