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2022-05-10 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING MAY 10, 2022 The May meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, May 10, 2022, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Bob Klepperich called the meeting to order at 6:30 p.m. 2. Roll Call – The following Commissioners were present: Chair Bob Klepperich, Commissioners: Jaffrey Blanks, Patrick Cotter (arrival-7:20 p.m.), and Michelle Muller; absent: Commissioner Stephanie Meyer, Dan Sherer, Amy Smith, and Student Representative Niko Hess. Staff present: Parks and Recreation Manager, Meredith Lawrence, Recreation Program Coordinator Matt Colwell and Public Works Director, Ryan Ruzek. 3. Pledge of Allegiance The Pledge of Allegiance was recited. Chair Klepperich commented that the Commission does not have a quorum present at the meeting. Parks and Recreation Manager Meredith Lawrence explained that because the Commission does not have a quorum, they cannot take formal action. She noted that one member that is currently absent may come to the meeting late, and if that were to occur, the Commission could then take action as it would have four members. 4. Approval of Agenda No action could be taken. 5.a Approval of Minutes from April 12, 2022 Regular Meeting No action could be taken. 6. Introduction of Matt Colwell, Recreation Program Coordinator Parks and Recreation Manager Meredith Lawrence introduced the new Recreation Program Coordinator, Matt Colwell. She provided background information on his education and experience related to parks and recreation. She stated that they are excited to have him join the team and reviewed the duties he will handle. Recreation Program Coordinator Matt Colwell stated that he loves parks and recreation and introduced himself to the group. He commented that he is happy to be here and excited to be a member of the team. Chair Klepperich welcomed the new addition to staff. 7. Citizen Comment Period (for items not on the agenda) None. 8. Acknowledgement of Reports Chair Klepperich read the titles of the three updates (Par 3, Recreation, and Park Improvement Updates) and polled the Commissioners for questions. 8.a Par 3 Update Parks and Recreation Manager Meredith Lawrence reported that although the course was open in April, the weather was unpredictable. She stated that they look forward to a more consistent and busier month in May. She reported that the turf is in good condition and provided an update on planned maintenance activities. She also provided an update on the estimated date the ordered maintenance equipment would be received. 8.b Recreation Update Recreation Program Coordinator Matt Colwell provided an update on recent recreational programs and events and highlighted upcoming recreational programing opportunities. 8.c Parks Improvement Update Parks and Recreation Manager Meredith Lawrence provided an update on the Wentworth warming house project, noting that the bids were high, and the Council rejected the bids with the intention to rebid in January 2023. She provided an update on the dugout projects, playground mulch, the permanent pitching mound that was approved and installed at Victoria Highlands, and Friendly Hills tennis court resurfacing. Commissioner Blanks referenced the Wentworth warming house project and the gap between the bid and project estimate. Public Works Director Ryan Ruzek stated that staff did anticipate there would be some higher costs because of the cost for materials and labor at this time, but because the bids were so much higher, they rejected the bids and will rebid at a time when it is believed lower bids will be received. He stated that when it comes closer to the winter season, they will review options for users. Commissioner Muller referenced the pitching mound and asked what was determined for the MHAA contribution. Ms. Lawrence replied that the City Council directed the City to purchase the mound with its funds and for MHAA to provide a donation to the City equal to 50 percent of the cost. Chair Klepperich asked to make changes to the agenda to consider 10.b as the next item and then postpone Item 10.c, Schedule Parks Tour, to the June agenda when more members are present. Ms. Lawrence asked and received confirmation that the intention would then be to hold the parks tour in July. 10. Unfinished Business 10.b Park and Recreation Strategic Planning Update Parks and Recreation Manager Meredith Lawrence provided her monthly update on progress made towards the strategic plan items. She recognized the great progress they have made on the goals. 9. New Business 9.a 2023 Budget Recommendation and Prioritization Chair Klepperich stated that he reviewed the items identified within the Capital Improvement Plan (CIP) and asked the Commission to provide input. He stated that during his review he identified items that should be in 2023, 2024, and beyond. He referenced the item related to parks security, noting the opportunity for outside funding. He stated that if that could be funded from an outside source, he would support that item in 2023. Commissioner Blanks stated that his priority would be the skate park. He stated there are other smaller projects that could be done relatively easily. He commented he does like the dugout covers as that is a project that could be done easily and therefore could be moved to 2023. He commented that he would place Valley View Heights playground replacement for 2023. Chair Klepperich stated that he would think the Commission could recommend these items, but they may not be included because of funding constraints. Commissioner Muller stated that she strongly agrees with replacing the skate park in 2023. She noted that a lot of people put time and effort into planning that element. She recognized that this list exceed the available budget and therefore would focus on the skate park and Wentworth warming house projects. She stated that she would place those items above a playground replacement. She suggested that the dugout covers and fencing at Ivy Hills be placed more under the “want” category as she did not believe that field was used for games. Chair Klepperich commented that he feels that the baseball side of recreation has been well funded within the budget and the Commission should focus on other recreational priorities. He agreed that the warming house is a priority. He stated that as a member of the skate park committee, he agrees that should also be a priority. He commented that the Wentworth tennis courts are also in need of repair and should be a priority. He believed the Valley playground could wait a year. Ms. Lawrence stated that staff has been attempting to add funds to the parks maintenance budget each year in order to complete field work on the baseball fields. Chair Klepperich recognized that the shelter at Rogers Lake is in need of work. Ms. Lawrence commented that the request has been submitted from residents that use the park a lot. She commented on the issues with the facility and a request for bathrooms but noted that would have a higher cost. She commented that staff could provide more details on that project. Chair Klepperich asked if there is a water line at the park. Public Works Director Ryan Ruzek replied that there is a sewer line, but the closest water line would be in Wagon Wheel Trail. Commissioner Blanks asked if the thought is to rank the projects and the Council would select those from the list, or whether the Council would review the estimated cost and approve a budget, then directing the Commission to work within that budget. Ms. Lawrence replied that the intention was to create a prioritized list to bring to the Council. She recognized that the CIP list is large and therefore she would like to prioritize into high, medium and low ranking items. She noted that this discussion can continue at the June meeting when more members are present. She stated that she would add the discussion from tonight into the packet for the next meeting to allow the next discussion to begin from that point. She confirmed that she could send out the list to each Commission member to review and provide their prioritized list prior to the next meeting as well. Commissioner Muller commented that in her mind it would make sense to complete all projects within a park and then move on to another park. She stated that the packet included a five-year outlook but asked if there is a longer vision, such as 15 years. She noted that information would help her understand the impact of pushing projects back. Ms. Lawrence stated that the Mayor has requested a 15-year CIP for parks, therefore staff is working on that document. She noted that it will not be a complete or final document as things arise that are unforeseen and trends come up, such as pickleball. She provided input on the different methods of park improvement, focusing on one park, or spreading improvements throughout the system. Commissioner Blanks asked if the parks listed for playground replacement have been added because they are nearing the 15-year mark or whether resident complaints have been received. Ms. Lawrence provided an update on the process used by the City. She noted that monthly safety inspections are completed by staff and maintenance needs are tracked. She stated that Valley View Heights was supposed to be replaced in 2022 because of its age but was pushed to 2023. She noted that if playgrounds continue to be pushed back it will create a ripple effect with more playgrounds needing replacement. She stated that there are parks that have received playground replacement, but the swings were not replaced, therefore some sets of swings may need to be replaced. She stated that sometimes maintenance projects need to be prioritized above new features in order to maintain the infrastructure and work within the budget. 10. Unfinished Business (Continued) 10.a Community Engagement and Outreach Update Parks and Recreation Manager Meredith Lawrence stated that at the March meeting the need for community engagement was identified and using that input she developed a list of goals related to community input. She stated that the list of groups was provided in the packet along with the Commission members assigned to solicit input from those groups. She reviewed the information that was included in the packet for Commission members to use as a guide for their engagement meetings. She noted that it is recommended that the Commission complete these engagement opportunities in pairs. Chair Klepperich commended Commissioner Meyer for the great job she did putting this together. He stated that he has no issues with the materials as proposed. Commissioner Blanks suggested combining the PTA meetings for a PAN meeting which includes the lead people from different PTA groups which would allow for those Commission members to pair together. He commented that the Linden Apartment group is great and willing to work around the schedules of the Commission members and noted that he would follow up with the Commission member assigned to the other apartment group in hopes of pairing. He stated that the Rotary is also very accommodating to schedules and is excited to work with the Commission on this opportunity. Commissioner Muller asked if the PTA groups would still meet during the summer. Commissioner Blanks stated that initially they had planned to meet in May, but the Commission was not ready. He stated that he will reach out to schedule a meeting. Chair Klepperich stated that the Foundation meets quarterly and therefore he will reach out to schedule that. He stated that Commissioner Meyer was going to get a head start by talking to people at the dog park and may be looking for someone to go with as well. 10.c Schedule Parks Tour Item postponed to June. 11. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements: • Tennis instructors and assistants are needed for the tennis programming. • “Touch a Truck’ Event will be held this Saturday from 10:00 a.m. to noon at Mendakota Park. • Other events can be found on the City’s website. 12. Student Representative Update None. 13. Commission Comments and Park Updates Commissioner Cotter arrived. Commissioner Muller • Welcomed the new staff member • The Par 3 looks to be in great condition • Mendota Carnival will be held Friday night with the “Touch a Truck” event on Saturday Commissioner Blanks • The parks look great, and he has received compliments on the covered dugouts at Mendakota • Valley Park is well-visited with bikers and hikers. He received a question requesting that the picnic table be resurfaced • Received comments from residents in neighboring communities that visit Mendota Heights parks because of the accessible basketball hoops Chair Klepperich • Noted a comment he passed on to staff related to a picnic table at Valley View Heights • Ivy Hills looks to be in good condition, and it is a quiet park during the week Commissioner Cotter • Wentworth Park is receiving a lot of use and was glad to see it on the list for woodchips • Commented on the baseball activity at Civic Center Park • It is great to see the great condition and use of the parks 14. Adjourn The meeting adjourned at 7:26 PM. Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc.