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2022-08-10 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING AUGUST 10, 2022 The August meeting of the Mendota Heights Parks and Recreation Commission was held on Wednesday, August 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, Michelle Muller, and Dan Sherer; absent: Commissioner Stephanie Meyer and Amy Smith. Student Representative: Meg Murphy. 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 Cotter to approve the agenda AYES 5: NAYS 0 5.a Approval of Minutes from July 12, 2022 Regular Meeting Motion Blanks/second Muller to approve the minutes of the July 12, 2022 Parks and Recreation Commission Regular Meeting. Further discussion: Chair Klepperich noted on page four, related to the last agenda item, and stated that on July 29, 2022 the Commission was asked to use official City emails rather than private emails for communication related to the Commission. He requested that a statement be changed to read “…Commissioners should must use the City email”. He stated that he has heard that not everyone has signed up for the City email system and they should refer to the email from the Assistant City Administrator dated July 29th. AYES 5: NAYS 0 6. Citizen Comment Period (for items not on the agenda) None. 7. Introduction of Student Representative Parks and Recreation Manager Meredith Lawrence introduced the new Student Representative, Meg Murphy. She commented that she was impressed with her application and believes that she will be a great addition to the Commission. Chair Klepperich welcomed Student Representative Murphy on behalf of the Commission. 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 briefly reviewed the update noting that turf continues to be in a good condition even under the drought. She stated that irrigation is working properly but there are areas not reached by the irrigation. She reported that four senior golf passes were sold this year. She stated that the aerator has been delivered for the course and staff anticipates possession of the other three pieces of equipment shortly. She provided an update on another award the course received for its rebranding efforts. She noted that the financial update was also included and states that the Par 3 continues to improve each year with a record number of rounds played in July. Chair Klepperich commended Ms. Lawrence and her staff for their efforts at the course. 8.b Recreation Update Parks and Recreation Manager Meredith Lawrence briefly reviewed the written report highlighting recreation activities and upcoming opportunities. Commissioner Muller asked for details on the Trick or Teeing event and its target audience. Ms. Lawrence stated that while the target audience was four to eight, they had babies through kids aged 16. She stated that they will attempt to plan for a larger audience. Commissioner Muller noted that is also the date for a trunk or treat event for the larger community. Commissioner Cotter stated that he was happy to see the potential partnership to offer opportunities for residents 55 and above. Ms. Lawrence stated that the hope with that event is to get residents to TPAC to show them the different opportunities; which range from field trips, parties, social events, and educational opportunities. She stated that organization is excited about a potential partnership with the City. Commissioner Cotter asked how this will be communicated to residents. Ms. Lawrence reviewed the different marketing methods staff will use to communicate to residents. She also noted that the Trick or Teeing event will be held on October 22nd which remedies the potential conflict. 8.c Parks Improvement Update Parks and Recreation Manager Meredith Lawrence reviewed the written report highlighting progress on parks improvement projects. She noted that staff submitted the budget requests from the Commission for the Council to review at its workshops in August. She encouraged Commission members to attend those meetings and provide input. She also reviewed the balance of the special parks fund. Commissioner Blanks asked if that balance includes the pending projects mentioned. Ms. Lawrence noted that the Wentworth paving of the hockey rink was approved but not yet paid. She stated that the current balance includes the $111,000 paid this year. She noted the additional balances that would be coming from that balance to pay for the remaining projects this year. She noted that park dedication has been received from the first phase of the Mendota Plaza apartments, but phase two park dedication has not yet been paid. Commissioner Sherer referenced repairs to Civic Center field and asked if that has gone to the Council. Ms. Lawrence replied that two quotes have been received and that is going to the City Council at its August 16th meeting with a cost of $30,000 from the lowest bidder. She believed that $5,000 to $12,000 was budgeted but noted that the scale of the project was much larger than anticipated. She commented that project cannot be paid through the special parks fund because it is maintenance and therefore would need to come from the general fund. Commissioner Sherer stated that residents continue to request more pickleball courts. He asked if the hockey rink at Wentworth could be dual purpose for pickleball as well. Public Works Director Ryan Ruzek stated that he would not consider striping until next year in order to let the asphalt rest. He stated that he would support acrylic with a sand base for pickleball. He stated that if the Commission desires pickleball to be at Wentworth Park, it would need to make that recommendation to the City Council. He noted that staff is focused on the flooding abilities of the rink this winter. Commissioner Cotter stated that it would seem that consideration would then be tabled until the following year at which time the Commission could consider possible costs with a project perhaps in 2024 if that were to become a reality. Mr. Ruzek stated that staff would want to engage residents in that area to gather input, but if that were a desire, they could potentially take action in 2023. Commissioner Muller commented that she continues to get comments about the condition of the courts at Marie and believed that funds would be better spent maintaining existing infrastructure before adding new facilities. Commissioner Sherer stated that in speaking with the mom’s club recently there is a desire for recreation opportunities for middle school aged kids. Commissioner Muller stated that she visited Friendly Hills today and the tennis court turned out wonderfully. She asked if MHAA is going to contribute half the funds for the mound installation. Ms. Lawrence stated that the City has not yet received payment from MHAA for half the mound. Motion Cotter/second Blanks to acknowledge the staff reports. AYES 5: NAYS 0 9. New Business 9.a Bike Ped Plan Update Public Works Director Ryan Ruzek stated that the City has initiated a city-wide bike pedestrian (ped) plan and is working with a consultant on that project. Gabrielle Grinde stated that they are about two-thirds of the way through the process. She reviewed the project process and explained that this plan is being funded through a grant the City received. She noted that the plan looks at existing facilities, issues, and opportunities. She reviewed the plan purpose and goals, the importance and value of a connected bicycle and pedestrian system, and plan strategies and organization. She identified existing facilities and reviewed the phase one input received. She reviewed the system components, issues and opportunities, and phase two engagement. She stated that community engagement will continue through August and identified upcoming engagement opportunities. Commissioner Muller asked the initial thoughts for safe crossing of Highway 62. Ms. Grinde provided details on the enhancements that could be made to upgrade crossings, and noted that the existing tunnel would remain. Commissioner Muller asked for input on improvements to Delaware. Mr. Ruzek provided additional details on potential improvements for Delaware in the future noting that pedestrian improvements would occur alongside road improvements. He noted that this plan would not design improvements to that corridor. Commissioner Sherer asked how this is being promoted. Mr. Ruzek stated that they are just starting phase two and therefore they will be ramping up engagement. He noted the group they have met with and advised of other stakeholder groups staff will be reaching out to, along with the typical methods of communication that the City uses. Commissioner Sherer acknowledged that the City is on Facebook and Twitter but asked if there is use of social media used by younger generations. Ms. Lawrence stated that is a discussion the City is having with its new communications staff. She stated that they are also working with the schools in order to obtain a student perspective. Commissioner Sherer asked the Student Representative for input on a good way to engage youth. Student Representative Murphy commented that Instagram and TikTok would be great to reach the younger population and encouraged more engaging and fun opportunities to capture that age demographic. 9.b Wentworth Warming House Options 2022-2023 Season Parks and Recreation Manager Meredith Lawrence stated that the Commission is asked to make a recommendation for the next steps in the 2022-2023 warming house season. She noted that three parks have flooded areas for skating. She noted that the warming houses at Friendly Hills and Marie Park have been replaced in the last five to ten years but the warming house at Wentworth has not been replaced. She commented that the warming house is in rough shape and staff recommends that the building not be used for the upcoming season. She noted that the City has been attempting to replace the warming house but that has not yet been approved as the bids came in much higher than anticipated. She stated that the Council directed staff to rebid the project in early 2023, therefore there will not be a new warming house for the upcoming winter season. She stated that one alternative would be to use a temporary office trailer for a warming house at that location which would require demolition of the existing warming house, moving the existing electrical from the warming house to a pole, and rental of the office trailer. She noted that many of those costs would be necessary in order to construct a new warming house as well. She estimated $10,000 to move the electrical to the pole, $2,500 for demolition of the existing warming house, $1,000 per month for rental of the trailer, and rubber matting within the trailer. She stated that the trailer would be anticipated to be onsite December 19th through March 3rd and staff estimates a total project cost of $14,000. She noted that funding would have to come from the parks maintenance fund. She stated that staff will finalize the cost estimates before bringing it to the City Council. She noted that staff supports moving ahead with this option and is hopeful that a new warming house could be constructed prior to the 2023-2024 season. Commissioner Cotter commented that the electric and gas work would need to be done no matter what, so this would seem to be necessary either way. Mr. Ruzek commented that he does not believe gas service would be needed again at the park but confirmed that the electric work would be needed either way. Chair Klepperich asked if any work would be needed to support electric heat for the trailer. Mr. Ruzek stated that the electrician would meet the requirements for the trailer to be supported for electric service. Commissioner Sherer asked if this would be a typical contractor job trailer on wheels or whether it could be set on the existing concrete pad. Mr. Ruzek replied that there is not an existing concrete pad, noting that the current facility is on boards. He explained that this would be more of a storage pod or container type trailer that would be set on ground level. Commissioner Sherer asked if the cost was $1,000 per season or $1,000 per month. Ms. Lawrence stated that she is estimating $1,000 per month but is still working out those details. She estimated about $3,000 to $4,000 for the trailer rental in total. Commissioner Cotter asked if there would be seating benches or whether the trailer is all open space. Ms. Lawrence replied that the trailer has many options that could be included. She noted that a desk and chair would be included along with outlets and heat. She stated that staff would bring in folding chairs. Commissioner Muller asked if this would be staffed. Ms. Lawrence reviewed the past staffing of the warming house and whether it was open. She noted that it has not been permanently staffed in a few years but would be fully staffed to ensure it is properly taken care of. Commissioner Muller asked if there are any associations that rent space at this location. Ms. Lawrence stated that the application process has not yet opened. She noted that Wentworth is the highest utilized rink. Commissioner Sherer asked how this size compares to the Friendly Hills warming house. Ms. Lawrence noted that it would be comparable in size. Mr. Ruzek noted that this would be larger than the existing Wentworth warming house. Motion Cotter/second Blanks to recommend the City move forward with demolition of the existing warming house at Wentworth Park and move forward with the lease of a temporary office trailer for the 2022-2023 warming house season as recommended by staff. Further discussion: Commissioner Sherer stated that perhaps the community could be engaged in the demolition. Ms. Lawrence noted that she receives multiple calls from residents asking why the building has not been replaced and believed that even this temporary facility would be an upgrade from what exists. She noted that birds have overtaken the existing warming house building and staff would not recommend use. AYES 5: NAYS 0 10. Unfinished Business 10.a Community Engagement Outreach Update Chair Klepperich stated that he identified three timeslots for Mendakota in order to sufficiently staff the booth. He invited updates from the Commission on their engagement groups. Commissioner Sherer reported that he met remotely with some representatives from ECE and was able to get some survey questions answered. He stated that he was able to solicit input from the informal moms club as well and looks forward to sharing that with the group. Commissioner Muller commented that she and Commissioner Blanks will be meeting with the District to cover the PTA groups. She stated that she has held off on the MHAA group until after the upcoming City Council meeting with that group. Ms. Lawrence noted that workshop will be held beginning at 4 p.m. next Tuesday. Chair Klepperich stated that even though he will not be meeting with the Foundation, Commissioner Meyer has arranged a meeting with the dog park group at 11 a.m. on Saturday morning that he will attend. Commissioner Blanks echoed the comments of Commissioner Muller related to the PTA groups noting that meeting is scheduled for October 10th. He stated that he is still attempting to lock down dates for his other two engagement groups. Commissioner Cotter stated that he is also attempting to schedule a date for the CDA group. Ms. Lawrence stated that she can attempt to assist with the CDA group. She stated that Commissioner Meyer stated that she is only available Saturday at 2 p.m. for staffing of the Commission booth. The Commission members provided details on their availability for staffing the booth at Mendakota. 10.b Park and Recreation Strategic Planning Update Parks and Recreation Manager Meredith Lawrence provided the monthly update on strategic planning progress. 11. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements: • Encouraged participation in engagement for the Bike Ped Plan • Parks Celebration weekend; events can be found on the City website • Other events can be found on the City’s website 12. Student Representative Update Student Representative Murphy had nothing further to report. 13. Commission Comments and Park Updates Commissioner Cotter • Awesome to see the improvements at Wentworth Park • Welcomed the new Student Representative Commissioner Blanks • The parks have been busy with warm weather • Welcomed Student Representative Murphy and admired her courage Commissioner Muller • Rogers Lake has been very active, noting 15 vehicles between the two lots • The fence is bent on the path from the park to Mendota Avenue • Excited for the upcoming Parks Celebration events • Enjoyed the cardstock mailer and believed the City logo should be more apparent Commissioner Sherer • Welcomed Student Representative Murphy • Enjoyed the parks tour the previous week and the discussion that occurred with residents and seeing elements he may not typically notice • While new projects are exciting, it is important to maintain existing infrastructure • The Commission should continue discussions about a potential referendum that would assist in replacement and maintenance costs • Market Square Park looks beautiful, and the fountain is now working • Inquired if picnic tables are moved around to different parks • Hagstrom King basketball court has been very busy, and the ball continually rolls down into the pond Ms. Lawrence noted that more picnic tables were put in Market Square Park during COVID to encourage outdoor eating. She confirmed that picnic tables are moved from park to park based on events and shelter reservations. She noted that each park should have one to two picnic tables at any time. Chair Klepperich • Yesterday was election day and he commended City staff for their amazing work to facilitate that event • Thanks to City staff and welcome to Student Representative Murphy Commissioner Muller thanked all those community members that hosted and/or participated in Night to Unite parties. 14. Adjourn Motion Blanks/Second Sherer to adjourn the meeting at 7:53 PM AYES 5: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc.