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2022-11-09 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION Wednesday, November 9, 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.October 19, 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.SALVO Soccer Presentation b.Appointment to Valley View Heights Playground Sub-Committee 9.Unfinished Business a.2023 Fee Schedule Recommendation b.Community Engagement Outreach Update c.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, MINNESOTA PARKS AND RECREATION MEETING OCTOBER 19, 2022 The October meeting of the Mendota Heights Parks and Recreation Commission was held on Wednesday, October 19, 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, Stephanie Meyer, Michelle Muller, and Amy Smith; absent: Commissioner Patrick Cotter, and Dan Sherer. Student Representative: Meg Murphy. Staff present: Parks and Recreation Manager, Meredith Lawrence, Recreation Program Coordinator Matt Colwell, and Public Works Director, Ryan Ruzek. 3.Pledge of Allegiance The Pledge of Allegiance was recited. 4.Approval of Agenda Motion Blanks/second Smith to approve the agenda AYES 5: NAYS 0 5.a Approval of Minutes from September 13, 2022 Regular Meeting Motion Blanks/second Smith to approve the minutes of the September 13, 2022 Parks and Recreation Commission Regular Meeting. AYES 5: 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 briefly reviewed the 2022 August Financial Report. She also provided a round report with data from 2018 through 2022. She reviewed the course report, noting that typically the course closes around November 1st. 7.b Recreation Update Recreation Coordinator Matt Colwell highlighted recent and upcoming recreation and programing opportunities and events. Commissioner Smith asked if additional volunteers are needed for the Trick or Teeing event. Mr. Colwell replied that he believed there were enough volunteers but any additional that may be interested could reach out to him. Commissioner Smith asked if the City is participating in a winter gymnastics program in coordination with Two Rivers High School. 2 Mr. Colwell replied that there are not plans to hold a winter gymnastics program with the schools noting that they have been coordinating a gymnastics program with West Saint Paul in recent years and provided details. Commissioner Smith voiced concerns that many programs are moving to West Saint Paul and would like to see more of the city’s programs remain in Mendota Heights. 7.c Parks Improvement Update Parks and Recreation Manager Meredith Lawrence provided an update on parks improvement projects and noted that the Bike Pedestrian Plan is almost finalized. She commented that the dugout work has not yet begun at the three parks and if not completed this year it would need to be done right away in the spring to be ready for the spring baseball season. She stated that staff has begun the process for the 2023 projects and provided an update. Commissioner Muller asked for clarification on the Wentworth warming house as she believed that was declined by the City Council. Ms. Lawrence stated that the Council denied the recommendation because there was not a plan in place for funding. She explained that in the preliminary budget discussions, the Council agreed on an amount for a warming house and then provided direction to demo the existing warming house and allow the use of a temporary trailer this year. She confirmed that the project has been scaled down to match the scale of the other warming houses and therefore it will not include bathrooms, water fountains or a large-scale meeting space. Chair Klepperich commented that Commissioner Blanks has volunteered to take his place on the skate park committee and noted that one additional member from the Commission would be needed. Ms. Lawrence stated that staff has reached out to the previous members to determine if they are still interested in participating. She noted that there are some new members that have reached out with interested as well. She stated that she would also like two members from the Commission to work on the RFP for the playground, similar to the Marie Park playground replacement process. Commissioner Meyer asked if there would be a possibility that additional funds could be allocated from the special parks fund for bathrooms in the Wentworth warming house. She stated that was a change that she did not fully appreciate. Public Works Director Ryan Ruzek commented that the cost to have that type of structure was upwards of $1,000,000 and that was why the scale was reduced. Commissioner Meyer recognized the cost increases post-COVID and asked if those increases are anticipated to remain. She stated that she would hate to go forward with a reduced project when the original concept was to have water and bathrooms. She stated that she would like the Council to consider that. Commissioner Muller agreed that access to running water is a service for the entire community. Chair Klepperich stated that was discussed with the City Council and at the budget hearing and those were the decisions made. He stated that they would have had a new warming house at Wentworth two years ago, but the decision was made to go bigger and better which became 3 cost prohibitive and therefore they are back at the typical scale. He noted that the addition of bathrooms comes with a list of other costs that makes the project not feasible. He commented that they can certainly revisit this at a future meeting if desired. Mr. Ruzek commented that when he did the final walkthrough with the DNR, they recommended that the City apply for their grants for park improvements. He stated that perhaps that would be an eligible expense for the grant and noted that he would recommend that the City always apply for the DNR grant. Motion Smith/second Blanks to acknowledge the staff reports. AYES 5: NAYS 0 8. New Business 8.a MHAA Presentation Chair Klepperich stated that they have heard a lot from MHAA baseball/softball but not much from the other sports and therefore he and Commissioner Blanks believed this would be an opportunity to hear from other sports in the organization. Parks and Recreation Manager Meredith Lawrence stated that representatives are present to provide input on their sport. Bryce Anderson, MHAA Lacrosse Commissioner, provided an overview on the youth lacrosse 2022 operations as well as the youth lacrosse coaching resources and requirements. He reviewed the 2022 youth lacrosse participation numbers in each age category and identified the parks and recreation assistance needs for Kensington Park. Chair Klepperich thanked Mr. Anderson for sharing this information. Commissioner Smith asked if lacrosse prefers playing on turf or grass. Mr. Anderson replied that in mid-summer they would not prefer turf, but it would be helpful in earlier times of the season. He stated that they are satisfied with Kensington. Commissioner Blanks asked the total number of kids participating. Mr. Anderson replied 66 kids this year. He stated that when he got involved eighth grade was the gap and continues to the be problem as there are not enough kids at that level. He commented that currently the seventh grade is a large class. Commissioner Muller asked if Two Rivers currently has a girls and boys’ team. Mr. Anderson replied that the school previously partnered with another school for those teams. He commented that many kids start lacrosse late, such as the high school level. Commissioner Muller commented that she walked through Kensington this summer and one of the coaches gave her son a ball to practice with. She stated that he enjoyed watching and has been practicing at home. Ms. Lawrence commented that MHAA owns the lacrosse goals. She noted that the City does provide soccer goals and therefore if the goals are in rough shape, perhaps it would be time for the City to purchase lacrosse goals. 4 Mr. Anderson noted that he includes the goals and netting in his budget and agreed that would be helpful for the City to supply that item. He reviewed the different items that are included in the calculation of user fees. Andrew Katz, In-House MHAA Soccer Director, stated that their season runs mid-August through early October. He provided background information on the previous participation numbers of the soccer program, noting that the program has grown. They had to move to the District 197 fields as the City did not have space to accommodate their participants. He reported 945 kids participating in the 2022 season which is the highest level they have experienced. He stated that they have the largest number of kids at the youngest age levels, and it filters down as they move up. He noted that at least half of the kids in the program are from the zip codes of the local school districts. He explained that they are a very popular program and there are children coming from other communities to play here. He stated that MHAA offers the community rec program and then at the 5/6 grade levels they partner with the Salvo Soccer Club and those kids have the opportunity to play children from other communities. He explained some of the other benefits of partnering with the soccer club. He stated that in terms of how the City could assist; at this point they would ask for a stronger partnership between the City and SALVO to be established. He also asked for leeway on some of the tournament scheduling deadlines in the future. Commissioner Smith asked if it would help if Salvo was on the priority list at the same level as MHAA for field rental applications. Mr. Katz replied that would be a tough question because it would depend on the season. He noted that Salvo would have other field options in other communities. He stated that he would still prioritize the MHAA ask over the Salvo ask. Commissioner Muller commented that she thinks there was a disconnect with MHAA and Salvo this year, noting that families could not access team rosters on MHAA’s website anymore. She commented that it seems like Salvo is taking control. Mr. Katz replied that MHAA used Sports Engine like the rest of MHAA sports, but Salvo used a different system and wanted to move the MHAA teams to that system. He recognized that it did not work as intended. He stated that they will be reviewing that in the postseason review, along with other technical issues. Commissioner Muller commented that for families that have been in the community and have seen the program grow, they were very caught off guard this past year with those changes. She stated that she had a parent that felt strongly about moving fields back to Mendota Heights but recognized that there are not enough fields in the community to serve the program. She commented on the negative experience with the bathrooms this year at Heritage. Mr. Katz stated that they had issues with the portable bathrooms this year and will not be using that vendor again. He stated that he will forward that issue of confusion in receiving communication from Salvo versus MHAA. Commissioner Muller asked if Mr. Katz believes that MHAA will be able to keep an in-house program through sixth grade. 5 Mr. Katz confirmed that they would continue to offer their in-house program. He noted that soccer has a large budget and subsidizes other MHAA programs. He reviewed the goals of the soccer program. Commissioner Blanks commented that the program is quite a bit larger than he thought and appreciated the information. He commented that they are doing great work and hoped that they continue to do so. Chair Klepperich thanked Mr. Katz for his presentation and for his service on the Planning Commission. He thanked both Mr. Anderson and Mr. Katz for sharing their program information with the Commission. 8.b Frozen Fun Fest Proposal Recreation Coordinator Matt Colwell stated that staff has begun planning for the second annual event, noting that some adjustments have been made to dates and activities. He reviewed the tentative event timeline as currently being discussed by staff. He asked that the Commission review the report and provide any additional input. Chair Klepperich asked where the bonfire would be held. Mr. Colwell replied that a park location has not yet been determined. Commissioner Smith asked if an ice-skating loop could be made. Mr. Colwell replied that he would look into the feasibility of that concept. Parks and Recreation Manager Lawrence noted that the question for that would be flooding, and whether that would be flooded the entire season or just for that event. Commissioner Meyer asked if these dates are locked in as this would be Presidents Day weekend and some families go out of town that weekend. Mr. Colwell replied that they would be open to other dates but noted that they chose these dates in order to avoid the Saint Paul Winter Carnival. Commissioner Smith asked if the City would be hosting any Valentine’s Day events. Mr. Colwell noted that the weekend before this event is the backup date for the Blade with the Blue event and therefore, he would not want to overlap those events. Commissioner Smith asked if there would be tee times for the snow golf. Mr. Colwell replied that he would envision that people would sign up for a tee time within the activity window, but nothing has been decided. Commissioner Muller asked if they are going away from the band and food truck. Mr. Colwell stated that he received feedback about that portion of the event and bands generally want a full heated tent which adds additional costs and therefore he wants to move away from that event style and focus on putting those funds towards community events. 6 Commissioner Muller commented that perhaps a food truck could be paired with skating or the bonfire. Mr. Colwell agreed that there will be other details for these events that have not yet been worked on. Ms. Lawrence noted that the dates for the event will need to be finalized by November 1st in order to meet marketing deadlines. 9. Unfinished Business 9.a Ivy Hills Park Tennis Backboard Request Chair Klepperich noted that this item was discussed in depth at the last meeting, and this would be the time for the Commission to make its decision. Parks and Recreation Manager Meredith Lawrence provided background on the request that was received for a backboard for tennis usage at Ivy Hills Park. She stated that the item was tabled at the last meeting with direction for staff to gather additional information. She stated that notice was mailed to residents abutting the park boundary on August 15th inviting them to the September meeting to provide input. She explained the purpose of a tennis backboard noting that staff has only received two noise complaints since the installation of the backboard at Marie Park. She noted that many parks in the metro area have backboards and complaints have not been brought to the attention of the City. She provided details on the estimated cost of $2,500 for the backboard, which would be purchased and installed by public works staff in 2023 and could be funded through the special parks fund. She reviewed the results of the noise test completed by staff on September 28th. She submitted the three emails received from residents providing input on this topic and identified where those residents live in comparison to the court location. Commissioner Smith asked if there was discussion at the last meeting about having a backboard at Friendly Hills in order to keep the parks equitable. Ms. Larwrence replied that was not discussed as they have been working on a request basis for backboards. She stated that if the Commission would like to consider that for Friendly Hills, she would want to ensure that homeowners are solicited for input. Commissioner Meyer commented that Marie Park is a special situation because it is tucked away and down a hill, therefore some things that work in that park do not work in every park. Chair Klepperich commented that the resident that is opposed to this request is directly adjacent to the court and therefore that is an issue that should be considered. Motion Meyer/second Blanks to recommend denial of the backboard at the Ivy Hills tennis court. AYES 5: NAYS 0 9.b Community Engagement Outreach Update Chair Klepperich stated that staff is in need of summaries of the outreach sessions in order to compile a report. Parks and Recreation Manager Meredith Lawrence stated that an update was included in the packet noting that she was able to attend the Rotary meeting with two Commission members 7 and she will return to the Rotary to provide an additional presentation in November. She noted that Commissioner Sherer has provided some summaries and requested that the rest of the Commission provide their summaries so that she can compile that data for review in preparation for the 2023 work plan. 9.c Parks and Recreation Strategic Planning Update Parks and Recreation Manager Meredith Lawrence provided an update on the Parks and Recreation Strategic Plan initiatives. Commissioner Blanks asked if there is a goal number of participants for the volunteer program. Ms. Lawrence noted that the goal was to establish the program and get opportunities out to the community, therefore staff is happy with the results thus far. Commissioner Meyer asked if community members are being used to test the usability of the website updates. Ms. Lawrence noted that there is a committee of staff members of different levels to test and make recommendations to the website. Commissioner Meyer noted that perhaps that could be a remote volunteer opportunity for residents. 10. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements: • Warming house staff is needed and encouraged interested individuals to apply online • Other events can be found on the City’s website 11. Student Representative Update Student Representative Murphy commented that it was nice to hear about the different sports programs tonight. She stated that the warming house staff would be a great opportunity for high school students. She commented on the great items tonight that include the younger population in the community. 12. Commission Comments and Park Updates Commissioner Smith • Friendly Hills tennis courts are in high demand after the resurfacing, as are the pickleball courts • The dog park event seemed to be well enjoyed Commissioner Blanks • Parks are still busy, although activity is dying down a bit • Encouraged residents to get out and bike while the weather allows Commissioner Muller • Fall has been beautiful, and she has enjoyed getting out in the parks • Thanks people that volunteered in the event at Copperfield Ponds 8 • Noticed an orange cone at the skate park and was unsure if that was placed by the City or users Ms. Lawrence stated that she is not aware of any safety issues and therefore she would believe that was placed by users. Commissioner Meyer • Marie Park has been busy with pickleball • Thanked Commissioner Blanks for putting together two engagement activities that went well Chair Klepperich • Ivy Hills and Valley View were quiet today and in good shape 13. Adjourn Motion Meyer/Second Blanks to adjourn the meeting at 8:05 PM AYES 5: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc. 9 DATE: November 9, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Par 3 Update Turf Conditions Overall the turf is in great condition as the 2022 season ends. The turf was the healthiest it has been in the past five years. Staff is aware of a few irrigation issues that will be resolved in early 2023. The snow mold application on the greens has been applied. End of Season Staff continues to monitor the weather and the course’s profitability in order to determine the course’s last day open for business for 2022. Typically, the course closes around November 1. 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: December • Workman: December • TopDresser: December Financial Update The finance report for September is included in the packet. Staff will review this with the commissioners at the meeting. 10 MONTHLY EXPENDITURE REPORT SEPTEMBER 2022 MENDOTA HEIGHTS PAR 3 BUDGET TO ACTUAL REPORT SEPTEMBER 2022 (66.67% OF YEAR) Septeber REVENUES September YTD YTD YTD BUDGET 2022 2022 %2021 GREENS, LEAGUE & TOURN FEES $110,000 $19,871 $163,410 148.55%$154,812 RECREATION PROGRAMS $40,000 $0 $51,358 128.39%$49,460 CONCESSIONS $19,000 $3,348 $31,298 164.72%$23,221 SUNDRY REVENUE $0 $92 $395 0.00%$1,196 INTEREST $450 $0 $0 0.00%$0 INSURANCE CLAIM $0 $0 $0 0.00%$0 PAR 3 FUND REVENUE TOTAL $169,450 $23,311 $246,461 145.45%$228,689 EXPENDITURES September YTD YTD YTD BUDGET 2022 2022 %2021 CLUBHOUSE SALARIES $34,300 $8,067 $39,340 114.69%$35,861 ADMINISTRATIVE SALARIES $25,807 $1,644 $18,198 70.52%$16,362 FICA/PERA $10,768 $1,609 $8,625 80.10%$7,545 MEDICAL INSURANCE $6,851 $571 $5,138 75.00%$4,990 U/E & W/C INSURANCE $3,100 $0 $3,103 100.09%$3,217 RENTALS $4,750 $0 $6,298 132.60%$4,849 UTILITIES $12,555 $1,341 $9,932 79.10%$9,322 PROFESSIONAL FEES - AUDIT $2,900 $0 $2,877 99.21%$2,850 PROF FEES - CONSULTING FEES $1,100 $0 $0 0.00%$0 PROF FEES - GROUNDS MGMT $7,050 $0 $3,728 52.88%$0 PROF FEES - GROUNDS WAGES $22,000 $3,853 $15,774 71.70%$17,250 PROF FEES - TREE MAINTENANCE $1,500 $0 $5,300 0.00%$909 LIABILITY/AUTO INSURANCE $4,800 $0 $3,885 80.94%$3,997 OPERATING COSTS/SUPPLIES $7,850 $785 $10,674 135.97%$9,431 FUEL $1,750 $321 $2,291 130.94%$1,449 REPAIRS & MAINTENANCE $47,500 $5,946 $37,520 78.99%$36,784 SUNDRY/DUES/MILEAGE/CLOTHING $5,500 $716 $3,179 57.80%$8,696 ONLINE REG & CREDIT CARD FEES $7,475 $1,591 $8,086 108.17%$5,621 PAR 3 EXPENDITURES TOTAL $207,556 $26,444 $183,948 88.63%$169,133 11/3/2022 11 DATE: November 9, 2022 TO: Parks and Recreation Commission FROM: Matt Colwell, Recreation Program Coordinator SUBJECT: Recreation Update Field Trips In partnership with the Cities of West Saint Paul, South Saint Paul and Inver Grove Heights, the City is hosting the following winter break field trip opportunities: • The Fun Lab & Swimming: December 27 (8:00am-4:00pm) • Snow Tubing & Ice Skating: December 28 (8:30am-4:30pm) Tour De Rec Update This school year youth and families are invited to join city staff on the first Thursday of every month at local spots in Mendota Heights and West St. Paul. Staff will set up activities 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. • December 1 (6:00pm-7:00pm)-Thompson Park Activity Center • January 5 (6:00pm-7:00pm)-Garlough Elementary Gym • February 2 (6:00pm-7:00pm)-Southview Park • March 2 (6:00pm-7:00pm)-Harmon Park Neighborhood Center • April 6 (6:00pm-7:00pm)-Marie Park • May 4 (6:00pm-7:00pm)-Mendota Elementary Trick or Teeing The 2nd annual Trick or Teeing event was held on Saturday, October 22 from 5:00pm-7:00pm at the Mendota Heights Par 3. The City had six mini golf holes that families could trick or treat at, three of them sponsored by local businesses. The City also offered games, crafts, hot apple cider, and snacks at this event. The Mendota Heights Police Department was present to show off their vehicle and assist with parking. City staff estimate close to 1,000 people attended this event and staff heard positive feedback from all who were involved. 2023 Recreation Offerings Staff is in the process of putting together the various recreational offerings for the 2023 season. More information will be provided at the December Parks and Recreation Commission meeting. 12 DATE: November 9, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Park Improvement Update Dugout/Fence Work The following projects have been approved by the City Council: • 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/2023 Project 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) • Roger’s Lake Skate Park Improvements: $225,000 • Wentworth Park Tennis Court Resurfacing: $90,000 • Valley View Heights Playground Replacement: $75,000 Staff has started to begin the planning process for implementation of the 2023 projects, pending final City Council approval for funding in December. Wentworth Tennis Courts: Staff has begun discussions with the USTA in order to prepare a grant application for funding assistance on this project. Valley View Heights Playground: Staff intends to follow the same design and engagement process that was used for the Marie Park playground project. The next step for this project is to establish two or three commissioners to form a subcommittee to assist staff with developing the RFP for the project. The subcommittee will be appointed at the November 9 meeting. 13 Roger’s Lake Skate Park: Staff is working to get the skate park subcommittee back together to work on this project. Staff’s goal is to present to City Council on the new skate park in February, 2023 so that a new skate park completion date is feasible in 2023. Staff is bringing forth a recommendation at the November 15 City Council meeting for the City to approve a contract with an engineering firm and skatepark company to help with the design process. Special Park Fund Balance Currently the Special Parks Fund is showing an estimated balance of approximately $728,000 as of November 3, 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, and Civic Center: $53,574 Total: $62,374 14 DATE: November 9, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: SALVO Soccer Presentation BACKGROUND INFORMATION Chair Klepperich and Vice Chair Blanks have requested that representatives from the Salvo Soccer Club (SALVO) attend the November Parks and Recreation Commission meeting and provide the following information to commissioners: • How does SALVO operate? • How is SALVO so successful? • How can the City support SALVO more? • What involvement does SALVO have from Mendota Heights residents (aka players, coaches, etc.) SALVO Executive Director, Lisa Wolf and SALVO Technical Director, Peter Rivard will present on the above items and will be available for questions from Commissioners. RECOMMENDATION: Informational Only. 15 DATE: November 9, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Appointment to Valley View Heights Playground Sub-Committee INTRODUCTION A subcommittee was used for the 2021 Marie Park Playground project. Chair Klepperich and Vice Chair Blanks are recommending a subcommittee of two to three commissioners be established for the proposed Valley View Heights Playground project in 2023. BACKGROUND A subcommittee of three commissioners was utilized for two aspects of the Marie Park Playground project. First, the subcommittee worked with staff to establish the, “must-have features” to be included in the RFP. Second, the subcommittee helped staff narrow down the seven proposals received to three, in order to start community engagement. Staff is recommending the subcommittee follow the same duties that were used for the Marie Park playground project for the proposed 2023 Valley View Heights playground replacement. DISCUSSION At the November 9 Parks and Recreation Commission meeting, commissioners should discuss which commissioners are interested in being on the subcommittee. The time commitment will include one meeting to review the RFP with staff prior to the December Parks and Recreation Commission meeting and one meeting after the proposals are received to review them with staff. RECOMMENDATION: Chair Klepperich should appoint two or three commissioners to serve on the Valley View Heights Playground subcommittee. ACTION REQUESTED: The Commission should approve two or three commissioners to serve on the Valley View Heights Playground subcommittee. 16 DATE: November 9, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: 2023 Fee Schedule Recommendation INTRODUCTION: Each year the City Council approves the fee schedule that will be used to assess fees for services. Staff would like the Parks and Recreation Commission to review the City’s current Parks and Recreation-based fees in order to make a recommendation to the City Council for their December 6 meeting. BACKGROUND: The Mendota Heights Par 3 Community Golf Course fees were last amended to include a $1- per-round increase in 2018 and the 10 round pass was increased from $90 to $100 in 2019. In 2021, the City Council approved a new Senior Golf pass which was added to the fee schedule. The Field and Facility fees were last amended in 2019. Staff’s estimate is that Picnic Shelter rental fees have not been increased for approximately 10 years. The City Council met to review the Field and Facility Use Policy and Fees in conjunction with the user groups on October 18. At that meeting the consensus of the council was to keep the fees the same for 2023 as they were for 2022. Tennis court fees were last amended in 2021, in which the fees changed from strictly an application fee with unlimited play, to an hourly charge for use. Canoe Rack Rental fees have not changed since the canoe racks were installed at Rogers Lake. Attachments: 1. 2023 Draft Fee Schedule 2. Golf Fee Analysis of Comparable Courses DISCUSSION: Staff is recommending keeping the 2022 fees in place for the field and facility use fees, tennis fees, picnic shelter fees, and canoe rack rental. The fees seem fair and in line with neighboring cities fees. 17 Staff is recommending a $1 per round increase for rounds of golf at the Mendota Heights Par 3 Community Golf Course. Many surrounding courses have increased their fees due to the cost of supplies, equipment, and labor increasing over the last few years. Staff has included in the packet a golf fee analysis that local Superintendents develop yearly to compare the prices of other local comparable golf courses. In addition, staff is recommending eliminating the Senior Golf Pass. Four passes were sold in 2022 and those four players played the course 177 times, as of November 1. • Player #1: 25 rounds • Player #2: 62 rounds • Player #3: 17 rounds • Player #4: 73 rounds Based on the staff time needed to implement this program and the lack of interest and revenue received from the program, staff is recommending eliminating the program for 2023. Staff estimates 45-50 hours of time was devoted to the implementation of the program—and that staff time could be better utilized for other measures to increase the amount of participation at the course. BUDGET IMPACT: In reviewing wages for the Mendota Heights Par 3 Community Golf Course positions, staff is recommending an increase due to market competitiveness. A $1 increase in round fees would help to cover the proposed increased labor costs for 2023. RECOMMENDATION: Staff is recommending a $1 increase for golf rounds at the Par 3 for 2023 and the elimination of the Senior Golf Pass for 2023. In addition, staff is recommending the other fees included in the fee schedule remain the same for 2023, as they were 2022. ACTION REQUESTED: The commission should review the Parks, Recreation and Par 3 Fee Schedule and make a recommendation to the City Council for the 2023 fees. 18 CITY OF MENDOTA HEIGHTS - 2022 FEE SCHEDULE PROPOSED 2023 Fees - PROPOSED 2022 Fees PARKS AND RECREATION FEE SCHEDULE Application Fee Charged per permit season, request due at the time the application is submitted. Non-refundable. Charged for all field and facility permit applications/reservations. $ 25 Concessions Building Reservation Must provide proof of Food/Beverage License $ 25 per event per day Field Reservation Baseball/Softball/Soccer/Football/Lacros se Priority Level 3 $ 7 per player per season Priority Level 4 $ 10 per player per season Priority Level 5 $ 10 per hour per field Priority Level 6 & 7 $ 15 per hour per field Field Reservation for Tournaments Baseball/Softball/Soccer/Football/Lacros se Priority Level 3, 4, 5, 6, 7 $50 per day per field Field Preparation Non-Tournament Use $ 35 per field per day Field Preparation Tournament Use - Required for Priority Levels 3 and 4 $ 35 per field per day Tournament Use - Optional for Priority Levels 5, 6, and 7 $ 35 per field per day Field Drying Agent No Charge, included in Field Prep Fees Ice Rink Reservation Priority Level 3 $ 4 per hour per rink Priority Level 4 $ 6 per hour per rink Priority Level 5 $ 4 per hour per rink Priority Level 6 and 7 $ 8 per hour per rink Par 3 Footgolf Fees $ 8 per round Par 3 Greens Fees Juniors/Seniors-Weekday $ 11 per round Juniors/Seniors-Weekend $ 13 per round Weekday $ 12 per round Weekend or Holiday $ 14 per round Par 3 10-Round Pass $ 100 Par 3 Senior Pass Age 65 and over Does not include golf cart $ 200 Par 3 Pull Cart Rental $ 3 per round Par 3 Power Cart Rental $ 10 per round Tennis Court Reservations $ 5.00 per hour PARKS AND RECREATION FEE SCHEDULE Picnic Area/Shelter Resident - Private $ 25 Picnic Area/Shelter Non-Resident - Private $ 50 Picnic Area/Shelter Resident - Business $ 50 Picnic Area/Shelter Non-Resident - Business $ 100 Picnic Table Additional On-site $15/day Canoe Rack Rental Canoe Storage @Rogers Lake Park during summer months $ 50 per summer Park Bench Donation $ 1,000 per bench NOTE: Mendota Heights schools, city events, and non-profit civic organizations are fee exempt for Picnic Area/Shelter rental fees. Page 7 of 10 19 Golf Course Survey Par 3 Municipal Survey (Completed October 2022)ParGreens Fee Weekend Holiday2nd nineSr. RateJr. RateHyland Bloomington (Forward Tees) 2022 27 $17.00 $17.00 $17.00 $13.00 $13.00 2022 same same same same same Mendota Heights Par 3 2022 27 $12.00 $14.00 $6.00 $11/$13 $11/$13 weekday/weekend for seniors and juniors 2023 $13.00 $15.00 same $12/$14 $12/$14 Theodore Wirth Par 3 1240 yards 2022 27 $13.00 $13.00 $9.00 $10.50 $10.50 2023 $14.00 $14.00 $10.00 $11.50 $11.50 Roseville Cedarholm 1342 yards *2022 27 $14.75 $15.25 $8.00 $13.75 $9.99 2023 $15.25 $15.75 $8.50 $14.25 same Brookview (Golden Valley) 1287 yards * 2022 27 $13.50 $13.50 $8.50 $10.50 $10.50 no increase due to course project.2023 $14.50 $14.50 $9.50 $11.50 $11.50 New Hope Municipal 1331 yards 2022 27 $15.50 $15.50 $7.50 $13.50 $9.50 Last increase in green fees was $0.50 in 2022 2023 $16.00 $16.00 $8.00 $14.00 same Birnamwood 2022 27 $14.75 $15.50 50%off regular rate $13.50 $13.50 2023 $15.00 $16.00 same $13.75 $13.75 Centerbrook (City of Brooklyn Center)2022 27 $18.00 $18.00 $15.00 $15.00 $10.00 2023 same same same same same Area Executive Courses Eagle Lake (Three Rivers Park District) 2022 31 $18.00 $18.00 same $18.00 $13.00 2023 same same same same same Brookland Golf Park (City of Brooklyn Park)2022 30 $15.50 $15.50 $5.00 $14.00 $13.00 2023 $16.50 $16.00 $6.00 $15.00 same.$16.50 $6.00 $15.00 * Do not include tax 20 DATE: November 9, 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 21 • Garlough PTA: Jaffrey • High School Students: Michelle • Master Gardeners: Steph • MOM’s Club (informal group): Dan • ECFE Groups: Dan NEXT STEPS: Staff is working to compile the results of the community engagement sessions to be used in order for the Commission to develop their 2023 Commission Work Plan. 22 DATE: November 9, 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. The Parks and Recreation Commission will meet on Thursday, December 1 at 6:00pm to establish the 2023 Commission Work Plan. RECOMMENDATION: Informational Only. 23 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 The Commission conducted community engagement sessions with local stakeholders over the last six months. Results will be discussed when determining the 2023 Commission Work Plan. Bike and pedestrian plan ini�ated with consultant Public Works Director The Bike and Pedestrian Plan was presented to the City Council on November 1. 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 was 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 will provide a 2023 schedule of events at the December mee�ng. Establish volunteer program Assistant City Administrator The City Council approved a volunteer program on April 19. The City has successfully onboarded 28 volunteers as of October 5, 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. 24