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2022-07-12 Parks and Rec Comm Agenda Packet CITY OF MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION Tuesday, July 12, 2022- 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. June 14, 2022 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. Booth at Park Celebration Open House b. Finalize Parks Tour c. Commission Data Practices and Email Update 9. Unfinished Business a. Community Engagement Outreach Update b. Park and Recreation Strategic Planning Update 10. Student Representative Recognition 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. 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. 1 CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING JUNE 14, 2022 The December meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, June 14, 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, Stephanie Meyer, Michelle Muller, Dan Sherer and Amy Smith; absent: None. Student Representative: Niko Hess. Staff present: Parks and Recreation Manager, Meredith Lawrence and Public Works Director, Ryan Ruzek. 3. Pledge of Allegiance The Pledge of Allegiance was recited. 4. Approval of Agenda Motion Blanks/second Meyer, to approve the agenda AYES 7: NAYS 0 5.a Approval of Minutes from April 12, 2022 Regular Meeting Motion Meyer/second Cotter to approve the minutes of the April 12, 2022 Parks and Recreation Commission Regular Meeting. AYES 7: NAYS 0 5.b Approval of Minutes from May 10, 2022 Regular Meeting Motion Blanks/second Smith to approve the minutes of the May 10, 2022 Parks and Recreation Commission Regular Meeting. AYES 7: NAYS 0 6. Citizen Comment Period (for items not on the agenda) None. 7.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. 7.a Par 3 Update Parks and Recreation Manager Meredith Lawrence stated that turf conditions for the course are good and provided an update on maintenance activities. She noted that there was an issue with irrigation the weekend of June 4th which has been resolved. She stated that programing has begun and highlighted some of those opportunities for golfers of all ages and skill levels. She stated that four senior golf passes have been sold and staff is tracking the number of rounds played by those individuals, noting that data will be used to determine if the program is continued. She also provided an update on safety inspections and improvements and equipment acquisition. She stated that the financial report was also included in the packet and provided a summary of that information. Commissioner Smith asked the cost of the senior golf pass. 2 Ms. Lawrence replied that the cost is $200 for unlimited rounds and highlighted some of the restrictions of play time. Commissioner Sherer asked for more details on the safety committee. Ms. Lawrence noted that members of staff are a part of the committee along with a consultant that provides training and inspections. Commissioner Sherer asked if the cost is budgeted from the City budget rather than the golf course. Ms. Lawrence confirmed that is an administrative item as the group has a broad overview of all departments related to safety and therefore it is funded through the general fund. Chair Klepperich recognized the award the City received for the rebranding of the Par 3 course. Ms. Lawrence stated that the Communications Coordinator spearheaded that project. She noted that the City will also be receiving another award for the Par 3 rebranding. 7.b Recreation Update Parks and Recreation Manager Meredith Lawrence provided an update on summer recreation opportunities including the summer concert series, Touch a Truck, Folks on Spokes, and other programing opportunities. Commissioner Meyer asked if they have considered hosting Touch a Truck at another location. Ms. Lawrence stated that staff have had those discussions but because of the large number of people that attend the event, no other location in the city could host the event. Commissioner Meyer commented that perhaps one the schools would allow the City to host the event which would free up the park for use on that weekend. Ms. Lawrence stated that Two Rivers has its own touch a truck event at another time during the year. She stated that it is helpful to host the event on City property so that vehicles can be brought very early in the day to prepare. Commissioner Cotter commented that it is important to recognize the strategic planning the group completed. He stated that communications and increasing recreation programs were two of the focuses and was happy to see the recognition the City is receiving for the communication portion. He stated that he is also happy to see that there are great events and programing opportunities that are successful. Commissioner Muller asked the demographic that is participating in Folks on Spokes. Ms. Lawrence replied that demographic is 40 to 60, which is a demographic that typically does not have a lot of programing available in Mendota Heights. 7.c Parks Improvement Update Parks and Recreation Manager Meredith Lawrence noted that the Wentworth warming house project has been pushed back due to the high bids received and advised that staff is investigating options for this winter and will bring that back to the Commission for consideration 3 in July. She provided an update on other active projects including dugouts and tennis courts and reviewed the current balance of the special parks fund. Commissioner Smith asked how long the tennis resurfacing would take. Ms. Lawrence replied that the process would take about one week and confirmed that signage would be posted ahead of time to alert users. Commissioner Sherer noted that a good cost was obtained for the resurfacing and asked if the estimate was higher than the bid. Ms. Lawrence replied that tennis court improvements have a large range in pricing between the low and high bidders. She confirmed that this bid was lower than the estimate and therefore staff checked the references which were all very positive. Commissioner Sherer referenced the field work and asked if there is any substantial completion date within the contracts. Ms. Lawrence replied that could be considered in the future but that could impact the cost, especially in this bidding climate. She noted that many contractors are backed up from the late spring. She stated that they struggled to obtain two bidders for this project. Commissioner Meyer asked if the City is in danger of losing the DNR grant because the warming house is not moving forward. Public Works Director Ryan Ruzek replied that he has not received official notification from the DNR. He stated that they revised the site plan to add trails and pave the hockey rink. He stated that those improvements may allow the City to still receive the entire grant amount. He stated that the project was awarded to a contractor the previous week. Commissioner Cotter asked the steps, if any, that have been taken towards a temporary warming house for this winter season. Mr. Ruzek replied that staff is looking at those options. He noted that if they could move the electrical from the building to the pole, they would demolish the building and use a trailer for the winter season. Commissioner Sherer asked if the sideboards would need to be removed to allow the paving of the hockey rink. Mr. Ruzek replied that one side will be removed to allow for equipment to complete the paving. Commissioner Meyer asked if there are homes across from Wentworth and whether the lighting of the rink would be bothersome to residents. Mr. Ruzek replied that he is not aware of any complaints from residents but noted that the rink is down about six to eight feet from the roadway. Commissioner Meyer asked if the Natural Resources Commission has suggested trees or plantings to provide buffering from the hockey rink. 4 Mr. Ruzek replied that has not been discussed. He stated that Commission has held two meetings that have mostly focused on regulation and policies. Commissioner Meyer stated that if pickleball is eventually put into the hockey rink, it would perhaps be helpful to have a landscaping barrier. Mr. Ruzek commented that there is a hill leading into a drainage way. Commissioner Muller asked if the $56,000 projected for the dugout work would be funded through the special parks fund. Ms. Lawrence confirmed that the dugout work would be funded in that manner and would come from the available balance she mentioned earlier. She confirmed that there are other projects slated that would also come from that balance. Motion Meyer/second Blanks to acknowledge the staff reports. AYES 7: NAYS 0 8. New Business 8.a 2023 Budget Recommendation and Prioritization Chair Klepperich stated that the results of the prioritization were included in the packet. Parks and Recreation Manager Meredith Lawrence stated in 2021 the Commission engaged in strategic planning, which helps to guide the budget and work for the Commission. She reviewed those goals and priorities identified through that process and highlighted all the planning documents the City uses to help plan for the future of parks and recreation and capital improvements. She recognized that there are a lot of wants and needs for the future but there are limited funds available. She highlighted the projects that were included in the CIP for 2023 noting that staff provided a survey to the Commission in order to rank those in priority. She noted that push button lights were requested for research by the Commission and City Council and advised that an estimate of $1,400 per facility was received. She asked if the Commission would like to move forward on that, noting that because of the low-cost staff would have the authority to approve that and if interested, that could move forward to the City Council for completion this year. She stated that she did receive requests from MHAA for improvements, as that had previously been requested. She noted that has been provided to the Commission and noted that MHAA has also requested portable pitching mounds for the four fields at Mendakota. She stated that the projects outlined in the CIP for park projects in 2023 is slightly over $1,000,000 which is significantly higher than what has been approved by the City Council in the past and therefore prioritizing projects will be important. She noted that the $545,000 in the special parks fund does not reflect the approved projects that are being completed in 2022. She stated that although there will be a large increase to the fund with the apartment complexes coming in, she does not anticipate much development after that time to replenish that fund in the future. She reviewed the results of the survey of the Commission related to priorities for 2023. She asked for input from the Commission on the priorities for 2023 and whether the push button lighting should move forward in 2022. Chair Klepperich suggested that the group first consider the push button lighting for Marie and Friendly Hills, as that is a relatively small amount of money. Motion Cotter/second Muller to recommend approval of the push button lighting at Marie and Friendly Hills in the 2023 budget. 5 Further discussion: Ms. Lawrence commented that staff would recommend attempting to move forward with that item in 2022. Commissioner Cotter asked if that item could be funded through the special parks fund and noting that the 2022 budget has already been set, asking how that could be done. Ms. Lawrence commented that she did not believe the fund could be used for that purpose but would follow up with the City Attorney. Chair Klepperich stated that it would be the job of the Commission to make the recommendation and the decision related to funding would lie with the City Council. Ms. Lawrence noted that some of the projects, such as the tennis court project, were under budget. She agreed that staff would bring this to the Council and funding would be discussed at that level. Commissioner Sherer asked if there is an idea of the duration of the lights for each push of the button and whether there would be an issue with safety when the lights turn off. Ms. Lawrence replied that the lights are on timers and go off at 9:00 p.m. whether the rink is used or not. She stated that the recommended duration of the push of the button would be 60 minutes but that could be changed. She stated that they would also ensure there is security lighting for staff. Student Representative Hess asked if there would be lighting above the push button to alert users to the location. Ms. Lawrence noted that would be part of the discussion. She noted that they would have education but if people were not aware of the push button, they may assume the rink is not lighted and choose not to use it. She stated that the button would be located on the side of the warming house and there would be a light in that area. Commissioner Meyer asked if the end time would still be 9 p.m., even if someone pushed the button at 8:59 p.m. Ms. Lawrence confirmed that the lights would still turn off at 9 p.m. with the exception for the override that could be done by staff when flooding is completed. Commissioner Cotter restated the motion: Motion Cotter/second Muller to recommend approval of the push button lighting at Marie and Friendly Hills during 2022. AYES 7: NAYS 0 Chair Klepperich stated that the Commission must now identify priorities for the 2023 budget. He stated that the Commission should develop its list and leave the funding to the Council. Commissioner Sherer stated that it would appear there would be about $480,000 available after the projects slated for 2022. He asked the revenue that would be coming into the fund? Ms. Lawrence replied that for At Home Apartments, there was a park dedication of $4,000 per unit but could not remember the number of units. 6 Commissioner Muller believed the estimate was about $400,000. Ms. Lawrence did not foresee much more than that coming into the fund as that is most likely one of the last large developments. Chair Klepperich stated that he believes in the past it was stated that fund would not be allowed to go to zero, as contingency of $100,000 to $200,000 would need to be kept in the fund. Commissioner Muller commented that those funds are also intended to be used for park amenities in areas that do not have services and where development is occurring. Commissioner Sherer commented that the Commission has only had special parks funds available for projects in the last few years. He stated that he is confident that the Council will find a permanent funding source going forward as had been discussed in the strategic planning sessions. Commissioner Cotter commented that he appreciates the fact that it is not the job of the Commission to consider funding but recognized that the Commission has been brought into those discussions in the past year or two and therefore did not believe the Commission could divorce itself of the issue of funding when making these recommendations. He believed that the Commission should consider funding when making this list. Commissioner Smith recognized that there are budget constraints and therefore the Commission should choose its priorities in this discussion, whether a few larger projects are chosen, or more small projects. Commissioner Meyer stated that the Commission should also make it clear that there needs to be a line item in the budget for parks and ongoing maintenance. She felt that the Commission should identify the projects for the upcoming year and also request a line item in the budget each year. She commented that $325,000 was mentioned but noted that the Commission could not replace a playground and complete other work with that amount of money. Commissioner Muller commented that there is a desire from the community for these projects to be completed. Chair Klepperich stated that the job tonight is to prioritize projects for 2023. He noted that future funding could appear on a future agenda as its own item for discussion. Commissioner Meyer asked the total that should be considered when making this list. Chair Klepperich suggested providing a list of the top five priorities. Commissioner Meyer commented that the Wentworth warming house appears to be the top priority of all those that participated in the survey. Commissioner Smith stated that her top two would be the Wentworth warming house and the skate park. The majority of the Commission agreed. 7 Commissioner Cotter stated that he realizes that he is not supposed to consider funding but noted that those are the two largest items in terms of budget. He stated that he would suggest Wentworth and a slew of smaller projects and wait for 2024 to do the skate park. Commissioner Smith recognized that point but noted that the skate park hits a demographic of users that are not served by other projects and programing opportunities. Commissioner Muller agreed noting that the community showed interest and support for the skate park as well. Commissioner Cotter agreed that he ranked that as two on his list as well, but also wants to consider the possibility that two large projects will be approved to move forward. Chair Klepperich stated that the existing skate park is also a liability because of its age, and it needs to be addressed. Ms. Lawrence commented that the Commission should not focus just on five or six items. She stated that if the Council is not willing to complete two large projects, they will make those choices. She asked that the opinion of Student Representative Hess also be provided as he represents a different demographic. Student Representative Hess stated that he would recommend that the skate park be placed at number one or two as more people are interested in the skate park from his demographic versus baseball. He stated that every time he passes the skate park, it is being used, and he cannot say the same for the fields. He agreed that while it would be great to accomplish a number of projects, the skate park needs to be addressed now. He stated that he also notices high use of the basketball courts and therefore believes that should be much higher. Commissioner Sherer reported that over 400 youth are playing baseball and over 300 softball players this year. He stated that he is proud of this community and sees it as a first-class community, noting that the warming house and skate park and not first-class facilities and agreed those should be the top two priorities. He was unsure that the skate park users would see their ultimate wants with that budget but noted that would be a decision of the City Council. He commented that Valley View Heights is not a first-class playground and should also be included on the list. He believed that Valley Heights could be pushed out a few years for replacement. He referenced his suggestion to change the improvements from Ivy Hills to Marie Park. He stated that Ivy Hills is a rough field and only used for practice, therefore he did not see a purpose in investing in improvements at this time. He stated that Marie Park was recommended by MHAA as a better choice because of the use by both baseball and softball. Commissioner Cotter commented that the input received tonight seems to match the priority ranking within the packet from the survey. Commissioner Meyer referenced the tennis courts at Wentworth and asked for clarification. Ms. Lawrence stated that the options discussed earlier were potentials for 2023 and are not included in the paving project for 2022. Commissioner Meyer asked for clarity on park security. 8 Ms. Lawrence provided an overview of the items that would be included in parks security. She noted that there are some possible ARPA funds available for the project. Mr. Ruzek replied that there have been discussions with the Finance Director, and it was determined that using those funds on smaller projects may be difficult and therefore those funds may be allocated towards a large project. He stated that the ARPA project had the potential to run a fiber line but did not include the individual elements that could be needed at each park. Commissioner Meyer stated that she would be hesitant to rank that project highly because of the lack of detail on what would be included and how the public may feel about having cameras at the parks. She stated that she would not place that project in the top five. Ms. Lawrence stated that vandalism had been an issue at the skate park, which was part of that discussion. She noted that vandalism has increased at parks in other communities this summer but thus far has not been a big issue in Mendota Heights. Commissioner Smith asked what was included in the picnic shelter at Rogers Lake. Ms. Lawrence replied that it would be cosmetic and would not add a kitchen or water. She stated that it is a heavily used park, and the shelter is rented a lot, therefore an expansion has been requested. Chair Klepperich asked and received confirmation that the Rogers Lake shelter should replace park security. He also confirmed that the Valley park replacement will be delayed. He commented that Civic Center field should be in exemplary condition but is not. He noted that is one field and perhaps that could be higher on the list. Ms. Lawrence replied that if the budget is still in good shape, staff hoped to complete the Civic Center work this fall. She noted that she is working with MHAA as that field would need to be taken offline this fall in order to complete the work. Commissioner Meyer confirmed consensus with the top five as Wentworth warming house, the skate park, Valley View Heights, Wentworth tennis court, and Rogers Lake. She stated that she would support the adjustable basketball hoop and perhaps funds are allocated for baseball improvements as well. Commissioner Muller noted that there are baseball improvements occurring this year in 2022 and perhaps more improvements wait for baseball in order to focus on other park users. Commissioner Cotter stated that he agrees that the Commission should discuss future funding at a future meeting for items such as baseball maintenance and other parks maintenance. He agreed with the top five ranking and the basketball hoop. Student Representative Hess agreed and noted that the adjustable basketball hoop has a low cost and therefore could most likely fit within 2022 or 2023. Commissioner Meyer noted that there are some small budget items mixed in with the large items. 9 Ms. Lawrence stated that she believes staff will want to include the foul ball fencing at Civic Center as that was supposed to be completed in 2022 but there was not sufficient funding for that in 2022. Chair Klepperich asked if the City Council could receive the top five priority list but also the full survey list. Ms. Lawrence reviewed the priorities of the Commission as follows: Wentworth warming house, skate park, playground replacement at Valley View Heights, tennis court replacement at Wentworth, picnic shelter renovation at Rogers Lake, adjustable basketball hoop at Friendly Hills, and Civic Center foul ball fencing. Motion Smith/second Blanks to recommend the following priorities for 2023: Wentworth warming house, skate park redesign, playground replacement at Valley View Heights, tennis court replacement at Wentworth, picnic shelter renovation at Rogers Lake, adjustable basketball hoop at Friendly Hills, and Civic Center foul ball fencing. Further discussion: Commissioner Sherer stated that if there are funds left, he would suggest improvements for the baseball and softball fields. AYES 7: NAYS 0 9. Unfinished Business 9.a Community Engagement Outreach Update Parks and Recreation Manager Meredith Lawrence stated that at the March meeting the Commission discussed the need to bring back community engagement and identified the goals and objectives that were agreed upon for that process. She noted that each Commission member was assigned different community groups to reach out to in order to plan meetings. She stated that the Council supports this concept but urged the Commission to be transparent relating to funding for the parks. She recommended that community engagement be completed in pairs. She asked the Commission to review and approve the community engagement tool kit and to bring back the community engagement input to the July and/or August meetings. She thanked Commissioner Meyer for the time and energy she put into this process and developing the tool kit. Chair Klepperich stated that the Commission should work together to pair up for the engagement opportunities. He believed that work could occur informally. Motion Meyer/second Smith to approve the community engagement tool kit. AYES 7: NAYS 0 9.b Strategic Planning Update Parks and Recreation Manager Meredith Lawrence provided the monthly update on the progress made on the strategic plan. 9.c Schedule Parks Tour Chair Klepperich recognized that people are busy in July and noted that it could be moved out further if desired. He stated that the parks should also be identified to visit for the tour. Commissioner Cotter commented that perhaps the focus should remain on community engagement at this time to complete that item before considering the parks tour. 10 Commissioner Muller commented that she would find it helpful to visit the parks before the community engagement as she is a new member. Chair Klepperich agreed that he found the tour helpful when he was a new member. Commissioner Muller suggested that the tour occur in July. Commissioner Sherer stated that August would work better for him. Commissioner Blanks stated that he would not want to see it pushed past August. He stated that perhaps staff do a survey to find a date that aligns for the most members. He suggested that the Commission focus on the parks that will be visited. Commissioner Meyer agreed that some dates could be selected for late July or early August. Ms. Lawrence confirmed that staff can send out the email to determine availability. She stated that she would find it helpful to know which parks the Commission would like to visit. It was confirmed that the tour should include Wentworth, Ivy Hills, Valley View Heights, and Rogers Lake. Ms. Lawrence noted that the tour would be posted as a public meeting and members of the public are welcome to join at the parks. 10. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements: • Student Representative Hess has graduated, and she thanked him for his service on the Commission. The City opened applications for a new student representative and one application has been received and interviewed. The Council will consider that appointment at its next meeting. • There are a lot of summer recreation opportunities available on the website. • The Par 3 is looking good and has had a lot of activity. • Other events can be found on the City’s website 11. Student Representative Update Student Representative Hess commented that he has noticed more park use with the warmer weather. He noted a lot of use of the basketball courts and skate park. He believes that the additional basketball hoop would be a great addition. He commented that he is planning to attend the July meeting but will be unable to attend the August meeting. 12. Commission Comments and Park Updates Commissioner Smith • Friendly Hills has had lot of people playing pickleball • The fields and park maintenance has looked great around the community Commissioner Cotter 11 • The needs for both Wentworth and Civic Center have been discussed in length already tonight and he was pleased to see improvements proposed at both parks Commissioner Blanks • Mendakota continues to be busy with baseball and other users • Valley Park also has a lot of use, especially for basketball Commissioner Muller • There are a lot of users at the skate park, basketball and even fishing at Rogers Lake • Kensington is quieter park • Appreciated the signage for the summer concert series • Commended the baseball teams for the excellent representation of Mendota Heights and for the cleanup those teams have been doing in the parks Commissioner Meyer • Marie and Victoria Highlands have a lot of use, especially from baseball • Residents should visit the different Dakota County parks to enjoy the recent renovations Commissioner Sherer • Commended the Commission for getting to this point on its planning for park projects • He is heavily involved in baseball and agreed that the teams represent the community well and they take pride in the fields in Mendota Heights • Hagstrom King has a lot of use of the basketball court and would love to see a solution to keep balls from rolling into the ponds • Noted a drainage issue along the third baseline • A lot of activity at Market Square Park with the summer concerts • A resident asked when the fountain would be turned on Public Works Director Ryan Ruzek replied that there is a new owner of the development, and the fountain is out of service at this time. Chair Klepperich • Rarely sees users at Ivy Hills but noted that he often visits when people may be working • New woodchips have been installed at the playground which is a welcome addition and the adjustable net at the tennis court has been repaired • He was impressed with the trail connection from the neighborhood into the park • The playground at Valley View Heights is in need of replacement 13. Adjourn Motion Blanks/Second Meyer to adjourn the meeting at 8:14 PM AYES 7: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc. 12 DATE: July 12, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Par 3 Update Turf Conditions The turf during the month of June was in good condition. Staff conducted an irrigation audit on June 30 and is working to fix various heads that are not functioning properly. With the recent drought there are many areas on the course that heads are not hitting—staff is working to address these problem areas. The greens are healthy, which is most important at this time of the season. Senior Golf Pass This year the City Council approved the addition of a Senior Golf pass to the City’s fee schedule. The City has sold four passes thus far. This program will be reviewed for 2023. Equipment Acquisition The City Council approved the acquisition of the following pieces of equipment: Aerator, Workman/Topdresser and Sandpro. Staff has been working with MTI Distributing to take possession of these pieces of equipment. There has been a manufacturing delay so the estimated arrivals are as follows: • Aerator: July 27 • Sandpro: December 15 • Workman: October 31 • TopDresser: September 15 Junior PGA Tournament On July 7 the Par 3 hosted a “9 Hole Minny and Prep Tour” with over 60 participants. It was great to welcome talented youth golfers from across the state to try out our golf course. MAGC Award for Rebranding The Mendota Heights Par 3 Golf Course is the recipient of a MAGC (Minnesota Association of Government Communicators) award for their Northern Lights series. The awards ceremony is scheduled for July 14, where the City will find out which award they won. 13 Financial Update Attached is the May Par 3 Financial Report. Staff will review the numbers with the Commission at the meeting. 14 MONTHLY EXPENDITURE REPORT MAY 2022 MENDOTA HEIGHTS PAR 3 BUDGET TO ACTUAL REPORT MAY 2022 (41.67% OF YEAR) May REVENUES May YTD YTD YTD BUDGET 2022 2022 %2021 GREENS, LEAGUE & TOURN FEES $110,000 $30,023 $40,148 36.50%$50,569 RECREATION PROGRAMS $40,000 $2,885 $48,432 121.08%$41,875 CONCESSIONS $19,000 $4,333 $5,230 27.53%$4,074 SUNDRY REVENUE $0 $17 $25 0.00%$1,071 INTEREST $450 $0 $0 0.00%$0 INSURANCE CLAIM $0 $0 $0 0.00%$0 PAR 3 FUND REVENUE TOTAL $169,450 $37,257 $93,836 55.38%$97,589 EXPENDITURES May YTD YTD YTD BUDGET 2022 2022 %2021 CLUBHOUSE SALARIES $34,300 $4,897 $7,396 21.56%$9,408 ADMINISTRATIVE SALARIES $25,807 $1,109 $6,482 25.12%$9,131 FICA/PERA $10,768 $935 $2,131 19.79%$2,859 MEDICAL INSURANCE $6,851 $571 $2,855 41.67%$2,772 U/E & W/C INSURANCE $3,100 $2,044 $3,103 100.09%$1,100 RENTALS $4,750 $1,443 $1,443 30.37%$1,142 UTILITIES $12,555 $1,159 $4,377 34.86%$4,064 PROFESSIONAL FEES - AUDIT $2,900 $0 $0 0.00%$0 PROF FEES - CONSULTING FEES $1,100 $0 $0 0.00%$0 PROF FEES - GROUNDS MGMT $7,050 $0 $0 0.00%$0 PROF FEES - GROUNDS WAGES $22,000 $2,051 $3,056 13.89%$5,488 PROF FEES - TREE MAINTENANCE $1,500 $0 $2,800 0.00%$0 ADVERTISING/NEWSLETTER $0 $0 $0 0.00%$0 LIABILITY/AUTO INSURANCE $4,800 $0 $3,885 80.94%$3,997 OPERATING COSTS/SUPPLIES $7,850 $968 $2,452 31.24%$3,875 FUEL $1,750 $379 $512 29.25%$411 REPAIRS & MAINTENANCE $47,500 $10,988 $17,493 36.83%$18,456 SUNDRY/DUES/MILEAGE/CLOTHING $5,500 $233 $2,202 40.03%$3,421 CONTINGENCY $0 $0 $0 0.00%$0 ONLINE REG & CREDIT CARD FEES $7,475 $508 $2,447 32.74%$1,123 PAR 3 EXPENDITURES TOTAL $207,556 $27,285 $62,634 30.18%$67,247 7/8/2022 15 DATE: July 12, 2022 TO: Parks and Recreation Commission FROM: Matt Colwell, Recreation Program Coordinator SUBJECT: Recreation Update Adult Pickleball Lessons The first 6-week session of Adult Pickleball Lessons has wrapped up and participants and staff alike agree it was a great success. Our passionate pickleball instructors, Tica and Tim have received great feedback from participants who remarked that these lessons gave them a safe space to learn the game and gave them the confidence to play on their own. Participants from the first session of lessons have even organized their own playing group and meetup outside of lessons. We are looking forward to expanding these lessons next summer. Fishing Derby On Thursday July 21 the city will hold the annual Cliff Timm Memorial Fishing Derby. Participants from 2-13 years old will come to Rogers Lake go through a series of stations to learn about fishing, water safety, and of course they will head out to the fishing pier for their chance to catch the big one. Participants will have the opportunity to win trophies and one lucky participant will be awarded a Minnesota Lifetime Fishing License. Park Celebration The 35th annual Mendota Heights Park Celebration is returning the weekend of August 12th, 13th and 14th. Park and Recreation staff have been busy planning for this year’s celebration and are excited to bring a variety of free entertainment to our community. This event will provide residents of Mendota Heights the opportunity to see what our parks have to offer and to connect with one another through events and activities that are fun for the whole family. Summer Programs Summer Recreation programming is in full swing so far this summer. The city have taken over 980 registrations for recreation and Par 3 programming totaling over $80,000 in revenue. 16 DATE: July 12, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Park Improvement Update Wentworth Park Warming House Update Staff is working to get an estimate to remove the electrical from the warming house and move it to an electrical box on the light pole. This would allow the existing warming house to be removed and a temporary trailer be utilized for the 2022-2023 season. This option will be brought to the Parks and Recreation Commission at the August meeting for discussion. Dugout/Fence Work Approved On April 19 the City Council approved the following: • Installation of two dugouts @ Civic Center Field • Installation of two dugouts @ Victoria Highlands • Installation of two dugouts and adding 1st/3rd baseline fences @ Valley Park • Installation of 3rd baseline fence @ Hagstrom King The total project cost is $56,417. The contractor has this project scheduled for the week of July 11. Friendly Hills Park Tennis Court Resurfacing On May 3 the City Council approved a contract with C&H Sport Surface to resurface the two tennis courts at Friendly Hills Park. The total project cost is $12,995. This project is estimated to be completed by late July. Marie and Friendly Hills Light Timers- Rinks On June 21 staff brought forth the Parks and Recreation Commissions recommendation to install push button light switches to the Marie and Friendly Hills Park rinks. This project was completed the week of June 27. Staff is working to determine the proper signage that should be installed prior to the lights being enabled on August 18 for nighttime Fall pickleball play. Valley Park Swing Addition Staff was contacted by a resident in the Ivy Hills Park neighborhood with a child unable to utilize the playground at Ivy Hills due to a physical limitation. They asked if an accessible swing could be installed at Ivy Hills Park, which is near their home so their child could enjoy the park 17 with friends. Staff worked with the resident to determine what swing would be safe for the child and a swing was purchased and installed. Hopefully this new swing at Ivy Hills enables others with physical limitations to enjoy the park as well. Being more inclusive in future playground remodels will be important, in the meantime staff will make necessary changes to parks awaiting their remodel to ensure equity. The Ivy Hills playground is scheduled to be replaced in 2024, but the swing will be able to be reused in another park after the remodel. Special Park Fund Balance Currently the Special Parks Fund is showing an estimated balance of approximately $775,000 as of July 5, 2022. In June the City received $232,000 from The Reserve Phase II. 18 DATE: July 12, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Booth at Park Celebration Open House BACKGROUND INFORMATION: The commission should determine how they would like to be involved in the Parks Celebration Open House event on Saturday, August 13, from 12:00pm - 3:00pm at Mendakota Park. The event will have various kids’ activities and city staff and commissions are encouraged have an educational table to engage with residents. REQUESTED ACTION: The Commission should determine their purpose, goal of involvement, and plan their role for the Parks Celebration Open House community engagement opportunity. 19 DATE: July 12, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Finalize Parks Tour BACKGROUND INFORMATION: The Commission discussed the need to conduct a parks tour in late July or early August. The parks visited would include the following: Wentworth, Ivy Hills, Valley View Heights, and Rogers Lake. The Parks Tour would be posted on the posting board as a possible notice of a quorum. Members of the community are welcome to attend. Dates available include the following: • Monday, July 25 • Thursday, August 4 • Monday, August 15 The commission discussed a 5:00pm start time for the tour. REQUESTED ACTION: The commission should approve the date, time, and schedule for the 2022 parks tour. 20 DATE: July 12, 2022 TO: Parks and Recreation Commission FROM: Kelly Torkelson, Assistant City Administrator SUBJECT: Commission Data Practices and Email Update Summary To support compliance with the Minnesota Data Practices Act as well as to support a separation of personal communication with commission communication, the city is rolling out city email addresses for commission members. Background The Minnesota Government Data Practices Act (MGDPA) is a series of state laws that outline balancing the public’s right to know what the government is doing, the right to privacy and the government’s need to function efficiently and responsibly. These laws outline a series of classifications for data used within governmental operations. Classifications include: • Public Data: Anyone can request it, the city cannot ask who they are or why they want it. • Private Data: Data is not accessible to the public, but it is accessible to the subject of the data or by the parent or guardian if the subject of the data is a minor. • Confidential Data: This is data that is not available to the public, it is not available to the subject of the data, and it is only available to city staff on a need-to-know basis. For the purposes of this discussion, we are mostly concerned with types of public data. This can include things such as resident correspondence on commission business, correspondence with city staff, meeting minutes and votes, meeting agenda and materials, and resident communication with commission members, council members, or city staff. Government data includes all data collected, created, received, maintained, or disseminated by the city, regardless of physical form, storage media, or conditions of use. This includes paper files, computer files, emails, photographs, charts, maps, videotapes, audio tables, handwritten notes, and working documents. As email has emerged as one of the most common tools of communication for city business, it is an important component of the data practices landscape. In order to ensure that the city is able to comply with Minnesota data practices laws, while also supporting a separation of personal 21 and public communication for commission members, staff are rolling out city emails for commission members. Impact Commission members will be receiving follow up information regarding their new city email account, including how to access, following this meeting. The expectation moving forward is that commission members will use their city emails for all future communication regarding commission business. Action: None 22 City Commissions and Data Practices Review JULY 2022 1 23 Background The Minnesota Government Data Practices Act (MGDPA) is a series of state laws that attempt to balance the public’s right to know what its government is doing, the right to privacy, and the government’s need to function responsibly and efficiently. Government Data: “all data collected, created, received, maintained, or disseminated” by a covered governmental entity “regardless of physical form, storage media, or conditions of use.” Includes paper files, computerized files, emails, photographs, charts, maps, videotapes, audio tables, handwritten notes, and working documents. 2 24 Classification of Government Data Public Data Anyone gets it Cannot ask who they are Cannot ask why they want it Private Data Not Accessible to the public Is accessible to the subject of the data and if the subject is a minor, by parent Accessible to city staff with on a need to know basis Confidential Data Not available to the public Not available to subject of the data Available to city staff with a need to know 3 25 Examples of Public Data ◦Resident correspondence on commission business ◦Correspondence with City Staff ◦Meeting minutes and votes ◦Meeting agenda and materials ◦Resident communication on city business 4 26 Email Email is a public record like any other public document. Email may be searched for evidence in any legal proceeding. By using the email system, the employee consents that in the event of suspicious activity their email system may be searched for evidence gathering purposes. 5 27 Email •Roll Out: new commission member city email addresses •Expectations: Commissioners should use their city email for all commission business 6 28 New Commission Member Emails Format: Ktorkelson@mendotaheightsmn.gov Access: www.mail.mendotaheightsmn.gov 7 29 Recap CITY BUSINESS IS PUBLIC and generally … MUST BE PROVIDED TO ANYONE that asks for it. Additionally, we are … REQUIRED BY LAW TO SAVE/PRESERVE CITY BUSINESS WE WANT TO PRESERVE CITY BUSINESS .. so that future generations can see what we did and why. 8 30 Questions? 9 31 DATE: July 12, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Community Engagement Outreach Update BACKGROUND INFORMATION: At the July meeting the Commissioners approved an engagement tool kit to fulfill the following objectives in regards to community engagement: • Provide visibility for parks and recreation offerings • Introduce community members to Commissioners and provide information about the Commission and its role/relation to the City Council • Solicit ideas and feedback for new parks and recreation offerings • Identify common themes and specific requests for improvements that might be a good discussion topic at future parks and recreation commission meetings • Provide opportunities for residents to get involved in the community • Explain the budget constraints in relation to parks and recreation The Commission identified the following community groups and assigned a commissioner to be accountable for completion of the engagement: • Mendota Heights/West Saint Paul Rotary: Jaffrey • Mendota Heights Foundation: Bob • Linden Apartments: Jaffrey • CDA Building: Patrick • Mendota Heights Apartments: Amy • Tennis Users: Amy • Pickleball Players: Amy • Dog Park Users: Steph • MHAA Softball: Amy • MHAA Soccer: Patrick • MHAA Football: Patrick • MHAA Lacrosse: Michelle • Heritage PTA: Steph • Somerset PTA: Jaffrey • Mendota PTA: Michelle • Friendly Hills PTA: Michelle 32 • Garlough PTA: Jaffrey • High School Students: Michelle • Master Gardeners: Steph • MOM’s Club (informal group): Dan • ECFE Groups: Dan DISCUSSION: The commissioners present should update one another on the progress they have made to meet with their assigned group. Commissioners who have held their engagement sessions should share the results with the commission during the meeting. REQUESTED ACTION: Informational only. Once all engagement sessions have been completed, staff will work to compile the results in order to conduct commission goal setting for 2023. 33 DATE: July 12, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Park and Recreation Strategic Planning Update BACKGROUND INFORMATION: In June, 2021 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. RECOMMENDATION: Informational Only. 34 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 Administrator, Parks and Recrea�on Manager 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 Public Works Director, Natural Resource Coordinator The City Council appointed the members of the Natural Resource Commission on April 19. The first meeting took place on May 11. Priori�ze wants and needs Parks and Recrea�on Manager, Commissioners, City Council Joint work session was conducted on February 17 to review the strategic plan and priori�ze wants and needs. Another work session took place on April 25 to review the Park Improvement Project List. At the June mee�ng the PRC made a 2023 budget recommenda�on to the Council based on the commission’s priori�es. Research Parks Referendum City Administrator, Parks and Recrea�on Manager 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 Parks and Recrea�on Manager, Commissioners A list of groups for community engagement has been iden�fied. Commissioners have started contac�ng group leaders to find a �me to meet. The Commission has established a toolkit for the engagement sessions and mee�ngs have begun. Bike and pedestrian plan ini�ated with consultant Public Works Director Staff was successful in receiving a grant and the City Council approved a professional services contract for the plan with HKGi in February. Work is underway for the project. An update will be provided at the August mee�ng. Website remodel-secure funding, hire contractor Assistant City Administrator Included in the final FY 2022 budget was $60,000 for a website redesign. Staff intends to have a new website launched by the end of Q4. An RFI has been issued and staff will bring a vendor to the July 19 Council mee�ng for recommenda�on of approval. Demographics-obtain data and start analyzing Parks and Recrea�on Manager 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 Recrea�on Program Coordinator Funding was approved in the 2022 budget along with addi�onal staff to carry out this ini�a�ve. New events and programming have been added for 2022. Staff is beginning to plan for 2023. Establish volunteer program Assistant City Administrator The City Council approved a volunteer program on April 19. Onboarding is in progress and a regular report will be available star�ng at the August mee�ng. Add staff to address addi�onal programming needs/wants City Administrator The City Council approved the hiring of a new Recrea�on Program Coordinator on April 5. The new employee began employment with the City on April 18. 35 DATE: July 12, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Student Representative Recognition BACKGROUND INFORMATION: At the July meeting, Niko Hess will be recognized for his service on the Parks and Recreation Commission as Student Representative. Niko was appointed to the Commission on April 6, 2021 by the City Council and his first meeting attended was April 13, 2021. He has been a valued member of the Commission and has provided great insight from a youth perspective in our community. His knowledge and expertise will be greatly missed. The City Council appointed a new student representative on June 21, 2022. Meg Murphy will be attending the August meeting. REQUESTED ACTION: A certificate recognizing Niko Hess for his service to the Parks and Recreation Commission will be presented at the July 12 Commission meeting. 36