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2022-12-13 Parks and Rec Comm Agenda Packet CITY OF MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION Tuesday, December 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. November 9, 2022 Regular Meeting Minutes b. December 1, 2022 Work Session 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 d. Park and Recreation Strategic Planning Update 8. New Business a. Approval of 2023 Meeting Schedule b. Recommendation of Playground RFP for Valley View Heights Playground Project 9. Unfinished Business 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 NOVEMBER 9, 2022 The November meeting of the Mendota Heights Parks and Recreation Commission was held on Wednesday, November 9, 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, Jaffrey Blanks, Patrick Cotter, Stephanie Meyer, Michelle Muller, Dan Sherer and Amy Smith; absent: none. Student Representative: Meg Murphy. Staff present: Parks and Recreation Manager Meredith Lawrence, Recreation Coordinator Matt Colwell, and Public Works Director Ryan Ruzek. 3.Pledge of Allegiance The Pledge of Allegiance was recited. 4.Approval of Agenda Motion Meyer/second Blanks, to approve the agenda AYES 7: NAYS 0 5.a Approval of Minutes from October 19, 2022 Regular Meeting Motion Blanks/second Smith to approve the minutes of the October 19, 2022 Parks and Recreation Commission Regular Meeting. Further discussion: Commissioner Sherer noted on page six, it was mentioned by MHAA Soccer In-House Director that soccer has a large budget that supplements other MHAA sports. He clarified that is not exactly the case as each sport acts independently within its own budget. Chair Klepperich stated that is a statement that was made at the meeting and therefore that cannot be corrected, but an additional statement could be made at this meeting that will also be a part of the record. AYES 7: NAYS 0 Commissioner Sherer clarified that MHAA has multiple sports and each works independently within its budget. He stated that one sport does not subsidize another. 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 September Financial Report. She reviewed the round report and course report, noting that they plan to close the course the following day. She stated that they are still awaiting delivery of the equipment that was ordered earlier this year. 2 Commissioner Meyer commented that she was happy to see the revenue. She asked if the equipment was funded through the course funds or City budget. Ms. Lawrence stated that the course has had a few healthy years and three of the four pieces of equipment were funded through the course budget. She stated that the proposed 2023 projects for the course are proposed to be funded through the course. Commissioner Sherer asked if the clubhouse is heated and asked if there have been discussions about winter programing or alternative use during that season. Recreation Coordinator Matt Colwell replied that the clubhouse is heated, and they are planning to offer some winter programing in that space this year. 7.b Recreation Update Recreation Coordinator Matt Colwell highlighted winter break field trip opportunities being offered in partnership with other communities. He highlighted other upcoming programing opportunities and provided a review of recent events such as the Trick-or-Teeing event. Chair Klepperich asked for an update on the planning for Frozen Fun Fest. Mr. Colwell stated that they are holding a final marketing meeting this week for the event. Commissioner Muller commented that her kids enjoyed the playground park camp that was offered this past summer and would love to see that continue in 2023. 7.c Parks Improvement Update Parks and Recreation Manager Meredeith Lawrence provided an update on the progress of park improvement projects and planning for proposed 2023 projects. Commissioner Smith asked if an independent firm would be working on the skate park project rather than a skate park vendor. Ms. Lawrence stated that an engineering firm would be doing work related to soil borings and a topographical survey because the location at Rogers Lake has not had work done recently. Public Works Director Ryan Ruzek stated that staff proposes a team to work on this including an engineering firm and skate park professional to assist with the project. Commissioner Smith asked if the skate park professional would be tied to a company. Ms. Lawrence confirmed that they are tied to a design company. Commissioner Muller asked if these services would come out of the budget for that project. Ms. Lawrence confirmed that those services would be funded through the project budget, noting that the Council authorized an additional $75,000 for the project. Therefore, the total project budget could be up to $300,000. Commissioner Muller asked the cost for the consultants. Mr. Ruzek replied that the engineering consultant would have a cost of about $31,000 and skate park consultant is about $9,000 for a total of about $40,000 for the consultant services. 3 Commissioner Muller asked what changed that requires the consulting services. Mr. Ruzek replied that this would have always been part of the process. He stated that they would not rip up and laydown more pavement without doing the investigative work to ensure it will last. Ms. Lawrence stated that this time there are dedicated funds for the project, noting that she would like to have a proposal for the project ready to go before the Council in March to move forward with construction. Commissioner Cotter commented that he is pleased to see that all of the projects made it through the preliminary budget process as this is a great slate of projects. He asked if $100,000 would be sufficient for the warming house. Mr. Ruzek replied that they have scaled down to a warming house similar to the other warming houses at City parks. He stated that the last bid for a similar style warming house was $55,000, so $100,000 should be sufficient. Commissioner Cotter asked the likelihood that the project would be completed in 2023. Mr. Ruzek replied that there would not be any special materials and therefore he didn’t foresee any supply chain issues. He noted that the last three quotes received in 2018 were from local vendors who would be likely to bid the project again. Commissioner Cotter referenced the dugouts and asked if there is pressure that could be put on to ensure this could be completed before the baseball season as this project was awarded last spring. Ms. Lawrence confirmed that the project was awarded in April but there were supply chain issues that caused delays. She noted that because they are late in the season, the concrete work could not be completed once it gets too cold. She confirmed that staff will be placing pressure on the contractor. Mr. Ruzek replied that this work could be done in the daytime which would still allow evening play on the field. Commissioner Meyer asked if there was information about the private pickleball business that will be opening. Mr. Ruzek replied that he could provide that information at the December meeting, noting that there will be a private membership club in an industrial area that will offer pickleball, a fitness center, and other offerings. Commissioner Sherer asked if there is anything that could be differently with contracts to ensure projects are completed. Mr. Ruzek replied that their fear in doing that would be that contractors would not bid on the work or would provide a much higher cost because of the uncertainties in the market. Commissioner Sherer asked if it would help to do prebid exploration with contractors to determine availability. 4 Mr. Ruzek replied that the City has great relationships with the contractors, but they are very busy and are not fighting for work. Commissioner Sherer commented that the finished product at Mendakota looks great. Chair Klepperich asked for two Commission members to serve on the committee for the skate park. Ms. Lawrence replied that Commissioner Blanks has volunteered and although they do not need two members, another member could join if interested. Commissioner Muller volunteered to serve on the skate park committee as well. Motion Meyer/second Cotter to acknowledge the staff reports. AYES 7: NAYS 0 8. New Business 8.a SALVO Soccer Presentation Chair Klepperich stated that he and Commissioner Blanks thought it would be a good idea to continue hearing presentations from MHAA sports and believed that it would be helpful to reach out to SALVO to find out more about them as well. Parks and Recreation Manager Meredith Lawrence stated that representatives from SALVO are present tonight to provide information to the Commission. Peter Rivard, SALVO Technical Director, introduced the members present tonight. He explained how SALVO was created by merging different local soccer clubs. He reviewed the mission, vision, and values of the organization as well as the unique things about their program. He stated that their guarantee is that your child would have a place to play. He stated that SALVO is a nonprofit with a volunteer Board, noting that MHAA has a place on that Board. He explained the differences about soccer in the state compared to other sports. He explained the “Powered by SALVO Soccer Club Program” which offers support to the athletic association. He stated that from their position the City of Mendota Heights does a good job and staff is great to work with. He stated that they were asked what could be done and stated that they could use more fields. He noted that there could be a change to their priority status but recognized that would be a larger policy discussion. He also provided an idea for an opportunity to perhaps utilize school district fields/green space within Mendota Heights but noted that those sites would need improvement and maintenance. He provided statistics on the involvement of Mendota Heights residents in their club. He commented that there are many private schools in this area and therefore families travel to go to school here and want to play their sports here as well. Commissioner Cotter commented that essentially SALVO provides support to the community of Mendota Heights and provides the opportunity for traveling teams. He asked if the partnership seems to be working well. Mr. Rivard commented that they were diligent to not make many changes the first year as it was already a successful program. He noted that after that first year they were able to determine if there were things that could be tweaked to make the program better or more efficient. Commissioner Cotter recognized that Woodbury is a much larger community and asked if the program in Mendota Heights would still be comparable. 5 Mr. Rivard commented that the fall program is similar to the Woodbury program. He stated that the spring portion is different from some of the other communities. He noted that the Woodbury spring program was similar about 10 years ago and has grown since that time. He went back to the issue of fields, noting that the MHAA soccer program is utilizing district fields because there is not availability in Mendota Heights parks. He noted that they did utilize Kensington before but that was not a good experience for adjacent residents because of the lack of parking and they do not want to disrupt residents. Commissioner Smith commented that she is involved with SALVO. She stated that the team she is involved with is comprised of at least 80 percent Mendota Heights and West St. Paul residents and the majority of the time they are using fields in West St. Paul and Rosemount. She commented that people from Mendota Heights are not playing in their backyards. Mr. Rivard commented that in the spring/summer season SALVO has half a field based on the city’s field allocation. He commented that in the fall they were at Kensington. He asked what Commissioner Smith would propose for the spring. Commissioner Smith acknowledged that in the spring SALVO is going up against lacrosse, which is only a boy’s sport, which means all the fields are being used by boys. Mr. Rivard commented that would go back to his reference to changing the priority status of SALVO because they would then be on even footing with lacrosse for those teams. Commissioner Smith commented that SALVO should be at the same status as MHAA. Mr. Rivard commented that there has to be give and take as they only have half of a field in the spring, and they are giving up that space to allow others to use in order to maximize the resources available. Commissioner Sherer commented that there are soccer fields at Kensington, Friendly Hills and Mendakota along with the school district fields. He asked if there is a reason the 197 fields are not used. Lisa Wolf, SALVO Director, commented that it is their understanding that the district uses those fields for baseball in the summer and the soccer fields overlap with an outfield, so they are allocated to baseball. Ms. Lawrence provided background information noting that the City has two dedicated soccer fields at Kensington Park. She stated that in 2017 lacrosse was not using the City fields as much because it was not that popular and therefore SALVO had a lot of access to that facility. She stated that this spring at Kensington, lacrosse had priority and used one of the full fields for lacrosse and used a half field for younger children to use for lacrosse which left half of a field for soccer. She stated that there is one field available at Mendakota which SALVO had access to in the spring, summer, and fall. She stated that in the fall they line the Friendly Hills baseball field at the park for soccer. She acknowledged that it is a difficult field for soccer because there is no irrigation at the park and significant grade changes. She stated that the City has no say in school district usage as the district administration allocates that usage. She stated that if there were an interest in more soccer use at this time, it would happen by changing priority, which would impact MHAA lacrosse. She stated that staff has been looking to determine if there is baseball space that could be repurposed in the fall but the spacing would be tight. 6 Commissioner Cotter stated that he appreciates that SALVO attempts to work with the school district, which could be different than the City trying to work with the district. He noted that the community program almost exclusively used district fields and perhaps that same partnership could be utilized in all seasons. Mr. Rivard commented that they work in other communities where there are cooperative agreements between the municipality and the school district which opens things up. He stated that they do not have any beef with lacrosse having something they do not. He stated that Ms. Lawrence is good to work with and perhaps those relationships could be leveraged all the way around by her. He agreed that the school fields sit quiet and believed there would be value in exploring that collectively. He stated that with the school district there are discussions that need to occur related to watering and mowing. He stated that having access without upkeep is not of much value to them. Ms. Lawrence stated that SALVO has done a great job in trying to optimize the available resources in Mendota Heights, noting that SALVO has purchased soccer goals that were donated to the City and can be used by anyone in order to have access to Friendly Hills to use in the fall. He stated that staff can have conversations about a cooperative agreement. She noted that there was a use agreement related to Sibley Park, but the agreement was not being followed. She stated that the City only has so many resources and therefore this continues to be a discussion with all user groups. She stated that they attempt to utilize those resources as best they can. Commissioner Blanks stated that from an equity standpoint he feels that soccer should have more opportunity. Commissioner Muller referenced the merge of programing noting that she had three children that participated at the community level and did not go further. She commented that there is a learning curve in the new process with registering on the website and following the emails. She noted that it would be helpful to have some education for parents on how the navigate through the system. Commissioner Sherer commented that he also has children aged one to ten, three of which participated in the MHAA/SALVO program. He stated that the things that concerns him is that at 11/12 the MHAA program ends, and the choice needs to be made whether to transition to travel. He commented that the other MHAA sports programs offer traveling options at an affordable price. He noted the recent shift to club sports which prices many families out. He stated that for fall travel the price would be $750 for one child. He noted that the winter session had a cost of $1,400. He asked how the pricing reached this level and whether there is anything offered by the club to keep things affordable. Ms. Wolf commented that as a nonprofit organization they are proud that 75 percent of every dollar spent goes towards direct costs. She stated that they also offer financial aid for all of their programs, noting over $100,000 in financial aid offered this year. She stated that they look for those funding opportunities outside of the funds paid by other families. Commissioner Sherer asked the guidelines for scholarships and whether that is made known to families. He noted that many families look at the cost and do not proceed further. Ms. Wolf commented that the financial aid is an open application that is income-based. She recognized that a family’s situation this year may be different than what was shown on their tax 7 return the previous year. She stated that in addition to financial aid, they work with families individually offering payment plans and other options. Commissioner Smith noted that there are other fundraising opportunities families can participate in to raise funds for the program. Chair Klepperich stated that he has two grandchildren in the SALVO program that have done well and thanked the representatives for their presentation tonight. 8.b Appointment to Valley View Heights Playground Subcommittee Parks and Recreation Manager Meredith Lawrence stated that a subcommittee was used for the Marie Park playground RFP, and it is recommended to follow the same process for Valley View Heights. She stated that the process allows residents to be involved and provide input. She noted that up to three members of the Commission can participate in the subcommittee and reviewed the responsibilities. Commissioners Blanks and Sherer volunteered. Chair Klepperich stated that perhaps Student Representative Murphy would also like to be involved. She agreed to participate. 9. Unfinished Business 9.a 2023 Fee Schedule Recommendation Chair Klepperich commented that in a recent workshop, the City Council decided that there would be no significant increases in fees for 2023. He noted that in this proposal, there would be a $1 increase per round for the Par 3 and elimination of the senior golf pass for the course. Parks and Recreation Manager Meredith Lawrence stated that staff is asking for a recommendation on the fee schedule which will go before the City Council in December. She provided background information on the fee schedule and proposed changes. Commissioner Sherer stated that he would also recommend that the Council consider a waiver for MHAA tournament fees not to exceed $498. Chair Klepperich stated that would not be part of the process tonight and would need to follow the same waiver process that was followed this year. Ms. Lawrence confirmed that the waiver process is not included in the fee schedule. Commissioner Meyer asked if the senior pass would perhaps be more successful if a golf cart were included or whether the recommendation would still be to eliminate the pass. Ms. Lawrence stated that a golf cart is currently $10 per use and therefore a pass fee would need to be raised in cost if the cart were going to be included. She noted that the four people that purchased senior passes brought their own pull carts and walked. Commissioner Blanks commented that the initial intent was to encourage seniors to be active and move. 8 Ms. Lawrence stated that the course is heavily used by seniors, and many were not interested as they prefer to purchase the ten round passes. Commissioner Cotter noted that this senior pass was tried for two years and four people used it, with a preference for the ten-round pass. He commented that the budget continues to improve, and the number of rounds remains consistent for the course. Commissioner Sherer referenced the canoe rack rentals and received confirmation that Mendota Heights residents still receive priority. Motion Cotter/second Blanks to recommend approval of the 2023 fee schedule as proposed by staff. AYES 7: NAYS 0 9.b Community Engagement Outreach Update Parks and Recreation Manager Meredith Lawrence commented that there have been six months for engagement and therefore this would be the time to provide updates in order for staff to compile the results prior to the workplan worksession. The Commissioner provided an update on the user groups that they have met with and have not met with. Commissioner Meyer commented that while this information can be used for future planning, she would find value in continuing these discussions with user groups in the future. Commissioner Blanks agreed that the intention would be to continue these sessions, but the desire was to sum up these meetings to prepare for the worksession. 9.c Park and Recreation Strategic Planning Update Parks and Recreation Manager Meredith Lawrence stated that the goals for 2022 have been accomplished. She stated that they would use the feedback to set out the goals for 2023 which will also be discussed at the December 1st worksession. 10. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements: • The Bike and Ped Plan was accepted by the City Council at its last meeting • Golf Course will close the following day • Warming house staff, skating instructors and rink flooders are needed • Other events can be found on the City’s website 11. Student Representative Update Student Representative Murphy commented that it has been great to see the engagement in the community and presentations from sports associations and clubs. She looks forward to helping on the playground subcommittee. 12. Commission Comments and Park Updates Ms. Lawrence noted that pickleball nets will be removed the following day. She noted that opening of the warming houses is not yet known as that will depend on the quality of the ice. 9 She noted that staff is watching the weather and will begin flooding once they believe it will be successful. Commissioner Smith • No report Commissioner Cotter • Thanked SALVO and their approach, temperament, and presentation. He asked how Mendota Heights can continue to compete for open space and costs when much smaller than other communities. He agreed with the concept of continuing to partner with the school district and other communities. He stated that his children participate in SALVO, and he wants to see it succeed. • Pleased to see preliminary approval for the major park projects for 2023 • Hopeful that the Wentworth warming house comes to fruition in 2023 Commissioner Blanks • Mendakota and Valley parks are great and highly utilized • Would like to see adjustable basketball hoops at Mendakota Commissioner Muller • Thanked SALVO and Chair Klepperich and Commission Blanks for inviting the user groups to make presentations • Kensington continues to be quiet • Rogers Lake is always beautiful this time of year • Congratulations to the newly elected positions in Mendota Heights • Thanked Officer Raberge for an incident he handled well with Mendota Heights youth Commissioner Meyer • Marie Park is always active Commissioner Sherer • People have been enjoying Market Square with the warmer temperatures • Hagstrom King attracts local residents along with others • His son’s travel basketball team had an outdoor practice last week with the warmer temperatures • Thanked SALVO for the presentation Chair Klepperich • Thanked SALVO for their presentations and efforts in making their program successful • Attended the Council meeting the previous week at which many residents spoke about an opportunity to create a senior center, in partnership with two other communities, on the previous Y site. • Acknowledged the long hours of staff working to support the election the previous day and commended their efforts 13. Adjourn Motion Blanks/Second Cotter to adjourn the meeting at 8:11 PM AYES 7: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc. 10 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Parks and Recreation Commission Work Session December 1, 2022 Pursuant to due call and notice thereof, a work session of the Parks and Recreation Commission, City of Mendota Heights, Minnesota was held at 1101 Victoria Curve, Mendota Heights, MN 55118. CALL TO ORDER Chair Bob Klepperich called the meeting to order at 6:05pm. Commissioners Amy Smith, Michelle Muller, Dan Sherer (left at 7:28pm), Jaffrey Blanks and Stephanie Meyer were also present. City staff present included Meredith Lawrence, Parks and Recreation Manager, Ryan Ruzek, Public Works Director and Cheryl Jacobson, City Administrator. Parks and Recreation Manager Lawrence stated that the goal of the work session is for staff to be made aware of the commission’s strategic planning initiative priorities for 2023. REVIEW DEMOGRAPHICS Parks and Recreation Manager Lawrence briefly reviewed the city’s basic population demographics that were presented at the September commission meeting. The commissioners discussed the demographics and their impact on operations, infrastructure, and Mendota Heights parks and recreation programming in the future. REVIEW COMMUNITY ENGAGEMENT EFFORTS FROM COMMISSIONERS Parks and Recreation Manager Lawrence provided the commissioners with the documentation that was received from the commissioners, based on their commission-lead initiative to conduct community engagement. The Commissioners discussed the results and the desire to continue community engagement in 2023. RE-MANEUVERING EXERCISE Parks and Recreation Manager Lawrence lead the commissioners through a re-maneuvering exercise. Commissioners each shared their thoughts in regards to the city’s parks and recreation accomplishments, in-progress projects, and barriers/setbacks from the last year and a half. Staff and the commissioners discussed how this SWOT analysis will impact the 2023 work plan priorities. PRACTICAL VISIONING EXERCISE Parks and Recreation Manager Lawrence lead the commissioners through a practical visioning exercise. Commissioners each shared their 2023 priorities in regards to the seven initiatives listed in their strategic plan: 1. Sustainable source of funding for Parks and Recreation 2. A leading community with invested partners 11 3. Greater connection to the natural environment 4. A safe, connected, walkable and bikeable community 5. Vibrant and diverse community programming 6. Active recreational facilities for all ages 7. Effective two-way communication with an informed community Parks and Recreation Manager Lawrence thanked the commissioners for their time and insight. She noted that staff will begin compiling the information into a Draft 2023 Parks and Recreation Work Plan to be reviewed by the commissioners at their January, 2023 meeting. The commission adjourned the meeting at 7:48pm. Minutes Taken By: Meredith Lawrence Parks and Recreation Manager 12 DATE: December 13, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Par 3 Update Financial Report An October financial report will be available at the meeting. Staff will review the current financial forecast of the Par 3 and answer any questions the commissioners may have. 2023 Budget The City Council approved the following projects for the Par 3 in 2023: • Maintenance Building Fence • HVAC Replacement at Clubhouse • Window Replacement at Clubhouse • Sidewalk Work at Clubhouse • New Patio Furniture • Carpet Replacement at Clubhouse Senior Golf Pass Staff brought the Commission’s recommendation to discontinue the Senior Golf Pass for 2023 to the City Council meeting on December 6. The Council approved the Commission’s recommended fee schedule for 2023 and did discontinue the Senior Golf Pass for next year. End of Season The Par 3 closed for the season on Thursday, November 10. Equipment Acquisition The City Council approved the acquisition of the following pieces of equipment in October, 2021: 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 (Fund Balance) • Sandpro: 2023 (Par 3 Fund) • Workman: 2023 (Par 3 Fund) • TopDresser: 2023 (Par 3 Fund) 13 DATE: December 13, 2022 TO: Parks and Recreation Commission FROM: Matt Colwell, Recreation Program Coordinator SUBJECT: Recreation Update Blade with the Blue Mendota Heights Parks and Recreation is teaming up with Mendota Heights and West Saint Paul Police Departments for Blade with the Blue on January 28 from 1:00-3:30pm. Children 12 and under are invited to join Mendota Heights and West Saint Paul police officers at Wentworth Park ice rink for a fun day of recreational hockey. Skating Lessons In partnership with the City of West Saint Paul, Mendota Heights Parks and Recreation is offering youth skating lessons on Saturday’s from January 7 to February 11 at Marie Park. Adaptive Bowling Mendota Heights Parks and Recreation has partnered with the cities of West Saint Paul and Inver Grove Heights to offer a non-competitive, adaptive bowling league on Saturdays from January 21 to March 11 at Concord Lanes in South Saint Paul. Winter Senior Programs This winter, Mendota Heights Parks and Recreation will be offering a variety of programs for seniors at the Mendota Heights Par 3 clubhouse: • Games and Coffee o Cribbage: January 4 (9:00-11:00am) o Hand and Foot Card Games: January 18 (9:00-11:00am) o Cribbage: February 1 (9:00-11:00am) o Hand and Foot Card Games: February 22 (9:00-11:00am) • Fun & Informative Nature Presentation o Who’s Out There and What are They Doing? February 15 (10:30-11:30am) Gymnastics Program Mendota Heights and West Saint Paul Parks and Recreation are offering youth gymnastics lessons from January 14 to March 4 at the Harmon Park Neighborhood Center. 14 Art Camps On December 22 and January 16 Mendota Heights Parks and Recreation will be offering Art Camps at the Mendota Heights Par 3 clubhouse. 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. • 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 2023 Recreation Offerings Staff is in the process of finalizing the various recreational offerings for the 2023 season. More information will be provided at the January Parks and Recreation Commission meeting. Frozen Fun Fest Update Staff has been working to plan the City’s 2023 Frozen Fun Fest. The event will take place the weekend of February 10-12. Staff is working to finalize the details. Below is a rough draft plan; details are still working to be finalized. Friday, February 10 • Date Night at Market Square Park (5:00-7:00pm) Saturday, February 11 • Jigsaw Puzzle Competition (9:00am – 12:00pm) • Fun Fest in the Park (4:00-6:00pm) Sunday, February 11 • Ice Fishing at Roger’s Lake Park (9:00am-11:00am) • Snow Golf at the Mendota Heights Par 3 (1:00pm-4:00pm) *Coloring Contest throughout the weekend* *Medallion Hunt starting February 10* 15 DATE: December 13, 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 Commission’s budget recommendations for park improvement projects and the City Council included the following park improvement projects in the final 2023 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 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: RFP is being presented at the December Parks and Recreation Commission for review and to make a recommendation to the City Council on next steps. Roger’s Lake Skate Park: Staff is actively working on this project in conjunction with the consultants and subcommittee. Staff intends to bring a final plan for the Commission and City Council to review in March, 2023. 16 Special Park Fund Balance Currently the Special Parks Fund is showing an estimated balance of approximately $721,500 as of December 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 • Mendakota Dugout Concrete Work: $8,800 Total: $210,260.16 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 17 DATE: December 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. The Parks and Recreation Commission met on Thursday, December 1 at 6:00pm to discuss 2023 goals and priorities. Staff will provide a Draft 2023 Parks and Recreation Work Plan at the January meeting. RECOMMENDATION: Informational Only. 18 DATE: December 13, 2022 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Approval of 2023 Meeting Schedule BACKGROUND: Each year the Parks and Recreation commissioners set their meeting dates. Below are the proposed meeting dates for the Parks and Recreation Commission in 2023. All meetings will have a 6:30pm start time and be conducted at City Hall. • Tuesday, January 10 • Tuesday, February 14 • Tuesday, March 14 • Tuesday, April 11 • Tuesday, May 9 • Tuesday, June 13 • Tuesday, July 11 • Tuesday, August 8 • Tuesday, September 12 • Tuesday, October 10 • Tuesday, November 14 • Tuesday, December 12 STAFF RECOMMENDATION: Staff recommends that the Parks and Recreation Commission review the proposed 2023 meeting dates and provide staff with any recommended changes. ACTION REQUESTED: If the Parks and Recreation Commission concurs, it should, by motion, set the 2023 meeting dates. 19 DATE: December 13, 2022 TO: Parks & Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Recommendation of Playground RFP for Valley View Heights Playground Project BACKGROUND: The Parks and Recreation Commission established a playground work group that met with staff in order to develop criteria for the attached Valley View Heights Playground Remodel RFP. The current playground at Valley View Heights was built in 2006. The cost of the playground remodel was $36,014. A standard useful life for playgrounds has been 15-20 years of service. Features requested to be included in all proposals for the reconstruction include: • Swings (Parent Child, Accessible Swing, Etc.) • Climbing feature • At least two slides • Covered canopy over the deck area • At least two vinyl coated steel benches with backs anchored in the ground within the container area • Engineered wood fiber surfacing All proposals must include demolition and disposal of current playground equipment, any necessary sitework, container updates, playground equipment, engineered wood fiber surfacing, and installation for the playground site. The work group requested a bright color pallet be used for the playground features. The City Council has authorized a budget of $75,000 for this project. Attached is also a site plan drawing of the current playground with a recommended shape change to the container in order to increase the size of the playground. STAFF RECOMMENDATION: Staff recommends that the Parks and Recreation Commission review the attached RFP, make any necessary changes, and recommend to the City Council action to issue the RFP in order to advertise bids for the replacement of Valley View Heights Playground. 20 ACTION REQUESTED: If the commission concurs, it should by motion, recommend to the City Council the action to issue the RFP in order to advertise bids for the replacement of the Valley View Heights Playground. 21 REQUEST FOR PROPOSAL VALLEY VIEW HEIGHTS PARK PLAY STRUCTURE CITY OF MENDOTA HEIGHTS 1056 Cullen Ave Mendota Heights, MN 55118 I. GENERAL INFORMATION A. OBJECTIVE The purpose of the Request for Proposal (RFP) is to obtain site plan design and quotes to include demolition and disposal of current playground equipment, any necessary sitework, an expanded container, playground equipment, engineered wood fiber surfacing and installation for the playground site at Valley View Heights Park, 1056 Cullen Ave, Mendota Heights, MN 55120. B. ISSUING OFFICE The RFP is issued by the City of Mendota Heights Parks & Recreation Department. All correspondence regarding the RFP should be addressed to: Meredith Lawrence, Mendota Heights Parks & Recreation, 1101 Victoria Curve, Mendota Heights, MN 55118. C. CONTRACT ADMINISTRATOR All communications concerning the contract should be directed to Meredith Lawrence, Parks and Recreation Manager at 651-255-1354 or mlawrence@mendotaheightsmn.gov D. INCURRING COSTS The City of Mendota Heights is not liable for any cost incurred by the prospective firms prior to the signing of the contract. E. PROPOSALS To be considered, each firm must submit a complete response to this RFP, using the format provided in Section IV. The proposal must be signed in ink by an official authorized to bind the submitter to its provisions. The proposal must include a statement as to the period during which the proposal remains valid. This period must be at least ninety (90) days from the due date for this proposal. Respondents shall include 1 digital and 1 hard copy of their proposal document. F. ACCEPTANCE OF THE PROPOSAL CONTENT The contents of this proposal will become contractual obligations if a contract ensues. Failure of the selected consultant to accept these obligations may result in cancellation of the award. G. SELECTION CRITERIA Responses to this RFP will be evaluated based on the following process: 1. Staff will review the firm’s response to the RFP, including a computerized drawing of the proposed project and determine if the proposal meets all criteria for consideration. 2. The Parks and Recreation Commission’s subcommittee and staff will narrow down the complete proposals to the top three designs to be considered by the community. 3. A neighborhood meeting and community survey will be conducted so residents can review the proposed play structure options and provide feedback on a preferred plan. 4. The Parks and Recreation Commission will review the neighborhood meeting and community survey results and make a recommendation to the City Council on the desired playground for the park. 5. City staff will present the Parks and Recreation Commission’s recommendation to the City Council for a final decision. 22 H. PROPOSAL RECEIPT Proposals must arrive at the Mendota Heights City Hall, 1101 Victoria Curve, Mendota Heights, MN 55118 on or before 10:00 AM Wednesday, February 22, 2023. I. RIGHT TO REJECT BIDS The City of Mendota Heights reserves the right to award the total proposal, to reject any and all proposals in whole or in part, and to waive any informality or technical defects, in the City’s judgment. In determination of award, the qualification of the proposal submitter, the conformity with the specifications of services to be supplied and delivery terms will be considered. J. COST LIABILITY The city assumes no responsibility or liability for costs incurred by the firms prior to the submission of a proposal. Total liability of the City of Mendota Heights is limited to the terms and conditions of this agreement. K. OWNER The City of Mendota Heights is designated as Owner. All work shall be on public property. The contractor shall confine operations, at all times staying within the limits of the property. Any repairs or restorations required outside the property limits due to the Contractor’s carelessness shall be repaired by the Contractor at their expense. L. AWARD OF CONTRACT The City of Mendota Heights will award one contract for this entire project to a responsible bidder submitting the Quote meeting all performance and required criteria as set forth by this set of contract documents, plans and specifications. M. INSURANCE The successful respondent will be required to furnish appropriate certificates of insurance as part of the final contract negotiations. N. TAXES The contractor shall pay all sales, consumer, use and other taxes required to be paid by them in accordance with the law of the place where the work is to be performed. O. TEMPORARY ENCLOSURES, BARRICADES AND FENCES The Contractors shall provide and maintain all necessary temporary enclosures and barricades to adequately protect the work and materials from the elements and persons not involved with construction. The Contractor shall remove all temporary enclosures, barricades and fences upon completion of the work. P. PROTECTION OF EXISTING FACILITIES The Contractor shall provide for and be responsible for protection of existing pavements, utilities, fencing, etc. In general, all existing materials, surfaces, sod, etc., to remain which are affected by the work shall be repaired and restored to an original and functional condition. Q. SHIPMENT OF MATERIALS Before making any shipment of materials to the site, Contractor shall ascertain whether the site is in a condition to receive the shipment. Where this provision is neglected and material is delivered to the site when the latter is not in condition to receive it, such materials shall be properly stored 23 elsewhere at the Contractor’s expense and adequate insurance coverage provided for off-site storage. R. STORAGE OF MATERIALS ON OR OFF-SITE 1. Contractor shall provide storage as required to protect and preserve all materials stored at the site. Materials are not to be stored directly on the ground. Storage of materials is to be confined to areas designated by the City. City will not sign for or be responsible for materials delivered to the site. 2. Equipment delivered early will not be paid in full. Full payment of structure and installation will be paid when installation is complete and a compliance audit has been received. S. WORKING HOURS Working hours shall be from 7:00am- 8:00pm on Monday-Friday and 9:00am-5:00pm on Saturday and Sundays. T. CLEANUP All work areas shall be returned to a condition equal to or better than was in existence at the beginning of the project. All construction debris, including excavated soil, shipping materials including cardboard, pallets, etc. shall be removed and disposed of in a manner satisfactory to the City. II. SELECTION PROCESS A. Staff will use the feedback from the resident groups and a recommendation from the Parks and Recreation Commission to enable the City Council to make a formal decision. B. If necessary, an interview/informational meeting may be requested by staff with potential vendors. III. SPECIFICATIONS A. Structure shall meet and comply with all current ADA Legislation and ASTM F1487 and include demolition and disposal of current playground equipment, any necessary sitework, a new container, playground equipment, engineered wood fiber surfacing and installation for the playground site. B. All equipment must meet age related design criteria suitable for 2-5-year olds and 5-12 year olds and be IPEMA certified. C. Recycled wood timber container expansion must be included to meet the design of the updated enclosure attached and match the color and style of the existing container timbers to remain. The existing container does not need to be replaced, but must have portions replaced to ensure it meets ADA requirements and safety requirements. D. Play structure quote must include the following features: a. The addition of an ADA accessible ramp and sidewalk made out of concrete b. Swings (Parent Child, Accessible Swing, Etc.) c. Climbing feature d. At least two slides 24 e. Covered canopy over the deck area f. At least two vinyl coated steel benches with backs anchored in the ground within the container area g. Engineered wood fiber surfacing E. Other amenities shall include, but not be limited to, plastic slides, climbing walls/units, ladders, play panels, transfer deck, fire pole, spinner, overhead glider, play accessories, etc. F. Wear pads must be installed below bottom of slides and swings. G. The playground container is currently 2,400 square feet. The new playground will include a container boundary of 3,000 square feet. The attached map outlines the container space available for the new playground in blue. H. Site shall have signage information provided appropriate to the structure/area. If signage includes photos of individuals, the photo must include a diverse group of users. I. All plastic and coating products must be UV and color stabilized to resist fading. J. Supplier must be able to provide a tool kit for fasteners, parts manual (both hard copy and electronic) and touch up paint kit for all structure colors. K. All parts must have a corrosion resistant finish and be capped on the top end. L. All metal decks must be manufactured from sheet steel conforming to ASTM specification A-569 and be finished with a vinyl coating. M. All connecting hardware used must be zinc plated or stainless steel, free of protrusions, vandal resistant and have a tamper proof design. Service kit for tamper proof fasteners must also be provided. N. The color pallet for the playground is requested to portray bright colors. IV. PROPOSAL A. PROPOSAL FORMAT The firm will be responsible for submitting a written proposal listing outline of equipment and cost for equipment/container/surfacing, demolition, delivery and installation. B. FEE QUOTATIONS The fee proposal not to exceed $75,000 for the project will include all costs associated with the project, including all demolition of existing equipment, new container, surfacing, structures, delivery, installation, construction permits, taxes and service charges. Each firm is requested to provide the maximum amount of play activities for that fee. C. SUBMITTAL REQUIREMENTS Each of the following items shall be considered an integral part of the Contractor’s proposal and shall be submitted to the City on or before the date and time as stated on the Proposal Form: 1. One copy of a completed and signed Proposal Form. 2. List all base materials 3. List of all equipment included in the plans, with quantities. 25 4. One copy of a play area equipment layout drawing to scale showing layout, safety zones, accessibility, border and outside dimensions. 5. One bound notebook or plan size sheet of all components and features specific to the project. 6. One complete copy of all warranty information. 7. The contractor shall indicate all deviations from the specifications. 8. Provide a letter from the manufacturer or an independent consulting firm stating all equipment meets the current ASTM F1487 standards. 9. Installation of the entire playground must be completed by paid professional staff. Any deviation from the use of paid professional installers must be approved by the Parks and Recreation Manager. 10. Estimated timeline for construction 11. Documentation that all equipment quoted is covered by product liability insurance. D. SITE REVIEW Consultants desiring a pre-bid on-site visit should contact Meredith Lawrence at 651-255-1354 to set up an appointment to meet with staff prior to submitting a proposal. E. REGULATORY COMPLIANCE 1. All equipment provided and all areas around and between equipment must comply with most current Consumer Product Safety Commission (CPSC) guidelines and The American Society for Testing and Material (ASTM) standards. It is the responsibility of each bidder and manufacturer to be aware of these guidelines. Please list all deviations where your proposal does not comply totally and explain each in detail when submitting the proposal. Equipment that requires labor intensive measures or modifications, after installation, such as the cutting of bolts, to bring equipment into conformance with CPSC and ASTM will not be accepted. As recommended by CPSC, a project specific maintenance manual shall be provided at the end of the project. 2. The entire playgrounds must meet the current requirements of the Americans with Disabilities Act and ASTM F1487. 3. All equipment must be IPEMA certified. 4. All surfacing materials must meet current CPSC guidelines, ASTM F1951 and ASTM F1292 standards, as well as be IPEMA certified. 5. Once installation is complete on all equipment, supplier must provide a formal safety audit of the installed equipment. Audit must document that equipment meets all current standards listed above. Final ½ payment for structure, payment for base materials and installation will not be processed until after the safety audit inspection and document has been completed and delivered from a certified playground inspector. CPSI documentation must be included. 6. Supplier must invoice City for all payments. F. PROJECT PHASING The Parks and Recreation Department is challenging various playground manufacturers to use their professional expertise and creativity to develop a unique play structure. G. TENTATIVE TIMETABLE 1. Proposal submittal deadline February 22, 2023 at 10:00 AM 2. Review by residents and Parks and Recreation Commission by April 11, 2023 3. Notification of contract award week of April 17, 2023 4. Delivery of playground TBD (contact Meredith Lawrence) 5. Installation of playground structure at Valley View Park must be completed by August 1, 2023 26 INTERSTATE 35ECULLEN AV E Th is im agery is co p yrigh ted an d licen sed by Nearm ap US In c, wh ich retain so wn ersh ip o f th e im agery. It is bein g p ro vided by Dako ta Co un ty un der th eterm s o f th at licen se. Un der th at licen se, Dako ta Co un ty is allo wed top ro vide access to th e “Offlin e Co p y Add-On fo r Go vern m en t”, o n wh ich th isim age services is based, at 6-in ch reso lutio n , six m o n th s after th e cap turedate, p ro vided th e user ackn o wledges th at th e im agery will be used in th eirn o rm al co urse o f busin ess an d m ust n o t be reso ld o r distributed fo r th e Valley View PlaygroundImprovements Date: 11/2/2022 City o fMen do taHeigh ts 0 50 SCALE IN FEET GIS Map Disclaimer:This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat,survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information containedin this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errorsor omissions herein. If discrepancies are found, please contact the City of Mendota Heights. Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation. Existin g co n tain er bo un dary (2,400 sq ft) New co n tain er bo un dary (3,000 sq ft) Add ADA accessible ram p an d sidew alk 27