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2022-01-12 Parks and Rec Comm MinutesCITY 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. 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 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 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. 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. 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. 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. 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. 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. 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.