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2021-05-11 Park and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING MAY 11, 2021 The May meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, May 11, 2021, 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: Jaffrey Blanks, Patrick Cotter, Bob Klepperich, and Stephanie Meyer; absent: Commissioner Dan Sherer and Amy Smith. Student Representative: Niko Hess. 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 Blanks/second Cotter, to approve the agenda A roll call vote was performed: Commissioner Blanks aye Commissioner Cotter aye Commissioner Meyer aye Commissioner Klepperich aye Chair Goldade aye 5.a Approval of Minutes from April 13, 2021 Regular Meeting Commissioner Klepperich noted that under roll call in the minutes, Pat Hinderscheid was listed as present and should not be. Motion Klepperich/second Blanks to approve the minutes of the April 13, 2021 Parks and Recreation Commission Regular Meeting as amended. A roll call vote was performed: Commissioner Meyer aye Commissioner Klepperich aye Chair Goldade aye Commissioner Cotter aye Commissioner Blanks aye 6. Citizen Comment Period (for items not on the agenda) Chair Goldade stated that his neighbor made the comment that the parks should have more picnic tables and more grills. 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 Report. She stated that the turf is in great condition and staff will begin aeration the following day. She reported that the irrigation system is turned on and things seem to be doing well following the well pump project. She stated that the new sign has been installed as part of the rebranding of the course. She stated that the May 1st family golf tournament had been canceled as there was not a great response for the event. She stated that there is a junior tournament planned for June 19th. Chair Goldade stated that the sign looks awesome. He believed the price point for the family golf event was a bit high and perhaps the weather was too cool to draw people in. He hoped that staff tries that event again the following year. 7.b Recreation Update Recreation Program Coordinator Meredith Lawrence replied that registration for programming has had a great response from residents. She noted that the Fourth of July fireworks display has been approved by the City Council. She also noted the upcoming “See-a-Truck” Event at Mendakota Park on Saturday. She confirmed that the best viewing for the fireworks is in Mendakota Park. Chair Goldade stated that he was excited about the upcoming truck event and asked if there are any COVID-19 precautions in place. Ms. Lawrence replied that there have been some recently lifted restrictions. She reviewed the precautions that would be in place following the City’s COVID-19 preparedness plan. Commissioner Cotter commented that the movies and bands in the park seemed like great options to provide community entertainment and asked if the City would perhaps think about more of those events. He commented that it is a great option to use the parks. Commissioner Blanks agreed. Ms. Lawrence commented that staff can look to budget additional dollars in 2022. She noted that the events planned for 2021 will exhaust the budget. Commissioner Cotter asked that the item be added to a future agenda related to budgeting. 7.c Parks Improvement Update Recreation Program Coordinator Meredith Lawrence provided an update on the Marie Park playground project, noting that while there has been a delay in getting the equipment to the site, the project should remain on schedule. She stated that staff is soliciting quotes for pickleball courts, hoping to have those installed by the end of the summer. She stated that staff is also soliciting quotes for basketball court striping. She reviewed the balance of the special parks fund. Commissioner Meyer stated that she received a question related to the pitching mounds. She explained that parents have noticed that the mounds are very wobbly compared to others in different locations. Ms. Lawrence replied that the pitching mounds are not the property of the City and are the property of the athletic association. She stated that staff has been attempting to ensuring safety on the City owned fields, but the portable mounds are not the property of the City. Commissioner Cotter asked if there is a specific rotation for woodchip installation, or how that determination is made to add woodchips. He stated that Rogers Lake could use additional woodchips. Public Works Director Ryan Ruzek stated that he could find out additional details from public works. He noted that staff hires a contractor to complete that service. Ms. Lawrence stated that staff measures monthly to ensure proper depth and they are awaiting installation of the new mulch. Chair Goldade asked that the pickleball additions be moved up to midsummer to allow residents to enjoy that amenity earlier in the summer season. He stated that he looks forward to the safety features that the new equipment at Marie Park will provide. Student Representative Hess referenced the path at the back of Friendly Hills that goes to the middle school, noting that it is somewhat rough and perhaps could be improved. Motion Cotter/second Blanks to acknowledge the staff reports. A roll call vote was performed: Commissioner Cotter aye Commissioner Blanks aye Commissioner Klepperich aye Chair Goldade aye Commissioner Meyer aye 8. New Business 8.a Par 3 Senior Golf Pass Discussion Recreation Program Coordinator Meredith Lawrence stated that this request is to consider offering an annual senior pass for the Par 3 course. She stated that this concept was passed down from the City Council for the Commission to consider. She reviewed the current discounts that the City offers to residents. She stated that the punch cards have been successful, noting that over 100 have been sold already for the 2021 season. She explained that the City Council would like to see an increase in seniors at the course, perhaps using the morning hours. She provided additional details on the proposed senior golf pass. She stated that if the Commission is interested in adding this pass, an ordinance amendment would be necessary, and she provided details on that process. She stated that the anticipated start for the program would be the first week of June, if recommended for approval. She noted that if approved, this would be reviewed after the season to determine if it should continue in future years. Commissioner Klepperich asked if this is something the City Council really supports. He found the process a bit clumsy as it is coming from the City Council. He stated that it also seems clumsy to introduce this halfway through the golf season. He believed it would be more appropriate to look at this at the start of the next season. Commissioner Meyer asked if the price is set through ordinance at $200, would it then continue to be $200 for the entire 2022 season. Ms. Lawrence replied that the fee ordinance is reviewed each year, and this would be a part of that process. She explained that the price could easily be changed at the end of the season, dependent on the results of this season. She stated that if approved, the pass would need to remain an option for 2021 but could be removed prior to the 2022 season if desired. Commissioner Meyer asked if the morning hours would conflict with league play. Ms. Lawrence replied that there are leagues on Wednesday and Friday mornings for a portion of the summer. She stated that the league would not encompass the entire timeframe of the pass. She stated that there would be certain mornings when the course would not be available due to maintenance. Chair Goldade asked for details on how the $200 price came to be. Ms. Lawrence stated that staff researched what other courses are charging for their fees. Assistant City Administrator Cheryl Jacobson replied that cost was suggested by the City Council because of the shorter season this pass would be available. Commissioner Cotter stated that he understands the intent to increase play in the mornings and asked if the season pass was also suggested to offer additional options to seniors. He stated that seniors are probably the most likely to use golf carts and asked why that is excluded from the pass. He noted that perhaps it would be better to have a higher cost that includes the cart. Ms. Lawrence stated that the City Council is aware that the course is not as busy in the morning hours as it could be and perhaps some of the seniors are going to other locations. She stated that there is also a desire to get the senior community more active and at the course following the restrictions from the previous year due to COVID-19. She stated that most courses do not include carts with their passes. She stated that some courses do offer a cart pass but noted that the Par 3 only has six carts available so that would also be a consideration. She provided details on the different league hours in the evenings, noting that those are beginning to start more in the afternoon with some people still working from home. Chair Goldade stated that he loves the idea. He asked for guidance on the direction staff would like from the Commission. Ms. Lawrence stated that she would like a recommendation from the Commission. She stated that if there are changes the Commission would like to see, those should be provided. Chair Goldade noted that he would recommend a lower cost as 21 rounds or more would need to be played in order to make it a better deal than the punch card. He noted that if this begins in June, someone would have 12 weeks to play 21 rounds which would equate to two rounds per week. He stated that he would not want the senior pass to be a higher cost than the punch card. He stated that he would base the cost at one round per week, which would be $150. He stated that he loves the idea of offering discounts to residents and beginning with seniors. Motion Goldade/second Cotter to recommend the plan for a senior golf pass as presented with the following modification, that the cost be reduced from $200 to $150. Further discussion: Commissioner Blanks asked if it is known how often seniors are golfing or utilizing their punch card. Ms. Lawrence replied that she does not have demographics on punch card use. She stated that seniors are typically the group utilizing the morning hours. Commissioner Klepperich stated that another community offered a senior pass and when traffic for the course slowed down dramatically in September and October, the only traffic using the course during that time was typically the senior population utilizing their pass. Commissioner Blanks stated that one thing he likes about the $200 cost is that it encourages seniors to come to the course more often to encourage activity and social engagement. Chair Goldade stated that he would not want the motion to fail because of the lower cost he suggested. He acknowledged that there are additional weeks if the fall is included. He stated that he would happily change the motion to include $200. Commissioner Cotter agreed that he would support $200 as well. He stated that the decision could also be left to the City Council. He acknowledged that once a price is set, it is difficult to raise that price at a later time. Motion Goldade/second Cotter to amend the motion to recommend the plan for a senior golf pass as presented with a cost of $200. A roll call vote was performed: Commissioner Blanks aye Commissioner Klepperich aye Commissioner Meyer aye Chair Goldade aye Commissioner Cotter aye 8.b Request for Usage of the Lights at Marie Park Recreation Program Coordinator Meredith Lawrence stated that staff has been approached by a resident representing pickleball players in the community requesting that the hockey lights be used to allow nighttime play of pickleball. She stated that currently lights are not used during the summer season for any recreation activities. She stated that the lights are used for hockey because of the earlier sunset time. She stated that some troubles have been experienced in the past with the light timers. She stated that the resident is requesting that the lights be on until 10 p.m. which would align with the closing time of the park. She stated that the lights would need to be varied because of the sunset time. She stated that during May, sunset time is often 8:52 p.m. which does allow for nighttime use. She stated that the pleasure rink is light in the winter, which is actually the basketball court and therefore there could be some nighttime use of the basketball court which could lead to complaints. She stated that she could work with maintenance staff to determine if the pleasure rink lights could be disengaged from the system during the summer hours. She stated that Friendly Hills would not be lit as the statement was made that the courts would not be lit. She estimated a cost of $30 per month. She stated that staff does not recommend using the lights until 10pm but welcomed the input of the Commission. Chair Goldade stated that he loves the idea and suggested that September be used as a pilot program to allow the lights on for two hours after sunset not to exceed 7:30 p.m. He also suggested that a letter be sent to neighbors to gain input. He agreed that there is not a reason to use the lights in the summer but believed additional court use could be provided in the fall when sunset begins to come earlier. He asked who would turn the lights off if the timer malfunctions. Ms. Lawrence stated that when there have been light issues in the past, she has been the one to receive the call and either she comes in or someone from park maintenance comes in to address the issue. Chair Goldade stated that he would like to include the neighbors to gain their reaction. Commissioner Blanks commented that 10 p.m. seems late to encourage that activity but noted that he was not aware how much that would impact neighbors. Commissioner Cotter stated that he likes the idea of a pilot project in the fall. He agreed that there is no reason in the summer months because of the late sunset time. He asked how late the lights stay on for hockey. Ms. Lawrence replied that the lights are on until 9 p.m. Monday through Saturday and until 6 p.m. on Sundays. Commissioner Cotter commented that the lights should not be on later than those hours as that is the precedent. He asked if more noise is generated from pickleball than hockey. He stated that it would be a great idea to have this option through a pilot program this fall. Chair Goldade commented that basketball is noisier than pickleball and would not want to include that. Commissioner Klepperich agreed that basketball generates more noise and would not want to include that and encourage nighttime play. Commissioner Cotter asked if there are additional public safety concerns in the summer compared to the winter for later park use. Ms. Lawrence replied that she is not aware of any public safety concerns. She stated that typically in the fall sunset does not occur much earlier than 7 p.m. in the fall and therefore if the cutoff is 7:30, that would only be about 30 minutes of lighting. Chair Goldade stated that he would like to see the lights used more in line with daylight savings when sunset occurs earlier. He stated that the details could be refined but agreed that the timeframe would not be that long for the pilot program and could run into October. Ms. Lawrence replied that daylight savings occurs in November and reviewed some of the sunset times for October, noting that lights would only be on for less than an hour if the end time is 7:30 p.m. Commissioner Blanks asked if 8 p.m. would be more appropriate. Commissioner Cotter agreed and noted that he would support 8 p.m. in the fall for a pilot program. He stated that he would also only want to light the pickleball court and not the basketball court. Ms. Lawrence referenced the previous statement from Chair Goldade asking that the pickleball courts be installed by July. She commented that would be difficult based on contract availability, but staff would try to get those completed as soon as possible. She stated that the statement was made to the Friendly Hills neighborhood that those courts would not be lit and asked for input from the Commission if they wanted to include those courts. It was the consensus of the Commission not to include Friendly Hills at this time and only use Marie Park for the pilot program. Commissioner Meyer commented that she would support the pilot program this fall. She stated that in reference to the basketball court, kids are already driving their vehicles and using those lights to light the courts, so she was unsure how much noise it would add to include those lights. Chair Goldade asked if staff has a recommendation for the neighbors that should be notified. Ms. Lawrence replied that for the addition of pickleball at Friendly Hills, neighbors within 500 feet were notified. She stated that letters could be sent to residents within a certain distance informing them that the Commission would be considering this in July at which time a recommendation would be made to the City Council. Student Representative Hess commented that the basketball courts are used quite often, and it is a way for teenagers to connect. He did not think that should be discouraged. He agreed that residents close to the park should be notified to allow them to provide input. He did not believe lights should be turned off too early because the courts would be used. Motion Cotter/second Blanks to direct staff to present the City Council with a recommendation for a pilot project to use the lights at Marie Park beginning in the middle of September until the time the lighting is switched for winter programming; residents within 500 feet should be notified; this should appear on the July agenda to allow resident input to be received and considered. Further discussion: Ms. Lawrence replied that hockey lighting typically does not occur until mid-December. She stated that the nets are removed before that time and the lighting could go along with the net removal. Commissioner Cotter agreed that the timeframe could coincide with the removal of the nets. Chair Goldade commented that staff could have the authority to stop the pilot program if it is not working and there is an increase in calls to the police. A roll call vote was performed: Commissioner Cotter aye Commissioner Meyer aye Chair Goldade aye Commissioner Blanks aye Commissioner Klepperich aye 9. Unfinished Business 9.a Asset Management Plan Review Recreation Program Coordinator Meredith Lawrence stated that staff has been working to develop an asset management plan which will be used in strategic planning discussions and guiding for capital improvement planning and budgeting. She stated that she will bring the document to the Commission regularly for review and discussion. She provided a brief overview of the document. She stated that trails and natural resources were not included as those are covered in different maintenance programs. She welcomed any comments or feedback the Commission may have. Commissioner Klepperich asked if the skate park should be included as its own park. Ms. Lawrence replied that staff attempted to categorize this by park, recognizing that some parks and/or features have garnered additional input. She commented that additional guidance will be provided on that item within the strategic planning process and would be addressed in the near future. Chair Goldade asked if this would be part of the work the Commission does with the City Council in June. Ms. Lawrence stated that the document will be a resource in terms of the current amenities. She stated that they would not plan to review this line by line at the June meeting and stated that discussion will be more broadly focused on the needs of the community and vision for the next five to ten years. Commissioner Cotter appreciated the document and noted that he would like to review it further. He stated that once strategic planning is completed, a review of this document would be appropriate as it will help to guide budgeting. Chair Goldade congratulated the team of staff that worked on this document noting that it is well organized and thought out. 9.b Park Strategic Planning Update Assistant City Administrator Cheryl Jacobson stated that she sees the asset management plan as something that will assist in the strategic planning process and can then be used as guiding document as the Commission goes forward with its work. She stated that there may be additions to some of those pages following the strategic planning exercises. She stated that these sessions are scheduled for June 2nd and 8th. She stated that a facilitation contract has been signed and staff has been working with that group in anticipation of the planning sessions. She stated that staff has also been working with the group to plan the different types of community engagement related to parks and provided an update. She noted that external stakeholders will also be engaged and provided details on that process. She hoped that all Commission members are able to attend the planning sessions. Chair Goldade asked if there is a strategy to reach out to the 60 plus aged population. Ms. Jacobson provided additional details noting that staff is working with the tenant association for the two senior buildings within the community. She agreed that it will be helpful to have input from youth and seniors in order to provide better programming opportunities for those populations. 10. Staff Announcements Recreation Program Coordinator Meredith Lawrence shared the following announcements: • “See-a-Truck” Event happening this weekend • Hiring for summer employment opportunities • Exciting to see people out using the parks • Other events can be found on the City’s website 11. Student Representative Update Student Representative Hess commented that he believes that the main focus for youth should be on recreational facilities. He provided the examples of sport courts, soccer fields, basketball courts, and the skate park. He noted that trails and benches are also popular for youth in the community. 12. Commission Comments and Park Updates Commissioner Meyer • Residents are excited for the playground at Marie Park • Residents have expressed that it would be nice to have more picnic tables available at parks Recreation Program Coordinator Meredith Lawrence noted that the City has provided picnic tables to restaurants to allow additional outdoor seating at Market Square Park. Commissioner Blanks • Mendakota Park is heavily used with baseball and softball • Tennis courts and bicycle use has increased at Valley park • Suggested that the park bench donation program be advertised more as that would allow for funding of additional benches and tables Public Works Director Ryan Ruzek noted that could be included in the summer edition of the Heights Highlights. Commissioner Cotter asked if the program could be expanded to allow donations of picnic tables in addition to benches. Commissioner Cotter • The parks are in great condition • Two large dead trees near the skate park • Sand looks great for the volleyball court • Picnic tables were in full use • Noticed two kayaks laying on the ground near the rental racks Commissioner Klepperich • Reported some maintenance issues to staff related to Ivy Hills • Also reported some maintenance issues at Civic Center • Thanked staff, the Student Representative, and all members of the Commission for their dedicated service Chair Goldade • Is putting together a group of students to gather input on Valley View Heights • Tree removal was completed at Wentworth • The pond looks high at Wentworth • Encouraged drivers to drive safely on Marie Avenue as park users park along the roadside to access the ballfield Mr. Ruzek replied that nothing should be high because there has not been much rain. He noted that staff could check that out. 13. Adjourn Motion Cotter/Second Blanks to adjourn the meeting at 8:02 PM A roll call vote was performed: Commissioner Meyer aye Chair Goldade aye Commissioner Cotter aye Commission Blanks aye Commissioner Klepperich aye Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc.