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2021-11-09 Parks and Rec Comm Agenda Packet
CITY OF MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION Tuesday, November 9, 2021- 6:30 P.M. Mendota Heights City Hall-Council Chambers AGENDA 1.Call to Order 2.Roll Call 3.Pledge of Allegiance 4.Approval of Agenda 5.Approval of Minutes a.October 6, 2021 Work Session Minutes b.October 12, 2021 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.Mound Request for Victoria Highlands b.Review of Marie Park Light Trial Program c.Winter Fest Ideas 9.Unfinished Business a.Field and Facility Use Policy/Fee Review b.Review Senior Golf Pass c.Strategic Planning Update d.Approval of 2022 Meeting Calendar 10.Staff Announcements 11.Student Representative Update 12.Commission Comments and Park Updates 13.Adjourn Auxiliary aids for persons with disabilities are available at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 651-452-1850. Guidelines for Citizen Comment Period: The Citizen Comments section of the agenda provides an opportunity for the public to address the commission on items which are not on the agenda. All are welcome to speak. Comments should be directed to the Chair. Comments will be limited to 5 minutes per person and topic; presentations which are longer than five minutes will need to be scheduled with the Recreation Program Coordinator to appear on a future Parks and Recreation commission agenda. Comments should not be repetitious. 1 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. 2 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Parks and Recreation Commission Work Session Held October 6, 2021 Pursuant to due call and notice thereof, a work session of the Parks and Recreation Commission, City of Mendota Heights, Minnesota began at Pilot Knob Park/Oheyawahi, 2044 Pilot Knob Road, Mendota Heights, MN 55120 CALL TO ORDER Chair Steve Goldade called the meeting to order at 4:31pm. Commissioners Klepperich, Blanks, Sherer, Meyer (arrived at 4:40pm), and Student Representative Hess were also present. City staff present included Meredith Lawrence, Recreation Program Coordinator; Cheryl Jacobson, City Administrator (departed 5:15pm); Ryan Ruzek, Public Works Director; and Krista Spreiter, Natural Resource Technician (departed 5:00pm). TOUR OF PILOT KNOB PARK/OHEYAWAHI Staff and Commissioners learned about the site and its significance from Gail Lewellen, as well as the role the task force plays. Juanita Espinosa discussed with those present the significance of the site to the Dakota People. The site is sacred and allows us all to respect the history of the land. Chris Soutter discussed the natural resource planning work being conducted and their natural goals moving forward. Autumn Hubbell from Dakota County discussed the City and County partnership, as well as the interpretive plan, indigenous and organization engagement processes thus far. The group talked about possible field trip opportunities for ISD 197 students and learned about the bonding bill request that is active. TOUR OF DOG PARK Staff and Commissioners toured the Dog Park. Those present reviewed ruts and other vegetation existing to the park. Those present also discussed the need for better signage both for the entry and for the sacredness of the park, which will hopefully prevent any digging. Staff will be working to get some trees cleared over the Winter to improve visibility. Discussions for the addition of new trees and native plantings occurred. TOUR OF ROGERS LAKE SKATE PARK Staff and Commissioners reviewed the existing Skate Park at Rogers Lake. Recreation Program Coordinator Lawrence provided information on the recent work of the Skate Park work group and provided renderings which the group had worked on, but couldn’t come to agreement on. Due to the work group not having a final proposal, the project wasn’t funded in 2021, which resulted in the task group being put on pause. TOUR OF WENTWORTH PARK Staff and Commissioners present viewed the plans for the new Warming House building at Wentworth Park and discussed paving the rink to improve flooding operations and ice quality in the Winter. 5a. 3 The commission adjourned the meeting at 6:25 PM Minutes Taken By: Meredith Lawrence Recreation Program Coordinator 4 CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING OCTOBER 12, 2021 The October meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, October 12, 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, Stephanie Meyer, and Amy Smith; absent: Commissioner Dan Sherer. 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 Klepperich/second Blanks, to approve the agenda AYES 6: NAYS 0 5.a Approval of Minutes from September 14, 2021 Regular Meeting Motion Meyer/second Cotter to approve the minutes of the September 14, 2021 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 2021 August Financial Report. She stated that fall aeration was completed on the course. She stated that fall rates are in effect for the remainder of the season. She reviewed some pre-winter maintenance that will occur and advised of the request for three pieces of equipment for replacement she will be bringing before the Council. Chair Goldade asked how the golf event with the Police was. Ms. Lawrence replied that the Bogey with the Red and Blue was held with a great turn out. Chair Goldade stated that he has noticed some inconsistencies on where golf course equipment is budgeted from. Ms. Lawrence noted that this is the first time that there are funds in the Par 3 budget to purchase equipment. She stated that the Par 3 fund would be used to purchase two pieces of 5b. 5 equipment while a different City fund would be used for the third piece of equipment. She noted that the goal is for the golf course to be able to fund all of its needed purchases. Commissioner Meyer referenced the equipment slated for replacement and asked if equipment sharing has been reviewed as an option. Ms. Lawrence confirmed that they have loaned equipment from other courses in the past. She stated that some pieces are used daily and therefore would be difficult to share. She noted that aerators would also be difficult to share as everyone is attempting to use the equipment at the same time. She stated that she does keep communication open with other courses. She noted that the City has also looked into outsourcing maintenance but did not receive any interest. 7.b Recreation Update Recreation Program Coordinator Meredith Lawrence reviewed recent activities and current programing opportunities. Commissioner Smith asked what the targeted age group is for “Tour de Rec”. Ms. Lawrence replied it is targeted for youth 13 and younger. 7.c Parks Improvement Update Recreation Program Coordinator Meredith Lawrence stated that light usage at Marie Park has begun in the pilot program and noted that the lighting has been quite popular. She stated that she has received very good feedback and requests for lighting on the courts at Friendly Hills as well. She continued to ask the Commission to document any feedback received. She stated that they are moving forward with the Wentworth warming house project, but because of rising materials and labor costs the project now exceeds the original estimate and will need to go to competitive bidding based on architectural design. She provided an update on the grading of the fields at Mendakota Park, noting that they are hoping the project can be completed this fall. She also provided an update on the Mendakota dugouts and the overall dugout project. She noted that the dugout locations mentioned by Commissioner Sherer at the last meeting were not correct and noted that MHAA can hopefully provide clarity on that tonight. Chair Goldade recommended two projects to the Council and asked for clarity on how the group should move forward. Ms. Lawrence replied that the recommendations have not been brought forward to the Council yet. She stated that additional information can be gathered through the discussion with MHAA tonight and then additional discussion could occur in November prior to bringing a recommendation to the Council. Commissioner Smith asked if the plan would be to have the dugouts completed for the spring season. Ms. Lawrence confirmed that would be the intent, dependent on contractor availability. Commissioner Cotter commented that in the previous discussion it was believed that the cost would be higher for Mendakota because of the concrete work that was necessary and asked if that is correct. Ms. Lawrence provided additional explanation on the cost. 6 Motion Klepperich/second Meyer to acknowledge the staff reports. AYES 6: NAYS 0 8.New Business 8.a Mendota Heights Athletic Association Recreation Program Coordinator Meredith Lawrence stated that representatives from MHAA are present tonight at the request of the Chair and Vice Chair to provide information to the Commission. Chair Goldade stated that MHAA attended a few years ago to provide an update and he believed that this would be a good time to gain information on spring and summer sports. Dan Novak, President of MHAA, explained that each sports program is run on its own with the goal to break even each year on the programs with the exception of scholarships that are provided. Tom Stevens, MHAA, stated that they created a document with the number of athletes and related financial information for baseball and softball. He stated that information was provided from Spring of 2021, along with fall noting that fall is gaining in popularity. He also provided information on the percentage of athletes that are Mendota Heights residents and reviewed the document with the Commission. He stated that since 2019, softball has provided 24 scholarships and baseball has provided 14 scholarships. He also provided information on revenue and expenses, noting that the final numbers are not yet complete for 2021. He stated that the balance that rolls over is typically used quickly the following year for training and equipment needs. Commissioner Klepperich asked if the impact from COVID-19 in 2020 had an impact on MHAA’s financials. Mr. Stevens replied that traveling sports still generated revenue, while in-house program registrations were refunded. Adam Crepeau, MHAA, stated that the t-ball program is included in the baseball dollars, but that program does not use City fields and instead uses fields at the elementary schools. He reviewed the field improvement requests, which were sorted into different levels of priority. He focused on needs for Mendakota. He stated that waiting until March to know field availability is late, as traveling sports require earlier field availability for tournament hosting. He asked if volunteers could put up and take down temporary fencing at Mendakota which would allow additional opportunities for tournament hosting. Chair Goldade stated that he is not convinced pole holes are safe at Marie Park and asked for input from MHAA. Mr. Crepeau commented that those holes are a little high at Marie Park. Commissioner Cotter stated that the idea of youth opportunities versus adult programing and asked for input on what other communities are doing. He also asked if the adult program is run by the City. 7 Mr. Crepeau replied that another community hosts adult sports two nights per week and youth sports on the other three days. Ms. Lawrence confirmed that is a City run program. She stated that if adult softball is cut, that would be cutting the largest adult offering and therefore that discussion would need to occur with the Council. Commissioner Cotter recognized the competing programs. He asked for more information on what would be needed in the weekends at Mendakota for tournaments. Mr. Stevens stated that they do not necessarily have to have more weekends, but that would provide additional fundraising opportunities which would in turn lower the registration fees. He stated that they currently have only hosted two traveling tournaments and they would like to expand that. He stated that it is difficult to expand that when field availability is not known until March. He stated that perhaps next year they would like one or two additional weekends. He stated that for fall tournaments they have the ability to host large events at Mendakota every weekend for a few consecutive weekends. Mr. Novak stated that the biggest issue is timing. He stated that they cannot put in permits to get the fields until the City process is completed. He stated that perhaps something could be done to ensure the fields are secure in order to book good tournaments. Commissioner Smith asked for clarity on the City policy for field reservations. Ms. Lawrence stated that all permit requests are due by February 1st, and she then reviews the requests and responds to the user groups. She stated that the policy can be amended. She noted that the policy dates were created using the input from MHAA three years ago. Commissioner Cotter stated that based upon the need to schedule tournaments in advance, it would make sense to reconsider the dates in the policy. Mr. Stevens commented that if they were able to finalize their dates in January, it would help tremendously to schedule tournaments. Ms. Lawrence stated that could be discussed, noting that permit applications would be needed by all user groups by that date. She stated that the policy is reviewed each year and that is why these discussions are important. Commissioner Cotter stated that it would be helpful to have these discussions more frequently as MHAA is one of the biggest users of the parks. He asked if there is concern with being able to schedule out the entire season that much earlier. Mr. Crepeau commented that the traveling and in-house tournaments are the same each year. He stated that traveling teams are selected in the fall each year, therefore they could provide that by January without issue. Commissioner Cotter stated that the policy should be placed on the agenda for continued discussion. He noted that perhaps the other user groups are consulted as well. Ms. Lawrence stated that it would be helpful to know specifically what is requested in terms of policy changes prior to the worksession in November. She stated that the City is attempting to 8 avoid blanket permitting, as if MHAA blanket permits, that prevents other groups from using the fields on those nights. Mr. Novak stated that they would not know the individual field schedules until Spring, but they are speaking directly of permitting Mendakota and could book that through 2025. Ms. Lawrence stated that the City receives requests from multiple user groups and therefore one universal date is easier for permitting the fields. She asked if MHAA would be ready to schedule their full season by January 1st. Mr. Stevens replied that they would not be ready at that time. He stated that they view Mendakota as an event center and would hope to book large events in advance rather than the entire schedule. Mr. Novak commented that MHAA is aware that they share Mendakota with another user group on certain dates. He stated that perhaps permitting for Mendakota could be split off with a date of January 1st and the rest remain with the March 1st date. Chair Goldade summarized that MHAA would like Mendakota permitting split out into its own category with a due date of January 1st and the remainder of the fields are permitted with a date of March 1st. Mr. Crepeau continued to identify desired field improvements. Mr. Novak asked if the City generates the same amount of revenue through adult softball compared to MHAA use of the fields. He asked at what point the decision would be made to prioritize youth sports over adult sports. Commissioner Smith recognized that it is competition between two different groups, adults, and youth programing. Mr. Novak commented that MHAA is scrutinized when they do not use a field they have permitted for, but adult softball is sometimes not using the fields that they have booked. Ms. Lawrence stated that she knows the nights softball is being played and what fields are being used because she makes the schedules. She stated that the additional nights that were requested by MHAA for pictures and other things were opened up. She stated that the City has not taken the approach that every single night they are driving around viewing field usage. She stated that the issue that she has is that other user groups are attempting to use the fields and cannot because they are told the fields are reserved but there is no activity for three consecutive weeks on that night. She believed that everyone could do a better job to work together and collaborate, the schools, associations, clubs, and the City in order to better use and schedule the available space. She believed that it is possible to get more residents on the fields with what there is within the system. She stated that if field use is needed on Tuesday and Thursday nights, MHAA can reach out to her, and she can attempt to find the space. Chair Goldade noted that this information has been helpful, and they would like to have MHAA back after the Fall season to discuss football and soccer. Commissioner Cotter agreed that this was very informative and that it would be helpful to have continued communications between the groups. 9 Commissioner Meyer asked and received confirmation that the Commission intends to discuss the policy at the next meeting to discuss the concern related to tournament scheduling. Chair Goldade thanked MHAA for attending to provide an update on spring and summer sports and looked forward to the next time the group will come back to provide information on fall sports. 8.b Historical Swing Set Replacement Information Recreation Program Coordinator Meredith Lawrence stated that at the September meeting swing sets were discussed. She stated that she provided information in the packet on swing set replacement. She stated that public works will be painting the swing sets that are still in good shape but may not look to be in the best condition. She noted that in the future, when playgrounds are replaced, the Commission may want to include swing sets to avoid this situation in the future. Commissioner Cotter stated that he believes that is the goal of having the CIP, to complete full replacements. Commissioner Meyer noted that five parks are listed in 2025 and asked why it is shown in that manner. Ms. Lawrence stated that she brought forward the requests from the Commission to the Council and many of those were deferred to 2025 within CIP for the time being. She noted that there may be a park referendum before that time that would provide another funding opportunity. 9.Unfinished Business 9.a Strategic Planning Update Recreation Program Coordinator Meredith Lawrence provided the monthly update on the continued strategic planning process. 10.Staff Announcements Recreation Program Coordinator Meredith Lawrence shared the following announcements: •Skating instructor and warming house staff positions have been posted on the website •Other events can be found on the city’s website Chair Goldade asked if there is a backup plan if there is not sufficient staffing for warming houses. Ms. Lawrence stated that staff has been having those discussions internally. 11. Student Representative Update No comments. 12. Commission Comments and Park Updates Commissioner Meyer •Marie Park continues to have a lot of activity and pickleball court use 10 •She enjoyed the Parks Tour and the interaction with Skate Park users and Dog Park users Commissioner Klepperich •Parks Tour was a great success for the Commission. The Pilot Knob stop was fantastic with educational opportunities for the school district as well. •The adjustable hoop at Ivy Hills may need maintenance attention. The pond is low and green because of the lack of rain Commissioner Smith •The pickleball courts at Friendly Hills look great •Perhaps the mowing schedule could be adjusted next year for Kensington to better align with game schedules. The fence near 494 still needs attention to keep soccer balls in the area Commissioner Cotter •Thanked MHAA for attending tonight to share their input •The Dog Park is a popular and well used amenity not only for residents but also for the broader region Commissioner Blanks •Has noticed a lot of bicycle activity at Valley. Chair Goldade •Thanked staff for coordinating the Park Tour. Pilot Knob is a treasure and encouraged residents to visit the park. The Dog Park numbers were amazing, noting the interaction between residents and the dogs. It was impressive to see the number of people and range in age of the users for the Skate Park. Wentworth is a beautiful park and playground, and he looks forward to the warming house completion. 13.Adjourn Motion Klepperich/Second Meyer to adjourn the meeting at 8:00 PM. AYES 6: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc. 11 DATE: November 9, 2021 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Par 3 Update September Financial Report Staff will have a September Financial Report available for the commissioners to review at the meeting. Pre-Winter Maintenance/Course End of Season Staff is in the process of winterizing the course for the season. At this time staff intends the course to close on November 10, but that date is weather dependent. Staff completed their final mowing of the season and the snow mold chemical application was completed on November 1. Due to the considerably nice weather, staff decided to put a layer of top dressing on the greens. Golf Course Equipment At the October 19 City Council meeting the Council approved the preliminary purchase of replacement maintenance equipment at the Par 3 Golf Course. As part of the FY2022 budget process, staff recommended the replacement of three pieces of equipment which included: Course aerator, top dresser and Sandpro. Due to manufacturing and delivery delays, staff requested preliminary purchase of the equipment, which allowed the City’s name to be placed on a waitlist for the three pieces, without being financially obligated until the City Council formally approves the replacement equipment on December 7. •Sand Pro: $14,789.85 (Budgeted: $15,000) from Par 3 Fund •Aerator: $26,205.88 (Budgeted: $26,000) from Fund Balance •Top Dresser: $56,804.30 (Budgeted: $55,000) from Par 3 Fund 7a. 12 DATE: November 9, 2021 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Recreation Update Tour De Rec Update This school year youth and families are invited to join us on the first Thursday of every month at local spots in Mendota Heights and West St. Paul. Staff will set up activities and provide equipment for youth and families to enjoy. There will be games, sports, crafts, and more! This is a drop-in program -- no registration required. •December 9 (6:00pm-7:00pm)-Harmon Park Neighborhood Center •January 6 (6:00pm-7:00pm)-Southview Park •February 3 (6:00pm-7:00pm)-Marie Park •March 3 (6:00pm-7:00pm)-Garlough Elementary Gymnasium •April 7 (6:00pm-7:00pm)-Mendakota •May 5 (6:00pm-7:00pm)-Mendota Elementary Gymnasium Field Trips In partnership with the City of West Saint Paul and South Saint Paul, we are hosting the following Winter break field trip opportunities: •Snow Tubing and Swimming: December 28 (9:00am-4:30pm) •The Fun Lab: December 27 (8:00am-4:00pm) Superhero Masquerade The City of Mendota Heights in partnership with the City of West Saint Paul, is hosting the Superhero Masquerade on Sunday, November 14 from 2:00pm-4:00pm at the Thompson Park- Dakota Lodge. Participants can come dressed as their favorite superhero and enjoy crafts, games, and activities, a dance party and refreshments. Trick or Tee-ing at the Par 3 On Saturday, October 23, the City hosted its first ever spooktacular trick-or-teeing experience at the Par 3. The City had mini golf available on the top golf holes intertwined with trick or treating, craft opportunities, various games, and opportunities to meet the Fire and Police departments and see their rigs. The City also provided snacks. The event was overwhelmingly popular and was well received by the community. 7b.13 Halloween Bonfire The Mendota Heights Fire Department hosted the Halloween bonfire on October 31 and had a good turnout for this great community event. 2022 Recreation Offerings Staff is in the process of finalizing the various recreational offerings for the 2022 season. More information will be provided at the December Parks and Recreation Commission meeting. 14 DATE: November 9, 2021 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Park Improvement Update Pickleball Update The pickleball courts at Friendly Hills have been well received from the community. The City has received many favorable comments about the project. Currently there are four nets up, but in the Spring, all six nets will be installed. All pickleball nets will remain up this Winter until the snow flies. Wentworth Warming House Replacement On September 23 the City Council approved a professional services agreement for an architectural design package relating to the Wentworth Park warming house replacement project. Due to increasing lumber and construction costs the warming house is estimated to meet the competitive bidding requirements per state statute. State statute requires any construction greater than $175,000 be competitively bid. The architect will provide architectural drawings to properly bid the project. Mendakota Baseball Field Grading Due to concerns from the Parks and Recreation Commission and local athletic association, the City hired a contractor to remove lips in the four baseball infields at Mendakota and remove materials that the lip is creating. The work was completed the last week of October. Mendakota Dugouts Staff is in the process of obtaining quotes to add dugouts to the Mendakota baseball fields. When quotes are finalized and the project is brought to the City Council for final approval, staff will also ask the City Council for direction on the other three requested dugout projects. Ivy Hills Trail Project The trail construction project at Ivy Hills is behind schedule. The trail portion of the project will be completed in the Spring of 2022. There have been no changes to the project. 7c. 15 DATE: November 9, 2021 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Mound Request for Victoria Highlands BACKGROUND INFORMATION: At the October Parks and Recreation Commission meeting the Mendota Heights Athletic Association (MHAA) provided an overview of their Spring/Summer programs and asked for desired improvements to be made to Mendota Heights facilities. One of MHAA’s requests was to add a pitching mound to the city-owned ball field at Victoria Highlands Park. Currently, the field is utilized for both baseball and softball, whether formal or informal, as well as pickup wiffleball, kickball, and for local children to practice pitching/catching. When MHAA reserves the field for baseball they utilize portable pitching mounds. This is the practice at many of the fields in the City. At this time there are two city-owned fields with pitching mounds which includes: Civic Center and Hagstrom King. Fields without mounds include: Mendakota, Friendly Hills, Ivy Hills, Marie, Valley and Wentworth. It is important to note that once a field has a pitching mound, it is not usable for softball or regulation kickball or wiffleball. Softball does not utilize mounds for regulation play. Thus, by adding a mound to Victoria Highlands, it takes a field off-line for future sport requests and limits the available facilities for girls within the City. BUDGET IMPACT: Staff estimates the cost for adding a mound at Victoria Highlands to be $4,500. At this time the Mendota Heights Athletic Association has not provided funding for this expense. This project was not budgeted for 2022. ACTION RECOMMENDED: Staff recommends the Parks and Recreation Commission review the request from the Mendota Heights Athletic Association to add a pitching mound to Victoria Highlands Park and make a formal recommendation to the City Council on how to proceed. 8a.16 ACTION REQUESTED: If the Park and Recreation Commission concurs, it should, by motion, make a recommendation to the City Council in regards to the Mendota Heights Athletic Association request to install a pitching mound at Victoria Highlands Park. 17 DATE: November 9, 2021 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Review of Marie Park Light Trial Program INTRODUCTION: The Parks and Recreation Commission is asked to evaluate the 2021 recreational light usage at Marie Park and determine if the program should be continued into 2022. BACKGROUND: At its May 11 meeting, the Parks and Recreation Commission considered a resident request for the use of the Marie Park rink lights for night time pickleball play during the summer until 10 p.m. In its discussion, the Parks and Recreation Commission did not feel lights were needed during the summer months due to later sunset times, but did feel a pilot program could be beneficial in the months of September and October. The Commission asked for the City Council to discuss the proposed pilot program and if the Council was interested in continuing the discussion direct staff to send notices to neighbors within 500 feet of the park to solicit feedback. At the May 18 City Council meeting, the Council reviewed the Commission’s recommendation and directed staff to send out notices to neighboring property owners in order to better understand the interest from residents. Notices were mailed on June 7 notifying neighbors of the July 13 Parks and Recreation Commission meeting where they could voice their opinion about the proposed pilot program. At the July 13 Parks and Recreation Commission meeting the Commission discussed the proposed pilot program permitting the use of lights for evening pickleball play during September and October at Marie Park. Staff addressed the City’s ability to illuminate the lights at both the hockey and pleasure rink which would enable nighttime basketball and pickleball play. The Commission was made aware they could recommend that both rinks to be illuminated or only one of the rinks. After a staff presentation and discussion at the July 13 meeting, the Parks and Recreation Commission recommended 4-0 in favor of trying the pilot program for 2021. The recommendation from the Commission was to utilize the lights within the hockey rink and pleasure rink for both pickleball and basketball play from mid-September to October 31 until 8 p.m. The commission discussed reviewing the program after the 2021 season and discussing whether or not it should be continued into 2022. 8b. 18 On July 20 the City Council approved utilizing the rink lights within the Marie Park hockey rink for recreational use until 8:00pm from September 15-October 31. The Commission and City Council agreed to review the pilot program at the end of the 2021 season to discuss plans for 2022. Throughout the trial program the City was not made aware of any complaints. The City did receive many compliments regarding the program and some residents inquired why the Friendly Hills lights were not on and why the program did not go later than 8:00pm. Included in the packet are comments received regarding the Marie Park recreational light pilot program. Also included are the sunrise/sunset times for 2022 for reference if the Commission would like to continue the program into the next year. STAFF RECOMMENDATION: The Parks and Recreation Commission should evaluate the Marie Park Light Trial Program and recommend to the City Council if a program should be implemented for 2022. ACTION REQUESTED: If the Parks and Recreation Commission concurs, it should, by motion, recommend to the City Council next steps in regards to the Marie Park Light Trial Program for 2022. 19 1 Sheila Robertson From:Kim Smith <Kimsmith5@comcast.net> Sent:Friday, October 29, 2021 7:18 PM To:Meredith Lawrence Subject:Lights at Marie Park Follow Up Flag:Flag for follow up Flag Status:Flagged Hi Meredith It’s been fun to play nighttime PB. I would hope you could extend a few more weeks since the weather can still be mild In November. I also really like how well lit that corner is when walk my dog at night. Much safer for us We love the lights Kim Smith Sent from my iPad 8b1. 20 1 Sheila Robertson From:Nissa <tuppe036@umn.edu> Sent:Friday, October 29, 2021 1:53 PM To:Meredith Lawrence; Stephanie Levine Subject:Marie Park Lights Follow Up Flag:Flag for follow up Flag Status:Flagged Hi Meredith and Stephanie, Just wanted to let you know that my family and several of our friends have really enjoyed having the nighttime lighting in Marie Park. It's allowed us to meet up and play pickleball several times with friends and we've also seen a lot of activity on the basketball courts. It's a great way to allow residents to get the most out of the weather as the sunlight hours decrease - we hope it continues in the following years! Thanks, Nissa ------------------------------------------ NISSA TUPPER PHONE . 651.206.3282 EMAIL . tuppe036@umn.edu WEB . linkedin / capstone 8b2.21 1 Sheila Robertson From:Janet Leavitt <janet1227@me.com> Sent:Monday, October 25, 2021 8:30 AM To:Stephanie Levine Cc:Joel Paper; duggan.ultan@gmail.com; John Mazzitello; Jay Miller; Meredith Lawrence Subject:Pickelball at Marie Park I am following up on the email that I sent last July when the council voted to keep the lights on at Marie Park. So far, so good! As a close neighbor to the park, I have not experienced any problems. There is no disturbing noise. In fact, I quite enjoy watching the players. If you would like any additional input as you begin your evaluation process, feel free to contact me. On Jul 21, 2021, at 9:55 AM, Janet Leavitt <janet1227@me.com> wrote: To the members of the Mendota Heights City Council: I am pleased that you voted for the trial to turn the lights on at Marie Park for evening pickleball in the fall. I live on Walsh Lane and am in close proximity to the park. I think it is encouraging to see the park in use. I am not bothered by the constant tick of pickleball; I am encouraged by the sounds of the players being social. I don’t believe the courts are close enough to the neighboring residences to truly pose a problem. By allowing the lights to remain on, we are providing better access to the park. I believe that evening recreation opportunities that offer a safe place to play leads to healthy lifestyles for people of all ages! When people have better access to a park, they will exercise more, which increases life expectancy and decreases stress (so important these days). It could also reduce crime. If there are many people using the park at night, there are more eyes on the street, therefore creating a safter environment for everyone. 8b3. 22 2 Thank you for providing the opportunity to determine the effectiveness and the impact on our entire community. I will be happy to provide an evaluation in the fall so you can conduct your assessment. 23 11/3/21, 2:40 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=1&year=2022&b…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Standard/Winter Time for entire month. © 2021 Edwards Apps, Inc. — SunriseSunset.com January 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 7:50am Sunset: 4:41pm Sunrise: 7:51am Sunset: 4:42pm Sunrise: 7:51am Sunset: 4:43pm Sunrise: 7:50am Sunset: 4:44pm Sunrise: 7:50am Sunset: 4:45pm Sunrise: 7:50am Sunset: 4:46pm Sunrise: 7:50am Sunset: 4:47pm Sunrise: 7:50am Sunset: 4:48pm Sunrise: 7:50am Sunset: 4:49pm Sunrise: 7:49am Sunset: 4:50pm Sunrise: 7:49am Sunset: 4:51pm Sunrise: 7:49am Sunset: 4:52pm Sunrise: 7:48am Sunset: 4:54pm Sunrise: 7:48am Sunset: 4:55pm Sunrise: 7:47am Sunset: 4:56pm Sunrise: 7:47am Sunset: 4:57pm Sunrise: 7:46am Sunset: 4:59pm Sunrise: 7:45am Sunset: 5:00pm Sunrise: 7:45am Sunset: 5:01pm Sunrise: 7:44am Sunset: 5:03pm Sunrise: 7:43am Sunset: 5:04pm Sunrise: 7:42am Sunset: 5:05pm Sunrise: 7:42am Sunset: 5:07pm Sunrise: 7:41am Sunset: 5:08pm Sunrise: 7:40am Sunset: 5:09pm Sunrise: 7:39am Sunset: 5:11pm Sunrise: 7:38am Sunset: 5:12pm Sunrise: 7:37am Sunset: 5:14pm Sunrise: 7:36am Sunset: 5:15pm Sunrise: 7:35am Sunset: 5:16pm Sunrise: 7:34am Sunset: 5:18pm 8b4.24 11/3/21, 2:40 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=2&year=2022&b…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Standard/Winter Time for entire month. © 2021 Edwards Apps, Inc. — SunriseSunset.com February 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 7:33am Sunset: 5:19pm Sunrise: 7:31am Sunset: 5:21pm Sunrise: 7:30am Sunset: 5:22pm Sunrise: 7:29am Sunset: 5:23pm Sunrise: 7:28am Sunset: 5:25pm Sunrise: 7:26am Sunset: 5:26pm Sunrise: 7:25am Sunset: 5:28pm Sunrise: 7:24am Sunset: 5:29pm Sunrise: 7:22am Sunset: 5:31pm Sunrise: 7:21am Sunset: 5:32pm Sunrise: 7:20am Sunset: 5:34pm Sunrise: 7:18am Sunset: 5:35pm Sunrise: 7:17am Sunset: 5:36pm Sunrise: 7:15am Sunset: 5:38pm Sunrise: 7:14am Sunset: 5:39pm Sunrise: 7:12am Sunset: 5:41pm Sunrise: 7:11am Sunset: 5:42pm Sunrise: 7:09am Sunset: 5:43pm Sunrise: 7:08am Sunset: 5:45pm Sunrise: 7:06am Sunset: 5:46pm Sunrise: 7:04am Sunset: 5:48pm Sunrise: 7:03am Sunset: 5:49pm Sunrise: 7:01am Sunset: 5:50pm Sunrise: 6:59am Sunset: 5:52pm Sunrise: 6:58am Sunset: 5:53pm Sunrise: 6:56am Sunset: 5:55pm Sunrise: 6:54am Sunset: 5:56pm Sunrise: 6:53am Sunset: 5:57pm 8b5. 25 11/3/21, 2:41 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=3&year=2022&b…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 © 2021 Edwards Apps, Inc. — SunriseSunset.com March 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 6:51am Sunset: 5:59pm Sunrise: 6:49am Sunset: 6:00pm Sunrise: 6:47am Sunset: 6:01pm Sunrise: 6:46am Sunset: 6:03pm Sunrise: 6:44am Sunset: 6:04pm Sunrise: 6:42am Sunset: 6:05pm Sunrise: 6:40am Sunset: 6:07pm Sunrise: 6:39am Sunset: 6:08pm Sunrise: 6:37am Sunset: 6:09pm Sunrise: 6:35am Sunset: 6:11pm Sunrise: 6:33am Sunset: 6:12pm Sunrise: 6:31am Sunset: 6:13pm DST Begins Sunrise: 7:29am Sunset: 7:15pm Sunrise: 7:28am Sunset: 7:16pm Sunrise: 7:26am Sunset: 7:17pm Sunrise: 7:24am Sunset: 7:19pm Sunrise: 7:22am Sunset: 7:20pm Sunrise: 7:20am Sunset: 7:21pm Sunrise: 7:18am Sunset: 7:22pm Sunrise: 7:16am Sunset: 7:24pm Sunrise: 7:14am Sunset: 7:25pm Sunrise: 7:13am Sunset: 7:26pm Sunrise: 7:11am Sunset: 7:28pm Sunrise: 7:09am Sunset: 7:29pm Sunrise: 7:07am Sunset: 7:30pm Sunrise: 7:05am Sunset: 7:31pm Sunrise: 7:03am Sunset: 7:33pm Sunrise: 7:01am Sunset: 7:34pm Sunrise: 6:59am Sunset: 7:35pm Sunrise: 6:58am Sunset: 7:36pm Sunrise: 6:56am Sunset: 7:38pm 8b6. 26 11/3/21, 2:41 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=4&year=2022&b…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 DST/Summer Time for the entire month. © 2021 Edwards Apps, Inc. — SunriseSunset.com April 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 6:54am Sunset: 7:39pm Sunrise: 6:52am Sunset: 7:40pm Sunrise: 6:50am Sunset: 7:42pm Sunrise: 6:48am Sunset: 7:43pm Sunrise: 6:46am Sunset: 7:44pm Sunrise: 6:45am Sunset: 7:45pm Sunrise: 6:43am Sunset: 7:47pm Sunrise: 6:41am Sunset: 7:48pm Sunrise: 6:39am Sunset: 7:49pm Sunrise: 6:37am Sunset: 7:50pm Sunrise: 6:36am Sunset: 7:52pm Sunrise: 6:34am Sunset: 7:53pm Sunrise: 6:32am Sunset: 7:54pm Sunrise: 6:30am Sunset: 7:55pm Sunrise: 6:28am Sunset: 7:57pm Sunrise: 6:27am Sunset: 7:58pm Sunrise: 6:25am Sunset: 7:59pm Sunrise: 6:23am Sunset: 8:00pm Sunrise: 6:22am Sunset: 8:02pm Sunrise: 6:20am Sunset: 8:03pm Sunrise: 6:18am Sunset: 8:04pm Sunrise: 6:17am Sunset: 8:05pm Sunrise: 6:15am Sunset: 8:07pm Sunrise: 6:13am Sunset: 8:08pm Sunrise: 6:12am Sunset: 8:09pm Sunrise: 6:10am Sunset: 8:10pm Sunrise: 6:09am Sunset: 8:12pm Sunrise: 6:07am Sunset: 8:13pm Sunrise: 6:05am Sunset: 8:14pm Sunrise: 6:04am Sunset: 8:15pm 8b7. 27 11/3/21, 2:42 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=5&year=2022&b…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 DST/Summer Time for the entire month. © 2021 Edwards Apps, Inc. — SunriseSunset.com May 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 6:02am Sunset: 8:17pm Sunrise: 6:01am Sunset: 8:18pm Sunrise: 5:59am Sunset: 8:19pm Sunrise: 5:58am Sunset: 8:20pm Sunrise: 5:57am Sunset: 8:22pm Sunrise: 5:55am Sunset: 8:23pm Sunrise: 5:54am Sunset: 8:24pm Sunrise: 5:53am Sunset: 8:25pm Sunrise: 5:51am Sunset: 8:27pm Sunrise: 5:50am Sunset: 8:28pm Sunrise: 5:49am Sunset: 8:29pm Sunrise: 5:47am Sunset: 8:30pm Sunrise: 5:46am Sunset: 8:31pm Sunrise: 5:45am Sunset: 8:32pm Sunrise: 5:44am Sunset: 8:34pm Sunrise: 5:43am Sunset: 8:35pm Sunrise: 5:42am Sunset: 8:36pm Sunrise: 5:41am Sunset: 8:37pm Sunrise: 5:40am Sunset: 8:38pm Sunrise: 5:39am Sunset: 8:39pm Sunrise: 5:38am Sunset: 8:40pm Sunrise: 5:37am Sunset: 8:41pm Sunrise: 5:36am Sunset: 8:42pm Sunrise: 5:35am Sunset: 8:43pm Sunrise: 5:34am Sunset: 8:44pm Sunrise: 5:33am Sunset: 8:45pm Sunrise: 5:33am Sunset: 8:46pm Sunrise: 5:32am Sunset: 8:47pm Sunrise: 5:31am Sunset: 8:48pm Sunrise: 5:31am Sunset: 8:49pm Sunrise: 5:30am Sunset: 8:50pm 8b8.28 11/3/21, 2:42 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=6&year=2022&b…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 DST/Summer Time for the entire month. © 2021 Edwards Apps, Inc. — SunriseSunset.com June 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 5:29am Sunset: 8:51pm Sunrise: 5:29am Sunset: 8:52pm Sunrise: 5:28am Sunset: 8:53pm Sunrise: 5:28am Sunset: 8:53pm Sunrise: 5:27am Sunset: 8:54pm Sunrise: 5:27am Sunset: 8:55pm Sunrise: 5:27am Sunset: 8:56pm Sunrise: 5:26am Sunset: 8:56pm Sunrise: 5:26am Sunset: 8:57pm Sunrise: 5:26am Sunset: 8:58pm Sunrise: 5:26am Sunset: 8:58pm Sunrise: 5:25am Sunset: 8:59pm Sunrise: 5:25am Sunset: 8:59pm Sunrise: 5:25am Sunset: 9:00pm Sunrise: 5:25am Sunset: 9:00pm Sunrise: 5:25am Sunset: 9:01pm Sunrise: 5:25am Sunset: 9:01pm Sunrise: 5:25am Sunset: 9:02pm Sunrise: 5:25am Sunset: 9:02pm Sunrise: 5:26am Sunset: 9:02pm Sunrise: 5:26am Sunset: 9:02pm Sunrise: 5:26am Sunset: 9:03pm Sunrise: 5:26am Sunset: 9:03pm Sunrise: 5:27am Sunset: 9:03pm Sunrise: 5:27am Sunset: 9:03pm Sunrise: 5:27am Sunset: 9:03pm Sunrise: 5:28am Sunset: 9:03pm Sunrise: 5:28am Sunset: 9:03pm Sunrise: 5:29am Sunset: 9:03pm Sunrise: 5:29am Sunset: 9:03pm 8b9. 29 11/3/21, 2:42 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=7&year=2022&b…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 DST/Summer Time for the entire month. © 2021 Edwards Apps, Inc. — SunriseSunset.com July 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 5:30am Sunset: 9:03pm Sunrise: 5:30am Sunset: 9:03pm Sunrise: 5:31am Sunset: 9:02pm Sunrise: 5:31am Sunset: 9:02pm Sunrise: 5:32am Sunset: 9:02pm Sunrise: 5:33am Sunset: 9:02pm Sunrise: 5:33am Sunset: 9:01pm Sunrise: 5:34am Sunset: 9:01pm Sunrise: 5:35am Sunset: 9:00pm Sunrise: 5:36am Sunset: 9:00pm Sunrise: 5:36am Sunset: 8:59pm Sunrise: 5:37am Sunset: 8:59pm Sunrise: 5:38am Sunset: 8:58pm Sunrise: 5:39am Sunset: 8:57pm Sunrise: 5:40am Sunset: 8:57pm Sunrise: 5:41am Sunset: 8:56pm Sunrise: 5:42am Sunset: 8:55pm Sunrise: 5:43am Sunset: 8:55pm Sunrise: 5:44am Sunset: 8:54pm Sunrise: 5:45am Sunset: 8:53pm Sunrise: 5:46am Sunset: 8:52pm Sunrise: 5:47am Sunset: 8:51pm Sunrise: 5:48am Sunset: 8:50pm Sunrise: 5:49am Sunset: 8:49pm Sunrise: 5:50am Sunset: 8:48pm Sunrise: 5:51am Sunset: 8:47pm Sunrise: 5:52am Sunset: 8:46pm Sunrise: 5:53am Sunset: 8:45pm Sunrise: 5:54am Sunset: 8:44pm Sunrise: 5:55am Sunset: 8:43pm Sunrise: 5:56am Sunset: 8:41pm 8b10. 30 11/3/21, 2:43 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=8&year=2022&b…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 DST/Summer Time for the entire month. © 2021 Edwards Apps, Inc. — SunriseSunset.com August 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 5:57am Sunset: 8:40pm Sunrise: 5:59am Sunset: 8:39pm Sunrise: 6:00am Sunset: 8:38pm Sunrise: 6:01am Sunset: 8:36pm Sunrise: 6:02am Sunset: 8:35pm Sunrise: 6:03am Sunset: 8:34pm Sunrise: 6:04am Sunset: 8:32pm Sunrise: 6:06am Sunset: 8:31pm Sunrise: 6:07am Sunset: 8:29pm Sunrise: 6:08am Sunset: 8:28pm Sunrise: 6:09am Sunset: 8:26pm Sunrise: 6:10am Sunset: 8:25pm Sunrise: 6:11am Sunset: 8:23pm Sunrise: 6:13am Sunset: 8:22pm Sunrise: 6:14am Sunset: 8:20pm Sunrise: 6:15am Sunset: 8:19pm Sunrise: 6:16am Sunset: 8:17pm Sunrise: 6:17am Sunset: 8:15pm Sunrise: 6:19am Sunset: 8:14pm Sunrise: 6:20am Sunset: 8:12pm Sunrise: 6:21am Sunset: 8:10pm Sunrise: 6:22am Sunset: 8:09pm Sunrise: 6:23am Sunset: 8:07pm Sunrise: 6:25am Sunset: 8:05pm Sunrise: 6:26am Sunset: 8:04pm Sunrise: 6:27am Sunset: 8:02pm Sunrise: 6:28am Sunset: 8:00pm Sunrise: 6:29am Sunset: 7:58pm Sunrise: 6:30am Sunset: 7:57pm Sunrise: 6:32am Sunset: 7:55pm Sunrise: 6:33am Sunset: 7:53pm 8b11.31 11/3/21, 2:43 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=9&year=2022&b…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 DST/Summer Time for the entire month. © 2021 Edwards Apps, Inc. — SunriseSunset.com September 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 6:34am Sunset: 7:51pm Sunrise: 6:35am Sunset: 7:49pm Sunrise: 6:36am Sunset: 7:47pm Sunrise: 6:38am Sunset: 7:46pm Sunrise: 6:39am Sunset: 7:44pm Sunrise: 6:40am Sunset: 7:42pm Sunrise: 6:41am Sunset: 7:40pm Sunrise: 6:42am Sunset: 7:38pm Sunrise: 6:43am Sunset: 7:36pm Sunrise: 6:45am Sunset: 7:34pm Sunrise: 6:46am Sunset: 7:33pm Sunrise: 6:47am Sunset: 7:31pm Sunrise: 6:48am Sunset: 7:29pm Sunrise: 6:49am Sunset: 7:27pm Sunrise: 6:51am Sunset: 7:25pm Sunrise: 6:52am Sunset: 7:23pm Sunrise: 6:53am Sunset: 7:21pm Sunrise: 6:54am Sunset: 7:19pm Sunrise: 6:55am Sunset: 7:17pm Sunrise: 6:57am Sunset: 7:15pm Sunrise: 6:58am Sunset: 7:14pm Sunrise: 6:59am Sunset: 7:12pm Sunrise: 7:00am Sunset: 7:10pm Sunrise: 7:01am Sunset: 7:08pm Sunrise: 7:03am Sunset: 7:06pm Sunrise: 7:04am Sunset: 7:04pm Sunrise: 7:05am Sunset: 7:02pm Sunrise: 7:06am Sunset: 7:00pm Sunrise: 7:07am Sunset: 6:58pm Sunrise: 7:09am Sunset: 6:56pm 8b12.32 11/3/21, 2:43 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=10&year=2022&…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 DST/Summer Time for the entire month. © 2021 Edwards Apps, Inc. — SunriseSunset.com October 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 7:10am Sunset: 6:55pm Sunrise: 7:11am Sunset: 6:53pm Sunrise: 7:12am Sunset: 6:51pm Sunrise: 7:14am Sunset: 6:49pm Sunrise: 7:15am Sunset: 6:47pm Sunrise: 7:16am Sunset: 6:45pm Sunrise: 7:17am Sunset: 6:43pm Sunrise: 7:19am Sunset: 6:42pm Sunrise: 7:20am Sunset: 6:40pm Sunrise: 7:21am Sunset: 6:38pm Sunrise: 7:22am Sunset: 6:36pm Sunrise: 7:24am Sunset: 6:34pm Sunrise: 7:25am Sunset: 6:33pm Sunrise: 7:26am Sunset: 6:31pm Sunrise: 7:28am Sunset: 6:29pm Sunrise: 7:29am Sunset: 6:27pm Sunrise: 7:30am Sunset: 6:26pm Sunrise: 7:31am Sunset: 6:24pm Sunrise: 7:33am Sunset: 6:22pm Sunrise: 7:34am Sunset: 6:21pm Sunrise: 7:35am Sunset: 6:19pm Sunrise: 7:37am Sunset: 6:17pm Sunrise: 7:38am Sunset: 6:16pm Sunrise: 7:39am Sunset: 6:14pm Sunrise: 7:41am Sunset: 6:12pm Sunrise: 7:42am Sunset: 6:11pm Sunrise: 7:43am Sunset: 6:09pm Sunrise: 7:45am Sunset: 6:08pm Sunrise: 7:46am Sunset: 6:06pm Sunrise: 7:47am Sunset: 6:05pm Sunrise: 7:49am Sunset: 6:03pm 8b13. 33 11/3/21, 2:44 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=11&year=2022&…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 © 2021 Edwards Apps, Inc. — SunriseSunset.com November 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 7:50am Sunset: 6:02pm Sunrise: 7:52am Sunset: 6:00pm Sunrise: 7:53am Sunset: 5:59pm Sunrise: 7:54am Sunset: 5:58pm Sunrise: 7:56am Sunset: 5:56pm DST Ends Sunrise: 6:57am Sunset: 4:55pm Sunrise: 6:58am Sunset: 4:54pm Sunrise: 7:00am Sunset: 4:52pm Sunrise: 7:01am Sunset: 4:51pm Sunrise: 7:03am Sunset: 4:50pm Sunrise: 7:04am Sunset: 4:49pm Sunrise: 7:05am Sunset: 4:48pm Sunrise: 7:07am Sunset: 4:47pm Sunrise: 7:08am Sunset: 4:46pm Sunrise: 7:09am Sunset: 4:44pm Sunrise: 7:11am Sunset: 4:43pm Sunrise: 7:12am Sunset: 4:43pm Sunrise: 7:13am Sunset: 4:42pm Sunrise: 7:15am Sunset: 4:41pm Sunrise: 7:16am Sunset: 4:40pm Sunrise: 7:17am Sunset: 4:39pm Sunrise: 7:19am Sunset: 4:38pm Sunrise: 7:20am Sunset: 4:37pm Sunrise: 7:21am Sunset: 4:37pm Sunrise: 7:22am Sunset: 4:36pm Sunrise: 7:24am Sunset: 4:35pm Sunrise: 7:25am Sunset: 4:35pm Sunrise: 7:26am Sunset: 4:34pm Sunrise: 7:27am Sunset: 4:34pm Sunrise: 7:28am Sunset: 4:33pm 8b14.34 11/3/21, 2:44 PM St. Paul, Minnesota, USA - Sunrise Sunset Calendar https://www.sunrisesunset.com/calendar.asp?comb_city_info=St%2E+Paul%2C+Minnesota%2C+USA;93.1037;44.9477;-6;1&month=12&year=2022&…1/1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Standard/Winter Time for entire month. © 2021 Edwards Apps, Inc. — SunriseSunset.com December 2022 St. Paul, Minnesota, USA Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunrise: 7:30am Sunset: 4:33pm Sunrise: 7:31am Sunset: 4:32pm Sunrise: 7:32am Sunset: 4:32pm Sunrise: 7:33am Sunset: 4:32pm Sunrise: 7:34am Sunset: 4:32pm Sunrise: 7:35am Sunset: 4:31pm Sunrise: 7:36am Sunset: 4:31pm Sunrise: 7:37am Sunset: 4:31pm Sunrise: 7:38am Sunset: 4:31pm Sunrise: 7:39am Sunset: 4:31pm Sunrise: 7:40am Sunset: 4:31pm Sunrise: 7:41am Sunset: 4:31pm Sunrise: 7:42am Sunset: 4:31pm Sunrise: 7:42am Sunset: 4:31pm Sunrise: 7:43am Sunset: 4:31pm Sunrise: 7:44am Sunset: 4:32pm Sunrise: 7:45am Sunset: 4:32pm Sunrise: 7:45am Sunset: 4:32pm Sunrise: 7:46am Sunset: 4:32pm Sunrise: 7:47am Sunset: 4:33pm Sunrise: 7:47am Sunset: 4:33pm Sunrise: 7:48am Sunset: 4:34pm Sunrise: 7:48am Sunset: 4:34pm Sunrise: 7:49am Sunset: 4:35pm Sunrise: 7:49am Sunset: 4:35pm Sunrise: 7:49am Sunset: 4:36pm Sunrise: 7:50am Sunset: 4:37pm Sunrise: 7:50am Sunset: 4:38pm Sunrise: 7:50am Sunset: 4:38pm Sunrise: 7:50am Sunset: 4:39pm Sunrise: 7:50am Sunset: 4:40pm 8b15. 35 DATE: November 9, 2021 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Winter Fest Program Ideas BACKGROUND INFORMATION: At the Strategic Planning sessions in June, the Commission and City Council discussed the idea of adding a Winter Fest (name to be finalized) to the City’s recreation event schedule. Included in the preliminary budget was $5,000 to utilize for event programming costs and supply expenses. If the final budget is approved on December 7 and includes this expenditure, staff would like to have a plan together to execute this special event in early 2022. Staff is looking for the Commission to provide feedback as to what they would like this event to consist of, as the City has never hosted a Winter Fest event. The Commission should also provide staff with ideas on the desired location for this event. In researching other city’s Winter special events, the following ideas were found: ice skating events, outdoor movie, carriage rides, petting zoo, reindeer meet and greets, bonfire, hot cocoa bars, scavenger hunts, medallion events, snow shoe hikes, sledding, snowperson contests and kickball tournaments. The commission will need to consider Winter special event locations in the parks and the necessary parking for cars needed to adequately support desired programs. RECOMMENDATION: The Parks and Recreation Commission should provide staff with direction on the planning vision of the proposed Winter Fest 2022 special event. 8c.36 DATE: November 9, 2021 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Field and Facility Use Policy/Fee Review INTRODUCTION: Staff will provide a summary overview of the Field and Facility Use Policy and its application during the 2021 season, as well as answer questions that the Commission may have regarding the policy. BACKGROUND: 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 April of 2021 to clarify the reservation of tennis courts. 2021 Amendments to the Policy for Tennis Court Reservations: •Tennis court reservations are limited to residents only. Groups that do not contain a Mendota Heights resident are ineligible to reserve court time. •Tennis coaches and residents are not allowed to reserve courts for private lessons, group lessons, hitting groups, or any other use of the facility by an instructor. •Residents are eligible to reserve up to four hours of court time per week. •Only one court per facility can be reserved at once, ensuring one court is always open for public use. •Tennis courts can only be reserved a maximum of six hours per day for private resident use. The 2021 fees for tennis court usage was $5 per hour. There were no other additions/changes to the 2021 Fee Schedule in regards to Field and Facility Use. Included in the Fee Schedule were tournament fees for traveling tournaments. For 2021, the fees adopted for tournaments were $50 per day per field and field preparation is $35 per field per day. Tournament fees are not charged for MHAA in-house tournaments. In April of 2021 the Mendota Heights Athletic Association (MHAA) contacted the City Council and staff to request a reduction in fees for their 2021 traveling tournaments. MHAA had last 9a.37 requested and received a waiver of fees for the 2019 baseball tournament season; at that time fees were reduced from $4,365 to $2,325. MHAA had three traveling tournaments scheduled that the City had permitted and invoiced, and for which they sought the following reduction in fees for 2021: •Baseball Tournament, May 7-9 (Total Invoice=$1,020) •Softball Tournament, June 11-13 (Total Invoice=$1,020) •Baseball Tournament, June 18-21 (Total Invoice=$1,020) In April of 2021 the City Council reviewed the request from MHAA. The City Council approved that the City would utilize a not-to-exceed fee of $498 per weekend tournament for the 2021 season and be reconsidered for 2022. By reducing the cost of the tournaments for MHAA, the City received $1,494 in reimbursement for maintenance supplies, equipment and labor compared to the original $3,060 billed for the tournaments in 2021. The City provides two staff for each tournament day for prepping, set up, and cleanup. At the October Parks and Recreation Commission meeting the City heard MHAA’s request to be able to reserve Mendakota in January. Staff will be working with the City Council to determine how that can be accomplished in 2022. Attachments: 2021 Field and Facility Use Policy 2021 Field and Facility Use Fees STAFF RECOMMENDATION: The Commission should review the 2021 Field and Facility Use Policy and Fees and recommend to the City Council any necessary changes for 2022. ACTION REQUESTED: If the Commission concurs, it should, by motion recommend to the City Council any necessary changes to the 2021 Field and Facility Use Policy and Fees to be implemented for the 2022 year. 38 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: April, 2021 9a1. 39 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. 40 • 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: 41 •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. 42 •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 43 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. 44 •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: 45 •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. 46 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. 47 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. 48 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 49 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.TENNIS COURT PERMIT REQUIREMENTS Tennis court reservations are limited to residents of Mendota Heights. Non-residents are ineligible for reserving tennis courts. Tennis courts may not be reserved for private lessons, group lessons, hitting groups, or any other use of the facility by an instructor. The usage of the tennis courts under a reservation may only be utilized for open play. Resident groups reserving the tennis courts are eligible to reserve up to four hours maximum within the City per week. Groups can only reserve one court at a time, the other court within the tennis facility must remain open for non-reservation public usage. Tennis courts within Mendota Heights will only be reserved for a maximum of six hours per day to ensure public usage of the courts are available to all residents. M.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 50 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) 51 City of Mendota Heights Field and Facility Use Fees 2021 Priority Level 3: Youth Athletic Associations Priority Level 4: Youth Sports Clubs and Leagues Priority Level 5: Mendota Heights Residents (Personal Use) Priority Level 6: Mendota Heights Businesses/Commercial Organizations Priority Level 7: Non-Mendota Heights Residents, Organizations, Businesses APPLICATION FEE $25.00 per Permit Request due at the time the request is submitted-non-refundable FIELDS User Group Soccer, Baseball, Softball, Football, Lacrosse Priority Level 3 $7 per player/season Priority Level 4 $10 per player/season Priority Level 5 $10 per hour/per field Priority Level 6 $15 per hour/per field Priority Level 7 $15 per hour/per field TOURNAMENTS All Sports/All Locations User Group Use Fee Field Prep Fee Priority Level 3 and 4 $50 per day/per field $35 per field/per day (required) Priority Level 5, 6 and 7 $50 per day/per field $35 per field/per day (optional) ICE RINKS User Group Rinks Priority Level 3 $4 per hour/per rink Priority Level 4 $6 per hour/per rink Priority Level 5 $4 per hour/per rink Priority Level 6 and 7 $8 per hour/per rink 9a2.52 DATE: November 9, 2021 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Review Senior Golf Pass INTRODUCTION: The Parks and Recreation Commission is asked to review the Senior Golf Pass offered for the 2021 season and determine if a Senior Golf Pass should be offered in 2022. BACKGROUND: Greens fees for juniors (age 11 and under) and seniors (age 65 and older) are discounted from regular greens fees depending on the day of play (i.e. weekday versus weekend). In addition to per round greens fees, the course offers a 10 round greens fee punch card for $100.00. This punch card is available to any golfer, in any age category. The punch card may be used by groups, households, or multiple golfers such as those playing in informal golf “leagues” to pay for rounds of golf during any available tee time. Current course rates are as follows: Greens Fees Weekday Rate Weekend Rate 10 Round Punch Card Round of golf $12.00 $14.00 $100.00 ($10.00 per round) Junior/Senior $11.00 $13.00 Second Round $6.00 $6.00 Available point of sale data shows that the Par 3 course has seen, with only a slight decrease from 2018 to 2019 in senior weekend rounds, an increase in senior play on weekdays and weekends: Year Weekday Senior Rounds Weekend Senior Rounds 2018 1,033 230 2019 1,273 216 2020 1,438 275 9b.53 Punch card sales for the past three years are as follows: Data from 2021 has not been finalized yet, but the preliminary data is as follows: •Punch Cards Sold: 225 •Weekday Senior Rounds: 1,699 •Weekend Senior Rounds: 449 As incentive for seniors to play the course, the City Council approved a Senior Golf pass for 2021 based on the following parameters: •Cost $200 from June 1 until the remainder of the 2021 golf season; greens fees only carts not included. •Hours of play/use: Monday through Friday from 7:30am – 1:00pm. •Tee times are available first come, first serve and may not be made more than 7 days in advance. Golfers/senior pass holders will not be able to play on the course when a portion of the holes or the entire course is closed due to weather, course maintenance, city programming or other special events. •One round per pass holder per day; identification and season pass is required at check- in. •Passes are not transferable or refundable. •All other course rules apply. The City did not sell any Senior Golf passes in 2021, nor was there any interest communicated regarding the program. BUDGET IMPACT: At this time, it is unclear what impact an annual senior golf pass would have on the Par 3 budget. Results will be dependent on the level of interest from seniors in purchasing the card and the number of rounds played by a senior user. STAFF RECOMMENDATION: The Commission should review the 2021 Senior Golf Pass and make a formal recommendation to the City Council regarding the matter in regards to the 2022 season. ACTION REQUESTED: Year Punch Cards Sold 2018 55* 2019 112 2020 190 *in 2018 punch cards were offered in denominations of 5 and 10 rounds pass options. That season the course sold 55 10-round passes and 115 5-round passes. 54 If the Commission concurs, it should, by motion, recommend to the City Council if a Senior Golf Pass should be offered at the Par 3 in 2022 and if so, what the recommended parameters should be. 55 DATE: November 9, 2021 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Park Strategic Planning Update BACKGROUND INFORMATION: In June the Parks and Recreation Commission participated in 12 hours of strategic planning with Hue Life, the City’s consultant. At the strategic planning sessions members of the Commission and City Council discussed goals for the future of Parks and Recreation in Mendota Heights. Included is the planning calendar staff is utilizing to ensure progress. Each month staff will provide an update on the 2021-2022 strategic planning calendar. Staff has completed a narrative strategic plan that addresses the current state of Mendota Heights Parks and Recreation and provides guiding principles, goals, action items, and desired outcomes for the future. This draft plan will be provided to the City Council at their November work session on November 15 at 6:00pm first review. This meeting is open to the public. The strategic plan will be presented to the Commission in December. RECOMMENDATION: Informational Only. 9c. 56 STRATEGIC PLANNING CALENDAR 2021-2022 Priori�zing Needs, Securing Funding, and Execu�ng the Plan Building a Connected Community Atrac�ng and Retaining Qualified Employees and Volunteers What Who When 2021 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Beyond Update Rela�onship w/Mendota Heights Founda�on City Staff, Commissioners, City Council Establish Natural Resources Commission Ryan/Krista Timeline for creation of Commission structure, necessary approvals, and implementation of Commission began in August with Commission readiness by Q1-2022. Priori�ze wants and needs City Staff, Commissioners City Council Work session held in July to priori�ze requests to City Council for FY 2022 budget. This will be an ongoing project. Research Parks Referendum City Staff Staff is working to research details for a parks referendum. Staff is scheduling mee�ngs with ci�es that have conducted recent referendums for park improvement projects. City Council will need to determine if this is moved forward. Commit to alloca�ng Par 3 expiring funding to Parks and Rec City Council Community engagement list of mee�ngs Meredith, Commissioners Staff will meet with commissioners Meyer and Smith (previously interested) to compile a possible list of community engagement mee�ng possibili�es for 2022. This will be brought to the Commission to review. Bike and pedestrian plan ini�ated with consultant Ryan Applica�on for grant funding was submited on October 15. Staff is wai�ng to hear back if the City was successful. Website remodel-secure funding, hire contractor Cheryl Included in the preliminary FY 2022 budget is $60,000 for a website redesign. If approved in the final budget for 2022 staff will con�nue on in the process. Demographics-obtain data and start analyzing Meredith Staff has completed compiling a narra�ve for a more formal Parks and Recrea�on Strategic Plan based on informa�on from Hue Life. Staff will be presen�ng the plan to the City Council for first review at a November work session. The plan will be presented to the Commission in December. Programming-develop calendar of events and funding Meredith Staff is wai�ng to see if addi�onal funding for Recrea�on is included in the final FY 2022 budget along with addi�onal staffing to carry out this goal. Establish volunteer program City Staff The new Assistant City Administrator is leading this ini�a�ve. Once a dra� plan is complete it will be brought to the commission for review. Add staff to address addi�onal programming needs/wants City Administrator Included in the FY 2022 budget was a request for a Park and Recrea�on Manager to work with the Recrea�on Program Coordinator. The new posi�on would allow for addi�onal Recrea�on programming and coordinate CIP projects. 9c2.57 DATE: November 9, 2021 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Set 2022 Meeting Calendar BACKGROUND: Each year the Parks and Recreation commissioners set their 2022 meeting dates. Below are the proposed meeting dates for the Parks and Recreation Commission in 2022. All meetings would have a 6:30pm start time. •Tuesday, January 11 •Tuesday, February 8 •Tuesday, March 8 •Tuesday, April 12 •Tuesday, May 10 •Tuesday, June 14 •Tuesday, July 12 •Wednesday, August 10 (Change from normal schedule) •Tuesday, September 13 •Wednesday, October 19 (Change from normal schedule) •Wednesday, November 9 (Change from normal schedule) •Tuesday, December 13 Attached is the draft City Calendar for 2022. STAFF RECOMMENDATION: Staff recommends that the Parks and Recreation Commission review the proposed 2022 meeting dates and provide staff with any recommended changes. ACTION REQUESTED: If the Parks and Recreation Commission concurs, it should, by motion, set the 2022 meeting dates. 9d. 58 City of Mendota Heights 2022 Calendar DRAFT (rev 10/29/2021) ARC dates set at Nov 17, 2021 meeting PRC dates set at Nov 9, 2021 meeting PC dates set at ___ meeting CC dates set at ___ meeting 9d1.59 January 2022 SUN MON TUE WED THU FRI SAT New Year’s Eve 1 City Hall & Public Works Closed New Year’s Day 2 3 4 5 6 7 8 City Council 6pm 9 10 11 12 13 14 15 Parks & Recreation Commission 6:30pm 16 17 18 19 20 21 22 Martin Luther King, Jr. Day City Hall Closed (Public Works Open) City Council 6pm Airport Relations Commission 6pm 23 24 25 26 27 28 29 Planning Commission 7pm 30 31 60 February 2022 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 State Precinct Caucus No public meetings after 6pm City Council 6pm 6 7 8 9 10 11 12 Parks & Recreation Commission 6:30pm 13 14 15 16 17 18 19 City Council 6pm 20 21 22 23 24 25 26 Presidents’ Day City Hall & Public Works Closed Planning Commission 7pm 27 28 61 March 2022 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 City Council 6pm Ash Wednesday 6 7 8 9 10 11 12 Parks & Recreation Commission 6:30pm 13 14 15 16 17 18 19 Daylights Saving Time Begins City Council 6pm Airport Relations Commission 6pm? Purim begins at sunset Purim 20 21 22 23 24 25 26 Planning Commission 7pm 27 28 29 30 31 62 April 2022 SUN MON TUE WED THU FRI SAT 1 2 Ramadan April 2 – May 2 3 4 5 6 7 8 9 City Council 6pm 10 11 12 13 14 15 16 Parks & Recreation Commission 6:30pm Good Friday/ Passover Public Works Closed (City Hall Open) 17 18 19 20 21 22 23 Easter City Council 6pm Earth Day 24 25 26 27 28 29 30 Planning Commission 7pm Arbor Day 63 May 2022 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 City Council 6pm 8 9 10 Parks & Recreation Commission 6:30pm 11 12 13 14 Mother’s Day 15 16 17 18 19 20 21 City Council 6pm Airport Relations Commission 6pm 22 23 24 25 26 27 28 Planning Commission 7pm 29 30 31 Memorial Day City Hall & Public Works Closed 64 June 2022 SUN MON TUE WED THU FRI SAT 1 2 3 4 Shavuot begins at sunset 5 Shavuot 6 Shavuot 7 City Council 6pm 8 9 10 11 12 13 14 Parks & Recreation Commission 6:30pm 15 16 17 18 19 Juneteenth Father’s Day 20 21 City Council 6pm 22 23 24 25 26 27 28 29 30 Planning Commission 7pm 65 July 2022 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 Independence Day City Hall & Public Works Closed City Council 6pm 10 11 12 13 14 15 16 Parks & Recreation Commission 6:30pm 17 18 19 20 21 22 23 City Council 6pm Airport Relations Commission 6pm 24 25 26 27 28 29 30 Planning Commission 7pm 31 66 August 2022 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 Night to Unite City Council 6pm 7 8 9 10 11 12 13 State Primary Election No public meetings 6-8pm Parks & Recreation Commission 6:30pm 14 15 16 17 18 19 20 City Council 6pm 21 22 23 24 25 26 27 Planning Commission 7pm 28 29 30 31 67 September 2022 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 Labor Day City Hall & Public Works Closed City Council 6pm 11 6 13 Parks & Recreation Commission 6:30pm 14 15 16 17 18 19 20 21 22 23 24 City Council 6pm Airport Relations Commission 6pm 25 26 27 28 29 30 Rosh Hashanah begins at sunset Rosh Hashanah Rosh Hashanah ends at nightfall PC 7pm? Planning Commission 7pm? 68 October 2022 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 Yom Kippur begins at sunset Yom Kippur City Council 6pm 9 Columbus Day/ 10 11 12 13 14 15 Fire Prevention Week Oct 9-15 Sukkot begins at sunset Indigenous Peoples’ Day / Sukkot Public Works Closed (City Hall Open) Sukkot Move Parks & Rec Comm Mtg? 10/19? 16 17 18 19 20 21 22 Shemini Atzeret begins at sunset Shemini Atzeret Simchat Torah ends at nightfall Parks & Rec Commission 6:30 pm? City Council 6pm 23 24 25 26 27 28 29 Planning Commission 7pm 30 31 Halloween 69 November 2022 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 City Council 6pm 6 7 8 9 10 11 12 Daylights Saving Time Ends State General Election City Election No public meetings 6-8pm Parks & Recreation Commission 6:30pm Veterans Day City Hall & Public Works Closed 13 14 15 16 17 18 19 City Council 6pm Airport Relations Commission 6pm (TBD - MSP NOC mtg) 20 21 22 23 24 25 26 Planning Commission 7pm Thanksgiving Day City Hall & Public Works Closed City Hall Closed (Public Works Open) 27 28 29 30 70 December 2022 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 City Council 6pm 11 12 13 14 15 16 17 Parks & Recreation Commission 6:30pm 18 19 20 21 22 23 24 Chanukah begins at sunset through Dec. 26 City Council 6pm Christmas Eve 25 26 27 28 29 30 31 Christmas Day City Hall & Public Works Closed Planning Commission 7pm New Year’s Eve 71