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2018-12-11 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING December 11, 2018 The December meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, December 11, 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. Commissioner Ira Kipp was absent. Student Representative Matthew Boland was also present. Staff present: Recreation Program Coordinator Meredith Lawrence, Assistant City Administrator Cheryl Jacobson and Public Works Director Ryan Ruzek. 3. Approval of Agenda Motion Goldade / second Levine to approve the agenda. AYES 6: NAYS 0: ABSENT 1 4. Approval of Minutes from October 9, 2018 Motion Goldade / second Levine to approve the minutes of the October 9, 2018 Parks and Recreation Commission meeting. AYES 6: NAYS 0: ABSENT 1 5. Citizen Comment Period (for items not on the agenda) Chair Hinderscheid shared an email received from a citizen with questions for the Commission, some of which were shared at the meeting with City Council. One of the questions was in regards to making donations for the parks. Assistant City Administrator Cheryl Jacobson replied that she did not believe this to be an open item as this was discussed at the work session. The discussion was that donations would be funneled through the Foundation and that a “Friends of Mendota Heights Parks” would be established. Another question raised in the email was if they were permitted to make donations could those donations be targeted to a specific park. Ms. Jacobson replied that she believed it was discussed at the work session that Council would prefer that the donations would go to the “Friends of the Parks” – not targeting specific fund raising towards any one park; but to create a fund for all parks. The last item in the email were suggestions on features to put into the park, which would be taken under advisement. Recreation Program Coordinator Meredith Lawrence stated that if the resident wanted to address the Council on this issue at a meeting, there is a public comment portion that would be a good place for their questions or suggestions to be addressed. 6. Unfinished and New Business 6.a Review Adopt-A-Park Preliminary Research Working from materials provided to the Commission prior to the meeting, Recreation Program Coordinator Meredith Lawrence stated that the Parks & Recreation Commission had asked staff to do some preliminary research on setting up an Adopt-A-Park Program; however, before she continued research she asked the Commission to confirm that they still wanted to pursue such an effort. The city does not have a formal volunteer program at this time and creating something more formal would take staff time. Other communities do have an Adopt-A-Park Program of some kind. Chair Hinderscheid asked if there was someone in the city administration that is focused on volunteering. Ms. Lawrence replied that there is no such person at this time. Each department works on finding volunteers. Ms. Lawrence shared the “Mendota Heights’ Adopt-A-Park Program” outline that she had put together based on the research done with other communities; after which she requested feedback from the Commission: • Definition • Mission Statement • Who is Eligible • Role of the Group • Expectations • Terms and Conditions • Recognition • Application Process If the Commission were to decide that this is something they would want to pursue, it would need Council approval; the groups that would be interested in adopting a park would need Council approval as well. Also, additional information would need to be gathered regarding a volunteer program, especially for the liability portion of it. Chair Hinderscheid suggested that a pilot project be conducted to see if it would be well received. Commissioner Miller asked if this would be promoted through the Heights Highlights or any other venue so groups could find out about it. Ms. Lawrence replied that this could be promoted in various ways; Heights Highlights, Friday News, the city website, Facebook, etc. Chair Hinderscheid noted that if individuals were interested but not necessarily part of group, this program could be a way of getting individuals in a coordinated activity with other volunteers. Ms. Lawrence confirmed that this would be so. Commissioner Goldade asked if the Public Works Dept. was the one who does the work in the parks; and if Ms. Lawrence saw herself there assisting with these groups or how would that happen. His second question was if she could think of any reason why the Commission would not want an Adopt-A-Park Program. Ms. Lawrence replied that having Public Works or herself coordinating the volunteers would be something that would need to be looked into. Equipment would be one thing that staff would need to get more information on. Public Works is pretty busy right now and is unsure how much time they could devote. As to the second question, she did not see a lot of issues with the program and thought it would be good to have people that are cleaning the parks. The cleaner they are the more inviting they are to the residents. The biggest hoop to go through is the volunteer side of it; making sure that the city is covered and has a formal program so the program would work for both sides – the volunteer and the city. Chair Hinderscheid asked if the volunteers would need to sign something. Ms. Lawrence replied in the affirmative; all participants in city programs are required to sign a liability waiver in case something happens. Commissioner Levine commented that she believed this to be a really good idea and the application looks fine to her; the program outline looks very good; and citizens really want to get involved in the city and this would be a good way for them to do so. She would like to add school groups to the list of potential volunteers; maybe as a fund raising opportunity. She liked the idea of recognition or training as well. She did not believe that Public Works needed to be out there monitoring; however, if a group were to Adopt-A-Park they would need to attend some type of training to learn what the expectations are. She suggested an annual option to renew their groups’ participation in the program. Ms. Lawrence agreed with the suggestion of an annual renewal option. Motion Goldade / second Hinderscheid to direct city staff to continue working on the details to successfully implement the Mendota Heights Adopt-A-Park Program AYES 6: NAYS 0: ABSENT 1 Chair Hinderscheid expressed his appreciation to Commissioner Levine for suggesting the addition of school groups to the list of volunteers; mainly because students do not necessarily receive the Heights Highlights and there are other means of communicating this to them. Chair Hinderscheid asked if this would be specific to a park. Ms. Lawrence replied that on the application there is an area asking for first choice, second choice, and third choice of a park. 6.b Set Meeting Dates for 2019 Recreation Program Coordinator Meredith Lawrence shared the list of proposed meeting dates for the Parks and Recreation Commission in 2019. She did explain that these meetings are subject to change. Chair Hinderscheid asked if staff had taken Jewish Holidays into consideration. Ms. Lawrence replied in the affirmative. 6.c Review Fee Schedule Recreation Program Coordinator Meredith Lawrence explained that each year the City Council approves a fee schedule that is adopted to assess fees for services. She had provided the Commission with the fees charged in 2018 for Parks and Recreation related items and asked for recommendations if there were any changes for 2019. She had also provided research on what other cities are charging for picnic shelters, etc. Chair Hinderscheid asked about a comparison on the $90 / 10 round golf fee ($9 / round). Ms. Lawrence replied that most courses provide a full-year membership; however, most courses are only $1 or $2 less than a regular round. She would recommend increasing this to $100 / 10 round golf fee ($10 / round). Commissioner Klepperich asked if the pass could be used 7 day per week and at any time (other than during leagues) and how many are sold. Ms. Lawrence replied that they sell approximately 100 of these passes and they do expire at the end of the golf season. The passes are supposed to be used by only one person and are not transferrable; and a person should not expect to be able to use the passes by bringing in a group and asking that each person use one of the passes. It is expected to be used by one person for 10 separate rounds of golf. Chair Hinderscheid stated that he would defer to Ms. Lawrence’s recommendation on the increase of the 10 round pass. Commissioner Goldade asked if the role of the Commission was to make a recommendation that would then to go City Council for final approval. Ms. Lawrence confirmed that this was correct. He then asked, in December 2019, if all of the fees on the list shared by Ms. Lawrence would be brought back to the Commission for recommendation, including the new fees that were just approved. Ms. Lawrence replied that staff’s plan next year, since there are updated fees and policies that staff obtain data and have a work session with the Parks and Recreation Commission and the City Council to review the fees and the policy, and then make a recommendation for 2020. Commissioner Goldade asked how many picnic shelter fees are received in a year. Ms. Lawrence replied that last year they had 45 shelter reservations. Commissioner Levine asked for a breakdown of the 45 shelter reservations. Ms. Lawrence replied that 85% were residents (birthday parties, family reunions, graduation parties, etc.) Commissioner Levine then asked if the cost of cleanup was included in the fee. Ms. Lawrence confirmed that it was included in the fee. Chair Hinderscheid asked what the difference was between residents and businesses. Ms. Lawrence replied that the difference was if a local business wanted to use the park for a business event at a picnic shelter they are charged the business rate; a business in the city would be considered a resident business and a business outside of the site could be considered a non-resident business. The research done did not show a different rate between residential or business renters. Commissioner Levine stated that she liked the structure of the fees as it is – with the separate residential and business rates because business events are typically larger than a resident event. She also suggested that the residential rate remain at $50; no higher than $60 to prevent creating a burden on the resident. She also suggested that the 10 round pass be increased to $100. Motion Levine / second Hinderscheid to continue the picnic shelter rates from 2018 in the four categories and the Par 3 10-round pass be increased from the 2018 rate of $90 to $100 rate in 2019 Amendment Goldade / second Levine have the Par 3 10-round pass remain at the 2018 rate of $90. AYES 2: NAYS 4: ABSENT 1 Commissioner Miller expressed his agreement with Chair Hinderscheid in that he would defer to Ms. Lawrence’s opinion on the increase in the fee as other communities are charging similar rates. Chair Hinderscheid called for a vote on the original motion to continue the fee rates from 2018, except the Par 3 10-round pass, which would be increased from the 2018 rate of $90 to $100 rate in 2019. AYES 5: NAYS 1: ABSENT 1 6.d Playground Improvement Subcommittee Public Works Director Ryan Ruzek explained that this item was to look at the playground improvements planned for Wentworth Park and Hagstrom King Park. At the joint Parks and Recreation Commission / City Council workshop on November 13, 2018 the City Council provided direction on rough budgets for these two parks; they then asked staff to put together some playground layouts to be approved by the Parks and Recreation Commission – and eventually approved by the City Council. Mr. Ruzek noted that he would be more comfortable working with a subcommittee of the Parks and Recreation Commission to assist with picking the playground structures that could be brought back to the entire commission. Chair Hinderscheid asked if the subcommittee meetings would be open to the public so they could participate. Mr. Ruzek replied in the negative. Commissioner Levine asked when the meetings would take place. Mr. Ruzek replied that he would anticipate that the meetings taking place at least through the first week of January 2019. Commissioner Levine then volunteered for the subcommittee. Chair Hinderscheid also volunteered; as did Commissioner Tupper. 6.e Rogers Lake Park Lighting Public Works Director Ryan Ruzek noted that Commissioner Kip, who lives near Rogers Lake Park, had indicated that he felt the lighting on the upper parking lot was inadequate. This parking lot is adjacent to the skate park. When looking at the aerial photographs, Mr. Ruzek was able to see an existing light by the pavilion, adjacent to the lake, and he believed there to be one near the pedestrian entrance near the parking lot; however, he was unable to see it in the photographs. If lighting were to be added to the park, the cheapest and easiest way would be to lease a light from Xcel Energy, which they would hang on an existing power pole. There are three poles available; one near the sand volleyball court, one along the trail, and two poles adjacent to Wagon Wheel Trail. The recommended location for a light would be on the pole located right between the parking lot and the skate park – next to Wagon Wheel Trail. Rates and wattages were included in the Commission packet. The Police Department is supportive of adding lights in the city no matter the location; however, they have no current concerns with security and safety in the park itself. There are also negative natural resources issues to be taken into consideration. Commissioner Tupper asked if there were safety concerns at the park. Mr. Ruzek replied that Commissioner Kipp had believed there were safety concerns. The Police Department has taken a look, reviewed, and walked the park and there are no ‘documented’ safety issues. Chair Hinderscheid noted that the Commission did receive a list of police calls to the skate park, so there are some minor issues. Mr. Ruzek stated that the intent is not to light up the skate park because it does close at dusk or 10:00 p.m. in the summer. The light would likely be on throughout the dark hours by using a photo-cell. Commissioner Goldade questioned the dollar amounts listed in the staff report. Mr. Ruzek reviewed and corrected the error; the average cost is $10.36 per month for a 100W light installed on an existing pole, or $124.32 per year. Commissioner Tupper stated that she would not be opposed to having a light installed on the pole next to the entry drive as it would be close to the street and help with visibility of pedestrians. Chair Hinderscheid asked if the light could point both directions and be effective, or would it be too far. Mr. Ruzek replied it could be mounted anywhere on the 360 degrees of the pole; he could work with Xcel on what would provide the most adequate lighting with the least disturbances to neighboring properties. Motion Levine / second Goldade to direct staff to work with Xcel to put in the light at Rogers Lake Park AYES 6: NAYS 0: ABSENT 1 7. Reports 7.a Par 3 Update Recreation Program Coordinator Meredith Lawrence shared the monthly financial report for the Par 3 Golf Course; which had 680 rounds of golf played in September 2018. The total monthly revenue was $10,890, bringing the course to a year-to-date total of $129,666 for the five months they were open. This is down from the year-to-date total for this time last year. September expenditures were $11,234; year-to-date of $118,460. The course is still showing a profit of $11,206 for the 2018 season. Financial information for October was not yet available; however, it was a tough month due to the weather. It is hoped that the course would break even for the year. Staff is working to come up with more creative ways to market the course next year and plan more special events. At the last meeting, the Commission asked for an update on the state of the equipment used at the Par 3 Golf Course, which Ms. Lawrence provided in the meeting packet. Upon being questioned, Ms. Lawrence stated that staff has been working with the city finance department on how to fund the replacement of the course equipment. 7.b Recreation Update Recreation Program Coordinator Meredith Lawrence provided an update on the city’s recreation programs; highlighting the skating program that would start in January, field trips planned for winter break, football camp, Royal Ball, and a new event called “Blade with the Blue” where members of the Police Department would come together with children to enjoy the sport of hockey. Winter Registration is open on the city’s website. Ms. Lawrence also provided a copy of a flyer which will be distributed to the local schools, the fall program recap, and indicated that staff is busy looking into ideas for the 2019 summer programs. Thoughts and suggestions from the Commission are welcome. 7.c Commissioner Park Updates Commissioner Klepperich noted that baseball is over for the year. He looked at Wentworth Park as he was interested in the installation of the lights for the rink, which are finished. He asked Mr. Ruzek to provide an update on the warming house study. Mr. Ruzek replied that he has not received an updated schematics on the warming house design. The city did offer a contract to CNH Architects in September 2018. This is the same architect that is working on the fire hall. Staff is meeting with the architect on Tuesday, December 18, 2018 at a workshop with City Council. Commissioner Miller had no updates on Victoria Highland; no winter activity there. Commissioner Levine asked if the rental of a warming house for parties is really $4/hr. for the rink. Ms. Lawrence replied that this rental figures was correct. An application permit needs to be obtained at a cost of $25. The use of the warming house is available during regular business hours. Commissioner Levine also noted that there was a number of layers of ice on the Marie Park rink. It looks really nice. Commissioner Tupper did not have any updates on her parks. Chair Hinderscheid stated that there is nothing particular going on at Ivy Hills. In the past he noted open water; however, he did not see any open water this evening. Mr. Ruzek replied that the dredging of the pond may have something to do with that; however, the Dodd Road Reconstruction Project may also have something to do with that. 8. Announcements and Commission Comments Recreation Program Coordinator Meredith Lawrence made the following announcements: • There are two vacancies for the Parks and Recreation Commission; applications are due December 28, 2018 to City Administrator Mark McNeill • City staff is busy flooding the rinks; in hopes that the warming houses would be open on December 17, 2018 Commissioner Tupper expressed her appreciation for the programming, the new partnerships, and the new programs being added. The communication pieces are really great too. Commissioner Levine expressed her appreciation for staff’s hard work and the great job they do. She has noticed a number of people out on the trails, in the parks, and the dog park is being used tremendously and is in really good shape. Commissioner Miller noted that a lot has happened this year; this group has seen some very good things happen both from performance of the staff and from the issues brought before the commission; it was a good year. Commissioner Klepperich took a minute to commend Commissioner Tupper for her outstanding work on the 2040 Comprehensive Plan for the city. She made a very nice presentation to the City Council recently and has written a whole section of the Comp Plan on Natural Resources. Chair Hinderscheid echoed the appreciations made to staff; the commission feels they have much stronger support from staff and that is very helpful. He thanked Student Representative Matthew Boland for being present. He also noted that there will be two open positions on the Parks and Recreation Commission and encouraged people to apply. He is excited to be a part of the subcommittee to work on the design of the Wentworth Park and Hagstrom King Park playground. 9. Adjourn Motion Goldade / Second Levine to adjourn the meeting at 7:49 PM AYES 6: NAYS 0: ABSENT 1 Minutes Taken By: C. Darlene Oehlke Independent Contractor