Loading...
2020-11-10 Park and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING NOVEMBER 10, 2020 The November meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, November 10, 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: Patrick Cotter, Pat Hinderscheid, Bob Klepperich, Stephanie Meyer, Dan Sherer and Amy Smith; absent: None. Staff present: Recreation Program Coordinator, Meredith Lawrence and City Administrator, Mark McNeill. 3. Pledge of Allegiance The Pledge of Allegiance was recited. 4. Approval of Agenda Motion Klepperich/second Cotter, to approve the agenda AYES 7: NAYS 0 5.a Approval of Minutes from October 13, 2020 Regular Meeting Motion Klepperich/second Sherer, to approve the minutes of the October 13, 2020 Parks and Recreation Commission Regular Meeting. AYES 7: 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 September Financial Report. She reported that the course was closed on October 19th. Commissioner Hinderscheid asked if there are any large equipment purchases planned. Ms. Lawrence commented that there are funds included in the preliminary budget for work on the well which has an estimated cost of $20,000 to $30,000. Chair Goldade asked if the number of rounds for the year exceeded expectations. Ms. Lawrence reported in 2019 there were 8,000, compared to 14,000 this year. She commented that the largest success they had was their ability to keep everyone safe. Chair Goldade recognized that the virus attributed to an increase in activity for golf courses but asked if there are other things staff believes assisted in the increase in play. Ms. Lawrence commented that COVID-19 impacted golf nationwide with increases in rounds. She commented that the course was well maintained, and the safety measures put in place brought people back for repeat business. Commissioner Hinderscheid asked for the numbers related to foot golf. Ms. Lawrence replied that in 2020, foot golf totals were at 595 rounds, which compares to 250 rounds in 2019. Chair Goldade stated that with COVID-19 people continue to look for outdoor activities. He asked if Nordic skiing has been considered for the Par 3 course and stated that perhaps the Commission could discuss that at the next meeting. 7.b Recreation Update Ms. Lawrence commented that staff is looking to host various recreational activities throughout the winter and highlighted some of the activities being considered. She stated that they continue to watch COVID-19 updates very closely to ensure that all safety measures can be met. Commissioner Smith asked if the warming house staff and skating instructor positions have been filled. Ms. Lawrence commented that they have received some applications for warming house staff, but still need more and encouraged people to apply. She stated that staff has not received any applications for the skating instructor position. Chair Goldade asked if the number of people in the warming house would be limited. Ms. Lawrence noted that the Council will be discussing those procedures at an upcoming workshop. She confirmed that they would need to comply with any COVID-19 regulations. She reviewed the different methods staff would use to communicate the restrictions to residents. 7.c Parks Improvement Update Ms. Lawrence provided an update including a tulip planting at Wentworth Park along with authorization from the Council to solicit quotes for pickleball court striping and the Marie Park playground RFP. Chair Goldade stated that Dakota County is holding an online public house for an upcoming trailhead project. He also commented about the new trees at Hagstrom King. Commissioner Klepperich asked if the Council authorized the additional courts at Marie Park. Ms. Lawrence confirmed that the Council authorized striping for one additional court at Marie and directed staff to determine the maximum number of courts for Friendly Hills. Commissioner Meyer referenced the Council discussion related to the swing set at Marie Park and asked if that would need to remain or whether that was simply an option. Ms. Lawrence replied that a Council member was interested in the possibility of saving funds by keeping the swing set and therefore that option was included in the RFP. She stated that in speaking with some of the contractors that have been interested in the project, the swing set is one of the cheapest pieces of equipment and therefore will most likely recommend replacement. Commissioner Meyer asked for input on the possibility of the use of the special parks fund for capital improvement projects. Ms. Lawrence noted that City Administrator Mark McNeill is present tonight to provide an update which will occur until the Wentworth Tennis Court item. Chair Goldade recommended that this item be closed, and the Wentworth item appear next on the agenda in order to continue the discussion. Motion Meyer/second Klepperich to acknowledge the staff reports. AYES 7: NAYS 0 8. New Business 8.a Wentworth Tennis Court Remodel Discussion City Administrator Mark McNeill stated that the City has a new City Attorney who has provided input on the use of the special parks fund. He explained that the City Attorney has stated that the funds should not be used for repair and maintenance. He stated that if it is an expansion of which allows more users to participate, special park funds could be used. He commented that to replace the warming house, $154,000 in special parks funds could be used which would cover the new area that would be created. He stated that there is another source of funding available to cover the portions of projects which cannot be funded through special parks funds. He stated that the resurfacing of the hockey rink for pickleball would open up the area for use by additional users and therefore special parks funds could be used. He noted that in terms of the parking lot, no expansion is proposed and therefore special parks funds could not be used. He stated that the goal is to complete the improvements at Wentworth in 2021 to ensure that the grant funds are used. He noted that the Council will discuss funding possibilities at its workshop later this week. Commissioner Cotter commented that laws are open to interpretation and recognized the fine line between repair and replace. He stated that the issue of funding at Wentworth will be important as it will apply to other park projects moving forward. He asked the difference between repair and replacement in terms of a parking lot or playground and believed that those should be considered carefully to allow use of funds. Mr. McNeill commented that the interpretation of the new City Attorney is pretty conservative. He stated that the special parks funds account will not see an infusion from large projects and therefore there will be continued discussion as to how park improvements will be funded in the future. Commissioner Sherer commented that for a parking lot maintenance is often considered filling potholes while replacement occurs when it has reached the end of its usable life. Commissioner Meyer asked what would count as expansion for a warming house, whether that is related to square feet or additional capacity. Mr. McNeill commented that the decision will be made based on what the City is comfortable with moving ahead. He stated that there needs to be justification on what is considered expansion versus replacement. Commissioner Meyer asked if the cost that cannot be covered by special parks funds could be funded through the grant funds. Mr. McNeill commented that there are a certain number of dollars the City must pay in order to qualify for the $180,000 in grant funds. Ms. Lawrence stated that the Wentworth tennis court project is considered as a replacement and would not qualify for special park fund dollars. She stated that the project can still be discussed but asked if the Commission would like to postpone that discussion for a future meeting. Chair Goldade stated that he would like to have some discussion tonight. Ms. Lawrence stated that when she thinks of enhancement, if the facility were changed above two tennis courts it could enhance the facility for additional use but would still not qualify for 100 percent funding through special parks funds. Chair Goldade commented that it would seem then that the cost for the tennis court portion would have to come from another source and the expansion to add pickleball could be funded through special parks funds. He suggested that this discussion be postponed to the next meeting. Ms. Lawrence stated that additional guidance will be provided by the Council later this week which will provide the Commission with the approach to use moving forward. Commissioner Hinderscheid commented that the interpretation seems to place additional restrictions on the use of funds and asked how that would impact the budget planning that has already occurred. Ms. Lawrence replied that it is a conservative interpretation from legal counsel but will not put the City in a place where it cannot complete projects. She stated that the Commission will need to work with the Council on a CIP plan in order to discuss funding needs outside of special parks funds. Commissioner Cotter stated that the Par 3 is almost paid off and hoped that would continue to be a part of the discussion. Ms. Lawrence confirmed that those funds could be available starting in 2023, but the Council will need to determine if those funds would continue to be levied and if so, how those would be used. She confirmed that would be a part of the discussion with the Council later this week. She confirmed that there would not be restrictions on those funds. Commissioner Meyer asked if the interpretation of how the funds could be used is related to City Ordinance or State law. Mr. McNeill commented that he would forward that information to the Commission for review. Commissioner Hinderscheid commented that the tennis courts at Henry Sibley are not included in the City discussions. He noted that perhaps a schedule could be provided as to when those courts are available for public use. Ms. Lawrence commented that those are owned by the School District, therefore that request would need to go through the district. 8.b Canoe Rack Rental Policy Review Ms. Lawrence stated that there is a canoe rack at Rogers Lake which allows residents to receive a permit from the City to store their canoe there for recreational use. She stated that there are six spaces, and the number of requests continue to exceed that number. She stated that a new rack was installed which will increase the number of spaces to 12. She stated that she would like a formal policy in place which provides residents first priority for those rental spaces. She noted that the draft policy was provided in the packet and asked for input. Chair Goldade asked if there would be unintended consequences to having 12 canoes rather than six. Ms. Lawrence replied that Rogers Lake has been busier this year due to COVID-19. She stated that the canoes have not caused an issue as they seem to be used at different times on different days. She noted that if issues arise, staff does not need to rent out all 12 spaces. Commissioner Hinderscheid asked if there would be a set date on when permits would be awarded. Ms. Lawrence replied that permits would be valid April 1st through November, and applications can be submitted March 1st. She noted that if there are additional spaces available after that application period, non-residents or additional residents can apply April 1st. She commented that permit applications are typically processed within two business days. Commissioner Sherer asked if the policy is clear that a watercraft registration is required per Minnesota regulations. Ms. Lawrence stated that she can ensure that the language is up to date and accurate. Commissioner Cotter commented that this is great as Rogers Lake is a unique amenity in the community. He asked if there have been other groups, other than residents, that have asked for permits. Ms. Lawrence replied that about half of the requests this year were residents and the other half were not residents, therefore staff felt that a policy should be in place to give priority to residents. Commissioner Cotter asked if the fee is included in the fee schedule adopted by the Council. Ms. Lawrence commented that typically at the end of the year, each department submits its proposed fees, and the Council adopts that fee schedule. Commissioner Cotter asked if staff would submit this to the City Attorney for review and asked if a liability waiver would be included as well. Ms. Lawrence commented that she will work with Mr. McNeill and the City attorney. Commissioner Hinderscheid stated that there is a stipulation that applicants would assume all risk. Commissioner Cotter commented that is written in the policy but not signed by the applicant. Ms. Lawrence noted that a registration form signed by the applicant includes that language but stated that perhaps that needs to be more formal. Commissioner Meyer stated that when reading the policy, it was not clear to her as to the order of application deadlines. She asked if it is first come first serve or whether the priority is given to residents related to the waiting list. Ms. Lawrence commented that input is helpful and noted that staff will work to clarify that language. Commissioner Hinderscheid asked about subleasing. Ms. Lawrence stated subleasing is not allowed. Commissioner Sherer asked if the City has considered providing some public use canoes. Ms. Lawrence replied that the City has not considered that option because additional measures would be needed related to storage and security. She noted that if desired, the Commission could discuss that in the future. Commissioner Smith asked if anyone has ever taken someone else’s canoe out on the lake. Commissioner Hinderscheid noted that the website could be clearer as to finding permits for canoe rentals and picnic shelter rentals. Ms. Lawrence stated that she is not aware of that a problem. She noted that people are required to lock their canoe. She commented that she can make the changes suggested by the Commission and bring it back for review in December or the Commission could approve the policy subject to the proposed changes. Motion Klepperich/second Sherer, to recommend that the City Council approve of the Canoe Rack Rental Policy with the additional suggestions discussed tonight. AYES 7: NAYS 0 9. Unfinished Business 9.a Skate Park Work Group Update Ms. Lawrence stated that a proposed sign developed by the work group was included in the packet to gain input from the Commission. Commissioner Smith commented that the work group has been meeting for the past few months and propose a sign six feet in size to make it more readable for users. Commissioner Klepperich stated that the sign was the product of a work group member that had a friend that completed the design work at no charge. He stated that there was input received related to the number of words included but noted that there is language that must be included in terms of liability. He stated that because of the issues that have occurred at the park, it was important to include the expectations of users. He stated that the youth members are very knowledgeable about design and have been very helpful. He stated that they will have multiple design choices and present those for input and choice. He stated that they continue discussion on whether the skate park should remain in its current location or be relocated, and the materials used for the features. He stated that once additional discussion occurs, they will solicit input from contractors. Commissioner Hinderscheid asked if the skate park is used in the winter. Commissioner Klepperich confirmed that users bring shovels and use the park during the winter months. Chair Goldade thanked the work group and stated that he likes the tone and bright colors of the sign which he finds welcoming and informational. He agreed that there are a lot of words and is unsure whether users would take the time to read everything. Commissioner Sherer commented that the sign is great and clever. He stated that a six-foot sign would increase the size of the words as well. Commissioner Cotter stated that he agrees that the sign is great and commented that seeing the sign in scale would not make it appear as wordy. He stated that perhaps a separate sign is used for the warning aspect required by the League of Minnesota Cities. Ms. Lawrence thanked Commissioners Klepperich and Smith for their contribution to the work group, which has been meeting weekly. She noted that if time permits this will also be discussed by the Council at its workshop later this week. 9.b Continuation of Field and Facility Use Policy Discussion Chair Goldade noted that this is a continuation of the discussion from the previous month and asked that discussion be focused into four categories: use of online calendar feasibility, information on the differences between user groups, communication process and procedure with frequent user groups, and how fees were determined. Ms. Lawrence stated that the use of an online calendar has been brought up and she did some research as to how that could be done. She noted that staff currently uses an online calendar for picnic shelter rentals. She stated that the field and facility use is a bit different and staff does not have the capability to have an online calendar open to the public with its system. She estimated a cost of about $20,000 for that type of system. She stated that she would also be concerned with providing an online calendar as she does not feel it would provide accurate information because of blanket permitting. Chair Goldade asked if that system cost would be annually. Ms. Lawrence replied that there would be a start up cost and then an annual fee as well. Commissioner Sherer asked how the system would track reservations now, whether that is done in a spreadsheet or document that could be posted to the website. Ms. Lawrence replied that she has a master calendar with a permit scheduler. She stated that each user group is then provided with their schedule for the season. She stated that she could look into making a PDF document each week for the public’s view. Commissioner Sherer recognized that blanket permitting provides user groups with flexibility for practices and field changes. He asked if something could be added to the policy which would provide public access if the user group does not occupy the field five minutes after the reservation time begins. Ms. Lawrence replied that the hope would be that if a group is not going to use the facility, they would provide as much notice as possible as staff could then open up that recreational activity to another group. She stated that if a field is not being used by a permitted group, anyone can use the field. She stated that she would prefer not to include that language in the policy as she does not have time to patrol parks. She stated that she is not opposed to providing calendars to the residents, but her main concern would be that inaccurate data would be shared. She stated that if blanket permitting could get under control, that would help to provide accurate information. She noted that the policy will be discussed with the Council at its workshop later this week. She welcomed input from the Commission to help improve the policy. Commissioner Smith commented that perhaps the blanket permitting occurs because the application deadlines occur prior to the teams being formed. She asked if the application timeline should be better aligned. Ms. Lawrence stated that was discussed with user groups in the past noting that their input was used to create this policy and deadline. She stated that if there is a better deadline, she would love to hear from the user groups. Chair Goldade asked what could be put in the policy which would encourage users to adjust their schedule if they began with blanket permitting but then adjusted their schedule based on known registration. Commissioner Smith commented that perhaps the fee should be based on per hour rather than per child, as that would encourage users not to reserve fields they will not be using. Ms. Lawrence stated in 2018 and 2019 the City invited the frequent user groups to meet with the Council to ensure their voices were heard. She stated that the users preferred the per player fee at that time. She believed that the per hour fee could reduce the blanket permitting. Commissioner Cotter commented that he agrees with that comment. He stated that perhaps provisional permitted is submitted by a certain deadline and final permitting is then provided after registration needs are known by the user group. Ms. Lawrence commented that is what the hope would be but the hard piece of that is that different teams have different requirements and some groups need to know if they have fields before they can open registration for their program. Commissioner Klepperich asked if there is a distinction between permitting for a user group and actual schedules, recognizing that it requires staff time to compare permits to the schedules from the user groups. Ms. Lawrence commented that one challenge is that the City also works with regional groups that need to schedule. She reviewed the process staff follows for permitting and application review. She stated that some of the users need the information early and some do not, therefore it can be difficult to balance those needs. Commissioner Cotter stated that some of the larger groups have more dedicated staff while some of the local groups use parent volunteers. Commissioner Sherer stated that it is important to distinguish between for profit clubs that have staff and non-profit local sports associations. He stated that there are ideas to perhaps restructuring the priority usage, as the local athletic association provides a service that the City does not provide through its park and recreation department. He stated that it is difficult to provide a schedule for spring sports by February 1st when they are still in the winter sports season. He noted that it is challenging to estimate enrollment that early in the season and leads to blanket permitting. He stated that perhaps there could be an annual meeting with the different user groups to continue to improve the process. Commissioner Cotter asked if it has been five years since there has been a formal meeting with the user groups, noting that perhaps it would be time to hold a meeting of that nature again. He stated that the concept of a per hour charge could be discussed as well, as that would be one way to prevent blanket permitting and provide more efficient use of the fields. He commented that it would be almost impossible for the local groups to anticipate their use that early in the season. Chair Goldade stated that from his experience with the City of Saint Paul he had to know the first day in January which day in September he would like to hold his event. He stated that perhaps there is an important date document that could communicate those deadlines. He would not imagine that the number of teams change each year by much. He asked how the City could incentivize groups not to blanket permit. He stated that perhaps user groups could come back to the City by a certain date with an amended schedule to receive some funds back for field times they do not need. He recognized that this problem is not unique to the City as the School District struggles with that issue as well. Ms. Lawrence stated that one of the issues is that the different sports function on their own in some user groups, therefore each group within the association may have a deadline that works best for them. She stated that they attempted to develop deadlines that work best for the most user groups. She stated that she would welcome input on a better timeline. Chair Goldade stated that his recommendation would be to have an important dates document and an annual permit training for the frequent user groups to ensure they are educated on the process. Ms. Lawrence explained the differences between user groups and priority ranking. She stated that the City provides time for the association itself and the association then decides which of its groups receive different allotments within that time. She also provided information on the communication process and procedure with frequent user groups. She recognized the changes that occur within the user groups and noted that in 2021 staff intends to meet with representatives from each sport to ensure everyone is aware of the process and procedure. Commissioner Sherer recognized that there is turnover each year in the user groups and there can be issues with only allowing one contact person. Ms. Lawrence explained that one contact person has been requested per group in the past is because there have been issues where misinformation was provided from different representatives within the same group that resulted in changes that should not have been made. She stated that it is also helpful to have one contact per group as they understand the policies and procedures. She stated that she is open to communication, but it needs to be a two-way street. Commissioner Cotter stated that staff asked for suggestions, but the Commission has mainly had a broad discussion. He stated that overall, the policy is very good and detailed. He recognized that there will always be issues when working with different organizations. He stated that there should be an annual or twice a year meeting where user groups are invited to attend a PRC meeting and review the policies and procedures and provide input. Commissioner Meyer stated that she realizes all the downfalls of posting a calendar but noted that it is hard to figure out what events or sports are taking place that day. She stated that it would be valuable to know if a ballfield is available prior to driving around the City to find an available space to play ball with your child. Chair Goldade stated that similar comments have been made for hockey rinks. Commissioner Sherer commented that many of the sports chose not to use City fields this year and hoped that it does not get to the point where it is easier for those organizations to go elsewhere. He stated that he has heard the comment that parking near Kensington for soccer games caused complaints by neighbors and resulted in those fields not being used for that purpose. He asked for input from staff. Ms. Lawrence replied that one of the underlying issues is communication. She stated that there has been no restriction of use based on parking at Kensington. She stated that the comment has been made that perhaps tournaments with 500 people should not be held in that location as parking then blocks driveways. She stated that she struggles with that challenge in her role as she hears the rumors but does not receive communication from the user groups with those questions. She stated that rumors spread that are not always accurate. She stated that the City wants Mendota Heights kids and organizations on their fields. She recognizes that there were restrictions this year because of COVID-19 and there were discussions that should have occurred that did not. Commissioner Cotter stated that part of the job of the Commission is to assist staff in that process. He again commented that it would be helpful for the Commission to host the user group meeting once or twice a year to ensure there is communication. Commissioner Smith stated that it would be helpful to communicate the items necessary for the user groups, such as insurance and a COVID-19 policy, if that is still required next year. Ms. Lawrence stated that if there is communication from the user groups, it would make her job easier and hopefully provide more opportunity for people to use the fields. Chair Goldade commented that everyone is trying their best and he has optimism that many members of the Commission have children involved in youth sports in the community and therefore can be part of the solution if everyone works together. 10. Staff Announcements Recreation Program Coordinator Meredith Lawrence shared the following announcements:  Council Workshop on November 12th. The first portion of the meeting will focus on the appointment for filling the vacant Council position and the remainder will be focused on recreational topics.  Staff is still working with COVID-19 restrictions for programming. Registration is open for the current program offerings.  Other events can be found on the City’s website 11. Commission Comments and Park Updates Commissioner Smith  Friendly Hills was in heavy use this fall  Market Square still has heavy use by people eating at the tables Commissioner Meyer  Marie and Valley Heights Park are both great  Appreciation was expressed for Commissioners Klepperich and Smith for their work on the skate park Commissioner Hinderscheid  Appreciation was expressed to Ms. Lawrence and her staff for their efforts at the Par 3, along with all the customers that used the facility  Dog Park has a picnic bench on the small dog site  The volleyball net has been well used at Ivy Hills Commissioner Cotter  Thanks was given to both working groups as that requires additional effort from members  Rogers Lake is a phenomenal park, noting that brush clearing was done along the trails which improves the experience Commissioner Klepperich  Thanks was expressed to public works for completing the street sweeping between snow events. Commissioner Sherer  Echoed thanks to skate park working group  Hagstrom King is in great shape and there is a lot of use in the past ten days  Kensington could use additional woodchips in 2021  Anticipation of the difficult winter ahead and with the limited indoor activities perhaps additional outdoor activities could be offered Chair Goldade  The new tunnel painting and lighting at Valley Park is great  The new warming house at Wentworth will be a great addition 13. Adjourn Motion Klepperich/Second Cotter, to adjourn the meeting at 8:27 PM AYES 7: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc.