2020-01-14 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS
PARKS AND RECREATION COMMISSION
Tuesday, January 14, 2020- 6:30 P.M.
Mendota Heights City Hall—City Council Chambers
AGENDA
1.Call to Order
2.Roll Call
3.Pledge of Allegiance
4.Approval of Agenda
5.Approval of Minutes
a.December 12, 2019 Regular Meeting Minutes
6.Citizen Comment Period (for items not on the agenda)
*See guidelines below
7.Acknowledgement of Reports
a.Par 3 Update
b.Recreation Update
c.Field and Facility Use Policy Update
8.Unfinished Business
a.Community Engagement Check In
b.Par 3 Trail Connection
c.Pickleball Court Planning
9.New Business
10.Staff Announcements
11.Student Representative Update
12.Commission Comments and Park Updates
13.Adjourn
Auxiliary aids for persons with disabilities are available at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights
will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 651-452-1850.
Guidelines for Citizen Comment Period: The Citizen Comments section of the agenda provides an opportunity for the public to address the commission on items
which are not on the agenda. All are welcome to speak.
Comments should be directed to the Chair. Comments will be limited to 5 minutes per person and topic; presentations which are longer than five minutes will need
to be scheduled with the Recreation Program Coordinator to appear on a future Parks and Recreation commission agenda. Comments should not be repetitious.
Citizen comments may not be used to air personal attacks, to air personality grievances, to make political endorsements, or for political campaign purposes.
Commissioners will not enter into a dialogue with citizens, nor will any decisions be made at that presentation.
Questions from the Commission will be for clarification only. Citizen comments will not be used as a time for problem solving or reacting to the comments made,
but rather for hearing the citizen for information only. If appropriate, the Chair may assign staff for follow up to the issues raised.
CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA
PARKS AND RECREATION MEETING
December 10, 2019
The December meeting of the Mendota Heights Parks and Recreation Commission was held on
Tuesday, December 10, 2019, at Mendota Heights City Hall, 1101 Victoria Curve.
1. Call to Order – Chair Steve Goldade called the meeting to order at 6:30 p.m.
2. Roll Call – The following Commissioners were present: Chair Steve Goldade, Commissioners
Patrick Cotter, Pat Hinderschied, Bob Klepperich, Stephanie Meyer, and David Miller Absent: Dan
Sherer and Student Representative Matthew Boland. 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
Motion Klepperich/second Meyer to add Approval of Minutes from November 6, 2019 Workshop
Session to the agenda AYES 6: NAYS 0: ABSENT 1
5.a Approval of Minutes from November 12, 2019 Regular Meeting
Motion Klepperich/second Cotter to approve the minutes of the November 12, 2019 Parks and
Recreation Commission regular meeting. AYES 6: NAYS 0: ABSENT 1
5.b Approval of Minutes from November 6, 2019 Workshop Session
Motion Cotter/second Miller to approve the minutes of the November 6, 2019 Parks and
Recreation Commission workshop session. AYES 6: NAYS 0: ABSENT 1
6. Citizen Comment Period (for items not on the agenda)
Mr. Orrin Kirschbaum, 1392 Cherry Hill Road, stated that on the corner to where he lives is
Wentworth Park. The Commission has done a nice job of renovating it over the years; however,
the tennis courts have been neglected. There are a lot of residents that would love to play tennis.
Two things he cautioned on were:
1. If the tennis courts are rehabilitated, please do not replicate what was done at Ivy Falls
when they put in the plastic pieces.
2. It would nice if the courts could be saved, the fencing is in poor condition, and the courts
have not been done for many years.
Chair Goldade replied that the Commission has been taking tours of the parks and did take note
of the needs of the tennis courts at Wentworth Park.
7. Acknowledgement of Reports
7.a Par 3 Update
Commissioner Hinderscheid reminded everyone that there are options available if a resident does
not play golf.
Recreation Program Coordinator Meredith Lawrence pointed out that the Par 3 should show a
small operating profit for this year.
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7.b Recreation Update
The Recreation Update was included in the Commission packet and included the following topics:
• Winter Break Field Trip Opportunities
o Registration is available online
o Partners with the City of West St. Paul
• Superhero Masquerade Recap
• Gymnastics
• Orbit Earth
• Skating Lessons
• Warming House Update
• Summer Program Planning
Commissioner Hinderscheid asked if the cost of the mower would come out of the cash fund for
the Par 3 or out of the General Fund. Ms. Lawrence replied that the cost will be recommended to
come out of the General Fund. This was included in the 2020 preliminary budget. The City Council
approved the budget at the last Council meeting.
Motion Klepperich/second Miller to acknowledge the Par 3 and Recreation Updates
AYES 6: NAYS 0: ABSENT 1
8. Unfinished Business
8.a Lego League City Shaper Presentation
Mr. Joe Frazier, coach of The Convent of the Visitation First Lego League team, introduced the
team members who then presented their City Shaper Civil Engineering project. Their focus was
on creating an updated version of Rogers Lake that is ADA accessible; this included:
• Recreating the boat launch
o Currently there is a small dirt trail that gets muddy
o Cementing the area (7 ft long x 9 ft wide) at a cost of $1,500
• Replace the existing swing set
o Include the current regular swings and baby swing
o Include an ADA compliant swing with a pull chain and rubber mat
o Total cost would be approximately $5,616
• Add shade to the Rogers Lake Park Playground
o It would be 38 feet in diameter and 10-15 ft tall at a cost of $11,000 - $15,000
o One for the playground and a second one for ADA compliant swing set
o Made out of steel and woven polypropylene mesh
• Improve the fishing dock
o Add a fishing dock bridge with bridge of 50 ft x 6 ft; the fishing area is 20 ft x 10 ft;
cost would be approximately $10,000
o Apply for a grant from the Minnesota Department of Natural Resources (MN DNR)
Partnership Program for Fishing Piers and Shore Fishing Areas
• Adding a Community Center/Cat Space
o 1,600 square feet
o Main room, bathrooms, utility room, storage room, and extra space used for cat
care
o Three ADA compliant bathrooms ranging from $10,000 - $20,000 each
o The utility room would house the furnace ($3,500 - $5,500) and a water heater
($2,500)
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o Main room would include spots on the community rack for information on hiking
through trees and a guided nature walk
o Small food stand
o Cabana should be kept for renting for parties
o Total cost would be approximately $125,000
• Adding a place for cats to hang out; playroom including cat trees, cat toys
The Commissioners expressed their appreciation to the team for their presentation and praised
their speaking skills and creativity. They asked questions of each of the presenters on the reasons
or thoughts behind their recommendations, other ideas taken into consideration, details on the
plans identified, and where they got their cost estimates.
8.b Playground Capital Improvement Plan
Public Works Director Ryan Ruzek presented a list of the 11 parks in the city with playground
equipment. This included the year each park was built and the costs of each. The Commission
reviewed the list and made the following recommendations:
• Park partial/full replacements every year, starting with Marie Park in 2020 and ending with
Wentworth, possibly in 2030 – depending on budget
• Budget for Marie Park would be close to $175,000 – high due to things are not getting any
less expensive – for a complete park replacement (as necessary)
Motion Klepperich/second Miller to approve a Capital Improvement Parks Plan where the parks
would be improved on a year-over-year basis with a budget of $175,000, based on 2019 dollars,
to be further homed in at the start of each year
Discussion
Commissioner Hinderscheid noted that it was his belief that when the Commission talked about
this previously it was decided that the Commission would request monies needed specifically. He
was unsure that the City Council would act on a $175,000 budget without specifics on what the
plan was.
Chair Goldade added that this, for him, was saying that whatever the Commission wanted to go
forward on with a suggested budget includes a playground update. So the budget for 2020 would
include Marie Park, and going forward this Commission believed that either a total replacement
or partial replacement of playground equipment was probably, if not #1 on the budgeting every
year, it would be very close to that because they see the value of those amenities in the
community.
AYES 6: NAYS 0: ABSENT 1
8.c Community Engagement Check In
Recreation Program Coordinator Meredith Lawrence stated that the Commission wanted to work
on Community Engagement to obtain feedback.
Commissioner Cotter explained that he and Chair Goldade scheduled a meeting at The Village
Commons. Information was sent out ahead of time. Unfortunately, there were no takers and no
guests. They decided to try again in January with refreshments.
Commissioner Hinderscheid explained that he and Chair Goldade have set up a meeting with the
Mendota Heights/West St. Paul Rotary Club for January 8 at Southview Country Club. This will
be a breakfast meeting and they will have 30 minutes to make a presentation.
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Commissioner Meyer explained that she and Vice-chair Klepperich struck out with Community
Education; however, they are working with some of the Neighborhood Watch folks that have held
meetings at City Hall to talk about security and neighborhood safety. It is possible they have at
least one person interested. They hope to hold some small groups in homes.
They have also been talking with the Mendota PTA; they have a meeting January 21, 2020 and
they hope to get on that agenda.
9. New Business
9.a 2020 Draft Project List
Recreation Program Coordinator Meredith Lawrence explained that each month she meets with
Chair Goldade and Vice-chair Klepperich to plan the Commission Meeting agenda and Vice-chair
Klepperich mentioned that he would like the Commission to come up with four or five projects that
they would like staff to start working on for 2020.
Commissioner Sherer was not able to attend but did send Ms. Lawrence his suggested list:
•Dugouts for Mendakota Park
•Playground Improvements at Marie Park
•Civic Center Park – Field Lighting
•Friendly Hills Tennis Court Resurfacing
Chair Goldade stated that, based on the previous conversation, Marie Park is already on the draft
2020 Project List and Wentworth Tennis Courts is also on the list from last month.
Suggestions were made by the Commissioners as follows:
Commissioner Hinderscheid:
•Dedicated Pickleball Court
•Splash Pad (with 50% public support/donations) even though this was not recommended
by the City Council
Commissioner Cotter:
•Skate Park at Rogers Lake Resurfacing
•Marie Park
•Wentworth Tennis Courts Resurfacing
•Friendly Hills Tennis Court Resurfacing
Commissioner Meyer:
•Valley Park as a possibility for Pickle Ball Courts
•Par 3 Trail Connection
Commissioner Miller:
•Market Square Park – Shade Structure is questionable
•Stand alone Pickle Ball Facility somewhere
Commissioner Klepperich:
•Dugouts for Mendakota Park
•Wentworth Tennis Courts Resurfacing
•Friendly Hills Tennis Court Resurfacing
•Playground Improvements
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Chair Goldade:
•Dugouts for Mendakota Park
Chair Goldade summarized the commission’s priorities as:
•Marie Park
•Wentworth Tennis Courts Resurfacing
•Dugouts for Mendakota Park
•Friendly Hills Tennis Court Resurfacing
•Stand-alone Pickle Ball Courts
Ms. Lawrence reminded the Commission of the continuing work on the Warming House that will
continue in 2020.
9.b Set Meeting Dates for 2020
Recreation Program Coordinator Meredith Lawrence shared the proposed meeting dates for the
Commission in 2020. Traditionally, these meetings occur on the 2nd Tuesday of each month. The
Commissioners reviewed the dates and had no changes.
10.Staff Announcements
Recreation Program Coordinator Meredith Lawrence made the following announcements:
•Flooding has and will continue for the rinks
•Unknown when warming houses will be open for the season – progress is being made
•Opening for the Parks and Recreation Commission as Mr. Miller will be completing his
term at the end of January - information can be found on the city's website
•Opening on the Planning Commission – information can be found on the city’s website
11. Student Representative Update
None.
12. Commission Comments and Park Updates
Vice-chair Klepperich:
•Acknowledged that Matthew Boland was given a very nice award at the Finals of the State
Football Tournament representing St. Thomas Academy – he was named their
Outstanding Teammate
•Shout out to the Public Works Crew for all of the work on the streets
Commissioner Meyer – no comments
Commissioner Hinderscheid:
•Complemented the Lego League presentation – they did a wonderful job and he was really
impressed
Commissioner Miller:
•Victoria Highlands Playground – one can no longer see the leftover baseball equipment;
however, it is probably under the snow
•Next month is his last month on the Parks & Recreation Commission; he suggested to the
members of the Mother’s Club that they should apply
Chair Goldade:
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• Had a chance to walk Valley Park; lots of changes but it is still a beautiful park
• Has not been to Wentworth Park lately but he is sure the equipment is in and people are
playing on it
• The new fencing is in at the Dog Park for the small dogs
• It is a great time of year to go out and enjoy the weather, even if it is cold
13. Adjourn
Motion Klepperich/Second Meyer to adjourn the meeting at 7:53 PM
AYES 6: NAYS 0: ABSENT 1
Minutes Taken By:
C. Darlene Oehlke
Independent Contractor
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DATE: January 14, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Par 3 Update
Financial Report
A November financial report will be available at the January 14 meeting. Staff will review the
current financial forecast of the Par 3 and answer any questions the commissioners may have.
Equipment Update
At the December 17th City Council meeting the purchase of a new greens mower for $48,525.57
was approved. This was the last of the main Par 3 equipment in need of immediate
replacement. The mower will be delivered in late March.
2020 Programming
Staff is working on planning recreational programming opportunities for the Par 3. If any
commissioners have any recommendations for 2020 events, please contact staff.
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DATE: January 14, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Recreation Update
Outdoor Skating Lessons
Outdoor skating lessons started Saturday, January 4 at Marie Park. There are 25 children
registered for the program. Ice conditions are consistently being monitored and staff has every
intention of completing the entire session.
Orbit Earth Expo
The City of Mendota Heights in conjunction with Tri-District Community Education sponsored
Orbit Earth Expo at Mendota Elementary on December 30. The event was well attended and
was a wonderful experience for the kids. Mendota Heights had 45 youth participate. The ISD
197 Foundation funded this special event.
Blade with the Blue
The City of Mendota Heights recreation department will be partnering with the police
department to host “Blade with the Blue” on Saturday, February 8. The event will take place at
Friendly Hills Park and will be from 1:00-4:00pm. Our police officers are excited to spend time
with youth in the community playing hockey. The event is free to the public, but registration is
required.
Royal Ball
The City of Mendota Heights will collaborate with the Cities of South Saint Paul and West Saint
Paul to put on the Royal Ball at the Concord Exchange Building on Sunday, February 9 from
3:00-5:00pm. Registration is available on the city’s website.
Gymnastics
The City of Mendota Heights partners with the City of West Saint Paul to offer gymnastics for
local youth at Henry Sibley High School. This year’s program has approximately 100 children
registered. The program started December 7.
Summer Program Offerings
Staff is busy working to schedule fun programming for the community for the Summer of 2020.
Offerings will be available at the February meeting and registration will open in March.
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Warming House Update
Attached is the warming house log. The log is compiled from the rink attendant’s daily reports.
Wentworth warming house is open for the season, but is unstaffed, so there is no data from
this rink. Ice conditions have been poor due to the weather, but staff is continuing to flood daily
in order to improve conditions.
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Friendly Hills # of Skaters Avg Temp Marie # of Skaters Avg Temp
12/19/2019 9 23.8 12/19/2019 8 25.6
12/20/2019 34 29.2 12/20/2019 73 27.4
12/21/2019 44 36.6 12/21/2019 63 36.8
12/22/2019 32 37.5 12/22/2019 71 40.3
12/23/2019 49 16.5 12/23/2019 80 17
12/24/2019 1 36.5 12/24/2019 32 36.5
12/27/2019 13 32.2 12/27/2019 50 27
12/29/2019 0 36.2 12/29/2019 0 36.2
12/30/2019 22 28 12/30/2019 0 28.75
12/31/2019 3 22.3 12/31/2019 6 23.5
December Total:207 29.88 December Total:383 29.905
1/1/2020 33 31.3 1/1/2020 53 29.8
1/2/2020 1 30.4 1/2/2020 22 29.6
1/3/2020 8 28.4 1/3/2020 26 28.6
1/4/2020 44 36.6 1/4/2020 44 36.6
1/5/2020 14 34.5 1/5/2020 38 34.8
1/6/2020 6 34.4 1/6/2020 2 34.4
1/7/2020 10 16.6 1/7/2020 18 15.6
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DATE: January 14, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Field and Facility Use Policy Update
Amended Policy
Included in your packet is a copy of the most up-to-date version of the Field and Facility Use
Policy. The City Council made some minor language amendments to the existing policy at the
December 17 meeting. This is strictly informational, and no action needs to be taken.
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CITY OF MENDOTA HEIGHTS
FIELD AND FACILITY USE POLICY
CONTACT: Mendota Heights Parks and Recreation
1101 Victoria Curve
Mendota Heights, MN 55118
651‐452‐1850
APPROVED: November, 2018
REVISED: December, 2019
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City of Mendota Heights
Field and Facility Use Policy
A. PURPOSE
The City of Mendota Heights, hereinafter referred to as the “City”, coordinates and issues
permits for the use of athletic fields and facilities owned by the City. The purpose of this policy
is to establish guidelines for the allocation and management of City athletic fields and facilities.
For purposes of this policy, fields shall be defined as an athletic area where people participate
in sports and shall include facilities and fields, ice rinks, and tennis and basketball courts.
The objectives to this policy include: allocating the use of the current athletic fields to support
Parks and Recreation programs throughout the City and for Mendota Heights’ residents,
preserving the facilities offered by minimizing wear and tear, and preventing overuse while
conserving maintenance costs.
B. FIELD USE PERMITS
The City will coordinate and allocate the use of city athletic fields and facilities for city and non‐
city organizations, groups, and individuals to play, practice, hold tournaments, and other sport
and non‐sport related events.
Field and facility use permits are issued following the City’s permit process. Permit applicants
must be 18 years of age or older. A permit is issued only after an allocation request is made, all
required documents and information is received, and the City has approved the request, either
in‐part or in its entirety. A request does not constitute an approval.
All reservations require the issuance of a permit. The use of a field or facility begins and ends at
the times stated on the permit including set‐up and clean‐up. Any special requests or
arrangements must be made as part of the permit application process. This includes special
lining requests for fields. Each permit must also include an approximation of users at the facility
for parking and amenity considerations.
The City reserves the right to deny, limit or revoke use permits based upon an applicant’s
performance history including compliance with established rules and policies, field conditions
after use, and unruly behavior of participants and guests.
Application Deadlines
Permits will be issued three times throughout the year based on the following timeline:
Permit requests for use from December through February will be due on the first
business day in November.
Permit requests for use from March through July will be due on the first business day in
February.
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Permit requests for use from August through November will be due on the first business
day in June.
To balance use, the City reserves the right to allocate specific fields to specific users and to limit
the number of fields allocated to any one group or user. The City does not guarantee that a
priority group or user will receive the fields or times requested. The City will make every effort
to work with all users in the scheduling of City fields and facilities. In certain cases, when
reservation requests are received for the same or similar days and times, reservations shall not
be confirmed by the City until after area meetings are held and actual team schedules are
confirmed.
Reservations received after the deadline will be handled on a first‐come, first‐serve basis.
The City reserves the right to keep unreserved athletic fields and facilities available to the
general public for open, unstructured or public recreation on a first come/first serve basis
during normal operating hours.
Field request forms are available at City Hall or on the City’s website.
C. PRIORITY GROUP CLASSIFICATIONS
Due to the limited number of fields and facilities and the volume of requests, the City has
established criteria for priority use.
An organization’s priority group classification will be considered during the assignment of the
priority for field and facility allocation. Priority use of fields will be given to traditional primary
season sports and by priority group classification.
Priority use of field will be allocated as follows:
Priority #1: City of Mendota Heights Sponsored or Co‐Sponsored Programming, Events and
Activities
This includes activities that are organized through or in connection with the City of Mendota
Heights Parks and Recreation Department, directly sponsored by the City, or as a cooperative
program with other jurisdictions. Reservations for City sponsored activities, programs, games,
practices, leagues and tournaments may be taken at any time for any date. There are no use
fees charged for City reservations.
Priority #2: Public and Private Schools Located in Mendota Heights
This includes schools that are located within the City of Mendota Heights. An agreement must
be in place that defines the City of Mendota Heights’ reciprocal use of the school’s athletic
facilities. If there is no agreement in place, the priority shall be moved to priority #4 and use
fees will be assessed.
On an annual basis, public and private schools recognized in this priority category must submit
the following:
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Certification of Coaches Training and Background Check Screening Compliance. The
City requires that a recognized public or private school must submit, on an annual basis,
a signed Coaches Training and Background Check Screening Compliance Certification.
The Certification shall be signed by an authorized representative and must be on file
with the City before the first permitted day of each year, regardless of the sport.
Proof of Insurance. The City requires that a recognized public or private school must
submit, on an annual basis, proof of insurance. Proof must be on file with the City
before the first reservation day of each year, regardless of the sport. See Section I for
insurance requirements.
Priority #3: Recognized Youth Athletic Associations
This includes Youth Athletic Associations that are recognized by the City of Mendota Heights.
Recognized youth athletic associations are defined by the following characteristics:
The association has nonprofit status under Section 501c3 or other applicable provision
as defined by Internal Revenue Services (IRS) and is in good standing with the
Minnesota Secretary of State.
The association conducts sports programs that are primarily social and/or recreational
in nature. The association administers and abides by an “everyone plays” philosophy
and has a no cut policy.
The association serves the athletic needs of youth in Mendota Heights, is primarily
Mendota Heights based and provides significant benefit and service to residents of the
City of Mendota Heights. Upon request, the association is able to provide team rosters
to substantiate that the association (by sport) serves a majority Mendota Heights
residents.
Registration must be open to the public. The association must not discriminate on the
basis of race, ethnicity, economic status, gender, sexual orientation, religion, disability,
or ability. Team assignments may be determined by ability, however, the organization
must have a policy for determining teams based on ability.
The association conducts youth sports programming through volunteer coaches and
board of directors selected by the membership.
The association completes background check screenings on all coaches, assistant
coaches, board members, volunteers and anyone who has contact with children. The
association has a written background check screening policy.
In addition to the characteristics of an association defined herein, recognized Youth Athletic
Associations must submit the following to the City, upon request:
Documentation from the Internal Revenue Service showing tax exempt status under
Section 501c3 or other applicable provision.
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Association bylaws and policies.
A list of the Board of Directors for the association and current contact information
including telephone and email address.
On an annual basis, Youth Athletic Associations recognized in this priority category must submit
the following:
Certification of Coaches Training and Background Check Screening Compliance. The
City requires that a recognized Association must submit, on an annual basis, a signed
Coaches Training and Background Check Screening Compliance Certification. The
Certification shall be signed by an authorized representative and must be on file with
the City before the first permitted day of each year, regardless of the sport.
Proof of Insurance. The City requires that a recognized Association must submit, on an
annual basis, proof of insurance. Proof must be on file with the City before the first
reservation day of each year, regardless of the sport. See Section I for insurance
requirements.
Rosters by Season. For demographic and billing purposes, the City requires that a
recognized Association submit rosters by sport. Provided information shall include sport
types, team name, year, name of participant, and address including city and zip code.
The City will make every effort to accommodate all permit requests. In the event of competing
requests from recognized associations in this category, the City will determine allocation of
fields and facilities based on the following factors:
The percentage of verifiable Mendota Heights residents served in the permit request.
The request which has the majority of Mendota Heights residents confirmed will receive
a higher priority.
Residency percentages will be established using rosters from the most current season.
Rosters must be submitted in .xls or .csv format. Information provided must include:
sport type, team name, season of sport/year, participant name, address including city
and zip code.
Previous experience with the City of Mendota Heights.
Date and time of permit request.
Priority #4: Recognized Community Youth Sports Clubs and Leagues
This includes sports organizations which provide athletic leagues or clubs for Mendota Heights’
youth and are separate from the Youth Athletic Associations. The City recognizes that
recreational play may be available through clubs and leagues and encourages organizations
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with recreational offerings to partner with City recognized Youth Athletic Associations for
maximum field and facility accommodation.
Youth sports clubs and leagues are defined by the following characteristics:
The organization may be for‐profit or have nonprofit status under Section 501c3 or
other applicable provision as defined by Internal Revenue Services (IRS) and is in good
standing with the Minnesota Secretary of State.
The organization conducts sports programs that are competitive in nature. The
curriculum and programming is focused on the maximum development and exposure of
players to the next level of play.
The organization conducts youth sports programming through paid coaches, board
members and/or administrative staff.
The organization does not discriminate on the basis of race, ethnicity, background,
sexual orientation, religion, disability, or ability. Team assignments may be determined
by ability. There must be a policy for determining teams based on ability.
The organization completes background check screenings on all coaches, assistant
coaches, board members, volunteers and anyone who has contact with children. The
association has a written background check screening policy.
In addition to the characteristics of a Youth Sport Club or League defined herein, recognized
Youth Sport Clubs and Leagues must submit the following to the City, upon request:
The organization’s bylaws and policies which govern operations.
A list of the Board of Directors for the organization and current contact information
including telephone and email address.
On an annual basis, Community Youth Sports Clubs and Leagues recognized in this priority
category must submit the following:
Certification of Coaches Training and Background Check Screening Compliance. The
City requires that a recognized Community Youth Sports Club or League must submit, on
an annual basis, a signed Coaches Training and Background Check Screening Compliance
Certification. The Certification shall be signed by an authorized representative and must
be on file with the City before the first reservation day of each year, regardless of the
sport.
Proof of Insurance. The City requires that a recognized Community Youth Sports Club
or League must submit, on an annual basis, proof of insurance. Proof must be on file
with the City before the first reservation day of each year, regardless of the sport. See
Section I for insurance requirements.
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Rosters by Season. For demographic and billing purposes, the City requires that a
recognized Community Youth Sports Club or League submit rosters by sport. Provided
information shall include sport types, team name, year, name of participant, and
address including city and zip code.
In an event of competing requests from recognized organizations in the category, the City will
determine allocation based on the following factors:
The percentage of verifiable Mendota Heights residents served in the permit request.
The request which has the majority of Mendota Heights residents confirmed will receive
a higher priority.
Residency percentages will be established using rosters from the most current season.
Rosters must be submitted in .xls or .csv format. Information provided must include:
sport type, team name, season of sport/year, participant name, address including city
and zip code.
Previous experience with the City of Mendota Heights.
Date and time of permit request.
Priority #5: Mendota Heights Residents Use of the Facility for Personal Use
This includes residents of Mendota Heights using fields and facilities for personal use.
In an event of competing requests in the category, the City will determine allocation based on
the following factors:
Date and time of permit request
Previous experience with the City of Mendota Heights
Priority #6: Mendota Heights‐Based Businesses/Commercial Organizations
This includes business and commercial organizations that have a Mendota Heights office as
evidenced by their address to use the facilities.
In an event of competing requests in this category, the City will determine allocation based on
the following factors:
Data and time of the permit request
Previous experience with the City of Mendota Heights
Priority #7: Non‐Mendota Heights Organizations, Businesses, and Individuals
This includes all non‐Mendota Heights residents, organizations, groups, and businesses who
want to use the facilities.
In an event of competing requests in this category, the City will determine allocation based on
the following factors:
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Date and time of the permit request
Previous experience with the City of Mendota Heights
D. SPORT SEASON PRIORITY
A sport in its traditional season will be given priority consideration for field and facility use over
an out‐of‐season sport. The following are considered traditional sport seasons:
Spring/Summer: Baseball, Softball, T‐Ball, Lacrosse
Fall: Soccer, Football
Winter: Hockey
Fields and facilities will be used for the intended sport unless otherwise authorized by the City.
The City will attempt to accommodate emerging sports, when feasible.
E. FEES
The City may charge application and use fees in order to recover public costs to operate,
maintain, repair, improve and administer the use of City fields. For each application submitted,
an application fee shall be assessed. Field use fees shall be approved by the City Council and
included in the City’s Fee Schedule. Use fees are subject to change at the discretion of the City
Council.
All users who receive a permit for exclusive use of a field must pay the appropriate fee per the
City fee schedule. Payments can be made by cash, check or credit/debit card.
F. NON‐USE OF FIELDS, FIELD EXCHANGE, OR SUBLEASE
When permits are issued, a specific field is reserved for the user, to the exclusion of others.
Recognizing this exclusivity, groups should only reserve the fields intended for use.
Users may not assign their scheduled time to other groups or sublease fields under any
circumstance. Any such action will result in the loss of rental/allocation privileges. A user may
not “give up or exchange” their allocation or any part of it, without a written agreement
between the impacted parties and City approval. Subleasing of fields without City approval will
result in revocation of all permits for all parties.
Any organization that has been allocated space and subsequently determines that it cannot use
it according to the permit issued shall notify the City so that the field may be reallocated or
otherwise used by another group or the general public.
Blanket permitting of City field and facilities by any user group is prohibited. Users will be
required to provide team schedules that indicate all allocated fields and facilities have been
scheduled, when requested. The City will verify the use of reserved field and facilities. A
pattern of continued non‐use of a rented, permitted field will result in the revocation of the use
permit and the assignment of the field or facility to another user group.
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G. FIELD CLOSURE, PERMIT CANCELLATION AND REFUNDS
The City is responsible for determining if a field shall be scheduled for use or not and reserves
the right to decide to periodically not schedule specific athletic fields and facilities. The City
attempts to be flexible in accommodating user groups, but ultimately, the health and safety of
the user and the condition and playability of a field takes priority. This may require the closure
of fields or facilities, denial of use of a field or facility, and/or the assignment of alternate sites
for use.
Field closures will be communicated to permit holders by the Recreation Program Coordinator.
The City may cancel use of City fields/facilities for reasons including, but not limited to, any of
the following reasons:
City maintenance work involving the facility or field
When the health or safety of participants is threatened
Inclement weather
Wear and tear of the field including field retirement for regrowth and rehabilitation
Unforeseen events including fire, drought, natural disaster or vandalism
Non‐adherence to field and facility use policy, City ordinances, or use rules and
regulations
Permits cancelled by the City of Mendota Heights may be rescheduled as availability allows, or
may be refunded in full. Permits cancelled due to non‐adherence with field and facility use
policy, City Ordinances, or use rules and regulations will not be refunded.
Permits cancelled by the user:
More than 30 days in advance will receive a 100% refund (excluding application fee)
15‐30 days in advance will receive a 50% refund (excluding application fee)
Less than 14 days in advance will not receive a refund
In the event of a weather related cancellation by the user, the user must notify the
Recreation Program Coordinator within two (2) business days after the cancellation to
confirm a credit or to arrange rescheduling. If the City is not notified within two (2)
business days by the user that the event was cancelled due to inclement weather, the
user will be billed as if the event occurred.
H. MAINTENANCE
The City performs maintenance on a routine basis to ensure fields and facilities are in good
repair. The City will determine the appropriate number of hours each field can be used per
season. Permit users will not be able to use the fields more than the hours allowed. This will be
based on the field’s current condition and estimated intended City use throughout the year.
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Page 10
Infield dragging. Infield dragging is done during the week (Monday – Friday) according to the
schedule as defined by the City. Fields are not dragged or striped on the weekend (Saturday
and Sunday) or on holidays; unless the user has paid a tournament preparation fee.
If fields are too wet, fields will not be dragged with motorized equipment, the City will still chalk
and hand rake to reduce low spots in the infield.
Lining and striping of fields. Lining and striping of fields shall be done during the week
(Monday –Friday) according to the schedule as defined by the City. Fields are not lined or
striped on the weekend (Saturday and Sunday) or on holidays. A single field will not be lined
with more than one field overlay per season, unless the City can accommodate it.
Foul lines will be painted in the outfield on all baseball fields during the season, but infield
chalking will only be done at Mendakota and Civic Center fields. Groups wanting to chalk fields
shall have received approval from the Recreation Program Coordinator, prior to chalking.
Rink Flooding. Flooding of outdoor rinks will occur on an as needed basis, based on weather
and rink conditions.
Clean up and disposing of waste. Users are expected to dispose of waste in proper trash and
recycling receptacles. The City of Mendota Heights prides itself on being a clean and green
community, and renters are asked to recycle as much of their waste as possible.
I. INSURANCE
The permit holder agrees to indemnify and hold harmless the City from any and all claims,
actions, damages, losses and expenses, including reasonable attorney fees, arising out of the
use of the facility by the permit holder and its members, guests and agents. Field and facility
users must provide insurance coverage throughout the period of use naming the City of
Mendota Heights as “additional insured”.
Permit holders will be required to provide proof of general liability insurance coverage at a
minimum amount of $2,000,000 for property damage and bodily injury. Proof of insurance via
a Certificate of Insurance must be provided at least 14 days prior to the first date of play or
special event.
J. CONCESSION SALES
No organization or person shall sell or offer any product, food or service for sale without the
prior written approval of the City. The sale of beer or other alcoholic beverages is prohibited.
Requests which include the use of food trucks will be considered on a case‐by‐case basis. Food
trucks require a permit, which is issued by the City Clerk. Requests must be made at least 14
days in advance of the event.
Groups wanting to use concession stands or offer food or beverages for sale will need to obtain
the appropriate permits and/or licenses from the County or State and have said permits or
licenses during the entire time of the event. A copy of the approved permit must be
submitted to the City in order to obtain keys to the concessions stand.
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K. ATHLETIC SPECIAL EVENTS
Athletic special events are activities on City property that include, but are not limited to,
tournaments, clinics, camps, or any other activity other than regular season practices, games
and evaluations.
Permits. Special events require a separate permit and should be requested outside of regular
season play permits. Permit requests for special events will be accepted from user groups
during the permit application timeframe identified in Section B of this policy.
Special Event Contact and Information. Users must have an appointed tournament
director/event manager on site, who can be contacted by City staff.
Users will supply the Parks and Recreation Department with a schedule of games. Games shall
not start before 8:00 am on any day of a tournament and may not be scheduled to start later
than 6:30pm. If users want to schedule games at different times than allowed, the user must
receive approval from the Recreation Program Coordinator.
Users must include in the application if spectators will be charged admission. Advertisement
banners or signs may not be placed at any facility without permission from the Recreation
Program Coordinator.
Special Event Fees. The City may charge application and special event use fees in order to
recover public costs to operate, maintain, repair, improve and administer the use of City fields.
For each application submitted, an application fee shall be assessed. Special Event use fees
shall be approved by the City Council and included in the City’s Fee Schedule. Use fees are
subject to change at the discretion of the City Council.
The City reserves the right to waive field use and preparation fees and concession stand fees for
“in‐house” tournaments hosted by users recognized in priority group three (3). For purposes of
this provision, “in‐house” shall be defined as tournament style play where games are played
between competing teams all from within the same organization. Special event fees including
field and concession fees for invitational tournaments shall be charged.
All users who receive a permit for exclusive use of a field must pay the appropriate fee per the
City fee schedule. The City will bill and payment shall be made prior to the event. Payments
can be made by cash, check or credit/debit card.
In the event of weather related cancellations by the permit holder, the permit holder will be
billed unless the permit holder contacts the Recreation Program Coordinator within two (2)
business days after a weather related cancellation to confirm a credit or to arrange
rescheduling.
Field Preparation, Maintenance and Clean‐Up. Fields will not be prepped throughout the
tournament day. Maintenance staff will prep the fields before the first scheduled game(s) of
the day, if the user elects to pay the preparation fees. Users may not modify or alter City fields
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in any way. The City will not provide equipment for groups to prep fields on their own
throughout the tournament.
All users of City park field and facilities are expected to leave the area(s) in the same or better
condition than which it was found. Users will be responsible for picking up all trash at the end
of each day’s events. Users who fail to clean up may be charged by the City for excessive clean
up. It is the responsibility of the permit holder to make sure areas are cleaned up.
Facility Capacity. Users must provide the number of teams and estimated number of playing
participants. Due to space limitations regarding parking and spectator capacity, the City has
the right to decrease the number of games in order to comply with the facility’s size.
Users are responsible for maintaining control over the conduct of participants and spectators
while using fields and facilities. Tournament hosts will be responsible for traffic and parking
control and adhere to all City parking regulations. Parking is allowed only in designated areas.
No vehicles are allowed on City fields, sidewalks or paths.
Users are responsible for the coordination and rental of any additional portable restrooms
and/or hand washing stations that are needed in order to accommodate special events and
shall be coordinated in conjunction with the Recreation Program Coordinator.
L. CITY CONTACT
All communication with the Recreation Program Coordinator must be made through the
spokesperson of the group. Athletic associations, clubs and leagues must choose one person
who will be the City’s main contact. This eliminates confusion and establishes direct, efficient
communication.
Users should report any facility damage, accidents, dangerous or unsafe conditions to:
City of Mendota Heights Recreation Program Coordinator
Phone: 651‐255‐1354 (During regular business hours: Monday – Thursday 7:00 am to
4:30 pm and Friday from 7:00 am to 11:30 am)
Weekend/After Hours Phone: 651‐302‐3301
Email: meredithl@mendota‐heights.com (Email is checked Monday‐Friday during
regular business hours)
23
DATE: January 14, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Community Engagement Check In
INTRODUCTION
Earlier this year the Commission decided they wanted to gain insight from residents and local
stakeholders by conducting a new community engagement effort. Below are the groups that
commissioners were going to meet with in the community:
• Community Education: Bob Klepperich, Stephanie Meyer
• Mom’s Club: Daniel Sherer, David Miller
• Rotary Club: Pat Hinderscheid, Steve Goldade
• Mendota Heights Senior Living Facility: Patrick Cotter, Steve Goldade
• Local Students: Matthew Boland, Steve Goldade
The group meeting with the Mom’s Club successfully completed their community engagement
effort and shared their results at the December Commission meeting. Commissioners and staff
attended a Rotary club meeting on January 8.
ACTION REQUIRED
The Commission should share about their experiences once complete.
24
DATE: January 14, 2020
TO: Parks & Recreation Commission
FROM: Ryan Ruzek, P.E., Public Works Director
SUBJECT: Par 3 Trail Connection
INTRODUCTION
The Commission desired to discuss a potential trail connection from Wachtler Avenue to
Bachelor Avenue along the west property line of the Par 3.
Staff walked the site in the fall of 2019 and noted challenging grades as well as home owner
landscaping in an undeveloped right-of-way. Following this memo is a graphic showing
elevation contours and impacted residential plantings.
An estimated cost for this improvement may exceed $200,000 and would require the assistance
of a consultant for an estimated fee of around $50,000 for the surveying, material testing,
design, and construction management.
The trail will also need to avoid any impacts to the Par 3 golf course which may require
additional grading and tree removals.
An alternative alignment along Dodd Road could also be considered as it creates the same
connection from Evergreen Knoll to Bachelor Avenue and fits into the long term vision of a trail
along Dodd Road. The costs for this alignment would be similar to the west trail due to
meeting MnDOT requirements, adding curb & gutter, storm sewer etc.
ACTION REQUIRED
The Commission should discuss the trail options and provide a recommendation for a preferred
alignment.
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BACHELOR AVE
TRAIL RDPar 3 Trail
Date: 1/6/2020
City of
Mendota
Heights0100
SCALE IN FEET
GIS Map Disclaimer:This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat,survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information containedin this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errorsor omissions herein. If discrepancies are found, please contact the City of Mendota Heights.
Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation.
26
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Par 3 Trail
Date: 1/6/2020
City of
Mendota
Heights040
SCALE IN FEET
GIS Map Disclaimer:This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat,survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information containedin this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errorsor omissions herein. If discrepancies are found, please contact the City of Mendota Heights.
Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation.
27
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BACHELOR AVE
City Base Map 2018Utilities
Date: 1/7/2020
City of
Mendota
Heights0100
SCALE IN FEET
GIS Map Disclaimer:This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat,survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information containedin this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errorsor omissions herein. If discrepancies are found, please contact the City of Mendota Heights.
Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation.
28
DATE: January 14, 2020
TO: Parks & Recreation Commission
FROM: Ryan Ruzek, P.E., Public Works Director
SUBJECT: Pickleball Opportunities
INTRODUCTION
The Commission asked to discuss options for pickleball at its November meeting. Two possible
parks locations were discussed which include Hagstrom-King Park and Valley Park.
Hagstrom-King’s original layout showed a future expansion for a tennis court. Following this
memo is a graphic showing what a potential pickleball court would look like. The rendering
shows a 4 court configuration but two may be adequate. An estimated cost for this
improvement may exceed $125,000 and would require the assistance of a consultant for an
estimated fee of around $25,000 for the surveying, material testing, design, and construction
management.
Valley Park has an existing tennis court which could be converted to pickleball. The existing
court would need to have its sport court tiles removed and the asphalt surface replaced. An
estimated cost for this improvement would be around $80,000 and may be able to be done in-
house if time permits.
Other municipalities have had issues with noise from pickleball which should also be considered
in the Commission discussion.
The dimensions of a pickleball court are the same as a badminton which is 20 feet by 44 feet. A
standard double tennis court is 36 feet by 78 feet, a space of around 60 feet by 120 feet is
typically provided.
ACTION REQUIRED
The Commission should discuss the two options or provide additional locations that may be
feasible.
29
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MARIE AVE
VALLEY CURV
E
ARVIN DRValley Park Tennis Court
Date: 1/6/2020
City of
Mendota
Heights0100
SCALE IN FEET
GIS Map Disclaimer:This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat,survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information containedin this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errorsor omissions herein. If discrepancies are found, please contact the City of Mendota Heights.
Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation.
30
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