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2019-02-12 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING February 12, 2019 The February meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, February 12, 2019, 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, Ira Kipp, Bob Klepperich, Stephanie Meyer, and Dan Sherer. Commissioner David Miller was absent . Staff present: Recreation Program Coordinator Meredith Lawrence, Assistant City Administrator Cheryl Jacobson, P ublic Works Director Ryan Ruzek, and Natural Resources Technician Krista Spreiter. 2.a Introduction of New Commissioners Recreation Program Coordinator Meredith Lawrence introduced the two new Parks and Recreation Commission Members, Ms. Stephanie Meyer, and Mr. Dan Sherer, who each provided a brief background about themselves. 3. Election of Chairperson and Vice-Chairperson Recreation Program Coordinator, Meredith Lawrence, stated that Section 2.3 of The Rules of Order states that at the February meeting, the Commission elects from its membership a chairperson and a vice-chairperson. Both of these terms last for one-year and become effective at the February meeting. Commissioner Klepperich nominated Commissioner Goldade for the position of chair. Goldade accepted the nomination. Motion Klepperich / second Kipp to appoint Commissioner Goldade as the chairperson for the Parks and Recreation Commission for the year 2019 AYES 6: NAYS 0: ABSENT 1 Commissioner Klepperich nominated himself for the position of vice chair. Motion Klepperich / second Goldade to appoint Commissioner Klepperich as the vice - chairperson for the Parks and Recreation Commission for the year 2019 AYES 6: NAYS 0: ABSENT 1 4. Approval of Agenda Motion Klepperich / second Hinderscheid to approve the agenda as presented AYES 6: NAYS 0: ABSENT: 1 5. Approval of Minutes from January 8, 2019 Motion Kipp / second Hinderscheid to approve the minutes of the January 8, 2019 Parks and Recreation Commission meeting. AYES 6: NAYS 0: ABSENT: 1 6. Citizen Comment Period (for items not on the agenda) No citizens were in attendance. 7. Unfinished and New Business 7.a Natural Resources Update Natural Resources Technician Krista Spreiter provided a brief introduction of her background and some of the activities she has had the opportunity to participate in. Ms. Spreiter then provided a brief update on the on -going and up-coming Natural Resources Projects and Programs going on in the city:  Lexington Highlands Curb-cut Rain Gardens o Started by two local residents seeking a Master Water Steward c ertification through the Lower Mississippi River Watershed Management Organization. o To design and install 11 curb -cut raingardens in conjunction with the street reconstruction project; intended to continue with future road reconstruction projects o Ultimate goal is to take stormwater runoff from the neighborhood that would otherwise go into the storm sewer and into the surface waters and infiltrate it, let it soak into the ground, or treat it  Valley Park Pollinator Corridor o Partnered with Great River Greening and Xcel Energy to restore and a pollinator habitat in the Valley Park utility corridor within Valley Park o Part of the larger Metro Big Rivers Phase 8 Plan, which focuses on protecting and improving wildlife habitats  Emerald Ash Borer (EAB) Management o In 2018, there were approximately 300 trees that were treated as part of the city’s EAB program; 37 were public trees and the rest were private trees o RFP for a 3-year contract has been sent to area Tree Care Professionals to aid in the management and prevention of EAB  Oak Wilt Management o Quotes have been requested from Rainbow Tree Care and Sav -a-Tree to conduct oak wilt management in Hagstrom-King Park and Friendly Hills Park Commissioner Hinderscheid asked about the plan for the boulevard trees in regards to EAB Management. Ms. Spreiter replied that there were some boulevard trees that are part of a U of M study and some are being treated as part of that program. The city is treating some boulevard trees that are within the city’s public owned property; however, private property within the boulevard is up to the private homeowner for treatment. Commissioner Kipp asked if it was the city’s plan to not replace the boulevard trees that die because of EAB. Ms. Spreiter replied not at this time on private property. Commissioner Hinderscheid asked if the city had any assessment on the wildlife in the community. Ms. Spreiter replied she was unaware of any such assessment. However, they have spoken about creating a Natural Resource s Management Plan, which this could be a part of. It is usually the Minnesota Department of Natural Resources (DNR) that tracks and has programs for wildlife. Commissioner Hinderscheid noted that there was a time when the Commission talked about Natural Resources Management and they had quite a turnout of residents. He then asked if she had planned any public forums where the residents could express their areas of concern. Ms. Spreiter replied that she has not; however, it is a great idea. Commissioner Sherer asked where the raingardens would be located. Ms. Sherer replied that they would be located in the right -of -way so the city could maintain them. They are about a foot off of the curb. Commissioner Sherer asked if there had been any conversations or p lans created to mitigate salt and sand being put into the raingardens during the winter. Ms. Spreiter replied that the Public Works Department are well aware of the project; and hearty plants were chosen. There will be some maintenance needed, which the city is coordinating. Public Works Director Ryan Ruzek also noted that there are trench drains that are anchored to the back of the curbs with the intent to get the sand or sediment to filter out into the trench drain and then the homeowners, in the spring, can unbolt it and shovel out the sand and sediment. Mr. Ruzek asked Ms. Spreiter to speak to the tree sale. Ms. Spreiter noted that there has been talk about a tree sale and quite a few residents have expressed interest. She has been speaking with Tree Trust on coordinating with them on getting a tree sale for residents; the trees would be offered at a reduced price. They are anticipating on having this sale take place in early spring – mid-April. 7.b Playground Subcommittee – Wentworth and Hagstrom-King Public Works Director, Ryan Ruzek, stated that a playground subcommittee meeting took place on February 11, 2019, with Commissioners Sherer and Hinderscheid in attendance. Commissioners Sherer and Hinderscheid expressed their interest in continuing to pa rticipate. Commissioner Meyer agreed to participate as well. Chair Goldade assigned Commissioners Dan Sherer and Stephanie Meyer to the Playground Subcommittee. Commissioner Pat Hinderscheid is already on the subcommittee. Commissioner Hinderscheid also noted that Public Works Director Ryan Ruzek had sent out information on a grant program through the Minnesota DNR. Mr. Ruzek explained that there is a MN DNR program which awards approximately $2 million per year to different agencies. He looked at the 2019 awards; however, the city would be looking at a 2020 award. It would be acceptable for the city to move forward as this is a reimbursement type program. Motion Hinderscheid / second Klepperich to have staff pursue a grant from the Minnesota Department of Natural Resources for the Wentworth and Hagstrom-King Playground Equipment AYES 6: NAYS 0: ABSENT 1 7.c Wentworth Warming House Public Works Director, Mr. Ruzek, stated that in September 2018, the City Council awarded a contract to CNH Architects for a schematic layout and cost estimate for the new warming house at Wentworth Park. Discussions of wanting a warming house with running water and full -time bathrooms occurred. The architect submitted different renderings, which Mr. Ruzek shared with the Commission and asked for feedback. The Commission discussed the following points:  Bathroom entrances inside and outside of the warming house – possibly one of each  Unisex bathrooms rather than designated one for men and one for women  Use of this particular warming house year-round rather than using it strictly for storage in the summer  Plans for summer programs to occur at this park, in and around the warming house  Possible inclusion of windows  Size of the building footprint  Location of the bathrooms / inclusion of changing stations  Addition of park benches  Colors coordinated with the playground equipment  Addition of another room for meeting space  Cost Staff was directed to investigate what kinds of programs could be held in this building and what, if any, of the suggestions could be accommodated. Staff would then bring this topic back to the March 2019 Parks & Recreation Commission meeting. Mr. Ruzek noted that this building could be added to the grant application for the playground equipment. 7.d Pilot Knob / Oheyawahe Improvements Public Works Director Ryan Ruzek noted that the city purchased the Pilot Knob site in 2007 and the city was recently awarded a grant from the American Express Foundation for work to update the Pilot Knob / Oheyawahe Restoration and Improvement Plan. The plan is focusing on enhancing the visitor access to the site. The plans are out for public comments, which are currently closing on February 20, 2019. Staff asked the Commission to provide feedback on the plan. Once the public comments and feedback has been received, Great River Greening would present the plan to the City Council. From there, staff would look at applying for different grants. Chair Goldade asked if this was a Mendota Heights Park. Mr. Ruzek replied that this is a City of Mendota Heights park; however, there are a lot of limitations on what can occur there. For instance, it cannot have playgrounds or other recreation amenities. Mr. Ruzek shared the planned enhancements to the visitor access:  Monument sign on the corner of Pilot Knob and Acacia, highlighting that this is a city park with the name of the park  The gravel parking lot would be relocated slightly to the north, expanded somewhat  Repairing the gate and removing half of the existing roadbed that runs to t he cemetery, planting vegetation there  Constructing a paved walking path that would be ADA compliant  Visitor entrance center  Gathering site for field-trip groups  Installing a mowed trail to the seven Oaks area  Installing a mowed trail to the four Oaks area  Installing a mowed trail to the future interpretative area  Gravel or off-road type trail that would bring residents down to the Big Rivers Regional Trail Commissioner Hinderscheid asked for the purpose of the park. Mr. Ruzek replied that it is a historical park and is intended to be a native prairie park. The entire park is listed on the National Historical Registry. 7.e Pedestrian Trail Benches Mr. Ruzek explained that Commissioner Kipp reached out to staff and requested that the city set a standard of one bench for every one mile of trail that the city maintains. Currently, there are only a couple of benches along city trails as most are located within the city parks. Most of the benches are along a county road or a major road; some of those locations should meet the requested criteria. He noted that the city does have a Park Bench Donation Program. The cost to install a single park bench can range from $1,500 to $3,000. A $1,000 donation is required and the city sponsors the remaining costs. There are currently approximately 22 miles of city trails, which would equate to approximately 22 benches. Staff requested feedback from the Commission was whether they feel there are an adequate number of benches on the city’s trail system, should there be more, and are there specific locations where they would want benches, Commissioner Hinderscheid said it would be easier to have a discussion if they kne w where the current benches were located. He also noted that having one for every mile seemed more than what would be needed. Commissioner Sherer asked how the Park Bench Donation Program was promoted. Mr. Ruzek replied that it is on the city’s website within the Parks and Recreation page. It has not been promoted much, per se. However, it could be marketed in the city’s various publications. It was also noted that whenever a bench is donated the Commission is informed. Staff was directed to do an existin g bench study and create a map of where the benches are located and return to the Commission for further discussion. 7.f Horseshoes Request Chair Goldade noted that this topic was brought to the Commission at their January 2019 meeting. Mr. Ruzek stated that the resident who originally placed the request lives near Kensington Park . North Kensington Park is currently an open space area and that is where Mr. Ruzek had originally suggested putting the horseshoe pits. The Commission asked staff to provide so me additional information. The resident is looking for three or four courts (a 50’ x 50’ area) and are open to any Mendota Heights park. Residents are currently going to West St. Paul on a weekly basis to play horseshoes. The Commission had noted that they felt the horseshoe area would get more use if they were located near an existing park pavilion. Staff discussed with Parks Maintenance on a possible 50’ x 50’ location near an existing pavilion and received the following feedback:  Wentworth Park – ce nter island near pavilion, would require removal of trees  Valley Park – no room near pavilion  Friendly Hills – possible under power lines, would require grading (adding to the cost)  Kensington – soccer fields take up most open space  Rogers Lake – not much room left with aerator, canoe rack, volleyball and playground  Hagstrom-King – possible near basketball court (no pavilion)  Mendakota – possible on top of hill near basketball courts (not near pavilion) Commissioner Hinderscheid asked about an open area in Wentworth Park where there had been discussion of installing an archery range in the past. Mr. Ruzek replied that the open area was still there, but it is not near the pavilion. Commissioner Hinderscheid asked for confirmation tha t at one time the Commission had requested someone do a study on amenities that the residents would be looking for within the city. Assistant City Administrator, Cheryl Jacobson, replied that they had talked about doing a more comprehensive survey; the City Council is also looking at that larger community scale as well. However, staff does have the recreation survey submitted to a variety of educational institutions to see if they could get a statistics class to pick up the survey. However, no response has been received as of yet. Motion Meyer, second Klepperich, to delay any decision on the horseshoes request and possible inclusion of an archery range until some kind of recreation amenities survey has been tabulated AYES 6: NAYS 0: ABSENT 1 Commissioner Hinderscheid asked if the volleyball court at Rogers Lake is used. Recreation Program Coordinator, Meredith Lawrence, replied that she does not believe it gets used too often. Commissioner Hinderscheid suggested that if it is not used very often, it might be a good place for Horseshoes. 7.g Rogers Lake Park Streetlight Mr. Ruzek reminded the Commission that at their December 11, 2018, meeting, the Commission recommended the installation of a streetlight at the entrance to the upper Rogers Lake parking lot. Letters were then sent to adjacent property owners asking for their input regarding the installation of this light. The majority of the properties voted against this proposal and the city received a petition objecting to this proposal. The City Council unanimously voted down the request to install a streetlight at the entrance to the upper Rogers Lake parking lot. Commissioner Hinderscheid expressed his appreciation to staff for including the opposition letter in the packet of information as it is helpful to see the impact of lighting on the wildlife habitats. 7.h Assign Commissioner Parks Ira Kipp – Rogers Lake; Valley View Heights Steve Goldade – Valley Park; Wentworth Bob Klepperich – Mendakota, Civic Center Pat Hinderscheid – Dog Park; Ivy Hills David Miller – Market Square Park; Victoria Highlands Dan Sherer – Hagstrom-King Park; Friendly Hills Stephanie Meyer – Marie Park; Kensington 8. Reports 8.a Par 3 Update Recreation Program Coordinator, Meredith Lawrence, announced that on January 15, 2019, the City Council approved the purchase of a new fairway mower for the Mendota Heights Par 3; total cost being $32,475.79. The Council, in their generosity, decided to fund the cost through their General Fund so there will be no impact t o the Par 3’s budget. The new Toro Reelmaster 3100D fairway mower will arrive late February 2019. Commissioner Hinderscheid asked why the $60,000 in the cash fund was not used for these purchases. Ms. Lawrence replied that they have spent much more than $60,000 on Par 3 equipment for this year. If they had used the cash fund for these purchases it would be deeply in a negative balance. The Council is trying to help the Par 3 golf course out by using the General Fund. Ms. Lawrence then reviewed the December 2019 Par 3 Financial Report (unofficial). She hopes to provide the Par 3 Annual Report at next month’s meeting. Commissioner Hinderscheid stated that the proposed budget that was set up was high based on 2017 for the green fees. Ms. Lawrence replied that this was correct. They tried to be more realistic in the 2019 budget on what is a realistic number for rounds played. Commissioner Kipp asked when the debt would be paid off on the golf cou rse. Ms. Lawrence replied that this would be paid off in 2023. He suggested that she ask the Council for some guidance on what to do with the excess funds once that happens. Chair Goldade suggested that the Commission come up with suggestions on ways to increase the number of rounds and bring those suggestions to the March 2019 meeting. 8.b Recreation Update Recreation Program Coordinator Lawrence provided the following updates:  Winter Program Recap o Gymnastics and skating programs ended in January o Naturalist Led Hike was held on January 12, 2019, partnered with Dodge Nature Center; 15 participants o “Blade with the Blue” – February 2, 2019; 25 youth participants o Partnered with TriDistrict Community Education to host Family Movie Night; February 9, 2019, at Henry Sibley High School o Royal Ball; February 10, 2019 , at Concord Exchange Building  Warming House Update o 2018 and 2019 Warming House logs were provided  Summer Program Update o New program options for 2019 summer season was discussed. Registration opens March 4, 2019, at 8:00 a.m.  Registration Software Update o Introducing CivicRec, a new registration software, anticipated to launch for spring/summer program registrations o Easier use and capabilities; enhanced data analysis 8.c Commissioner Park Updates Commissioner Klepperich – commented there is a lot of snow Commissioner Hinderscheid – nothing to note at this time Commissioner Kipp – the volleyball court at Rogers Lake Park is used extensively on weekends in the summer. Vast increase in the number of ice fishermen on Rogers Lake Chair Goldade – Wentworth and Hagstrom-King – commented there is a lot of snow 9. Announcements and Commission Comments Recreation Program Coordinator Meredith Lawrence made the following announcement:  Seasonal staff hiring is starting. Positions are posted on the city’s website Commissioner Hinderscheid stated that this was a good meeti ng and the Commission is making nice progress on some pretty good projects. He welcomed Dan and Stephanie to the Commission. He then asked Mr. Ruzek to comment on the Wentworth and Friendly Hills Tennis Court resurfacing. Mr. Ruzek replied that he would have to look at the Capital Improvement Plan (CIP), but he believed they were staggered to be 2 years apa rt; one in 2020 and one in 2022. Commissioner Klepperich welcomed the two new commissioners. He expressed his appreciation to Pat Hinderscheid for his work as the chair and welcomed Commissioner Goldade as the new chair. Commissioner Kipp welcomed the two new commissioners. Commissioner Meyer expressed her appreciation for the warm welcome to the Commission. Commissioner Sherer echoed Commissioner Meyer’s sentiments on the warm welcome. Chair Goldade also welcomed Dan and Stephanie to the Commission. He also requested that Ms. Lawrence spend 30 minutes putting together a report on Nordic Skiing / Cross Country Skiing and have a Commission conversation on that at the March 2019 meeting. He also asked if staff has the ability to, after people pay for go lf, send a them to a survey with a reward. Ms. Lawrence replied that the new software will allow staff to send a survey after every program is done. As per rounds of golf, they are working in the software to figure out how they best utilize this new softwa re for the golf course; still in the learning phase. Chair Goldade also mentioned that he would like to get these meetings to be 90 minutes or less; he believes that if everyone works together as a group it can happen. He do es want every voice to be heard. 10. Adjourn Motion Klepperich / Second Meyer to adjourn the meeting at 8:17 PM AYES 6: NAYS 0: ABSENT 1 Minutes Taken By: C. Darlene Oehlke Independent Contractor