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2022-09-13 Parks and Rec Comm Agenda Packet CITY OF MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION Tuesday, September 13, 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. August 4, 2022 Park Tour Meeting Minutes b. August 10, 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. Ivy Hills Park Tennis Backboard Request b. Demographics Presentation 9. Unfinished Business a. Community Engagement Outreach Update b. Park and Recreation Strategic Planning Update 10. Staff Announcements 11. Student Representative Update 12. Commission Comments and Park Updates 13. 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 STATE OF MINNESOTA Minutes of the Parks and Recreation Commission Work Session August 4, 2022 Pursuant to due call and notice thereof, a work session of the Parks and Recreation Commission, City of Mendota Heights, Minnesota began at Rogers Lake Park: 1000 Wagon Wheel Trail, Mendota Heights MN. CALL TO ORDER Chair Bob Klepperich called the meeting to order at 5:03pm. Commissioners Smith, Muller, Sherer (left at 6:35pm), Blanks, Meyer and Cotter (left at 5:30pm) were also present. Public in attendance included Sally Lorberbaum and John Maczko. City staff present included Meredith Lawrence, Parks and Recreation Manager. TOUR OF ROGERS LAKE PARK The commission looked at the Rogers Lake Skate Park and discussed the FY2023 budget request for replacement. Staff discussed the importance if the City Council approves this project in 2023 to provide staff with strict instructions in regards to budget and scope so the Skate Park subcommittee can reconvene and recommend a design. The commission discussed the need for the pavilion to be replaced in 2023 and reviewed the aging swing set at the playground. Commissioner Sherer asked staff to look at spraying the hinges of the swings. TOUR OF VALLEY VIEW HEIGHTS PARK Staff reviewed with the Commission the aging playground that has been requested to be updated in 2023. The Commission reviewed the site plan of the playground and discussed ways to increase the size of the playground and the importance of adding 5-12 year old features to the park in order to provide a recreational amenity that provides opportunity for all kids in the neighborhood. TOUR OF WENTWORTH PARK The commission walked the new parking lot and remarked that it provides a clearer definition of entrance and exit of the park. The new parking areas being clearly defined will ensure safety for young users of the park. The commission was happy with the new paved rink and discussed options for the 2022-2023 ice skating season in regards to a warming house. The commission walked to the tennis court and expressed disappointment in its poor surfacing. The commission requested this renovation project be completed in 2023. The commission looked at the baseball field and Commissioner Sherer discussed his concerns with the field with those present. TOUR OF IVY HILLS PARK The commission looked at the sport court surface at Ivy Hills Park and asked questions to staff regarding its useful life and durability. Chair Klepperich noted his appreciation for the new trail at the park. Those present looked at the basketball court and discussed either increasing its size or adding a grass volleyball 2 court to the east of the basketball court. The commission looked at the new swing that was installed at the playground. Parks and Recreation Manager Meredith Lawrence summarized the comments heard from the commissioners and encouraged the commission to attend the budget workshops that the City Council will be holding later in August. The commission adjourned the meeting at 7:03pm. Minutes Taken By: Meredith Lawrence Parks and Recreation Manager 3 CITY 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 present: 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 M eeting. 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 Commissi on. 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 29 th. 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. 4 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 o r 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 based on last year’s attendance. 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 Tee ing event will be held on October 22 nd which remedies the potential conflict —there was an error in the memo. 8.c Parks Improvement Update Parks and Recreation Mana ger 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 5 this year. She noted that park dedic ation 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 th an 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 court s. 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 acr ylic 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 wi nter. 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 Ma rie 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 6 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 m ade 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 pedestria n 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 th ey 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 enc ouraged 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 step s 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 7 rubber mattin g within the trailer. She stated that the trailer would be anticipated to be onsite December 19th through March 3 rd and staff estimates a total project cost of $14,000. She noted that funding would have to come from the parks maintenance fund. She state d 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 wo rk 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 explaine d 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 staf fing of the warming house and whether it was open. She noted that it has not been permanently staffed the past 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 spac e 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 tha t it would be comparable in size. 8 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 wo uld 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 wel l 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 do g 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 10 th . 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 t hat 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 9 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. Co mmission 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 Cele bration 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 pi cnic 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 10 • Thanks to City staff and welcome to Student Representative Murphy Commissioner Muller thanked all those community members th at 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. 11 DATE: September 13, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Par 3 Update Turf Conditions/Aeration Staff aerated the course on Tuesday, September 6. This process takes approximately 9 hours with five staff working the entire day. Aerating is imperative to reduce thatch and ensure a healthy playing surface for the future. The turf during the month of August was in good condition. The greens are in great shape and staff feels as though the course successfully survived the summer heat. 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: Delivered • Sandpro: October 30 • Workman: October 31 • TopDresser: September 15 MAGC Award for Rebranding The Mendota Heights Par 3 Golf Course was the recipient of a MAGC (Minnesota Association of Government Communicators) award for the Northern Lights Series. The Course’s rebranding project won the top award for the logo/rebranding category. The trophy has been placed in the City’s display case outside Council Chambers. Financial Update The finance report for July is included in the packet. Staff will review this with the commissioners at the meeting. 12 MONTHLY EXPENDITURE REPORT JULY 2022 MENDOTA HEIGHTS PAR 3 BUDGET TO ACTUAL REPORT JULY 2022 (58.33% OF YEAR) July REVENUES July YTD YTD YTD BUDGET 2022 2022 %2021 GREENS, LEAGUE & TOURN FEES $110,000 $36,964 $108,411 98.56%$107,942 RECREATION PROGRAMS $40,000 $1,219 $51,144 127.86%$47,954 CONCESSIONS $19,000 $8,770 $20,645 108.66%$14,375 SUNDRY REVENUE $0 $186 $286 0.00%$1,168 INTEREST $450 $0 $0 0.00%$0 INSURANCE CLAIM $0 $0 $0 0.00%$0 PAR 3 FUND REVENUE TOTAL $169,450 $47,139 $180,486 106.51%$171,439 EXPENDITURES July YTD YTD YTD BUDGET 2022 2022 %2021 CLUBHOUSE SALARIES $34,300 $9,142 $21,745 63.40%$23,131 ADMINISTRATIVE SALARIES $25,807 $2,239 $14,292 55.38%$12,873 FICA/PERA $10,768 $1,573 $5,476 50.86%$5,186 MEDICAL INSURANCE $6,851 $571 $3,996 58.33%$3,881 U/E & W/C INSURANCE $3,100 $0 $3,103 100.09%$3,217 RENTALS $4,750 $62 $3,103 65.32%$4,705 UTILITIES $12,555 $967 $6,625 52.77%$6,467 PROFESSIONAL FEES - AUDIT $2,900 $0 $1,522 52.49%$2,850 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 $3,089 $9,222 41.92%$10,831 PROF FEES - TREE MAINTENANCE $1,500 $0 $5,300 0.00%$0 LIABILITY/AUTO INSURANCE $4,800 $0 $3,885 80.94%$3,997 OPERATING COSTS/SUPPLIES $7,850 $4,174 $7,959 101.38%$6,934 FUEL $1,750 $496 $1,548 88.46%$947 REPAIRS & MAINTENANCE $47,500 $7,647 $28,361 59.71%$28,091 SUNDRY/DUES/MILEAGE/CLOTHING $5,500 $22 $2,404 43.71%$7,879 ONLINE REG & CREDIT CARD FEES $7,475 $1,334 $4,984 66.68%$3,266 PAR 3 EXPENDITURES TOTAL $207,556 $31,315 $123,526 59.51%$124,255 9/7/2022 13 DATE: September 13, 2022 TO: Parks and Recreation Commission FROM: Matt Colwell, Recreation Program Coordinator SUBJECT: Recreation Update Parks Celebration Recap The 35th annual Mendota Heights Parks Celebration was the weekend of August 12 through August 14. The weekend of free events was a great way for the community to connect through free entertainment and recreation. Friday afternoon featured kid’s magician Brian Richards, followed by a concert from Funktion Junction. Throughout the course of the afternoon’s event food trucks were serving food to attendees. Friday afternoon’s events were well attended and city staff heard positive feedback from those in attendance. Saturday morning the City hosted a Youth Parkin’ Lot Party with a kids DJ. This event was not as well attended as staff had hoped for. Staff is recommending replacing this event in the future with an activity that caters to a different age group in an effort to serve a variety of user groups during the weekend. Saturday afternoon the City hosted a Kids Festival & City Open House. This event was well attended and staff are planning changes to the event in the future to improve the connection between city staff, commissions, and community members who attend the event. Sunday morning the Parks Celebration wrapped up with a pickleball tournament at Marie Park. 24 teams competed in the tournament and were cheered on by friends and family. City staff received requests for more pickleball tournaments to be held in the future. Glow Golf On September 10th the City hosted its first Glow Golf event at the Mendota Heights Par 3. This night golf experience was a partnership with the City of West St. Paul and was attended by close to 30 golfers. Tour De Rec Tour De Rec is back this school year. Youth and families are invited to join us the first Thursday of every month at local spots in Mendota Heights and West St. Paul. Staff will set up activities 14 and provide equipment for youth and families to enjoy. There will be games, sports, crafts and more! This is a drop in program – no registration is required. • October 6: (6:00-7:00pm) Mendakota Park • November 3: (6:00-7:00pm) Thompson Park Activity Center Playground • December 1: (6:00-7:00pm) Thompson Park Activity Center - Inside Building • January 5: (6:00-7:00pm) West St. Paul Dome • February 2: (6:00-7:00pm) Southview Park • March 2: (6:00-7:00pm) Harmon Park Neighborhood Center • April 6: (6:00-7:00pm) Marie Park • May 4: (6:00-7:00pm) Mendota Elementary School Dog Day On October 15th Mendota Heights residents are invited to bring their dog’s out to the Mendota Heights Dog Park from 1:00pm-3:00pm for Dog Day. Attendees can expect dog play equipment, the opportunity to win prizes and more. Trick or Teeing The 2nd annual Trick or Teeing event will be held on October 22nd from 5:00pm-7:00pm at the Mendota Heights Par 3. Parents are and children are expected to dress up in costume and visit the golf course for 6 holes of mini-putt, crafts, games and more. In the case of inclement weather this event will be moved to October 23rd. 15 DATE: September 13, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Park Improvement Update Dugout/Fence Work Work on the following projects has begun: • 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 (Completed) The total project cost was $56,417. Budget Update Staff submitted the budget requests for park improvement projects and the City Council included the following park improvement projects in the preliminary budget: • Civic Center Foul Ball Fencing/Infield Maintenance: $40,000 • Wentworth Park Warming House: $100,000 (project scope similar to Marie and Friendly Hills Warming Houses) • Skate Park Improvements: $225,000 • Wentworth Park Tennis Court Resurfacing: $90,000 • Valley View Heights Playground Replacement: $75,000 Projects not included from Commission’s priority list recommendation: • Rogers Lake Picnic Shelter: $100,000 Civic Center Infield Maintenance Project On August 16 staff presented to the City Council a proposal to have a contractor conduct infield maintenance at the Civic Center ball field this Fall. The total project cost was $30,000. Since this project was not budgeted, the City Council denied the project for this Fall and asked staff to include it in the 2023 preliminary budget. Wentworth Warming House At the August 16 City Council meeting staff presented the proposal to demolish the existing warming house and lease an office trailer for the 2022-2023 building. The City Council had 16 concerns about demolishing an existing structure without a plan for the future building. At the preliminary budget meeting the Council included $100,000 in the 2023 preliminary budget so that a warming house similar to those at Marie and Friendly Hills could be constructed. Since a plan was developed for the new building, the City Council asked staff to bring forth the office trailer proposal to the September 6 meeting, which was approved. Special Park Fund Balance Currently the Special Parks Fund is showing an estimated balance of approximately $728,000 as of September 1, 2022. Park dedication revenue received thus far for this year is $244,000. The following expenses from 2022 thus far are: • Audit: $1,240.16 • Victoria Highlands Pitching Mound: $5,468.50 • Wentworth Warming House Architect and Prep: $15,748.50 • Mendakota Dugouts: $89,860 • Wentworth Hockey Rink: $86,300 • Hagstrom King Foul Fence: $2,843 Total: $201,460.16 Approved expenses but not yet paid: • Mendakota Concrete Work for Dugouts: $8,800 • Dugouts at Valley, Victoria Highlands, Civic Center: $53,574 Total: $62,374 17 DATE: September 13, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Ivy Hills Park Tennis Backboard Request INTRODUCTION Neighbors near the Ivy Hills Park tennis courts have requested a tennis backboard be installed at the site. At the September 13 meeting, the Parks and Recreation Commission is asked to hear a presentation from staff on the feasibility of the installation and allow residents to speak regarding the proposed project. BACKGROUND On August 2, staff was contacted by a neighbor of the Ivy Hills Park tennis courts interested in the process for the city to install a tennis court backboard at the site. The resident noted that many neighbors were interested in a backboard being installed at the park. Staff responded to the resident that this item would be forwarded to the Parks and Recreation Commission to review. DISCUSSION Notices were mailed to residents directly abutting the park boundary on August 15, notifying them of the proposed addition of a tennis backboard to the Ivy Hills Tennis Courts. Staff wanted to involve the residents of the proposed addition to the park so any concerns could be voiced to the commission prior to installation. Currently the City has one tennis court backboard in Mendota Heights at Marie Park. Backboards are popular additions to tennis facilities as they allow players to practice at any time, even when a partner is not available to play. A backboard enables players to practice their swing, develop hand-eye coordination, ball tracking, ball placement and ball handling skills. The backboard at Marie Park is used by neighboring residents and has been well-received since its installation. Staff has received two complaints regarding the noise that results from usage of the backboard at Marie Park. Many parks throughout the Twin Cities have tennis court backboards and have not received complaints from residents. The noise against the backboard does not seem to be louder than the bouncing of a basketball or the noise associated with playing pickleball. 18 Staff believes the addition of a tennis backboard would be a good amenity to add to Ivy Hills Park and would provide increased recreational opportunities for the residents of Mendota Heights. Attachments: Noticed Mailed to Residents Directly Abutting the Park Boundary Photo of Tennis Backboard at Marie Park Tennis Courts Email/Correspondence-Staff has received from residents as of September 7, 2022 BUDGET IMPACT: The estimated cost of an 8’ (height) x 12’ (wide) dual-curved backboard is $2,500. The backboard would provide additional recreational opportunities for the community, so this project could be funded from the Special Parks Fund. RECOMMENDATION: The commission should review the request for the tennis backboard at Ivy Hills Park and determine if this would be a good addition to the neighborhood park. ACTION REQUESTED: The Commission is asked to make a recommendation to the City Council in regards to the next steps for the requested tennis backboard at Ivy Hills Park. 19 NOTICE OF RECOMMENDED ACTION FOR THE ADDITION OF A TENNIS BACKBOARD AT IVY HILLS PARK IVY HILLS PARK 645 BUTLER AVE MENDOTA HEIGHTS MN, 55118 This notice is informing you that the Mendota Heights Parks and Recreation Commission, at its regular meeting on September 13, will consider a recommendation to the Mendota Heights City Council for the installation of a tennis backboard at the Ivy Hills Park tennis courts. Some municipalities that have installed tennis backboards have received resident complaints due to noise that the boards can provide when in use. The Commission would like to make residents abutting the park aware of the proposed project before moving forward with a formal recommendation of the project to the City Council. Persons with concerns about the addition of a tennis backboard at Ivy Hills Park are asked to attend the Parks and Recreation Commission meeting on Tuesday, September 13 at 6:30pm at the Mendota Heights City Hall Council Chambers, 1101 Victoria Curve, Mendota Heights, Minnesota. The Commission will hear citizen comments during discussion of this item at the meeting. If you are unable to attend, you may submit comments to city staff ahead of the meeting. Questions or comments related to this notice may be directed to Meredith Lawrence, Parks and Recreation Manager at (651) 255-1354 or email mlawrence@mendotaheightsmn.gov 20 21 From:Meredith Lawrence To:Tony E Cc:Matt Colwell Subject:RE: Ivy Hill Park tennis court Date:Tuesday, August 16, 2022 11:18:00 AM Attachments:image001.png Hi Tony: Thanks for reaching out. A notice was mailed to residents with a home touching the park boundary for this same request last week. The parks and recreation commission will be reviewing this request at their Tuesday, September 13 meeting at 6:30pm at City Hall. I will add your email to the record of feedback to be included in their discussion. Please let me know if you have any questions! Thanks, Website | Connect Meredith LawrenceParks and Recreation ManagerCity of Mendota HeightsDirect: 651-255-1354Credentials: CPRP, CPSI From: Matt Colwell <MColwell@mendotaheightsmn.gov> Sent: Tuesday, August 16, 2022 10:37 AM To: Meredith Lawrence <MLawrence@mendotaheightsmn.gov> Subject: Fwd: Ivy Hill Park tennis court Would you want to respond to this? If not I can if you want to let me know your thoughts. Sent from my iPhone Begin forwarded message: From: Tony Erickson <ynotson@earthlink.net> Date: August 11, 2022 at 5:35:56 PM CDT To: Matt Colwell <MColwell@mendotaheightsmn.gov> Subject: Ivy Hill Park tennis court Matt: Please consider installing a practice board on the volleyball side for next season. The Marie park tennis courts have a practice board that is very helpful for training. 22 Thanks!!! Tony Erickson 1132 Ivy Hill Drive 23 DATE: September 13, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Demographics Presentation INTRODUCTION At the July Parks and Recreation Commission, Commissioner Meyer requested city staff provide a brief demographics presentation for the city of Mendota Heights at a future meeting. Staff has prepared a basic presentation with the city’s demographics. DISCUSSION The commission should review staff’s presentation and determine what further information, if any, is requested. Once the commission has reviewed the data requested, the commission should determine how the city’s demographics impact the city’s park infrastructure and recreational programs now and into the future. BUDGET IMPACT: None. ACTION REQUESTED: Informational only. 24 DATE: September 13, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Community Engagement Outreach Update BACKGROUND INFORMATION: At the June meeting the Commissioners approved an engagement toolkit 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 25 • 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. 26 DATE: September 13, 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. Staff is recommending a work session of the Parks and Recreation Commission be scheduled in early November to conduct goal setting for 2023. RECOMMENDATION: Informational Only. 27 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 Commission is up and running and is meeting monthly. A joint work session will likely be scheduled in early 2023. 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 park 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 The City Council has allocated funds for park projects in the 2023 Preliminary Budget based on the Commission’s project priori�es. 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 An update was provided at the August mee�ng from the City’s consultant. The City is in phase 2 of the engagement process. Website remodel-secure funding, hire contractor Assistant City Administrator The City Council approved a contract on July 11 with CivicPlus to construct the City’s new website. Staff is working on project implementa�on. The website is proposed to launch in January, 2023. Demographics-obtain data and start analyzing Parks and Recrea�on Manager A general demographics presenta�on of the City of Mendota Heights will be presented at the September mee�ng. 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. The City has successfully onboarded 27 volunteers as of September 1, 2022. 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. 28