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2019-05-14 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING May 14, 2019 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, May 14, 2019, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order Chair Goldade called the meeting to order at 6:30 p.m. 2. Roll Call The following Commissioners were present: Steve Goldade, Pat Hinderscheid, Bob Klepperich, Stephanie Meyer, David Miller, Dan Sherer and Student Representative Matthew Boland. Absent: Ira Kipp. Staff present: Recreation Program Coordinator Meredith Lawrence, Assistant City Administrator Cheryl Jacobson and Public Works Director Ryan Ruzek. 3. Pledge of Allegiance 4. Approval of Agenda Chair Goldade asked to discuss the Parks Improvement Update. Commissioner Miller asked for the addition of a Park Bench Update to the unfinished business agenda and Commissioner Hinderscheid asked for the addition of a discussion on the Dog Park to the new business agenda. Motion Klepperich/second Meyer to approve the agenda as amended. AYES: 6: NAYS 0: ABSENT 1 5. Approval of Minutes from April 9, 2019 Motion Klepperich/second Miller to approve the minutes of the April 9, 2019 Parks and Recreation Commission meeting. AYES: 6: NAYS 0: ABSENT 1 6. Citizen Comment Period (for items not on the agenda) There were no public comments 7. Acknowledgement of Reports a. Par 3 Update b. Recreation Update Motion Klepperich/second Miller to acknowledge receipt of the Par 3 Update and the Recreation Update. AYES: 6: NAYS 0: ABSENT 1 c. Parks Improvement Update Chair Goldade requested an update from staff and comments/questions from the Commissioners regarding park updates. Public Works Director Ryan Ruzek briefly described the list of park improvements provided in the Park Improvement Update included in the packet. Chair Goldade noted that there is a difference between Valley View Heights Park and Valley Park. Commissioner Sherer asked when the bike rack and pad would be installed in Hagstrom King Park. Mr. Ruzek replied that the installation is on hold until the discussion on moving the playground container is finalized. Commissioner Sherer asked if the city had lost their spot on the vendors schedule since the installation of the playground equipment has been delayed. Mr. Ruzek replied that he has not had a conversation with Flagship; however, Minnesota/Wisconsin Playground left a voice mail indicating that if the city wanted to keep the early August schedule they would need to hear that soon. Chair Goldade noted that the sub-committee working on Rogers Lake Park had identified the need for new picnic tables and he asked for a status update. Mr. Ruzek replied that he was unsure if they had been moved to the park. Chair Goldade asked how soon a decision needed to be made to ensure a new warming house at Wentworth Park for the 2019/2020 winter season. Mr. Ruzek replied that if they go with the plan to replace what is currently there, the contractor should be onboard by October. However, staff will be working with the City Council on a number of different options and they will have to see how the Council wants to proceed. Commissioner Miller asked if there was a target figure for the budget for the warming house. Mr. Ruzek replied that Council has set a maximum amount of $150,000. Chair Goldade commented that the adjustable basketball hoops at Marie Park are well used and a huge addition to the park. He suggested the Commissioners and staff think about adding a set of adjustable basketball hoops south of Highway 62 as an upgrade to a park. Commissioner Hinderscheid asked about the basketball courts at Mendakota. Mr. Ruzek replied that Mendakota received improvements four or five years ago. 8. Unfinished Business 8.a Parks Celebration Recreation Program Coordinator Meredith Lawrence stated that she, Chair Goldade, and Vice- chair Klepperich met to draft a survey for the Parks Celebration event on June 1, 2019. She then listed the four questions. Ms. Lawrence reviewed the commissioner’s volunteer schedule. Commissioner Meyer agreed to be added to the middle shift. Commissioner Sherer noted that he may need to leave early from his shift; Chair Goldade volunteered to cover whatever time he could not. Commissioner Hinderscheid asked if the survey was going to contain any of the suggestions made by the public in the past. Ms. Lawrence replied in the negative. Chair Goldade noted that it was decided to keep the survey open ended to give community members a chance to give feedback. 8.b Community Engagement Ideas Recreation Program Coordinator Meredith Lawrence stated that she, Chair Goldade, and Vice- chair Klepperich met to discuss groups that the Commission could reach out to for community engagement, which were listed in the Commission memo. She then asked the Commission to determine how they would like to reach out to these groups and the purpose of the communication. She also asked them to identify if there were other local groups they would like to add to the list. Chair Goldade noted that this came out of the Commission’s discussion about surveying and trying to get feedback from the community. This would be a way for the Commission to connect with a community group. Commissioner Hinderscheid asked if the main goal was to connect with these groups and find out if they have any input on the city’s parks. Chair Goldade replied in the affirmative. Ms. Lawrence stated that another idea would be to include Student Representative Boland on this as he could get input from high school students. Commissioner Meyer expressed her strong favor of this suggestion. Commissioner Hinderscheid agreed. Chair Goldade noted that this could be a volunteer opportunity; not something that a Commissioner would have to do if they did not have time. Commissioner Meyer suggested that it would be helpful if one of the Commissioner’s would take a pass at creating a tool with four discussion points that they want to make sure they hit. Chair Goldade suggested that this tool be reviewed and agreed upon at their June meeting. Commissioners would not meet with any of the groups until after the June meeting but before the October meeting. Reports from each Commissioner who met with a group would be given at the October meeting. He then asked for volunteers and an indication of which group(s) they would like to contact. Commissioner Meyer – Mendota PTA; Night to Unite event(s) Commissioner Sherer – Mom’s Club Student Representative Boland – football team Commissioner Hinderscheid – West St. Paul-Mendota Heights Rotary Club Commissioner Miller – Night to Unite event(s) Vice-Chair Klepperich – Community Education Staff Chair Goldade – Somerset PTA Chair Goldade said he would follow-up with Commissioner Kipp to see if he had any interest in contacting a group. Commissioner Meyer asked if anyone had any ideas on reaching out to retirees. Ms. Lawrence replied that there was TPAC (Thompson Park Activity Center) in West St. Paul that works really closely with the residents of Mendota Heights. Assistant City Administrator Cheryl Jacobson also noted that the Dakota County CDA has two senior buildings within Mendota Heights (Park View Plaza and Village Commons) and then there was also White Pines, an assisted living facility. Commissioner Meyer volunteered to create the discussion points document. Commissioner Hinderscheid asked what kind of signage would be available at the Parks Celebration to let community members know that the Commissioner welcomes their engagement. Ms. Lawrence replied there will be a sign, a parks map, surveys, Par 3 coupons, putting green and games, and program information. 8.c Parks Tour Itinerary Recreation Program Coordinator Meredith Lawrence provided an overview of the upcoming parks tour to be held on Thursday, May 23, 2019 beginning at 5:00 pm. Commissioner Hinderscheid asked if the Commission wanted to encourage residents to attend and provide input. Ms. Lawrence replied that members of the community are welcome to attend. It was noted that the tour will be starting at Valley View Heights Park. 8.d Park Benches Commissioner Miller asked if there had been any discussion with City Council about increasing the park bench donation amount or if there were any changes. Public Works Director Ryan Ruzek replied that this has not made it to City Council yet. 9. New Business 9.a 3rd Lair Proposal Public Works Director Ryan Ruzek explained that he had reached out to 3rd Lair, due to the number of events that happened last summer at the Rogers Lake Skate Park, with the objective of getting improvements done at the park to make the users of it more satisfied. 3rd Lair held a focus group meeting at their offices on March 16, 2019 with 25 attendees and put together a proposal to construct three additional features in the skate park – a round rail, a grind box, and a wall ride ramp. Mr. Ruzek noted that he had requested a proposal from 3rd Lair for approximately $10,000/year. They said they could construct the three suggested features, as well as provide maintenance on the existing structures, for that $10,000 fee. This is not a budgeted item for 2019 so if the decision is made to proceed the funds would most likely have to come from the Special Parks Fund. Mr. Ruzek intends to present this to the Council during the budget time to try to get a full long-term commitment put into the general levy. Chair Hinderscheid asked if the $10,000/year would include some updates to features, etc. Mr. Ruzek replied in the affirmative. Commissioner Sherer asked if there was a maintenance agreement that defined what entails their maintenance. Mr. Ruzek replied that this is the first feedback and it may be that one year there would not be a new feature added because of maintenance needs. Commissioner Sherer then asked if Action Sports of MN Inc. [listed as the contractor on the agreement] was the same entity or would the city be required to obtain a second quote. Mr. Ruzek replied that Action Sports has the same owner as 3rd Lair; he has the contracting business and the 3rd Lair business. Chair Goldade asked if 3rd Lair had provided any indication of how many people they spoke with were actually from Mendota Heights. Mr. Ruzek replied in the negative. Chair Goldade asked if Mr. Ruzek was making a recommendation on this proposal. Mr. Ruzek replied that he had no recommendation on this; he was presenting it to the Commission to see if they were interested in making a recommendation to the City Council. Chair Goldade asked if there was some sort of timeline for completing the work. Mr. Ruzek replied that this was beyond the discussions that have currently been held. Commissioner Hinderscheid asked if this was a year-to-year or a long-term contract. Mr. Ruzek replied that what was in front of the Commission was just the three improvements and would not commit the city to any long-term improvements. Commissioner Sherer asked if ongoing maintenance of the park could be done in house. Mr. Ruzek replied that he could not commit the time and effort of Public Works in maintaining the skate park. Commissioner Sherer asked that the proposal be updated to include a detailed listing of maintenance to occur in 2019. Motion Hinderscheid/second Miller to recommend City Council approve the proposed single- year contract with 3rd Lair to add three additional features to the skate park and maintenance to the skate park at a not-to-exceed cost of $10,000; funding to come from the Special Parks Fund Commissioner Meyer stated that it seemed to her that there were project suggestions coming to the Commission that they have debated the cost as being unjustifiable because of the uncertainty of usage. It seemed to her that without knowing who these 25 people were that 3rd Lair had spoken – she would be uncomfortable moving ahead with this. Chair Goldade, to provide clarity and context, explained that discussion on this first started last summer when the skateboarders added their own features. This is part of a bigger discussion that started 12-14 months ago. Mr. Ruzek also reminded the Commission that the city does hold a skateboard camp at the skate park every year. Student Representative Boland also stated that, per his conversations with the skateboarders, most of them are from Mendota Heights. As requested, Recreation Program Coordinator Meredith Lawrence provided a brief explanation of the programs held at the skate park. Chair Goldade called for the vote: AYES: 6: NAYS 0: ABSENT 1 9.b Discuss PRC Golf Event Chair Goldade noted that when he, Vice-chair Klepperich, and Recreation Program Coordinator Meredith Lawrence were meeting the topic was how to help increase the number of rounds of golf at the Mendota Heights Par 3. They brainstormed that possibly in early fall the Parks and Recreation Commission could host a golf event and achieve two objectives: • Increase the number of rounds of golf being played • Increase the Commission’s visibility in the community Ms. Lawrence added that if this is something the Commission would like to do she would need to start planning the event very soon. She asked for feedback from the Commission on the level of interest and, if they want to pursue, discuss the details. Vice-Chair Klepperich suggested that this be advertised as an ‘event’ rather than a ‘tournament’, they could include reduced greens fees, try to make it family-friendly, and have as many commissioners there as possible. Commissioner Meyer suggested that they include something that is sort of like a contest; although not a tournament – like ‘closest to the pin’; something fun. Commissioner Hinderscheid asked if they were talking about including prizes or giveaways. Ms. Lawrence replied that they need to keep in mind that if they do offer a reduced rate, which she believed was a good idea, they need to look at what they are bringing in, the time to plan it, and how much money would left to spend on prizes. Chair Goldade summarized the thoughts as follows: • Event rather than Tournament • It should break event • It could include contests • Reduced greens fees • Family-friendly Vice-chair Klepperich suggested that Ms. Lawrence return to the June meeting with date/time suggestions. Both Chair Goldade and Vice-chair Klepperich recommended a weekend in the month of September. When asked for a quick count on interest, the response was 2 maybe and 5 yes. Commissioner Hinderscheid asked if it would be possible to provide hot dogs or something. Ms. Lawrence replied that she would have to check because the golf course does not have a license to sell hot dogs; they only have a license that enables them to sell pre-packaged food. 9.c Work Session with City Council Recreation Program Coordinator Meredith Lawrence noted that staff recommended that the Parks and Recreation Commission meet with the City Council for a work session to discuss park improvements and the budget. Staff recommended June 17 or June 20. After discussion the Commission recommended June 11 or July 9, starting at 6:30pm. If agreed upon, this would then take place instead of the Commission’s regular monthly meeting. 9.d Dog Park Commissioner Hinderscheid passed along an inquiry from a Planning Commissioner suggesting that the city plant pollinator-friendly flowers around the outside of the dog park. Ruzek replied that the dog park is an interim use park until December 31, 2020; improvements should not be made until the permanency of the dog park is determined. Commissioner Hinderscheid suggested that the topic of permanence of the dog park be added to the work session agenda. 10. Staff Announcements Recreation Program Coordinator Meredith Lawrence made the following announcements: • Park Celebration o The movie “Mary Poppins Returns” will be shown on Friday, May 31 o 5K the AM of Saturday, June 1 (registration is open) at Market Square Park o Park Celebration in the afternoon of Saturday, June 1 • All recreation programs are starting up the week of June 10 11. Student Representative Update Student Representative Matthew Boland noted that he, along with four other students, recently started an Environmental Club. The purpose of the club is to go from park to park – some in West St. Paul, some in Mendota Heights, and some in Eagan – to clean up trash around the area. They had their first clean up at Rogers Lake on April 20, 2019. They started at 9:00am and had approximately 28 student to help clean up trash and they were there for approximately four hours. 12. Commission Comments and Park Updates Commissioner Dan Sherer • Hagstrom Kings and Friendly Hills – beautiful weather has created a lot of activity in the parks • Hagstrom Kings – a lot of users have complained about the location of the portable toilet as not being as accessible as the location in the past had been and the odor is noticeable from the playground. Public Works Director Ryan Ruzek noted that he would work with staff on that. Commissioner Bob Klepperich • Had the opportunity to participate in a park cleanup at Mendakota with Commissioner Meyer. It was also an opportunity for him to observe the adult softball league in progress. He was very impressed and believes it to be a wonderful resource. • Lots of activity at the Civic Center Park almost every night. Commissioner Stephanie Meyer • The activity at Mendakota with Vice-chair Klepperich was great. • Marie Park looks fantastic; everyone loves the basketball hoops • The cement slab with accessible picnic table is at Marie Park now • Kensington Park is beautiful and the green space looks great; it is in wonderful condition • Her son found a hole in the fence at Kensington Park Commissioner Pat Hinderscheid • Ivy Hills o It was great to see that the tennis court is getting a lot of use o He spoke with a mother and daughter and was very impressed that the daughter knew how to change the net from volleyball to tennis. They did suggest that some instructions be included. o Regarding the placement of the picnic tables; there is one in the back behind the basketball net and he questioned if anyone would use it there. He suggested it be moved to beside the baseball field. Recreation Program Coordinator Meredith Lawrence replied that when she spoke to the Parks Maintenance Lead and he said he put the picnic tables where the Commission had asked them to be; this may have been a recommendation from a few years back. o There is a tree that has come down on the west side of the pond Commissioner David Miller • Victoria Highlands Park is in great shape. The fence is very unobtrusive and does not take away from the open feeling of the park. • He appreciated the very positive attempts to get outreach and contact points to the community. Unless there is an issue that affects someone right in their neighborhood, there is not a lot of the public here. There are other events and other meetings where it is very important to be open and transparent as a Commission and ask people for their input. Chair Steve Goldade • Valley Park o The park looks great • Wentworth Park o Everyone is sitting on pins and needles to figure out about the warming house • He was really impressed with all of the excellent summer events and expressed his appreciation to Ms. Lawrence and staff. • He encouraged community members to keep paying attention to dates and getting them on their calendars as there are a lot of free / no-charge events being offered by the city. • A link in Friday News was provided to a story about Mayor Garlock and all of his wonderful work on the June 1, 2019 5K race coming up. This event supports Special Olympics and is also in memory of Officer Scott Patrick. 13. Adjourn Motion Klepperich/Second Meyer to adjourn the meeting at 7:54 PM AYES: 6: NAYS 0: ABSENT 1 Minutes Taken By: C. Darlene Oehlke Independent Contractor