2020-11-10 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS
PARKS AND RECREATION COMMISSION
Tuesday, November 10, 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.October 13, 2020 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.Park Improvement Update
8.New Business
a.Canoe Rack Rental Policy Review
b.Wentworth Tennis Court Remodel Discussion
9.Unfinished Business
a.Skate Park Work Group Update
b.Continuation of Field and Facility Use Policy Discussion
10.Staff Announcements
11.Commission Comments and Park Updates
12.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.
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CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA
PARKS AND RECREATION MEETING
OCTOBER 13, 2020
The October meeting of the Mendota Heights Parks and Recreation Commission was held on
Tuesday, October 13, 2020, 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: Pat Hinderscheid, Bob Klepperich, Stephanie Meyer, Dan Sherer and Amy
Smith; Absent: Patrick Cotter. Staff present: Recreation Program Coordinator, Meredith
Lawrence, Assistant City Administrator, Cheryl Jacobson and Public Works Director, Ryan
Ruzek.
3. Pledge of Allegiance
The Pledge of Allegiance was recited.
4.Approval of Agenda
Motion Klepperich/second Meyer, to approve the agenda AYES 6: NAYS 0
5.a Approval of Minutes from September 8, 2020 Regular Meeting
Motion Hinderscheid/second Klepperich to approve the minutes of the September 8, 2020 Parks
and Recreation Commission Regular Meeting. AYES 6: NAYS 0
6. Citizen Comment Period (for items not on the agenda)
None.
7.Acknowledgement of Reports
Chair Goldade read the titles of the three updates (Par 3, Recreation, and Park Improvement
Updates) and polled the Commissioners for questions.
7.a Par 3 Update
Recreation Program Coordinator Meredith Lawrence briefly reviewed the 2020 August Financial
Report. She reported that the course will remain open as long as it can, dependent upon
weather. She stated that the crews have done a great job maintaining the course throughout
the season and are preparing for the end of the season.
Commissioner Hinderscheid stated that it is known that there is an increase in play due to
COVID-19 and asked if there has been thought put into how those new customers could be
maintained in the future.
Ms. Lawrence stated that golf courses nationwide have done well in 2020 according to trends.
She stated that staff will continue to think about how those repeat customers could be gained.
She stated that they have tried to improve the experience and focus on safety this year and will
attempt additional marketing. She believed that many of the new golf customers would continue
to play in 2021.
Commissioner Hinderscheid asked if there are any loyalty programs.
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5a.
Ms. Lawrence provided details on the punch card that is available. She stated that staff is also
looking at the potential to provide a monthly golf news update via email. She noted that the
price for golf at the course is pretty reasonable. She stated that this year staff were shifted from
other departments to cover the golf course duties and their time was coded to their appropriate
department. She explained that the clubhouse salaries would return as an expenditure in 2021.
7.b Recreation Update
Recreation Program Coordinator Meredith Lawrence stated that the superhero masquerade is
not going to occur this year and instead a rec pack option is being offered. She stated that staff
have begun planning for warming houses and skate season, noting that they are looking for the
appropriate staffing for those elements.
7.c Parks Improvement Update
Recreation Program Coordinator Meredith Lawrence reported that an unofficial noise test was
performed, and notification was provided for the proposed pickleball courts at Friendly Hills.
She stated that the notification asked that residents concerned express those concerns to staff
prior to tonight’s meeting or at the meeting. She stated that if there are no objections, she
would like a recommendation from the Commission on going forward with the project.
It was confirmed that there have been no comments related to the proposed improvement.
Motion Klepperich/second Meyer to recommend moving forward on the improvement of the
hockey rinks at Friendly Hills Park to create pickleball courts.
Further discussion: Mary Melzarek, 717 Navajo Lane, commented that she is not against the
improvement but does have some questions on the plan to make this area suitable for pickleball
and the related improvements, such as tree removal. She referenced another improvement that
occurred at the park and believed that there are additional trees that need to be planted in
replacement of trees that were removed. She asked the potential for night play and whether the
flood lights would be on year-round.
Ms. Lawrence stated that the Marie Park hockey rink was painted with an epoxy covering to
create a good surface, which will be the same process for Friendly Hills. She stated that the
City currently does not utilize lighting for tennis or pickleball courts and she does not plan to
utilize lighting to allow playing longer than sunset.
Ms. Melzarek asked if any other sites were reviewed for the pickleball courts.
Ms. Lawrence replied that the City has studied pickleball for the past three years and has
reviewed several sites and options. She stated that Friendly Hills was chosen because of its
location and the ability to provide another recreation option to residents at a lower cost because
of the existing infrastructure.
Commissioner Smith commented that there was an attempt to choose a site further from Marie
Park, in order to offer pickleball to more residents.
Public Works Director Ryan Ruzek stated that he is not aware of outstanding tree planting that
is scheduled for Marie Park. He noted that there are trees that cam be planted this fall and can
recommend the location suggested by the resident.
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Commissioner Smith commented that she believes that some of those trees were replanted on
the other side of the hockey rink when the replanting occurred.
Chair Goldade explained that this option was also selected by the Commission because of the
cost efficiency. He explained that there is a much higher cost to construct new pickleball courts
compared to this resurfacing which will still provide a new recreation option in another area of
the city.
AYES 6: NAYS 0
8.New Business
8.a Park Bench Donation
Public Works Director Ryan Ruzek provided details on the park bench donation program.
Mendota Heights received a bench donation for 2020 from David Miller in memory of Pauline
Dueber Wiesner. Mr. Miller has requested to place the bench at Victoria Highlands Park near
the playground and Mr. Ruzek read the proposed language for the plaque.
Motion Klepperich/second Smith to recommend that the City Council accept the bench donation
from Mr. David Miller to be placed at Victoria Highlands Park.
Further discussion: Commissioner Hinderscheid asked if the donation amount is still consistent
with the actual cost.
Mr. Ruzek replied that each site is different depending upon the earthwork but the purchase of
the bench results in a 50/50 split between the City and resident donation.
AYES 6: NAYS 0
8.b Valley Park Improvements
Public Works Director Ryan Ruzek stated that as part of the Marie Avenue rehabilitation, the
Valley Park parking lot and basketball court went through the replacement process. A new
sidewalk to the park was also installed. He provided an update on the status of the different
improvements. He asked the Commission for input on the type of striping they would like to
add.
Commissioner Hinderscheid asked if the four square and other striping is being used.
Mr. Ruzek replied that he is unaware if that striping is used but noted that some children use
those elements at schools.
Commissioner Smith commented that type of striping was added at Friendly Hills, therefore it
must still be used.
Mr. Ruzek provided details on the dimensions of the court, noting that all the additional striping
wou ld occur between the bridge and bollards. He also provided details on parking lot striping.
He described the resurfacing process that occurred.
Motion Meyer/second Smith to direct staff to complete basketball striping, hopscotch, and four
square with staff choosing the best location for the basketball hoop.
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Further discussion: Commissioner Sherer asked if the markings would be completed this fall or
in the spring.
Mr. Ruzek replied that it would be done in the spring.
AYES 6: NAYS 0
Mr. Ruzek provided additional details on the components of the Marie Avenue project.
9. New Business
9.a Field and Facility Use Policy Review
Recreation Program Coordinator Meredith Lawrence provided an overview of the Field and
Facility Use Policy and its application during the 2020 season, including the impact of COVID-19
and preparation for 2021.
Chair Goldade commented that it was his understanding that the issue of fees is the decision of
the Council and not this group, therefore that should not be a part of tonight’s discussion. Ms.
Lawrence said they could provide feedback or a recommendation to the City Council.
Commissioner Smith referenced SALVO Soccer and their priority rating. She commented that
MHAA higher does not provide a traveling soccer opportunity for Mendota Heights children and
believes that those organizations should have at least the same priority ranking.
Ms. Lawrence stated that prior to her employment with the City full-time, the users worked out
the field use on their own and the City did not permit the use. She explained that the policy was
then adopted, and the priority list was developed through a process that used criteria to
determine the ranking. She stated that she could bring that request to the Council to review.
She provided additional explanation on the priority ranking and the criteria for those priority
groups. She commented that the criteria have not changed much since the 2018 plan.
Commissioner Smith asked for details on the concession stand fee.
Ms. Lawrence explained that the Council sets all of the different department fees and provided
additional clarification.
Commissioner Sherer asked if the fees are the same for the for different user groups.
Ms. Lawrence provided clarification on the different fees for the different user groups.
Commissioner Sherer recognized that this has been a different year with COVID-19. He
commented that the parks and trails were heavily used this year as were fields once it was
determined those facilities could be used. He provided examples of different user groups he
noticed at the parks and facilities this year which were unique and placed higher demand on the
City facilities. He stated that it is not always clear when a field is reserved or permitted and
noted that it would be helpful to have a calendar on the website that shows permitted
reservations. He also asked if there is a way to make the permit process easier, acknowledging
that there are many user groups and moving pieces to manage. He asked if there could be
flexibility on the three permitting deadlines, noting that registrations often run into May, so it is
difficult to have the information prepared by the February deadline.
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Commissioner Meyer asked if the City Council has asked or considered reviewing this policy
against the policies of neighboring communities. She asked if this process is more complicated
than other cities.
Ms. Lawrence stated that the decision for three seasons has been helpful for the user groups,
but she would be open to changing the deadline or process. She stated that she is in contact
with other cities and provided details on the policies, or lack thereof, in other neighboring
communities. She stated that the Council reviewed the policies of other cities in 2018 and
advised that she is part of the state association which discusses field use policies regularly and
acknowledged that there is not a perfect policy. She stated that although she would like to
share the calendar, the problem would be blanket permitting which provide residents with
inaccurate data. She agreed that the priority should be given to users from Mendota Heights.
Commissioner Sherer stated that blanket permitting can be helpful as there are game nights
and practice nights, while some coaches choose not to hold practices. He suggested that for
those practice nights, perhaps there is a caveat that if no one is on the field five minutes past
the start time, the field is open for public use.
Commissioner Smith asked how the user groups have been with providing schedules after
reserving the field.
Ms. Lawrence explained that communication ebbs and flows with the different user groups. She
stated that there are times when she receives great communication and times when she does
not receive communication. She stated that the City does not receive accurate game
schedules. She stated that she would rather continue to reserve the fields on practice nights to
prevent situations where multiple groups are trying to claim facilities unpermitted at one time.
Chair Goldade suggested that this discussion continue the next month and between now and
then each of the Commissioners should put more thought into the topic and provide suggestions
next month as to how this could be improved.
Ms. Lawrence confirmed that could be done. She commented that staff is also working to
schedule a worksession related to parks and recreation activities with the City Council.
9.b Marie Park Playground RFP
Recreation Program Coordinator Meredith Lawrence stated that the Parks and Recreation
Commission established a playground work group that met with staff in order to develop criteria
for the Marie Park Playground Remodel RFP. The majority of the current playground at Marie
Park was built in 2005, although some pieces are existing and were not replaced in 2005. The
cost of the playground remodel was $38,532. A standard for playgrounds has been 15 to 20
years of service.
Commissioner Meyer referenced the features requested and believed the RFP should just say
swings as she would not want to limit swing configurations. She stated that she would also
want to say at least three slides and would not want to limit that to three as there are currently
six slides at the park. She confirmed that there was a lot of discussion related to the shape of
the container and would like to hear the input from staff on the grading and container shape.
Public W orks Director Ryan Ruzek felt that the red line would be too close to the pond. He
stated that he is unsure that map would be included in the RFP and would instead highlight a
larger area where the playground could be without interfering with other uses and the pond.
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Commissioner Hinderscheid stated that he spoke with a user of the park today that would really
like to see monkey bars and perhaps that would be a nice feature.
Commissioner Meyer commented that monkey bars are a good idea, but they did not want to
include that as a feature that could limit the design. She noted that there are currently monkey
bars at two parks in close proximity and therefore they did not want to limit the possible features
as monkey bars use a lot of space.
Commissioner Sherer referenced the installation date and suggested that read 2021. He
commented that May 7th may be a little aggressive depending upon when frost leaves the
ground. He stated that this is a very robust RFP, which is impressive. He stated that perhaps it
should include a page limit.
Motion Meyer/second Hinderscheid to recommend to the City Council the action to issue the
RFP in order to advertise for bids for the replacement of the Marie Park Playground, with the
changes discussed by the Commission. AYES 6: NAYS 0
9.c Skate Park Work Group Update
Recreation Program Coordinator Meredith Lawrence provided a list of members involved in the
work group. She also commented that the group has met four times and is making great
progress.
Commissioner Klepperich stated that this has been an interesting experience and lesson in
citizen involvement. He commented that he has been impressed with the make up of the group,
the enthusiasm and what has been accomplished. He provided background information on the
skate park. He believed that the work group meetings have been beneficial and noted that all
members of the group equally participate, including the youth members. He stated that the
biggest accomplishment thus far has been to develop expectations of users that can be shared
via signage that will be presented to the Commission at the next meeting. He stated that they
are currently reviewing other potential locations or whether improvements should be made to
the current location.
Commissioner Smith commented that she has also been impressed with the members of and
input from the work group and the process is going well.
Ms. Lawrence thanked Commissioners Smith and Klepperich for their participation in the work
group.
10.Staff Announcements
Recreation Program Coordinator Meredith Lawrence shared the following announcements:
•Warming house and skating staff will be needed for the winter season, applicants can
find the information on the City website or at City Hall
•The golf course will remain open as long as it can based on the weather
•Other events can be found on the city’s website
11. Student Representative Update
None.
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12.Commission Comments and Park Updates
Commissioner Smith
•The Friendly Hills soccer field and basketball hoop are well used.
•Market Square Park is heavily used for outdoor eating.
Commissioner Meyer
•Marie Park is heavily used for pickleball
•Victoria Highlands Park is in good shape
Chair Goldade
•A Mendota Heights Police Officer was recently playing basketball with children at Marie
Park, which was a great example of proactive policing
•Skating will occur at Wentworth Park, weather permitting
•Movie night was a huge success at Mendakota Park
Commissioner Hinderscheid
•The donated park bench at the dog park is a great feature that was added, and the trees
planted will eventually provide great shade
•Users of the dog park are very complimentary of the park
Commissioner Klepperich
•Visited Mendakota Park and was impressed with the condition of the fields and the
cleanliness of the park
Commissioner Sherer
•The parks continue to get great use with the warmer weather
•Kensington Park is being well used and looks great
•Hagstrom King was heavily used
•Concern was expressed as to how low the hoops can be lowered and damage that could
possibly occur
13. Adjourn
Motion Klepperich/Second Meyer to adjourn the meeting at 8:29 PM
AYES 6: NAYS 0
Minutes drafted by:
Amanda Staple
TimeSaver Off Site Secretarial, Inc.
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DATE: November 10, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Par 3 Update
Course Closed
The course’s last day open for business was October 19. This year the course experienced a
record number of rounds. Thank you to the City's dedicated maintenance staff who went above
and beyond to beautifully maintain the course this season and the incredible clubhouse staff who
ensured safety protocols were followed throughout the year.
End of Season Maintenance Operations
Staff will be putting down a snow mold application in early November to end maintenance
operations for the season. The City’s Mechanic will be finalizing winterization and seasonal
maintenance of the course’s equipment.
STAFF RECOMMENDATION:
Informational Only.
ACTION REQUESTED:
Informational Only.
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7a.
DATE: November 10, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Recreation Update
Recreation Camps
The City is hosting recreational camps over Winter break. Camps will include sports and theater
options. The City will provide COVID-19 plans for each individual camp. Staff will also be hosting
an in-house non-school day camp at the West Saint Paul City Hall on December 28.
Warming Houses
Staff has been working to come up with plans to open warming houses for the 2020-2021 season.
A COVID-19 plan is under way and the position of rink attendant has been posted on the City’s
website. City staff will review options for staffing at the work session with the City Council on
November 12.
Skating Lessons
Staff is planning to offer skating lessons in January of 2021. The position of skating instructor has
been posted and staff is seeking applications from qualified individuals. A COVID-19 plan will be
prepared for the lessons to ensure the safety of participants.
STAFF RECOMMENDATION:
Informational Only.
ACTION REQUESTED:
Informational Only.
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7b.
DATE: November 10, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Park Improvement Update
MOMs Club Donation
The MOMS Club of Mendota Heights has donated tulips that were planted in Wentworth Park.
Members of the MOMS Club and City staff planted the tulips on October 20. The tulips were
valued at $75.00.
Pickleball Courts at Friendly Hills
The City Council reviewed the commission’s recommendation for the installation of pickleball
courts within the Friendly Hills Hockey Rink. The City Council approved the recommended
location and gave staff permission to solicit quotes for the project. Staff is anticipating a Spring
2021 installation.
Marie Playground Remodel
The City Council reviewed the RFP on October 20 at their meeting. The RFP was approved with
one minor change regarding the possibility of keeping the existing swing set. Staff released the
RFP on October 21. Proposals are due December 8 at 10:00am.
Chair Goldade recommended these updates be included:
•Dakota County is hosting an online open house about the upcoming improvement
project to the Mendota Heights Trailhead, which is located near Mendota Elementary.
The current timeline for these improvements is to begin construction in April 2021.
More information is available on Dakota County’s website
•Twelve new trees were planted adjacent to ash trees at Hagstrom King Park this spring.
These ash trees are currently being treated, but will eventually be taken down due to
Emerald Ash Borer. Mendota Heights will be planting over 100 trees over the next two
years with the goal of reducing the impact of tree loss due to Emerald Ash Borer (EAB).
The project is made possible due to a grant received from the Minnesota Department of
Natural Resources and the Environment and Natural Resources Trust Fund.
STAFF RECOMMENDATION:
Informational Only.
ACTION REQUESTED:
Informational Only.
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7c.
DATE: November 10, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Canoe Rack Rental Policy
BACKGROUND:
In 2015, the City of Mendota Heights purchased a canoe rack for Roger’s Lake Park. The canoe
rack is near the fishing pier. The intent of the canoe rack was to allow residents to rent a space
on the rack in order to store personal water craft during the spring, summer and fall. The rack
purchased in 2015 has space for six canoes.
The last two years, the canoe rack spaces have been heavily requested by residents and a waitlist
has been started each year.
Due to its popularity, staff ordered another canoe rack that was installed at Roger’s Lake this fall.
The canoe rack will provide six more canoe rack spaces, which will enable a total of 12 water craft
to be stored at Roger’s Lake Park each year.
Based on the large number of requests the last few years, staff has established a policy in order
to ensure residents get priority for rental spaces.
Attached is the policy that staff has drafted.
STAFF RECOMMENDATION:
Staff recommends that the Parks and Recreation Commission review the Canoe Rack Rental
Policy and provide staff with any recommended changes.
ACTION REQUESTED:
If the Parks and Recreation Commission concurs, it should, by motion, recommend to the City
Council approval of the Canoe Rack Rental Policy.
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8a.
CITY OF MENDOTA HEIGHTS
CANOE RACK RENTAL POLICY
CONTACT: Mendota Heights Parks and Recreation
1101 Victoria Curve
Mendota Heights, MN 55118
651-452-1850
APPROVED: XXXXXXXXXXXXXXXXXXXX
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8a2.
Page 2
City of Mendota Heights
Canoe Rack Rental Policy
A.PURPOSE
The City of Mendota Heights, hereinafter referred to as the “City”, coordinates and issues rental
spaces for the use of canoe racks owned by the City. The purpose of this policy is to establish
guidelines for the allocation and management of City canoe rack rental spaces.
The objective of this policy is to allocate the use of the canoe rack rental spaces properly.
The City owns and operates two canoe racks for rental at Roger’s Lake Park.
B.CANOE RACK RENTAL
The City reserves the right to deny, limit, or revoke canoe rack permits based upon an
applicant’s performance history including compliance with established rules and policies. Each
household can apply for a maximum of two canoe rack spaces per year.
Application Deadlines
Permits will be issued once throughout the year based on the following timeline:
•Residents of Mendota Heights
o Permit requests for use from April to November will be due the first business day
in March
•Non-Residents of Mendota Heights
o Permit requests for use from April to November will be due the first business day
of April
The City does not guarantee that an interested party will receive a canoe rack rental permit.
Reservations received after the deadline will be handled on a first-come, first-serve basis.
Canoe rack permit request forms are available at City Hall or on the City’s website.
C.PRIORITY OF CANOE RACKS
Due to the limited number of canoe rack rental spaces, the City has established criteria for
priority use. Users who had canoe rack rental spaces the year prior are not given priority. A
lottery will be conducted for all resident applications received by the deadline if the number of
applications exceeds the number of total spaces available.
Priority use of canoe rack spaces will be allocated as follows:
Priority #1: Residents of Mendota Heights
This includes residents with a valid Mendota Heights address.
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Page 3
Priority #2: Non-Residents of Mendota Heights
This includes those that are not residents of Mendota Heights.
D.CANOE RACK RENTAL SEASON
Canoe rack rental permits will be allowed to be in use from April 1 to November 1 of the
calendar year the permit was issued. Canoes may not be allowed on the rack prior to April 1 or
after November 1. Canoes on the rack out of season will be removed and the owner will be
required to pick up their canoe from the Mendota Heights Public Works Building. A minimum
service charge of $25 will be required for property owners to reclaim their craft.
E.FEES
The City may charge application and use fees in order to recover public costs from the canoe
racks. For each application submitted, an application fee shall be assessed. Canoe rack rental
costs will be approved by the City Council and included in the City’s Fee Schedule. Fees are
subject to change at the discretion of the City Council.
All users who receive a permit for exclusive use of a canoe rack rental spot must pay the
appropriate fee per the City fee schedule. Payments can be made by cash, check or
credit/debit card.
F.CANOE RACK EXCHANGE, OR SUBLEASE
When permits are issued, a specific canoe rack rental spot is reserved for the user, to the
exclusion of others. Recognizing this exclusivity, users should only reserve the spots intended
for use.
Users may not assign their canoe rack space to others or sublease canoe rack spaces under any
circumstance. Any such action will result in the loss of rental/allocation privileges. A user may
not “give up or exchange” their rental space or any part of it, without a written agreement
between the impacted parties and City approval. Subleasing of rack spaces without City
approval will result in revocation of all permits for all parties.
G.PERMIT CANCELLATION AND REFUNDS
Once a canoe rack rental permit has been issued, it is non-refundable for the season. Unused
rental spaces will not be refunded.
H.AGREEMENT FOR STORAGE OF CANOE/KAYAK
•A current Minnesota License must be affixed properly to the water craft when on city
property. Verification of the license must be provided to the city at the time of the
application.
•Applicant must agree to store watercraft only in the assigned rack location and to
adequately secure the water craft at both the front and rear, to prevent dislodging in
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Page 4
high winds. If dislodging / damage occurs, damage to other canoes/kayaks will be
considered the liability of the permit holder who failed to adequately secure
canoe/kayak at both ends.
•Applicant must agree to assume all risks of incidents in connection with the rental and
use of the canoe rack/storage and shall be solely responsible for all accidents or injuries
of any kind.
•Applicant further agrees to indemnify and hold harmless the City of Mendota Heights
against all claims, damages, losses and expenses resulting from the rental and use of
the canoe rack / storage according to this agreement.
•When in use each craft must carry at least one (1) Coast Guard approved safety device
per occupant at all times
•It is mandatory that the craft be secured by the users own device to the assigned rack.
This is to prevent the possibility of the canoe/kayak coming loose during high winds
•NOTE: Canoes/kayaks will be used during daylight hours only.
I.CITY CONTACT
All communication regarding canoe rack rental spaces should go through the Recreation
Program Coordinator.
Users should report any 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)
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DATE: November 10, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Wentworth Tennis Court Remodel Discussion
BACKGROUND:
Wentworth Park includes two tennis courts on the northern end of the park. These tennis
courts were last redone in 2003 for a cost of $10,424.50 and need replacement. Based off initial
staff research it does not appear that any maintenance work, including crack repairs, have been
done since 2003.
Residents have approached city staff regarding the need for new courts at this site. Currently,
the courts have many cracks and are unplayable within some areas.
Based on feedback from residents who utilize these courts, they have asked for a full
replacement of asphalt courts. The scope of this project is similar to the Marie Park Tennis
Court replacement which was conducted in 2019, which was awarded to Bituminous Roadways
for $81,669.45. The City did receive a $20,000 grant from the USTA for this project.
The City offers tennis courts at the following parks:
•Friendly Hills Park (2 courts-asphalt)
•Ivy Hills Park (2 courts-sport court)
•Marie Park (2 courts-asphalt)
•Valley Park (2 courts-sport court)
•Wentworth Park (2 courts-asphalt)
The Parks and Recreation Commission should discuss this project and determine next steps.
Staff is recommending a complete remodel of the courts with an asphalt surfacing. This
expenditure would come out of the Special Parks Fund.
If there is interest for this project to move forward, staff would begin working with the USTA to
submit a grant proposal. Staff anticipates this could be completed by the end of February.
17 8b.
STAFF RECOMMENDATION:
Staff recommends the Parks and Recreation Commission review information regarding the
Wentworth Tennis Courts, discuss the proposed project, and recommend to the City Council
action to direct staff to apply for a USTA grant for the remodel of the Wentworth Tennis Courts.
ACTION REQUESTED:
If the commission concurs, it should, by motion, recommend to the City Council action to direct
staff to apply for a USTA grant for the remodel of the Wentworth Tennis Courts.
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DATE: November 10, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Skate Park Work Group Update
The skate park work group has been meeting in order to address operational issues at the skate
park. Commissioners Smith and Klepperich have attended the meetings and are able to answer
questions and provide an update at the meeting.
STAFF RECOMMENDATION:
Informational Only.
ACTION REQUESTED:
Informational Only.
19 9a.
DATE: November 10, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Continuation of Field and Facility Use Policy Discussion
At the October Parks and Recreation Commission meeting staff presented information on the
City’s Field and Facility Use Policy.
Attached is the memorandum from the October meeting and a copy of the policy for
commissioners to review.
Chair Goldade has asked staff to address the following points regarding the plan:
•Use of online calendar feasibility
•Information on the differences between user groups
•Communication processes and procedures with frequent user groups
•How fees were determined
Staff is willing to address any other questions the commissioners may have on this item.
The City Council will be meeting on November 12 at 2:45pm for a work session. One of the
items on the agenda will be the Council’s annual review of the Field and Facility Use Policy. The
work session is open to the public.
STAFF RECOMMENDATION:
Informational Only.
ACTION REQUESTED:
Informational Only.
20
9b.
DATE: October 13, 2020
TO: Parks & Recreation Commission
FROM: Meredith Lawrence, Recreation Program Coordinator
SUBJECT: Field and Facility Use Policy Review
INTRODUCTION
Staff will provide a summary overview of the Field and Facility Use Policy and its application
during the 2020 season, as well as answer questions that the Commission may have regarding
the policy.
BACKRGROUND
The City coordinates and issues permits for the use of City fields and facilities. City fields and
facilities are often used in a multi-purpose manner and are requested by a variety of sports
providers and users each year. The Field and Facility Use policy has been in place since the early
1990’s, and has evolved as demand for the City fields and facilities has increased and as the sports
environment has changed. The Field and Facility Use policy was last amended in December of
2019, for implementation in 2020.
Field and Facility Use Policy
The 2020 Policy included general updates and additional clarifying language to address past
issues and questions:
•Providing for the issuance of permits three times per year. To accommodate the potential
for early winter requests, permits for use from December through February will be due
on the first business day in November. Permit requests for use March through July would
be accepted beginning the first business day in February. Permit requests for August
through November would be due the first business day in May.
•Providing notification that the City does not guarantee that a priority group or user will
receive fields or times that are requested. The City will make every effort to work with
all users in the scheduling of City fields and facilities, especially for reservations that are
requested for similar days and times. The City will not confirm reservations for
impacted groups/users until after area meetings are held and actual team schedules are
confirmed.
•Requiring the submittal of a Coaches Training and Background Screening Compliance
certification. The Certification is to be submitted once a year, prior to the first permitted
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9b2.
day of each year, regardless of the sport. The certification shall be signed by an authorized
representative of the organization.
•Requiring that proof of insurance is submitted on an annual basis. Insurance language in
section I of the policy was reviewed by the City’s Loss Prevention Specialist with the
League of Minnesota Cities.
•Addressing the non-use of city permitted fields by a user. When permits are issued, a
specific field is reserved for the user, to the exclusion of others. Users will be required to
provide team schedules that indicate all allocated fields and facilities have been
scheduled, when requested by the City.
•Allowing for permits that are cancelled by the user due to inclement weather to be
rescheduled or credited (not billed) if the City is notified by the user within two business
days of the user’s cancellation.
Unfortunately, COVID-19 provided for an abnormal year in sports. There were
process/requirement changes that were necessary in order to comply with guidance and
requirements from the League of Minnesota Cities, Minnesota Department of Health, Centers
for Disease Control and Prevention, and National Recreation and Parks Association.
Attachments: 2020 Field and Facility Policy
STAFF RECOMMENDATION:
Informational Only.
ACTION REQUESTED:
Informational Only.
22
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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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)
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