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2022-02-08 Parks and Rec Comm Agenda Packet CITY OF MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION Tuesday, February 8, 2022- 6:30 P.M. Mendota Heights City Hall-Council Chambers AGENDA 1. Call to Order 2. Roll Call a. Introduction of New Commissioner 3. Election of Chairperson and Vice-Chairperson 4. Pledge of Allegiance 5. Approval of Agenda 6. Approval of Minutes a. January 11, 2022 Regular Meeting Minutes 7. Citizen Comment Period (for items not on the agenda) *See guidelines below 8. Acknowledgement of Reports a. Par 3 Update b. Recreation Update c. Park Improvement Update 9. New Business a. Review the Usage of Lights at Friendly Hills for Pickleball b. Rules of Order c. Assign Commissioner Parks 10. Unfinished Business a. Parks and Recreation Strategic Planning Update 11. Staff Announcements 12. Student Representative Update 13. Commission Comments and Park Updates 14. Adjourn Auxiliary aids for persons with disabilities are available at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 651-452-1850. Guidelines for Citizen Comment Period: The Citizen Comments section of the agenda provides an opportunity for the public to address the commission on items which are not on the agenda. All are welcome to speak. Comments should be directed to the Chair. Comments will be limited to 5 minutes per person and topic; presentations which are longer than five minutes will need to be scheduled with the Recreation Program Coordinator to appear on a future Parks and Recreation commission agenda. Comments should not be repetitious. Citizen comments may not be used to air personal attacks, to air personality grievances, to make political endorsements, or for political campaign purposes. Commissioners will not enter into a dialogue with citizens, nor will any decisions be made at that presentation. 1 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 DATE: February 8, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Introduction of New Commissioner BACKGROUND On February 2, the City Council appointed Michelle O’Connor Muller to the Parks and Recreation Commission. Below is a short biography on our new commissioner: Michelle grew up and lives in Mendota Heights and graduated from Henry Sibley High School (Two Rivers) in 2000. She loves living in and being an active member of our Mendota Heights community. Professionally, she is a Health and Physical Education teacher at Global Arts Plus Public Middle School in St. Paul. Her children Sean (7th grade), Keira (5th grade) and Quinn (2nd grade) attend Friendly Hills Middle School and Mendota Elementary and are involved in MHAA baseball, basketball, and soccer. She enjoys the Mendota Heights parks and participating in any outdoor recreational activities at those parks - walking, biking, climbing jungle gyms, fishing, etc. ACTION REQUESTED Commissioners are invited to introduce themselves to the new Parks and Recreation Commissioner. 3 DATE: February 8, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Election of Chairperson and Vice-Chairperson BACKGROUND Section 2.3 of the Mendota Heights Parks and Recreation Commission Rules of Order states: “At the February meeting each year, the commission elects from its membership a Chairperson and a Vice-Chairperson.” The terms of both officers will last one year and become effective at the February meeting. According to Section 2.4 of the Mendota Heights Parks and Recreation Commission Rules of Order, “The Chairperson and Vice-Chairperson take office immediately following their election and hold office until their successors are elected and assume office.” The duties of officers are as follows: The Chairperson, or if absent, the Vice-Chairperson presides at meetings, appoints committees, and performs other duties as may be ordered by the commission. The Chairperson conducts meetings so as to keep them moving as rapidly and efficiently as possible and reminds members, witnesses, and petitioners to discuss only the subject at hand. The Chairperson is a voting member of the commission. REQUESTED ACTION Staff requests that the Commission accept nominations and elect a Chair and Vice-Chair. This matter requires a majority vote. The Chairperson and Vice-Chairperson will be elected separately. 4 CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING JANUARY 11, 2022 The January meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, January 11, 2022, 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, Dan Sherer and Amy Smith; absent: Commissioner Stephanie Meyer and Student Representative Niko Hess. Staff present: Recreation Program Coordinator, Meredith Lawrence. 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 December 14, 2021 Regular Meeting Motion Smith/second Blanks, to approve the minutes of the December 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 report noting Council approval of the purchase of three pieces of equipment as requested. She stated that the November 2021 financial report was also included and provided a summary of the details. Commissioner Sherer referenced clubhouse salaries which increased from 2020 to 2021 and asked for details. Ms. Lawrence replied that in 2020 the course did not open until May whereas the course opened in March of 2021. She also explained that in 2020 there were front desk staff from City Hall working at the clubhouse and therefore their salaries were coded to their actual departments and not the clubhouse. She noted that each year there is a step system for seasonal staff in order to compensate for experience, which usually increases salaries on an annual basis. Chair Goldade stated that if people are interested in working at the Par 3, they should reach out to staff. 5 Ms. Lawrence confirmed that staff is working to finalize the job descriptions in order to post them at the appropriate time. Chair Goldade commented that many courses have retired staff and younger staff. Ms. Lawrence confirmed that the City looks to have a diverse workforce. 7.b Recreation Update Recreation Program Coordinator Meredith Lawrence provided a review of the report which summarized recent Council actions related to the Field and Facility Use fees. She highlighted upcoming recreation programming and events and advised that spring/summer recreation registration will open in March. Chair Goldade asked the times and equipment needed for the hockey camps. Ms. Lawrence replied that the camp will run from 11 a.m. to 2 p.m. and participants would need a stick and helmet. Commissioner Sherer stated that the Commission recommended a reduction in the tournament fees for MHAA, which was not adopted by the Council. He asked the next steps if MHAA would like to apply for a waiver. Ms. Lawrence confirmed that the Council did not approve a waiver at this time. She stated that waiver requests can be submitted to herself. She clarified that the City has not yet received any waiver requests. Chair Goldade commented that the City has a great past practice of City staff and user groups working together and he is somewhat concerned that the discussion related to trash could cause separation between those groups. He commented that working together benefits the children in the community. Ms. Lawrence noted that she has scheduled the annual meetings with the frequent user groups in January where discussions will continue. 7.c Parks Improvement Update Recreation Program Coordinator Meredith Lawrence stated that she brought forward the recommendations from the Commission related to lighting at Marie Park and Friendly Hills. She stated that the Council approved the Marie Park lighting as recommended and staff has begun the community engagement process for a pilot program at Friendly Hills. She provided an update on the Wentworth Park warming house and dugout cover projects. Commissioner Sherer asked if notices have been mailed to residents related to a pitcher’s mound at Victoria Highlands. Ms. Lawrence replied that she has not yet sent that notice and is anticipating sending those out in the early Spring. Chair Goldade acknowledged that he did not provide much feedback or review of the renderings for the warming house. He explained that there have been multiple renderings and he has trust in staff to ensure it will be a nice building but acknowledged that was the first time some members of the Commission had seen the renderings. He referenced the dugouts at 6 Mendakota and asked if the new dugouts would take up some of the walkway and some of the field. Ms. Lawrence replied that the dugouts will hopefully be completed in early spring. She stated that the existing fence will not move. She commented that some of the walkway will be removed/impacted. She confirmed that the walkway would be narrower than it had been. Commissioner Sherer asked if there is an anticipated construction timeline for the warming house. Ms. Lawrence stated that they would hope to have the warming house completed and ready for the next winter season. She confirmed that the parking lot reconstruction remains a part of the project. Mr. Sherer recognized that would impact the ability for parking in the lot and therefore he would anticipate that would impact the field use at that park. Ms. Lawrence stated that they do discuss construction impacts on permits, therefore that will be a discussion when the field permits are received. Chair Goldade stated that there is a creative group playing pickleball on the Marie Park tennis court. He reminded the players to use proper shovels to ensure the surface of the court is not damaged. Commissioner Cotter asked if there is a potential timeline on the additional dugout quotes and project. Ms. Lawrence hoped that they would move as quickly as they can but did not have a timeline as of yet. She stated that staff needs to review each site to determine what they will ask for quotes on and how the project would be bid out. She commented on the difficulty in obtaining quotes for the work at Mendakota as a reference. Commissioner Cotter asked if it would be anticipated that the project would be completed in the 2022 or 2023 season. Ms. Lawrence replied that she would like to have the project completed in 2022 but did not believe it would be completed prior to the spring baseball/softball season. Commissioner Cotter commented that he is excited to see the Wentworth warming house and parking lot and dugout projects moving forward. He commended staff for their efforts. Motion Klepperich/second Blanks to acknowledge the staff reports. AYES 6: NAYS 0 8. New Business 8.a Amendment to the Picnic Shelter Reservation Policy Recreation Program Coordinator Meredith Lawrence stated that there are six parks with shelters available for rentals and provided a summary of the reservations and use from the previous year. She stated that during the annual review there were three recommendations from staff. She stated that staff is requesting that there be an increase in the number of days in advance of an event that a reservation would need to be made. She stated that currently the policy allows 7 staff to have a renter supply a permit request with a two-day turnaround by staff. She stated that staff would suggest that be increased from two to seven days. She noted that staff also recommends clarifying the application deadline. She explained that the policy currently neglects to clarify a deadline. She stated that including a March deadline would provide a more equitable process. She stated that she would also like to quantify the number of picnic tables that would be provided per shelter which would eliminate the additional questions to staff. She noted that renters can request additional tables at an additional cost. Commissioner Sherer asked the reservation costs and/or application fees and whether there are changes for 2022. Ms. Lawrence replied that she does not recommend that fees be embedded in policies and explained that those are found within the fee schedule which is reviewed each year. She stated that currently a picnic shelter has a cost of $50 per day for residents and $75 for non-residents. She noted that there is an additional fee of $15 per table if the renter would like more than the four provided tables. Commissioner Smith asked if one group could rent the shelter in the morning and another later in the day. Ms. Lawrence replied that staff attempts to avoid that situation because of the additional burden that would place on staff for preparation of the shelter. She confirmed that the fee for rental of a shelter is the same whether the site has bathrooms or port-a-potties. Commissioner Sherer asked if there was an increase in fees for rentals. Ms. Lawrence replied that no adjustments were made to the shelter rentals. She explained that the costs she provided included the $25 application fee. She stated it is her understanding that those fees have not been changed for the past ten years. Commissioner Cotter referenced the application deadline and asked if there are circumstances where user groups request rentals that are not provided by March 1st. Ms. Lawrence stated that she does not handle those reservations but confirmed that many users request a rental one week before an event. Commissioner Cotter stated that he would never think about reserving a shelter in March for a summer event. He asked if the deadline would mean that if the application is not received in March, the rental would not be available. Ms. Lawrence stated that the deadline would be more applicable for large events such as family reunions or graduation parties. She confirmed that most users do not submit that early. She explained that her intent is to provide clarity for those users that begin to reach out to her in January each year asking when their application can be submitted. Commissioner Cotter suggested replacing “application deadline” with applications “shall commence” in order to provide clarity. Ms. Lawrence confirmed that she could make that change. 8 Commissioner Sherer stated that he would be interested in making the process simpler. He stated that he reached out to a family that previously rented a shelter and found the process a bit burdensome. He stated that perhaps things could be setup to handle the transaction online or by phone without requiring a user to come to City Hall. Ms. Lawrence replied that there is a way to reserve shelters on the website but acknowledged that there are problems in the software to provide the permit. She stated that they also have to account for capacity limits related to parking between the shelter and field use. Commissioner Smith asked if this software should be a priority within the strategic plan. Ms. Lawrence replied that the software that they use for program registration is the most up to date and is the system they are trying to tweak in order to accept the shelter reservations as well. Chair Goldade stated that he struggles because he agrees two days is too little for staff to process reservation requests but believes that seven days could be too many. Ms. Lawrence stated that the Office Support Assistant completes the majority of the work related to shelter reservations and provided details on that process. Commissioner Sherer proposed three business days. Ms. Lawrence commented that sometimes a park is not available and therefore that requires a lot of back-and-forth discussion. She stated that some reservations are easily processed, but others take more time. Chair Goldade commented that Mendota Heights is a small city and nothing in that process seemed to be lengthy and suggested five days. He stated that if staff truly believes seven days is necessary, he would support that. Commissioner Cotter agreed with five days or three business days. He stated that he would support five days which would allow an application to be submitted on Monday for Saturday. Commissioner Klepperich commented that seven days would provide more flexibility to staff if a shelter in not available and other sites need to be considered. Commissioner Smith stated that there were 150 requests and only 81 bookings and asked for details. Ms. Lawrence commented that some users believe the fee is too much, the site is not available, or there were capacity limits due to other field activities. She noted that about 90 percent of the requests come in for Mendakota. Motion Goldade/second Cotter to approve the amendments to the Shelter Reservation Policy including the language change from “deadline to “shall commence” and allowing five days for processing of applications. Further discussion: Commissioner Sherer commented that as a parent that may plan a birthday party the week of the event, five days could be too long but acknowledged that there are other issues behind the scenes. He stated that he would also like to see lower fees. 9 Chair Goldade asked when the fees were reviewed. Ms. Lawrence stated that the fee was reviewed in 2017 and while there was interest to raise the fees to $75 and $100 but the Commission did not ultimately approve that increase. Commissioner Sherer stated that it would be nice to have the availability information accessible online for users. Chair Goldade stated that there is a difference between policy and practice, noting that staff works hard to complete the request as soon as possible but there are times when additional time is needed. AYES 5: NAYS 1 (Sherer) 9. Unfinished Business 9.a Draft Mendota Heights Parks and Recreation Strategic Plan Review Recreation Program Coordinator Meredith Lawrence stated that staff is working to go through the data from the Metropolitan Council related to population and projections. She reviewed the different topics and sections of the Parks and Recreation Strategic Plan including goals and action items and key performance indicators. She stated that she would like to hold a goal setting session with the Commission this spring. She noted that she is in the process of updating the Asset Management Plan and will also incorporate the CIP into the strategic plan. She noted that staff is also in the process of scheduling a joint meeting with the Council and Commission. She also provided an overview and update of the planning calendar. Chair Goldade asked that the Commission focus on pages 34 through 49. Commissioner Klepperich stated that during the planning meeting for this meeting they focused on what may be missing from the report and the content that is really liked. Chair Goldade stated that he found the current population by age categories very interesting and encouraged the Commission to use that data in its planning. Commissioner Cotter agreed that information is helpful and forecasting about the demographic changes will be important as they move forward. Ms. Lawrence confirmed that the Council also found that information helpful. She stated that she has received data from the Metropolitan Council but noted that will be a laborious process to review that data. She noted that the 65-plus segment is the population group that will increase the most in Mendota Heights and therefore it will be important to focus on adult/senior programing. Commissioner Smith commented that the City does not have a facility for that purpose. Ms. Lawrence acknowledged that the City does not have a senior center. She commented on the groups that the City has heard from and noted that it will be important to determine how they can gain input from the older age groups. 10 Commissioner Smith noted that much of the older population does not live in Mendota Heights during the winter months, and therefore activities should be geared towards when those residents are in Mendota Heights. Commissioner Cotter noted that the input from that user group may be that they would like the focus to be on recreation for kids. Ms. Lawrence noted that there are also opportunities to collaborate with neighboring cities. Chair Goldade stated that a few years ago he and Commissioner Cotter went to Market Square Park to engage older residents. He asked for input on the action items. Commissioner Cotter commented that the Mendota Heights Foundation seems to be coming onboard in a serious way. He commented that while it is not a consistent source of funding, it is still an opportunity that is exciting. He stated that he will be excited to hear the outcome of city staff meeting with staff from other cities in order to identify sustainable funding for parks and recreation. Commissioner Klepperich asked if there are examples of public/private partnership. Ms. Lawrence commented that a great example would be with the nonprofit private schools. She stated that the City has a reciprocal use agreement with those schools. She stated that the City also has a partnership with Great River Greening. She commented that perhaps through community engagement they will become aware of more opportunities. Chair Goldade provided another example in other communities with a Chamber of Commerce. Ms. Lawrence stated that staff is continuing to work on communication with businesses. She stated that the Rotary would be another group that could be approached for partnership opportunities. Commissioner Cotter commented that he would hope to see substantial improvements in those partnership opportunities. Ms. Lawrence stated that when approaching the Rotary, they would want to have a project to present. Commissioner Cotter stated that there was a lot of discussion related to the conversion of the Par 3 bonding payments and hoped that will move to fruition in 2023. Ms. Lawrence commented that can be a discussion topic for the joint worksession with the Council as ultimately that would be a Council decision. Commissioner Klepperich asked if there is a place where the standards and recommendations for MRPA and CAPRA are printed for review. Ms. Lawrence commented that they are available online or she could also provide them in document form but noted that they are lengthy. It was confirmed that staff should send the PDF version. 11 Commissioner Klepperich stated that he is really happy and excited about the volunteer program beginning. He asked for details on what a nature play area would be. Ms. Lawrence explained that nature-based play was discussed during the Wentworth Park remodel. She stated that nature-based play provides a playground of natural playground equipment and provided examples. Commissioner Cotter commented that he is interested in the low mow/no mow and pollinator friendly plantings. Chair Goldade stated that Valley Park should be utilized more and perhaps there could be a partnership with Xcel to determine how that space could be utilized. He suggested off road biking. He asked if there is any discussion of safety related to trail connectivity, as he would like to see that remain a focus. He stated that he supports the connection on the east side of Lexington between Marie and Avanti. He suggested a barrier between the road and path or decreasing the speed limit. Ms. Lawrence stated that one location would not be called out within this plan and asked how safety should be incorporated. Chair Goldade stated that there could be an action item related to safety, considering safety for trails and connections. Ms. Lawrence provided details on the grant the City received that will provide the City with a gap analysis in its trail system. Commissioner Sherer stated that he would like to continue to focus on partnerships with the County and State to provide safer pedestrian routes along Dodd Road. Ms. Lawrence acknowledged that working with the County and State will be important on a lot of the trail projects. Commissioner Cotter commented that this whole process is exciting to have a more combined CIP and Asset Management Plan. He hoped that these documents will be used to provide a more continued emphasis on a funding plan. Commissioner Blanks stated that he is excited to see an action item related to more local partnerships. Commissioner Smith commented that she is excited about opportunities for the Born Lane site. She commented that the improved website will make it easier to provide information to residents related to programing and offerings. Ms. Lawrence noted that the launch for the website is slated for quarter three. Commissioner Klepperich stated that he would be interested in the results of the survey that is currently being offered. Ms. Lawrence agreed that communications is something that should continue to be discussed as they look for methods to reach residents. 12 Commissioner Cotter commented that he is excited to see that they will be adding staff as it has become clear that Ms. Lawrence needs more help, noting that could also be provided through the volunteers. Commissioner Sherer noted a typo to be corrected. He noted that the breakdown of each park is helpful and is looking forward to the workshop to develop more of the needs. Ms. Lawrence noted that she will be working to compile the next draft version prior to the joint worksession, which tentatively is scheduled for February 17th. Commissioner Klepperich commended Ms. Lawrence on her work on this plan. 9.b Winter Fest Update and Volunteer Request Recreation Program Coordinator Meredith Lawrence provided details on the Frozen Fun Fest which will be held the weekend of February 4th through the 6th. She highlighted the different events and asked the Commission to attend the community hike as well as determine other involvement they would like in the events. Commissioner Sherer commented that there are a lot of events, and he hopes residents will take advantage and that the weather cooperates. He asked how the events will be funded. Ms. Lawrence replied that funds are used from the general levy for the event. 10. Staff Announcements Recreation Program Coordinator Meredith Lawrence shared the following announcements: • Thanks to Chair Goldade for his service to the Commission and the time and effort he has contributed to parks and recreation. She commented that Chair Goldade has helped shape her love for parks and recreation and Mendota Heights. • A new Commissioner will join the group at its February meeting. • A communications survey is available on the website and encouraged residents to fill it out. • Seasonal positions will be advertised soon. • Other events can be found on the City’s website 11. Student Representative Update None. 12. Commission Comments and Park Updates Commissioner Klepperich • Thanked Chair Goldade for his dedicated years on the Commission and his time as Chair. Commissioner Sherer • Thanked Chair Goldade for his service on the Commission and appreciated his guidance. • Great to see people using the ice rinks but there does not seem to be as much use as there has been in the past. 13 Commissioner Smith • Thanked Chair Goldade as well, noting that she would not be on the Commission if it were not for him. Commissioner Cotter • Has enjoyed observing Chair Goldade as a leader and thanked him for his service. • Excited for the winter fest and encouraged residents to participate in the activities. • The dog park continues to be a nice asset to the community. Commissioner Blanks • It has been great to learn from Chair Goldade and observing his leadership and welcoming environment. • He has not noticed many people using the parks in the colder weather. Chair Goldade • Thanked Ms. Lawrence for all of her work. He has enjoyed his time on the Commission and the things he has learned along the way. He commented that Mendota Heights is a great community, and he is looking for new opportunities to serve. 13. Adjourn Motion Klepperich/Second Smith to adjourn the meeting at 8:18 PM AYES 6: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc. 14 DATE: February 8, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Par 3 Update Financial Report A December financial report will be available at the meeting. Staff will review the current financial forecast of the Par 3 and answer any questions the commissioners may have. Seasonal Par 3 Employment Opportunities The City is now accepting applications for the following Par 3 seasonal positions: Clubhouse Worker, Golf Assistant, and Golf Instructor. Positions are open until filled, with first consideration given to applications received by February 18. Application materials are available for download from the City’s website or at City Hall. Season Open Preparation Staff is working to prepare for the upcoming season by completing seasonal maintenance on equipment, cleaning and organizing the clubhouse, and obtaining necessary materials and supplies for opening the course. The Mendota Heights Par 3 will be able to open when the weather changes; whenever that may be. Par 3 Annual Report Staff is working to compile the Parks, Recreation, and Par 3 Annual Report for 2021. This will be presented to the Commission at a future meeting. 15 DATE: February 8, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Recreation Update Honey Brunch The Cities of Mendota Heights, West Saint Paul, and South Saint Paul have collaborated to offer the first ever “Honey Brunch”. The event will be held Saturday, February 12 and is open to all ages. “Cupid’s Cuisine” Brunch will be served to participants as well as activities and arts following brunch. The event will be held at the Thompson Park Activity Center. Tour De Rec 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. • 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 Hockey Camps The Cities of Mendota Heights and West Saint Paul will be offering a youth hockey camp on Monday, February 21 at Harmon Park. 2022 Summer Recreational Offerings Staff is in the process of finalizing the various recreational offerings for the 2022 season. A Summer 2022 Catalog will be provided at the March Parks and Recreation Commission meeting. Registration for Summer programs will open March 1. Blade with the Blue The City of Mendota Heights Recreation Department partnered with the Police Department to host “Blade with the Blue” on Saturday, January 29. The event was a great way for our Public Safety staff to meet and engage with the community. 16 Spring Break Field Trips Mendota Heights, West Saint Paul and South Saint Paul have collaborated to offer two field trips over Spring Break. • March 28: Indoor Ice Skating and Bowling • March 29: Seaquest and Sports in the West Saint Paul Dome Warming House Update Attached is the warming house log. The log is compiled from the rink attendant’s daily reports. Wentworth warming house is open for the season but is unstaffed, so there is no data from this rink. 17 Date # of Skaters Avg Temp Date # of Skaters Avg Temp 12/30/2021 45 23.7 12/30/2021 53 25 12/31/2021 37 15.2 12/31/2021 75 17.5 December Total:82 19.45 December Total:128 21.25 1/2/2022 1 15.2 1/2/2022 20 2.5 1/3/2022 28 3 1/3/2022 41 21 1/4/2022 73 24 1/4/2022 48 31 1/5/2022 12 30.8 1/5/2022 31 7.2 1/6/2022 0 7.8 1/6/2022 0 0 1/7/2022 2 4.6 1/7/2022 1 3 1/8/2022 45 26.4 1/8/2022 134 25.2 1/9/2022 10 5.7 1/9/2022 20 4.5 1/10/2022 2 2.2 1/10/2022 9 1.4 1/11/2022 19 36.2 1/11/2022 33 35.8 1/12/2022 27 30.6 1/12/2022 43 33.4 1/13/2022 39 31.8 1/13/2022 13 31 1/14/2022 4 17 1/14/2022 0 15.2 1/15/2022 23 14 1/15/2022 118 11.5 1/16/2022 46 21.3 1/16/2022 71 21.8 1/17/2022 48 28.7 1/17/2022 103 27.1 1/18/2022 17 35.2 1/18/2022 31 31.2 1/19/2022 1 5.4 1/19/2022 2 4.4 1/20/2022 0 0 1/20/2022 1 0.4 1/21/2022 5 12.4 1/21/2022 5 13.6 1/22/2022 25 9.3 1/22/2022 59 10.6 1/23/2022 12 6.7 1/23/2022 37 6.3 1/24/2022 6 8.6 1/24/2022 40 9.1 1/25/2022 1/25/2022 1/26/2022 6 21.8 1/26/2022 21 22.6 1/27/2022 18 17.2 1/27/2022 35 15 1/28/2022 14 23.3 1/28/2022 58 22.5 1/29/2022 5 10.6 1/29/2022 100 22.7 1/30/2022 33 22.3 1/30/2022 1/31/2022 1/31/2022 January Total:521 16.86071429 January Total:1074 15.92592593 February Total:0 February Total:0 Season Total: 603 Season Total: 1202 Season Total:1805 Friendly Hills December Marie December Friendly Hills Marie Friendly Hills January Marie January 18 DATE: February 8, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Park Improvement Update Wentworth Park Warming House Update Staff is continuing to finalize plans with the architect to bring the final project to the City Council in March to receive approval to obtain bids. Dugout Quotes Staff is working to obtain quotes for dugout covers and necessary fence work to be conducted at Victoria Highlands, Valley Park, and Civic Center. Once quotes are obtained the project will be brought to the City Council for review. Dog Park Brush Clearing Public Works has made progress in regards to clearing the brush within the Dog Park fence line. As recommended by the Mendota Heights Police Department, we are working to clear out 6 feet of brush to enable dog park users to see their vehicles in hopes of preventing thefts. In addition, we hope thieves are less likely to rummage through vehicles knowing park users have better sight of their cars. Our crew will continue on the project as time allows this winter. Mendakota Dugouts The contractor has started working on installing the dugouts at Mendakota. The work is anticipated to be complete prior to the 2022 baseball/softball season. 19 DATE: February 8, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Review the Usage of Lights at Friendly Hills for Pickleball INTRODUCTION Staff has been approached by residents who are interested in the City utilizing the existing hockey lights at Friendly Park to enable night time pickleball play. On January 4, 2022 the City Council approved the use of lights at Marie Park for 2022 after a trial period was successfully conducted in 2021. At their February 8 meeting, the Parks and Recreation Commission is asked to make a recommendation to the City Council in regards to the usage of lights at Friendly Hills for pickleball in 2022. BACKGROUND Currently, the City utilizes the lights at Friendly Park for the hockey season, which typically runs from December-February. Due to early sunset times in the winter, rink lights are on from 4:00pm-9:00pm, which enables the rink to be used into the evening. During ice rink use, warming houses are typically staffed although staff have started utilizing timers for the lights. The City would not plan to staff the site if the lights were used for pickleball during the spring, summer, and/or fall. In 2021 the City established a pilot program at Marie Park to test out the utilization of the lights for warm weather recreational use. The pilot program ran from mid-September to October 31. The lights were on until 8:00 p.m. and included illuminating the pickleball courts and basketball court. Overall staff received favorable feedback about the program. For 2022 the City Council approved the permanent seasonal use of lights at Marie Park to begin when the pickleball nets are installed; typically sometime in late March/early April depending on the weather with lights on daily until 9:00pm. To account for sunset times and longer daylight hours, city staff will adjust the timing of the lights on or around April 30 when the sunset times reach approximately 8:15pm. As part of the permanent program, the use of evening lights will commence on or around August 18 when sunset times will again be at approximately 8:15pm and natural light will not suffice for recreational play. The lights will remain on until 9:00pm daily until the pickleball nets are removed for the season, which is typically mid-to-late November depending on the weather. 20 With the installation of six pickleball courts within the Friendly Hills hockey rink and the success of the pilot program at Marie Park, residents have asked for the lights at Friendly Hills Park to be utilized for nighttime pickleball play in 2022. DISCUSSION This item was brought to the Parks and Recreation Commission at its November 9, 2021 meeting. The Commission recommended engaging residents near Friendly Hills Park regarding the possibility of utilizing the lights within the hockey rink for nighttime pickleball play within the warmer months. The Commission asked for the City Council to discuss this proposed pilot program and if interested in continuing the discussion direct staff to send notices to neighbors within 500 feet of the park boundaries to solicit feedback. At the January 4 City Council meeting the City Council directed staff to send out notices to neighboring property owners in order to better understand the interest from residents near the Park. Notices were mailed on January 6 to notify neighbors of the February 8 Parks and Recreation Commission meeting where they could voice their opinion about the proposed pilot program at Friendly Hills Park. Attachments: Notice Mailed to Residents within 500 Feet of the Park BUDGET IMPACT: The Finance Director has estimated the cost to utilize the lights would be approximately $30 per month at Marie Park. This cost would be similar at Friendly Hills Park. RECOMMENDATION: The Commission should review the request and make a formal recommendation to the City Council on next steps in regards to the utilization of lights at Friendly Hills Park for pickleball use. 21 22 DATE: February 8, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Rules of Order Background Each year in February it is recommended the commission review the Parks and Recreation Commission Rules of Order so that all commissioners are up-to-date and informed. Attachments: Parks and Recreation Rules of Order City Code- Parks and Recreation Commission Requested Action Staff will review the Rules of Order with the Commission. The Commissioners are asked to review the Rules of Order and ask staff questions if they have any. 23 Rules of Order – Mendota Heights Parks and Recreation Commission, March 8, 2015 MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION RULES OF ORDER In accordance with the City of Mendota Heights Ordinance No. 109, “Establishing A Parks and Recreation Commission,” the following rules of order are adopted by the parks and recreation commission to facilitate the performance of its duties and the exercising of its functions as a Commission created by the city council. SECTION 1. MEETING 1.1 – Time. Regular meetings of the commission are held on the second Tuesday of each month at 6:30 p.m., unless otherwise agreed to and so stated in the agenda. When the regular meeting day falls on a legal holiday, there is no meeting that month unless otherwise noted. 1.2 - Special Meetings. Special meetings may be called by the Chairperson or the Secretary. 1.3 – Place. Meetings are held in the City Hall Council Chambers, 1101 Victoria Curve. 1.4 – Public. All meetings and hearings, and all records and minutes are open to the public. 1.5 – Quorum. Four parks and recreation commission members, at the beginning of the meeting, constitute a quorum for the transaction of business. When a quorum is not present, the Chairperson may adjourn the meeting for the purpose of hearing interested parties on items on the agenda. No final or official action is taken at such a meeting. However, the facts and information gathered at such a meeting may be taken as a basis for action at a subsequent meeting at which a quorum is present. 1.6 – Vote. Voting is by voice. Commission members voice votes on each issue are recorded. In the event that any member shall have a financial interest in a matter before the commission, the member shall disclose the interest and refrain from voting upon the matter, and the secretary shall so record in the minutes that no vote was cast by such member. SECTION 2. ORGANIZATION 2.1 – Membership. The number of members of the Parks & Recreation Commission is established by the City Council. Three-year appointments are made by the Mayor and approved by the City Council. 24 Rules of Order – Mendota Heights Parks and Recreation Commission, March 8, 2015 2.2 – Absenteeism. A Commission member with four unexcused absences from regular meetings is dropped from the commission and the Secretary then informs the City Council so that another appointment is made. An absence is excused if the member notifies the Secretary or Chairperson before 4:00 p.m. of the day of the meeting that the member will be unable to attend. Minutes of the meetings will record whether the absent member was excused or not excused. 2.3 – Election of Officers. At the February meeting each year, the commission elects from its membership a Chairperson and a Vice-Chairperson. If the Chairperson retires from the commission before the next organizational meeting, the Vice-Chairperson becomes Chairperson. If both Chairperson and Vice- Chairperson retire, new officers are elected at the next meeting. If both Chairperson and Vice-Chairperson are absent from a meeting, the commission elects a temporary Chairperson by voice vote. The Secretary to the parks and recreation commission is appointed by the city administrator from the city staff. 2.4 – Tenure of Officers. The Chairperson and Vice-Chairperson take office immediately following their election and hold office until their successors are elected and assume office. 2.5 – Duties of Officers. The Chairperson, or if absent, the Vice-Chairperson presides at meetings, appoints committees and performs other duties as may be ordered by the commission. The Chairperson conducts meetings so as to keep them moving as rapidly and efficiently as possible and reminds members, witnesses and petitioners to discuss only the subject at hand. The Chairperson is a voting member of the commission. The Secretary is responsible for recording the minutes, keeping records of commission actions, conveying commission recommendations to the city council and providing general administrative and clerical service to the commission. SECTION 3. PUBLIC COMMENT 3.1 – Public Input on Agenda Items. The following procedure is followed when citizens wish to provide input into a parks and recreation commission discussion. a. Staff shall make presentation b. The commission asks questions c. The applicant shall make a presentation 25 Rules of Order – Mendota Heights Parks and Recreation Commission, March 8, 2015 d. The commission asks questions e. The audience is allowed to speak in favor of the request f. The audience is allowed to speak against the request g. The applicant and/or staff responds h. Commission members may ask questions throughout the discussion 3.2 – Public Comment. The parks and recreation commission does not hold public hearings, but may from time to time have public comment. SECTION 4. MISCELLANEOUS 4.1 Amendments. These Rules of Order may be amended with the approval by voice vote by a majority (four) of the members of the parks and recreation commission. 4.1 Adoption. These Rules of Order were duly adopted by the Parks and Recreation Commission of the City of Mendota Heights on the 13th day of April, 2010. 26 CHAPTER 2 PARKS AND RECREATION COMMISSION SECTION: 2-2-1: Commission Established 2-2-2: Composition; Appointment; Terms Of Office 2-2-3: Officers 2-2-4: Vacancies In Office 2-2-5: Meetings; Procedures; Records 2-2-6: Powers And Duties 2-2-7: Compensation 2-2-1: COMMISSION ESTABLISHED: The parks and recreation commission for the city is hereby established. (1981 Code 109 § 1) 2-2-2: COMPOSITION; APPOINTMENT; TERMS OF OFFICE: The parks and recreation commission shall consist of seven (7) residents of the city, appointed by the mayor with the consent of the majority of the members of the city council. The members shall serve terms of three (3) years. The terms shall be staggered so that terms of two (2) members shall expire each year. No member shall be appointed to more than three (3) consecutive full terms. A member appointed to fill an unexpired term on the commission may be appointed to serve three (3) consecutive terms after completing the unexpired term, but in no case shall the individual serve more than eleven (11) consecutive years. The term limits imposed in this section apply to service on the parks and recreation commission and shall not be deemed to restrict an individual from being appointed to a different city commission after completing three (3) or fewer consecutive terms on the parks and recreation commission. Council may, in its discretion, appoint an individual who has already completed three (3) terms on the commission, but in no case shall the appointment be effective until twelve (12) months after that individual has completed his/her third term. (Ord. 428, 3-16-2010) 2-2-3: OFFICERS: The February meeting shall be an organizational meeting at which the commission shall elect a chairperson and a vice chairperson from among its members. The terms of such officers shall be for a period of one year. (1981 Code 109 § 2; amd. 2003 Code) 2-2-4: VACANCIES IN OFFICE: A. Causes For Vacancy: Any of the following may cause the office of a member to become vacated: 1. Death; 2. Disability or failure to serve, as shown by failure to attend four (4) regularly scheduled meetings in any one calendar year; 3. Removal of residence from the city; 4. Resignation in writing; or (1981 Code 109 § 6) 5. Behavior deemed inappropriate by the city council. (Ord. 428, 3-16-2010) B. Filling Vacancies: Vacancies shall be filled as soon as possible for the unexpired portion of the term by the mayor with the consent of the majority of the members of the city council. (1981 Code 109 § 6) 2-2-5: MEETINGS; PROCEDURES; RECORDS: The commission shall hold at least one meeting each month at a time regularly established and approved by the city council and shall hold such special meetings as may be necessary for the conduct of its business. The commission may waive a meeting for a stated sufficient cause with prior consent of the city council based upon a request from the chairman and the city staff. The commission shall adopt rules for the transaction of business and shall keep a record of its resolutions, transactions and findings, which record shall be maintained as a public record. The commission shall submit to the city council a true and correct copy of all of its minutes, recommendations and other reports. (Ord. 313, 2-18-1997) 2-2-6: POWERS AND DUTIES: The parks and recreation commission shall: A. Advise the city council on matters pertaining to parks and recreational development programs and shall cooperate with city personnel in implementing the parks and recreation programs. B. Advise the city council on the establishment of written rules and regulations for the use, management and operation of the public parks and recreational facilities, the same to be approved by action of the council before being put into effect. C. If requested by the city council, prepare plans for the acquisition, development and improvement of the city public 27 parks and recreational facilities and shall, if requested by the city council, develop a comprehensive plan for future park development and open space. D. If requested by the city council, prepare a capital improvements program for the purpose of determining priorities and apportioning costs of scheduled improvements. E. In performing the aforementioned duties and responsibilities, exhibit the initiative in formulating policies which will be responsive to the anticipated need and objectives of the community. (1981 Code 109 § 3) 2-2-7: COMPENSATION: The members of the parks and recreation commission shall be paid a stipend for each meeting they attend. The stipend amount is set by the city council. (Ord. 428, 3-16-2010) 28 DATE: February 8, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Assign Commissioner Parks Background In the past commissioners have been assigned parks to visit and report any problems to the Recreation Program Coordinator. Examples of what to look for include: Conditions of trails, playground equipment, ball fields, tennis courts, and basketball courts. Commissioners are asked to visit their parks monthly. Below is a list of the parks to be assigned: Victoria Highlands Roger’s Lake Valley View Heights Ivy Hills Dog Park Marie Valley Wentworth Friendly Hills Hagstrom-King Kensington Mendakota Market Square Park Civic Center Requested Action The commission should decide if there are any other parks in Mendota Heights they see fit to be on the list and assign parks to the commissioners. 29 DATE: February 8, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Park and Recreation 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 that staff is utilizing to ensure progress. Each month staff will provide an update on the strategic planning calendar. The City Council and Parks and Recreation Commission have a joint work session scheduled for Thursday, February 17 at 6:30pm at the Mendota Heights Fire Station to discuss the strategic plan in regards to process, priorities, and funding. RECOMMENDATION: Informational Only. 30 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 The Founda�on presented to the City Council on January 18. A link of the mee�ng presenta�on was provided to commissioners in order to beter understand the Founda�on’s mission, vision, and goals. Establish Natural Resources Commission Ryan/Krista The Natural Resource Commission bylaws and city code amendments were approved be the City Council on February 2. Commissioner applications will be now be accepted. The City Council will appoint members in March with the first Commission meeting being scheduled for April. Priori�ze wants and needs City Staff, Commissioners City Council Joint work session is scheduled for February 17 to review the strategic plan and priori�ze wants and needs. 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 This will be discussed during budget development mee�ngs in August. Community engagement list of mee�ngs Meredith, Commissioners Staff will meet with commissioners Meyer and Smith to compile a list of community engagement mee�ng possibili�es for 2022. This list will be brought to the Commission to review in March. Bike and pedestrian plan ini�ated with consultant Ryan Applica�on for grant funding was submited on October 15. Staff was successful in receiving a grant and is working to receive RFP proposals to move forward with the project. Website remodel-secure funding, hire contractor Cheryl Included in the final FY 2022 budget was $60,000 for a website redesign. Staff intends to have a new website launched by Q3. Staff is currently in the process of reaching out to vendors to get more informa�on. Demographics-obtain data and start analyzing Meredith Staff has updated 2022-2026 CIP and Asset Management plans as well as researched future demographic projec�ons as part of the next phase of strategic planning. Programming-develop calendar of events and funding Meredith Funding was approved in the 2022 budget along with addi�onal staff to carry out this ini�a�ve. Staff is working to finalize the 2022 City Event Schedule. Establish volunteer program City Staff A City Volunteer plan will be presented to the City in Q1, with an an�cipated launch for volunteers in April. Add staff to address addi�onal programming needs/wants City Administrator The City Council approved the Park and Recrea�on Manager job descrip�on on January 18 and the job has been posted. 31