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2023-03-14 PRC Agenda Packet
CITY OF MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION Tuesday, March 14, 2023- 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. February 14, 2023 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. Par 3 Bond Payment Acknowledgement Event Update b. 2022 Parks, Recreation and Par 3 Annual Report c. Website Update 9. Unfinished Business a. Valley View Heights Playground Recommendation b. Parks 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 DRAFT PARKS AND RECREATION MEETING MINUTES FEBRUARY 14, 2023 The February meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, February 14, 2023, at Mendota Heights City Hall, 1101 Victoria Curve. 1.Call to Order – Parks and Recreation Manager Meredith Lawrence called the meeting to order at 6:30 p.m. 2. Roll Call – The following Commissioners were present: Commissioners: Jaffrey Blanks, Tica Hanson, Stephanie Meyer, Michelle Muller, Jo Schifsky, Dan Sherer, and Michael Toth; absent: None. Student Representative: Meg Murphy. Staff present: Parks and Recreation Manager, Meredith Lawrence, and Public Works Director Ryan Ruzek. Parks and Recreation Manager Meredith Lawrence introduced the new Commission members and each member of the Commission introduced themselves. 3.Pledge of Allegiance The Pledge of Allegiance was recited. 4.Election of Chairperson and Vice Chairperson Parks and Recreation Manager Meredith Lawrence asked for nominations for the position of Chairperson. Motion Meyer/second Muller, to nominate Jaffrey Blanks as Chairperson. Commissioner Blanks accepted the nomination. There were no other nominations. AYES 7: NAYS 0 Chair Blanks asked for nominations for the position of Vice Chairperson. Motion Blanks/second Meyer, to nominate Michelle Muller as Vice Chairperson. Commissioner Muller accepted the nomination. There were no other nominations. AYES 7: NAYS 0 5.Approval of Agenda Motion Meyer/second Sherer, to approve the agenda AYES 7: NAYS 0 6.a Approval of Minutes from January 10, 2023 Regular Meeting Motion Sherer/second Muller to approve the minutes of the January 10, 2023 Parks and Recreation Commission Regular Meeting. AYES 7: NAYS 0 2 7. Citizen Comment Period (for items not on the agenda) None. 8. Acknowledgement of Reports Chair Blanks read the titles of the three updates (Par 3, Recreation, and Park Improvement Updates) and polled the Commissioners for questions. 8.a Par 3 Update Parks and Recreation Manager Meredith Lawrence presented the preliminary fourth quarter financial report and provided a summary of the 2022 activity. She reviewed the positions that staff is soliciting for the course in preparation for the upcoming season. She stated that they will be ready to open the course when weather allows. She noted that she will present the annual report for the course at the March meeting. She stated that the equipment that had been delayed in 2022 should be received prior to the 2023 season. Commissioner Toth commended staff for working diligently to keep expenses level from 2021 to 2022. Ms. Lawrence provided additional details on the golf course fund and how funds are allocated with the goal for the golf course to be self-sufficient. She noted that the Council makes the decision on whether equipment and/or capital projects should be funded from the golf course fund or general fund. 8.b Recreation Update Parks and Recreation Manager Meredith Lawrence provided an update on upcoming recreation opportunities and summer programing. She also provided an overview of recent recreation events and activity. She reviewed the seasonal staff that the City is looking to hire related to parks and recreation. She noted that the new Recreation Coordinator will join the department in March. Commissioner Muller stated that she is excited about the games and coffee program and asked how many residents have been attending. Ms. Lawrence replied that about eight residents have been attending each event. She stated that they have been enjoying the event and will continue to offer it during the golf season as well. Commissioner Muller stated that perhaps they could add donuts as well. Commissioner Sherer asked if there is a reason the Wentworth ice performs more poorly than Marie. Ms. Lawrence replied that in previous years the grass base has been a cause for poor ice conditions. She noted that is still the only rink that does not have an asphalt, acrylic base, which could be the reason. She stated that when she visited the rink the previous day there was exposed asphalt in multiple places. She stated that Marie and Friendly Hills are not much better at this point because of the weather. Commissioner Sherer stated that perhaps staff could provide a review of the skating seasons compared to the past to determine the value of the rinks and related financial decisions. 3 Commissioner Toth asked if there was difficulty staffing the warming houses this year and whether the warming houses were not open because of lack of staff. Ms. Lawrence replied that the maintenance staff was challenging as the part-time staff went back to college and full-time staff had to take over with flooding. 8.c Parks Improvement Update Parks and Recreation Manager Meredith Lawrence reported that the dugout fence work is planned to begin March 27th. She reviewed the projects that were included in the 2023 budget, noting that staff has been working on developing the plans for those projects and provided an overview of the projects and anticipated timelines. Commissioner Meyer asked for clarification on the type of skate park, noting that she believed the subcommittee recommended concrete. Ms. Lawrence stated that input has been received in support of both concrete and modular features. She stated that they reviewed options for both, and the Council had concerns with reducing the footprint of the park, as the cost for concrete features would be higher than the modular features. She noted that there are full concrete skate park s in neighboring communities and therefore the modular park would be unique to this area. She provided more details on the process and how it is different than a playground redesign process. Public Works Director Ryan Ruzek stated that the consultant could generate design documents that could be bid upon, or the contract could be awarded to the consultant they have been working with if they feel that is the best option. He stated that the Council has directed staff to focus on the modular park option and the survey is asking for input on the features that would be desired within the park. Commissioner Muller commented that they would seem to be locked in with American Ramp Company because they are the only company on the list that builds modular. Mr. Ruzek commented that the main consultant is Bolton and Menk and American Ramp Company is more of a sub consultant. Commissioner Sherer stated that he would guess that many other communities choose the concrete option because it is more durable. Mr. Ruzek replied that the concrete does typically have less maintenance. He stated that American Ramp Company has stated that their ramps have a warranty of 20 years and provided more information on the surfacing options. He noted that using concrete would reduce the skate park to one third of the existing size. Commissioner Muller commented that there would be opportunity to partner with other organizations in the community to fundraise. She expressed frustration that this decision to use modular would seem to box the City into using American Ramp Company as the other companies on the list only build concrete. She stated that the survey for the skate park is lengthy and believed that the same information could be gained without requiring input on all the features. 4 Ms. Lawrence stated that the more input they have on each response, the more information that the designers have to build a park that is desired by Mendota Heights residents. Commissioner Meyer asked if the survey would be continued or revised if the desired level of input is not received. Ms. Lawrence stated that 32 responses have been received thus far. She noted that the company has said that is a high level of responses for this type of survey and feel confident that they have received good feedback. Commissioner Meyer asked if they could put a signs out with a QR code linking to the survey. Ms. Lawrence noted that the Dirty Dota shared the survey link of their social media as the link was also shared on 12 different community group pages. 9. New Business 9.a Approval of Commission Bylaws Parks and Recreation Manager Meredith Lawrence stated that each year in February, the Commission reviews the rules of order. She stated that staff received direction this year to covert the rules of order into bylaws and provided an overview noting the change to attendance language. Commissioner Meyer asked if there would be an allowance for hybrid meetings or virtual attendance. She used the scenario that someone may not be feeling well but feels forced to attend to avoid attendance ramifications. Ms. Lawrence stated that the City currently does not have the technology to properly hold a hybrid meeting. Motion Muller/second Toth to approve the Commission Bylaws. AYES 7: NAYS 0 9.b Assign Commission Parks Parks and Recreation Manager Meredith Lawrence stated that each year the Commission assigns two parks to each Commission member. She reviewed the items that should be reported back to the Commission. Chair Blanks stated that he would like to review the parks held in 2022 and determine if the Commissioners would like to retain those or relinquish those into the pool and the remainder can be assigned. Commissioner Sherer stated that he would like to keep Hagstrom King and would be willing to put Market Square back into the pool. He commented that he would also like to take Civic Center. Commissioner Muller commented that she would like to keep Rogers Lake and Kensington. Commissioner Meyer stated that she would like to keep Marie and would be okay giving up Victoria Highlands if someone else were interested. 5 Chair Blanks commented that he would like to keep Valley and would be open to giving up Mendakota if someone else were interested. The parks were assigned as follows: • Commissioner Sherer: Hagstrom King and Civic Center • Commissioner Muller: Rogers Lake and Kensington • Commissioner Meyer: Marie and Valley View • Chair Blanks: Valley and Market Square • Commissioner Toth: Friendly Hills and Mendakota • Commissioner Schifsky: Ivy Hills and Wentworth • Commissioner Hanson: Victoria Highlands and Dog Park 9.c 2023 Summer Recreation Catalog Parks and Recreation Manager Meredith Lawrence provided an overview of the recreational catalog for programing, noting that online registration will open on February 28th at 9 a.m. 10. Unfinished Business 10.a Pickleball Light Program Review for 2023 Parks and Recreation Manager Meredith Lawrence stated that the Commission is asked to review the recreational light program at Marie Park and make a recommendation for the upcoming year. She provided background information on the original request received to allow lighting of the pickleball courts to allow evening play, the pilot program that ran in 2021, and the lighting that was allowed for 2022 at Marie Park. She stated that a similar program was considered to bring lighting to Friendly Hills for the same purpose but did not move forward because of concern expressed by nearby residents. She noted that no complaints have been received related to the 2022 season at Marie Park. She stated that the Council requested that this item be reviewed annually. She estimated a cost of $30 per month for the lighting. She noted that staff recommends continuation of the lighting at Marie Park as implemented in 2022. Commissioner Schifsky asked if the lights would be better balanced for multi-use when LED lighting is installed. Ms. Lawrence stated that the lighting has been converted at Friendly Hills and they did install shades to ensure the light does not bleed. She stated that they have had issues with the existing lighting at Marie and are looking forward to the LED conversion. Public Works Director Ryan Ruzek noted that because Friendly Hills already has the LED lighting and Marie does not, it would be a good opportunity to compare the lighting at each park. Commissioner Meyer asked for logistical information on the push button lighting at Marie. Ms. Lawrence explained how the light works. Motion Sherer/second Hanson to recommend continuation of the pickleball lighting program at Marie Park as it was during 2022. Further discussion: Commissioner Toth stated that he would like more information and asked if this needs to be voted on tonight. 6 Ms. Lawrence replied that it could be delayed one month but staff would want to ensure sufficient time to implement the spring lighting. Mr. Ruzek commented that once the ice is out, pickleball players will be asking for the nets to be installed. Commissioner Toth commented that this issue is new to him, and he would like to fully understand concerns of the neighbors with lighting until 9 p.m. before making a vote. Chair Blanks asked if staff has received complaints related to the lighting. Ms. Lawrence replied that she has not received any complaints since this program began. She stated that if public engagement is desired, she would like input on the type of engagement that is wanted. She confirmed with Mr. Ruzek that once the ice is gone the pickleball players will want to play. Commissioner Toth stated that he would want to reach out to the people he knows in that area to solicit feedback. He asked if the lighting could be reduced to 8 p.m. Ms. Lawrence confirmed that the Commission could make whatever recommendation it sees fit. Chair Blanks stated that the City Administrator had authority in 2022 to cancel the program at anytime if she felt necessary. Commissioner Toth stated that with that understanding he could support moving forward. Commissioner Sherer provided some additional background information on how the 9 p.m. was established and noted that it seemed to be successful as no complaints were received. Commissioner Hanson stated that she lives in that area and is part of the pickleball community. She stated that the neighbors support that the lighting is self -administered and therefore if no one is using the courts, the lights are not on. She commented that many pickleball players live directly adjacent and therefore do not complain. She stated that the neighbors enjoy seeing people using the park and being active. She noted that kids and seniors are playing pickleball together which is rare in a sport. Commissioner Sherer asked if they have looked into having a switch for the basketball court separate from pickleball. Mr. Ruzek commented that would be a substantial cost. He stated that if lighting is not desired for the basketball courts, the easiest solution would be to remove the bulbs. Ms. Lawrence noted that the lighting for the basketball court is used in the winter for the pleasure rink. Commissioner Meyer noted the popularity of pickleball in the community. It was confirmed that the language would be included that would provide the City Administrator the authority to discontinue the program if issues arise. AYES 7: NAYS 0 7 10.b Frozen Fun Fest Recap Parks and Recreation Manager Meredith Lawrence stated that the 2nd Annual Frozen Fun Fest was held this past weekend. She provided an overview of the different events that took place. She welcomed any input the Commission may have for 2024 implementation. Commissioner Sherer asked if there is a way to make the medallion hunt easier for staff, perhaps partnering with a creative writing class. Ms. Lawrence stated that she and the Police Chief enjoy writing the clues. She stated that helps to keep the clues confidential. She recognized the snafu that all the clues were released at the same time on day one. Commissioner Hanson suggested a sledding competition at Sibley Hill. Commissioner Muller asked for input on how the setting of Friendly Hills was compared to Mendakota. Ms. Lawrence stated that it was estimated that over 400 people attended at Friendly Hills, much more than Mendakota but acknowledged that the warmer weather probably brought in more people. She stated that kids were sledding, ice skating, playing ball, etc. and therefore Friendly Hills seemed to work well. Chair Blanks commented that it was well attended and agreed with the rotation of parks to feature different parks in the community. He stated that the only feedback he received was that residents would have liked more food trucks. Commissioner Meyer commented that perhaps Wentworth could be considered as a location once the new warming house is constructed. Ms. Lawrence replied that the biggest concern with Marie and Wentworth would be related to parking. She stated that she does like the idea of moving the activity to different parks and noted that they did see people walking to the event from the neighborhood. Commissioner Blanks noted that he spoke with people that had not been to Friendly Hills before the event. Commissioner Meyer commented that the promotion for Cupids Crawl was great and asked if it was successful. Ms. Lawrence commented that it was the first time for Cupids Crawl and six businesses participated and got a fair amount of business from the event. She estimated 100 people participating. She stated that the puzzle competition was very successful with full registration, a wait list, and additional interest. She noted that they are looking for a location that would have more space to increase the size of the event next year. 11. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements: • Encouraged people to apply for the seasonal positions. 8 • The new Recreation Coordinator will begin March 13th. • The new Recycling Coordinator started January 17th. • Warming houses may have to be closed soon during to weather conditions • The Council would like to host a bond payoff celebration event at the Par 3 in April and welcomed input from the Commission via email • Other events can be found on the City’s website 12. Student Representative Update Student Representative Murphy commented that the recent winter events were successful which is great to see. She stated that she is also glad to see the skate park progress forward and hoped more people will engage in the survey to develop the plans. She noted that there is a lot of variety in the summer recreation catalog. 13. Commission Comments and Park Updates Commissioner Meyer • Marie continues to be popular • Thanks to City staff for clear roads and trails • Thanks to Ms. Lawrence for the hard work on Frozen Fun Fest Commissioner Hanson • Thanked City staff for the snow removal Commissioner Schifsky • Asked about the surface of the pickleball court at Marie; staff noted that has not been budgeted for 2023 but could potentially be included for 2024 Chair Blanks • Valley is in great condition for walking • Market Square is great and he recently had pizza there Commissioner Toth • It is great to be back on the Commission and he looks forward to the work ahead • Will be out of town and unable to attend the March meeting Commissioner Muller • Thanked City staff for the parks continuing to be walkable in the winter • Thanked Ms. Lawrence for her work on the Frozen Fun Fest events Commissioner Sherer • Welcomed the new Commission members • Recognized former Commissioner Smith for bringing forward the concept for Frozen Fun Fest which continues to get better each year • MHAA held a Board meeting the previous day and approved a name change to the Two Rivers Athletic Association to better align with the community served 14. Adjourn Motion Meyer/Second Hanson to adjourn the meeting at 8:15 PM AYES 7: NAYS 0 9 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc. 10 DATE: March 14, 2023 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Par 3 Update Par 3 Seasonal Employment Opportunities The City is accepting applications for the following seasonal positions: Parks and Recreation Intern, Golf Assistant, and Golf Instructor. Positions are open until filled. Application materials are available from the City’s website or at City Hall. Staff has successfully hired the maintenance and clubhouse positions with primarily returning employees for the 2023 season. Season Open Preparation Staff is working to prepare for the upcoming season by completing seasonal maintenance on equipment, cleaning and organizing the clubhouse, and obtaining necessary materials and supplies for opening the course. The Mendota Heights Par 3 will be able to open when the weather changes; whenever that may be. Maintenance 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 (General Fund Balance) • Sandpro: Spring, 2023 (Par 3 Fund) • Workman: Spring, 2023 (Par 3 Fund) • TopDresser: Delivered (Par 3 Fund) Junior/Adult Golf Championship The City will host its second annual Junior/Adult Golf Championship at the Par 3 on Saturday, April 15 at 9:00am. The event will be a recreational two-person scramble tournament like the pro’s do in Orlando. Registration is available on the City’s website. 11 DATE: March 14, 2023 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Recreation Update 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. • April 6 (6:00pm-7:00pm)-Marie Park • May 4 (6:00pm-7:00pm)-Mendota Elementary Warming House Update Attached is the warming house log. The log is compiled from the rink attendant’s daily reports. Areas highlighted in red mean that warming houses were closed due to the air temperature being below 0 or the inability to clear off snow on the rinks due to the safety priorities of the Public Works maintenance team. The dates highlighted in black means there was insufficient staffing for that date. Summer Registration Summer registration for recreation programs, leagues and events opened Tuesday, February 28 at 9:00am. • On February 28 staff conducted a total of 332 transactions (many of which had registrations for multiple programs and family members) for a total of $43,045 in revenue. This is slightly down from last year’s first day total revenue of $49,619. Spring Break Camp and Field Trip This year the cities of Mendota Heights and West Saint Paul are offering a Spring Break Camp from March 27-30 at Harmon Park that includes: games, tie dying, a movie/popcorn, and cooking. On March 31, there is an optional field trip to the Science Museum. Recreation Seasonal Employment The City is accepting applications for the following seasonal positions: Parks and Recreation Intern, Tennis Assistant, Tennis Instructor, Golf Assistant, and Golf Instructor. Positions are open until filled. Application materials are available from the City’s website or at City Hall. 12 Kids Garage Sale In collaboration with West Saint Paul and Inver Grove Heights, the City is hosting its second annual Kids Garage Sale. The event will take place on Saturday, April 29 from 10:00am-Noon. Registration for a booth is available online. No registration is needed for buyers. Touch a Truck Join us for a behind the scenes tour and get up and close to tons of big rigs on Saturday, May 13 (Sunday May 14 is rain backup)—fire trucks, police squads, mowers, plow trucks and more! Activities will include kids’ games, photo opportunities, and refreshments. The event will take place at Mendakota Park. The event is free. Concerts in the Park The community will have the opportunity in 2023 to attend more consistent concerts in the park within Market Square Park. Concerts are scheduled for every other week and will begin in mid- April. A list of the bands and the concert schedule is available on the city’s website. 13 Date # of Skaters Avg Temp Date # of Skaters Avg Temp Date # of Skaters Avg Temp 12/28/2022 40 35 12/28/2022 77 36.5 12/28/2022 98 35.4 12/29/2022 28 33.3 12/29/2022 24 33.5 12/29/2022 52 33.8 12/30/2022 137 18.7 12/30/2022 66 18.5 12/30/2022 40 20.4 12/31/2022 47 34 12/31/2022 28 22.5 12/31/2022 36 32.25 December Total:252 30.25 December Total:195 27.75 December Total:226 30.4625 Date # of Skaters Avg Temp Date # of Skaters Avg Temp Date # of Skaters Avg Temp 1/1/2023 48 29.1 1/1/2023 53 30.3 1/1/2023 52 29.6 1/2/2023 35 25.5 1/2/2023 102 25.1 1/2/2023 50 25.1 1/5/2023 23 19.6 1/5/2023 60 20.2 1/5/2023 20 21 1/6/2023 25 11 1/6/2023 15 12.6 1/6/2023 25 12.8 1/7/2023 19 14.4 1/7/2023 77 12.6 1/7/2023 84 13.5 1/8/2023 71 19.6 1/8/2023 79 26.3 1/8/2023 61 21.1 1/9/2023 47 30 1/9/2023 16 29.2 1/9/2023 12 28.4 1/10/2023 9 28.2 1/10/2023 56 27.8 1/10/2023 16 28 1/11/2023 6 31.4 1/11/2023 6 31.8 1/11/2023 19 32.8 1/12/2023 4 22 1/12/2023 20 22 1/12/2023 7 22.2 1/13/2023 0 15.2 1/13/2023 1/13/2023 33 17.4 1/14/2023 51 28.8 1/14/2023 81 29.8 1/14/2023 77 29.4 1/15/2023 40 33.6 1/15/2023 29 36.1 1/15/2023 29 35.3 1/16/2023 0 36 1/16/2023 0 36 1/16/2023 0 35.2 1/17/2023 1/17/2023 1/17/2023 1/18/2023 4 31 1/18/2023 11 31.4 1/18/2023 16 32.2 1/19/2023 2 26 1/19/2023 4 33.4 1/19/2023 5 30.2 1/20/2023 7 21.4 1/20/2023 11 25.4 1/20/2023 12 22 1/21/2023 24 25 1/21/2023 101 26.5 1/21/2023 67 25 1/22/2023 39 21.5 1/22/2023 62 21.8 1/22/2023 22 18.1 1/23/2023 21 31 1/23/2023 37 29.6 1/23/2023 13 31.2 1/24/2023 8 24 1/24/2023 20 24.8 1/24/2023 24 25.6 1/25/2023 0 24.2 1/25/2023 15 30 1/25/2023 27 25 1/26/2023 3 7.8 1/26/2023 4 12.2 1/26/2023 16 14.2 1/27/2023 6 15.6 1/27/2023 1/27/2023 50 12.8 1/28/2023 8 5.1 1/28/2023 26 8.4 1/28/2023 101 4.9 1/29/2023 9 3.8 1/29/2023 11 4.3 1/29/2023 5 3.5 1/30/2023 1/30/2023 1/30/2023 1/31/2023 63 4.8 1/31/2023 6 7.8 1/31/2023 0 5.8 January Total:572 21.68888889 January Total:902 23.816 January Total:843 22.30741 Date # of Skaters Avg Temp Date # of Skaters Avg Temp Date # of Skaters Avg Temp 2/1/2023 25 15 2/1/2023 2/1/2023 13 17.4 2/2/2023 2/2/2023 2/2/2023 2/3/2023 2 1.6 2/3/2023 4 0.8 2/3/2023 3 1.2 2/4/2023 7 26.6 2/4/2023 20 26.6 2/4/2023 40 25.8 2/5/2023 24 27.3 2/5/2023 41 28.1 2/5/2023 93 27.5 2/6/2023 5 35.8 2/6/2023 0 34 2/6/2023 2/7/2023 10 29.2 2/7/2023 1 31.2 2/7/2023 4 31 2/8/2023 2 35.8 2/8/2023 2/8/2023 6 41 2/9/2023 0 29.2 2/9/2023 7 30.8 2/9/2023 1 29.4 2/10/2023 2 21.8 2/10/2023 24 23.8 2/10/2023 15 34.6 2/11/2023 38 35.4 2/11/2023 58 33.8 2/11/2023 1 29.4 2/12/2023 2 37.2 2/12/2023 2/12/2023 15 34.5 2/13/2023 2/13/2023 3 36.8 2/13/2023 2/14/2023 2/14/2023 2/14/2023 2/15/2023 2/15/2023 2/15/2023 2/16/2023 10 15.2 2/16/2023 31 16.4 2/16/2023 2/17/2023 2/17/2023 12 26.5 2/17/2023 2/18/2023 2 33.8 2/18/2023 39 34.2 2/18/2023 2/19/2023 0 31.5 2/19/2023 2/19/2023 2/20/2023 2/20/2023 2/20/2023 2/21/2023 2/21/2023 2/21/2023 2/22/2023 2/22/2023 2/22/2023 2/23/2023 2/23/2023 2/23/2023 2/24/2023 2/24/2023 2/24/2023 2/25/2023 2/25/2023 2/25/2023 2/26/2023 2/26/2023 2/26/2023 2/27/2023 2/27/2023 2/27/2023 2/28/2023 2/28/2023 2/28/2023 February Total:129 26.81428571 February Total:240 26.91667 February Total:191 27.18 # of skaters Avg temp # of skaters Avg temp # of skaters Avg temp Season Total: 953 26.2510582 Season Total: 1337 26.16089 Season Total: 1260 26.64997 Season Combined Total Skaters:3550 Wentworth December Wentworth January Wentworth February Wentworth Final Totals Friendly Hills December Marie December Friendly Hills January Marie January Friendly Hills February Marie February Friendly Hills Final Totals Marie Final Totals 14 DATE: March 14, 2023 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 and are estimated to be completed in early Spring, 2023 (the contractor has provided March 27 as a start date): • 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 Included in the 2023 budget for parks capital improvement project are: • 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 was approved by the City Council on January 3 and was released to reputable vendors. Proposals were due back to the City by February 22. Staff received three proposals. Community engagement is complete and staff is bringing forth the community results for the Commission to review at the March 14 meeting. Roger’s Lake Skate Park: Staff is actively working on this project in conjunction with the consultants and subcommittee. Two subcommittee meetings have taken place thus far. The subcommittee asked staff to reconsider a full concrete park. Staff brought an update on the project to the City Council in January, and the City Council directed staff to continue designing a 15 modular feature skate park with a concrete base, within the $300,000 budget, and strive for a project completion in 2023. A survey was made available for residents to provide their thoughts on desired features for the next skate park. That survey closed February 19, after which staff and the consultants met to discuss next steps in regards to a meeting with the subcommittee. Staff has directed the consultants to prepare two proposals for the subcommittee to review on March 20 and then engage the community on the two proposals. Based off the community feedback on the two proposals, staff intends to bring forth a recommendation to the Parks and Recreation Commission and Council. Wentworth Warming House: Staff is in the process of getting quotes for this project with the hope of bringing a proposal to the City Council for final approval in March. Civic Center Infield Renovation Work: Staff received updated bids on this project and received approval from the Council on February 21. The total project cost for the infield work is $28,162.50. The project will be in progress between August 1 and August 18, 2023. The field will be offline for the rest of the year. Staff will solicit bids for the first and third base fence replacement this Spring. Special Park Fund Balance Currently the Special Parks Fund is showing an estimated balance of approximately $721,500 as of March 6, 2023. Approved expenses but not yet paid: • Dugouts at Valley, Victoria Highlands, and Civic Center: $53,574 Earth and Arbor Day Event Included in the packet is information on the Earth and Arbor Day Event the Natural Resource Commission is hosting. 16 Save the Date! 2023 Earth and Arbor Day Events Saturday, April 29th Join us in spring cleaning our city! 9a-Noon Spend the day at a local Mendota Heights park or other public space helping to remove garbage and keep our city clean. Garbage, recycling, and organics bags will be available for pick up at City Hall from 9a-Noon on Saturday, April 29th. Collected materials can be left in or near garbage receptacles at each City park. Volunteers should wear appropriate attire, including protective gloves, closed-toe shoes, and dress for the weather. Safety vests are also available for loan if desired. Stop by City Hall for free giveaways and learn about tree care, pollinators, and simple ways you can protect our surface waters 9a-Noon • Enter to WIN a free 10-gallon Container Tree • Enter to WIN a Compost Bin or Rainbarrel from the Recycling Association of MN • Pick up your FREE bare root tree (while supplies last) Volunteer to Plant a Pocket Pollinator Garden at Valley View Heights Park 1:30p-3p Come to Valley View Heights Park from 1:30pm-3:00pm on Saturday, April 29th to assist City Staff in planting native pollinator plants around the park sign. Volunteers should wear appropriate attire, including gardening gloves, closed-toe shoes, and dress for the weather. Please ensure anything you wear or bring with you has been cleaned to prevent the spread of invasive species. Hand trowels and other tools will be provided. Please sign up through the Mendota Heights Volunteer Program. 17 DATE: March 14, 2023 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Par 3 Bond Payment Acknowledgement Event Update BACKGROUND: In 2007, voters approved a referendum authorizing the City to acquire and improve the Mendota Heights Par 3 Golf Course, by issuing $2,790,000 in General Obligation Bonds. The City paid the final bond payment for the Par 3 property on February 1, 2023. At the November, 2022 work session, the City Council requested that staff plan an event at the Mendota Heights Par 3 Community Golf Course to acknowledge the payoff of the Par 3 bonds. Staff brought this item to the February 7, 2023 City Council meeting seeking direction on scope and budget for the proposed event. The City Council directed staff to work off a budget of $1,000- 3,000 for the event. Staff has come up with the following plan: DATE: Saturday, April 22 or May 6 TIME: 9:00-10:30am (Short ceremony/service at 9:30am) Golf Course Blocked Off from (Open-10:30am) FOOD: Donut Holes (Hole in One) Unsweetened Tea (TEE) Lemonade to Make (Arnold Palmers) Assorted Chip Bags (CHIP IT) Mini Club Sandwiches (grab your CLUB) Cheese Wedges (WEDGE) DECORATIONS: Green Table Cloths White Plates Ball/Vase/Flag Centerpieces (with Par 3 Logo) ACTIVITIES: Guess How Many Tee’s in the Jar (Win a Par 3 Swag Basket) Longest Putt (Win 4 Rounds of Golf at the Par 3) 18 GIVEWAYS: All guests will receive a commemorative Par 3 Ball Marker SERVICE/CEREMONY: • The members involved in the VOTE YES for the Par 3 referendum will be on site to be recognized. • Councilor Lorberbaum will present the city with the yard sign she has to be framed and put on display. • The Mayor will present staff with a large check signed with the final payment. • The Mayor will conduct a formal ribbon cutting opening the course that the City now officially has paid off. EVENT DESCRIPTION: In 2007, voters approved a referendum authorizing the City to acquire and improve the Mendota Heights Par 3 Golf Course, by issuing $2,790,000 in General Obligation Bonds. The City paid the final bond payment for the Par 3 property on February 1, 2023. Swing on by the Mendota Heights Par 3 for our PAR TEE to celebrate the final bond payment. The event will include golf themed brunch, games and activities to win prizes, a free commemorative ball marker for all in attendance, and at 9:30am a short ceremony will take place to recognize those who worked on the Vote YES campaign. Staff estimates the event to cost $1,200 which would be funded from the recreation event budget. STAFF RECOMMENDATION: Staff recommends that the Parks and Recreation Commission review the proposed Par 3 Bond Payment Acknowledgement Event details and provide staff with any thoughts. ACTION REQUESTED: Staff will bring forth the Par 3 Bond Payment Acknowledgement Event proposal to the March 21 City Council work session for their review. 19 DATE: March 14, 2023 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: 2022 Parks, Recreation, and Par 3 Annual Report INTRODUCTION At its meeting on March 14, the Parks and Recreation Commission will hear a presentation from staff on the 2022 accomplishments in relation to Parks, Recreation, and the Par 3 Golf Course. Attachment: Annual Report ACTION REQUESTED This presentation is for informational purposes only. However, the Parks and Recreation Commission is welcome to provide feedback for the 2023 year to staff. 20 3/6/2023 1 Parks & Recreation Year in Review 2022 City of Mendota Heights Overview •Parks & Recreation •Field & facility use •Recreational program review •Park improvement projects •Strategic planning •2023 plans •Par 3 •Usage review •Financial review •Programs/events •Capital improvements •2023 plans •Q&A Year in Review 2022 21 3/6/2023 2 Parks & Recreation Field & Facility Use Baseball/Softball Fields Soccer Fields Picnic Shelter Football Tennis Courts Lacrosse Hockey Rink Baseball/Softball Fields Soccer Fields Picnic Shelter Football Tennis Courts Lacrosse Hockey Rink Civic Center 530 Friendly Hills 358 217 30 Hagstrom‐King 506 Ivy Hills 506 Kensington 915 26 282 Marie 561 Mendakota 1652 364 146 480 94 Rogers Lake 196 Valley 528 17 Victoria Highlands 273 Wentworth 273 91 TOTALS 5,187.0 1,496.0 476.0 480.0 94.0 282.0 30.0 Use by Hours Total Use by Hours 8045 Parks & Recreation Warming Houses/Ice Rinks Usage Year in Review 2022 •Friendly Hills and Marie Park warming houses were open and staffed •Friendly Hills: 909 skaters •Marie: 1868 skaters •Total: 2777 skaters •Wentworth warming house was open but not staffed 22 3/6/2023 3 Parks & Recreation Recreational Program Review •Offered •Sports Camps •Safety Camp •Art Camps •Technology Camps •Theater Camps •Gymnastics Program •Ice skating Lessons •Tennis Camps •Tour De Rec Year in Review 2022 505 Parks & Recreation Recreational Program Review participants 24 Skating/Gymnastics Camp 41 Safety Camp 22 Theatre Camp 49 Pickleball 100 Tour de Rec (Est.) 85 Sports Unlimited Camps Par 3 Golf Programs not included Tennis Camp (Youth + Adult) 164 20 Art/Science Camps28% increase in participation from 2021 23 3/6/2023 4 Parks & Recreation Recreational Event Review •Offered •Stargazing •Folks on Spokes •Cliff Timm Memorial Fishing Derby •Kids Garage Sale •Makers Market •Dog Day at the Dog Park •Senior Passport to TPAC •Pickleball with Public Safety •Blade with the Blue •Summer Concerts •Movie Night Year in Review 2022 626 Parks & Recreation Recreational Event Review participants Par 3 Golf Programs not included 15 Stargazing 175 Kid’s Garage Sale 10 Senior Passport to TPAC 20 Folks on Spokes 250 Makers Market 40 Pickleball with Public Safety 41 Fishing Derby 50 Dog Day 25 Blade with the Blue 12% increase in participation from 2021 24 3/6/2023 5 Parks & Recreation Recreational Program Review 115 Softball participants •“D” level men’s softball league •8 softball teams total Year in Review 2022 Parks & Recreation Legacy Event Review •Frozen Fun Fest •Touch a Truck •Parks Celebration •Trick or Tee-ing Year in Review 2022 25 3/6/2023 6 Frozen Fun Fest Year in Review 2022 •First Time Event •Friday, February 3 •Community Hike at Valley Park •Saturday, February 4 •Ice Sculptor at Market Square Park •Outdoor Concert/Food Truck at Mendakota •Sunday, February 5 •Youth Intro to Ice Fishing at Rogers Lake Park •Family Kickball Tournament at Mendakota •Medallion Hunt •Coloring Contest Touch a Truck Year in Review 2022 •Saturday, May 14 at Mendakota Park •Wide Variety of Rigs •Mendota Heights Public Works •Mendota Heights Police Department •Mendota Heights Fire Department •Dakota County •M Health Fairview Ambulance •SavATree Bucket Truck •Bituminous Roadways Quad Dump Truck •Aspen Garbage Truck •MNDOT Crane 26 3/6/2023 7 Parks Celebration Year in Review 2022 •Friday, August 12 •Food Truck Festival at Mendakota •Kids Musician and Concert •Saturday, August 13 •Youth Parkin’ Lot Party •Kids Festival and City Open House •Sunday, August 14 •Pickleball Tournament Trick or Tee-ing Year in Review 2022 •Saturday, October 23 @ Mendota Heights Par 3 Community Golf Course •6 holes of mini golf •Games •Arts and Crafts •Hot Cider •Estimated 750 Participants 27 3/6/2023 8 Parks & Recreation Park Improvement Projects Completed Image source: Town Square TV Superhero Masquerade Video Year in Review 2022 •Victoria Highlands Pitching Mound •Mendakota Dugouts •Wentworth Hockey Rink Paving •Friendly Hills Tennis Court Resurfacing Parks & Recreation Strategic Planning 2022 Accomplishments: •Relationship with Mendota Heights Foundation •Establish Natural Resource Commission •Prioritize Wants and Needs •Research Parks Referendum •Commit to Allocating Par 3 Expiring Funding to Parks and Rec •Community Engagement List and Meetings •Bike and Pedestrian Plan •Website Remodel •Demographics Review and Analysis •Development Calendar of Events and Funding •Establish Volunteer Program •Add Staff to Address Additional Programming Wants/Needs Image source: Town Square TV Superhero Masquerade Video Year in Review 2022 28 3/6/2023 9 Parks & Recreation 2023 Plans •Increase Summer Concerts •Maintain Existing Programming and Events •Hire Intern •Execute the Strategic Plan •Promotional Videos •Summer 2023 Offerings Image source: Town Square TV Superhero Masquerade Video Year in Review 2022 Par 3 City of Mendota Heights Year in Review 2022 29 3/6/2023 10 Par 3 Usage Review 6,000 7,935 8,424 14,283 15,618 16,246Total Rounds Sold by Year 2019, 2020, 2021 and 2022 total rounds are without Groupon sales Year in Review 2022201720182019202020212022 896 2797 2839 3213 3042 1798 1077 207 0 500 1000 1500 2000 2500 3000 3500 March April May June July August September October November Rounds Sold by Month 2020 ‐2022 2020 2021 2022 Par 3 Usage Review Year in Review 2022 30 3/6/2023 11 Par 3 Financial Review (Note: unofficial until audit) Year 2022 Revenue $264,361 Expenditures $220,309 Operating Surplus $44,052 Par 3 Recreational Program Review participants 44 Friday Junior League GOLF LEAGUES 55 Wednesday Junior League 227 Golf Camp + Adult Lessons 219 participants LESSONS & CAMPS 272 120 Wednesday Night Women’s League 45 Tiger Tot Lessons 31 3/6/2023 12 Par 3 Special Events Year in Review 2022 PGA Minnesota Junior Golf ‘Sota Series Minny Tour •Took place on July 7, 2022 •Designed for youth with little or no experience in competitive golf Par 3 2022 Events Year in Review 2022 •Junior/Adult Golf Championship: 24 •Glow Golf Tournament: 25 32 3/6/2023 13 Par 3 2022 Projects Year in Review 2022 New Clubhouse Furniture Par 3 Aerator Par 3 2022 End of Season Cash Balance Year in Review 2022 •End of 2022, Par 3 Fund showed a balance of approximately $156,000 •This does not include the purchasing of the new aerator, which cost $26,205 (general fund) 33 3/6/2023 14 Par 3 2023 Plans Year in Review 2022 •Re‐evaluating maintenance best practices/procedures •Updating Par 3 Asset Management Plan •Continuation of rolling CIP planning •Increased number of events •Utilizing Par 3 Clubhouse for more community programming •New windows, carpet, patio furniture, HVAC Par 3 2022 Awards Year in Review 2022 Minnesota Recreation and Park Association (MRPA) Award of Excellence Minnesota Association of Government Communicators (MAGC) Northern Lights Award 34 3/6/2023 15 Parks & Recreation Year in Review 2022 City of Mendota Heights 35 DATE: March 14, 2023 TO: Parks and Recreation Commission FROM: Kelly Torkelson, Assistant City Administrator SUBJECT: Website Update Background: The new city website has launched with features that support ADA accessibility of content, mobile friendly use, branding to highlight the Mendota Heights community, and easy navigability to site content. With the website redesign, it was determined that parks and recreation would benefit from having an elevated department specific site. The site groups together parks and natural resources and provides tools for highlighting specific parks and recreation content. The department page provides content specific navigation buttons including: - City Parks Directory - Programming Registration - Seasonal Jobs - Golf Course In addition, the site also features content specific news and highlights as well as a social media feed and a calendar feature that specifically highlights upcoming parks and recreation related events. Action None- Informational Only 36 DATE: March 14, 2023 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Valley View Heights Playground Recommendation BACKGROUND: Based on age and current condition, the Valley View Heights Park playground needs to be replaced. The majority of the existing playground was built in 2006, although some pieces were existing from a prior remodel and were not replaced in 2006. A standard life expectancy for playgrounds is typically between 15-20 years of service. The Parks and Recreation Commission established a work group in 2022 that met with staff and developed criteria for an RFP (Request for Proposals) to solicit proposals to remodel the playground site. The Parks and Recreation Commission reviewed the RFP at their December 13, 2022 meeting and recommended approval. The City Council formally approved the RFP at their January 3, 2023 meeting. Features that were requested to be included in all proposals for reconstruction included: • 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 • Covered canopy over the deck area (a bid alternate) All proposals were to include demolition and disposal of current playground equipment, any necessary sitework, container shape update, 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 2023 budget included $75,000 for this project—which includes all costs associated with the project, including all demolition of existing equipment, an updated container and the addition of an entry sidewalk, surfacing, structures, delivery, installation, construction permits, taxes and service charges. 37 The attached map outlines the updated container shape that will increase the size of the playground. Staff invited reputable playground contractors to submit responses and use their professional expertise and creativity to develop a unique play structure plan within the budget. The City received proposals from three different qualified vendors. Staff notified the subcommittee of the number of proposals received and the subcommittee directed staff to conduct engagement with the residents. Staff hosted an in-person open house to solicit feedback on Thursday, March 9 at City Hall. There were 6 residents who attended this event. The results from this engagement session are provided below: • In Person Open House Playground Preference Votes: o Playground 1 (Midwest Playscapes): 5 o Playground 2 (Landscape Structures): 1 o Playground 3 (Finnegan Playground Adventures): 0 In addition, staff posted an online survey related to the playgrounds. The survey was promoted on the City’s website, Friday News, and on Facebook. The survey results are provided below: • Online Survey Playground Preference Votes: o Playground 1 (Midwest Playscapes): 43 o Playground 2 (Landscape Structures): 87 o Playground 3 (Finnegan Playground Adventures): 6 Installation of the playground structure at Valley View Heights is scheduled to be completed by October 1, 2023. Attachments: RFP Sent to Vendors Map with Updated Container Size Playground Proposal #1 Playground Proposal #2 Playground Proposal #3 STAFF RECOMMENDATION: Staff recommends that the Parks and Recreation Commission review the playground renderings for the Valley View Heights Park playground and make a recommendation to the City Council. ACTION REQUESTED: If the Parks and Recreation Commission concurs, it should, by motion, make a recommendation to the City Council regarding the playground remodel for Valley View Heights Park. 38 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. 39 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 40 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 41 e. At least two vinyl coated steel benches with backs anchored in the ground within the container area f. Engineered wood fiber surfacing g. Covered canopy over the deck area (bid alternate) i. For proposals that choose to include the bid alternate, please provide separate designs, renderings, and photos to show the playground proposal with and without the covered canopy over the deck area. 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: 42 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. 4. One copy of a play area equipment layout drawing to scale showing layout, safety zones, accessibility, border and outside dimensions. i. For proposals that choose to include the bid alternate, please provide separate designs, renderings, and photos to show the playground proposal with and without the covered canopy over the deck area. 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 43 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 44 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 45 46 47 48 49 50 51 52 53 54 55 56 57 © 2017 Playworld Systems®, Inc.MW021723-1 Equipment Manufacturer Sales RepresentativeValley View Heights Park POST & COMPONENT ROTOMOLD PLASTIC 2-COLOR PLASTIC ECO-ARMOR 58 © 2017 Playworld Systems®, Inc.MW021723-1 Equipment Manufacturer Sales RepresentativeValley View Heights Park 59 © 2017 Playworld Systems®, Inc.MW021723-1 Equipment Manufacturer Sales RepresentativeValley View Heights Park 60 MW021723-1 Equipment Manufacturer Sales RepresentativeValley View Heights Park 61 0 5'10' 3143 SF OF ENGINEERED WOOD FIBER SURFACING CONCRETE WALK, 175 SF TRANSFER STATION W/ STEP 36"0,92M 48"1,22M 48"1,22M 72"1,83M72"1,83M 48"1,22M LEG LIFT SILO CLIMBER ROPE LADDER RIPPLE BRIDGE SPIRAL LADDER W/ ACCESS LADDER POST MOUNT WHEEL ADA STAIR ADA STAIRS TRIPPPLE RACER SLIDE W/ INFILL BARRIER TRANSITION CLIMBER W/ PLAYCUBE GEO VERTICAL CLIMBER NUVO 360° SPIRAL SLIDE INCLINED CLIFF HANGER POST MOUNT BELLS 63"1,60M 78"1,98M SINGLE POST SWING (2) BELT , (1) TOT SEATS SPIN CUP CONCRETE ADA RAMP EXISTING EDGE OF PLAYGROUND (2) BENCHES WITH BACKS 33'-5" 214 LF OF EDGING 48'-3" 29'-11" 24'-2" 18' 13'-3" 41'-8" 26'-7" 8'-7" TRANSFER STATION W/ STEP GLIDE SLIDE CABANA ROOF GARDEN PANEL DOOR PANEL W/ RATTLE KNOBS 36"0,92MWINDOW PANEL W/ PUSH CLICKER WHIMSY WHEEL PANEL (DECK) ADA BELL PANEL (ground) SPINNING COZY COCOON B Paper Size USER CAPACITY: AGE GROUP: AREA:PERIMETER: EQUIPMENT SIZE: USE ZONE: DATE: SCALE:PROJECT NO: FALL HEIGHT: *PLAYGROUND SUPERVISION REQUIRED DRAWN BY: ASTM F1487- CPSC #325 Valley View Heights ParkMendota Heights, MNMW021723-1 1/8"=1'-0" TKA 2-17-23 see plan see plan 8 Ft. 67 2-5, 5-12 17 62 Mendota Hgts, MN 63 CONTACT: Emily Maloney | (651)269-2130 emily@flagshipplay.com ATTN: Meredith Lawrence, Parks & Recreation Manager| (651) 255-1354 Mendota Heights Parks & Recreation 1101 Victoria Curve, Mendota Heights, MN 55118 VALLEY VIEW HEIGHTS PARK PLAYGROUND MENDOTA HEIGHTS, MN 64 February 22, 2023 Meredith Lawrence, Thank you for the opportunity to submit a proposal for Valley View Height Playground Replacement Project. Sawtooth Holdings (DBA Flagship Recreation) is excited to share our design and alternate design with shade with you! I will be your contact for this project with the below contact information: Emily Maloney 11123 Upper 33rd St. North Lake Elmo, MN 55042 651-269-2130 (cell) Emily@Flagshipplay.com The proposals shall remain valid for up to 90 days from the submitted date, with no price increases. Thank you, Emily Maloney 65 66 67 68 69 70 EXT. 47'-3" 8'-4" 27'-11" 41'-7" 12'-5" 17'-1" 24'-11" 29'-6"Valley View Heights Park1056 Cullen AvenueMendota Heights, MN 55120SALES REPRESENTATIVE: Emily Maloney DESIGNED BY: JLT 2/16/23 1/4" = 1'-0" FLAGSHIP RECREATION 11123 UPPER 33RD ST N LAKE ELMO, MN 55082 763-550-7860 FLAGSHIPPLAY.COM @FLAGSHIPPLAY THIS PLAY AREA & PLAY EQUIPMENT IS DESIGNED FOR AGE RANGES AS NOTED ON PLAN. SHEET LS101 D:\Flagship Recreation\Flagship Recreation - Documents\2023 Planning\Emily\Mendota Heights - Valley View Heights Park\021523 PreliminaryDesign\MH_ValleyViewHeights 021523.dwgCONTAINER DETAILS TOTAL CONTAINER AREA 2998 SF ASTM SAFETY SURFACING TYPE ENGINEERED WOOD FIBER TOTAL NEW BORDER 61 LF EDGING TYPE 6" x 6" WOOD TIMBERS **SITE PREPARATION REQUIREMENTS: ·MAXIMUM OF 1% GRADE CHANGE ACROSS CONTAINER ·NO PRE-INSTALLED DRAIN TILE OUTSIDE OF 4 FEET OF PERIMETER ·DRAIN TILE STUB TO BE PROVIDED IF DRAIN TILE IS REQUIRED ·NO DRAINAGE AGGREGATE PRE-INSTALLED ·NO FABRIC PRE-INSTALLED ·MINIMUM CONTAINER SIZE NEEDED DENOTES THE INSIDE OF CURB DIMENSION 71 PlayCAD Quote Date:02/15/2023 Rep Organization: Flagship Recreation Quote No: MH_ValleyViewHeights 021523 By:JLT Contact Person: Emily Maloney Project Title: Valley View Heights Park Location: Mendota Heights Page 1 of 3 PlayBooster® (5-12 years) PHASE-1 Direct Bury Aluminum QTY NO. DESCRIPTION PlayBooster® Climbers W/Permalene Handholds 1 152907A Deck Link w/Barriers Steel end panels 1 Step 1 152908C Deck Link w/Handrails Permalene infill panel 3 Steps 1 176079A Sunbeam Climber 1 145624C Vertical Ascent 64"Dk Decks 1 111228A Square Tenderdeck 1 185852A Transfer Step w/2 Handloops DB 2 111231A Triangular Tenderdeck 1 119646A Tri-Deck Extension Motion & More Fun 1 120901A Grab Bar 1 120902A Handhold Leg Lift 1 120818A Playstructure Seat Overhead Events 1 130873A Ring Pull 1 119805A Single Beam Loop Horiz Ladder 84" Posts 2 111404G 100"Alum Post DB 1 111404F 108"Alum Post DB 4 111404E 116"Alum Post DB 1 111404D 124"Alum Post DB 2 111404C 132"Alum Post DB 4 111404B 140"Alum Post DB Slides 1 123336A Double Wave Slide 48"Dk DB 1 131437A Single Wave Slide 64"Dk DB Freestanding Play Signs 1 182503C Welcome Sign (LSI Provided) Ages 5-12 years Direct Bury Site Furnishings 72 PlayCAD Quote Date:02/15/2023 Rep Organization: Flagship Recreation Quote No: MH_ValleyViewHeights 021523 By:JLT Contact Person: Emily Maloney Project Title: Valley View Heights Park Location: Mendota Heights Page 2 of 3 PlayBooster® (5-12 years) PHASE-1 Direct Bury Aluminum QTY NO. DESCRIPTION 2 141683A 72" TenderTuff Bench w/Back No Armrests DB Swings 1 174018A Belt Seat ProGuard Chains for 8' Beam Height 1 237296A Friendship Swing w/Single Post Frame 52" Bury ProGuard Chains 1 177351A Molded Bucket Seat (5-12 yrs) w/Harness ProGuard Chains for 8' Beam Height 1 177345A Single Post Swing Frame 52" Bury Additional Bay 8' Beam Height Only PlayShaper® (2-5 years) PHASE-1 Direct Bury Aluminum UNIT TOTAL QTY NO. DESCRIPTION WEIGHT (lb) PRICE (US $) WEIGHT (lb) PRICE (2023) PlayShaper® Climbers 1 139262A Loop Arch 40"Dk DB Decks 1 153020B Curved Transfer Module 40"Dk Left DB 1 111237A Square Tenderdeck Enclosures 1 217913A DigiFuse Barrier Panel Above Deck Letters/Numbers - 000000029 Posts 4 111397C 106"Post DB Slides 1 123339A Curved Slide 40"Dk DB Freestanding Play Motion & More Fun 1 152179A Saddle Spinner DB 12"Height 73 PlayCAD Quote Date:02/15/2023 Rep Organization: Flagship Recreation Quote No: MH_ValleyViewHeights 021523 By:JLT Contact Person: Emily Maloney Project Title: Valley View Heights Park Location: Mendota Heights Page 3 of 3 PlayShaper® (2-5 years) PHASE-1 Direct Bury Aluminum UNIT TOTAL QTY NO. DESCRIPTION WEIGHT (lb) PRICE (US $) WEIGHT (lb) PRICE (2023) Signs 1 182503A Welcome Sign (LSI Provided) Ages 2-5 years Direct Bury 74 2/16/2023 Preliminary Budget QTY Notes Play Equipment Valley View Heights Park,EM706 47,430.00 2023 List Price of Equipment Discount (4,743.00)10%MDF Sales Tax - if applicable 0.00 ST3 Certificate of Exemption must be provided by owner. Delivery of Play equipment 750.00 Estimated / Final quote will be provided upon final design. Mobilization 750.00 Dumpster(s) - 30 Yard 750.00 Disposal of packaging material Site work Excavation (new container) 769.23 600 Estimated. Final quote will be provided upon finalizing container details Demo/Disposal of Equipment & Excavation (existing container) 5,384.62 2,400 Estimated. Removal/disposal of existing equipment and excavation of exisiting surfacing Hauling of Excavated Material (CY)2,578.87 112 Trucking costs to remove material from the project location to the disposal site. Disposal of Excavated Material (CY)646.15 112 Cost to dispose of material at approved site. Border Options 6x6 wood timbers (LF) (purchased in 8' lengths)2,651.54 122 Equipment Installation (Labor & Concrete for Footings)9,827.50 23.02%Full professional installation by Landscape Structures Certified Installers. Standard labor rate unless otherwise noted Concrete Flatwork Concrete Flatwork (Sq. Ft.)2,421.41 187 4" thick concrete, assumes ADA accessible slope can be accomplished with existing grade. Snow too deep to field verify. Subgrade Prep & Engineered Wood Fiber Surfacing (EWF) EWF - Playground Safety Surfacing (CY)4,544.44 102 IPEMA Certified Playground Surfacing - Meets the standards of ASTM, ADA & CPSC Rubber Wear Mats 1,234.48 9 Rubber Wear Mat. Includes wear pad and delivery Budget Total Total w/ Additions & Reductions 74,995.24 74,995.24 PRELIMINARY BUDGET - THIS IS AN ESTIMATE & NOT A FORMAL QUOTE City of Mendota Heights 1101 Victoria Curve Mendota Heights, MN 55118 Meredith Lawerence, Parks and Recreation Manager 75 76 77 78 EXT. 47'-3" 8'-4" 27'-11" 41'-7" 12'-5" 17'-1" 24'-11" 29'-6"Valley View Heights ParkWITH SHADE1056 Cullen AvenueMendota Heights, MN 55120SALES REPRESENTATIVE: Emily Maloney DESIGNED BY: JLT 2/16/23 1/4" = 1'-0" FLAGSHIP RECREATION 11123 UPPER 33RD ST N LAKE ELMO, MN 55082 763-550-7860 FLAGSHIPPLAY.COM @FLAGSHIPPLAY THIS PLAY AREA & PLAY EQUIPMENT IS DESIGNED FOR AGE RANGES AS NOTED ON PLAN. SHEET LS101 D:\Flagship Recreation\Flagship Recreation - Documents\2023 Planning\Emily\Mendota Heights - Valley View Heights Park\021523 Preliminary Design\ShadeAlternate\MH_ValleyViewHeights 021523 Shade.dwgCONTAINER DETAILS TOTAL CONTAINER AREA 2998 SF ASTM SAFETY SURFACING TYPE ENGINEERED WOOD FIBER TOTAL NEW BORDER 61 LF EDGING TYPE 6" x 6" WOOD TIMBERS **SITE PREPARATION REQUIREMENTS: ·MAXIMUM OF 1% GRADE CHANGE ACROSS CONTAINER ·NO PRE-INSTALLED DRAIN TILE OUTSIDE OF 4 FEET OF PERIMETER ·DRAIN TILE STUB TO BE PROVIDED IF DRAIN TILE IS REQUIRED ·NO DRAINAGE AGGREGATE PRE-INSTALLED ·NO FABRIC PRE-INSTALLED ·MINIMUM CONTAINER SIZE NEEDED DENOTES THE INSIDE OF CURB DIMENSION 79 2/16/2023 Preliminary Budget WITH SHADE OPTION QTY Notes Play Equipment Valley View Heights Park,EM706 53,855.00 2023 List Price of Equipment Discount (5,385.50)10%MDF Sales Tax - if applicable 0.00 ST3 Certificate of Exemption must be provided by owner. Delivery of Play equipment 750.00 Estimated / Final quote will be provided upon final design. Mobilization 750.00 Dumpster(s) - 30 Yard 750.00 Disposal of packaging material Site work Excavation (new container) 769.23 600 Estimated. Final quote will be provided upon finalizing container details Demo/Disposal of Equipment & Excavation (existing container) 5,384.62 2,400 Estimated. Removal/disposal of existing equipment and excavation of exisiting surfacing Hauling of Excavated Material (CY)2,578.87 112 Trucking costs to remove material from the project location to the disposal site. Disposal of Excavated Material (CY)646.15 112 Cost to dispose of material at approved site. Border Options 6x6 wood timbers (LF) (purchased in 8' lengths)2,651.54 122 Equipment Installation (Labor & Concrete for Footings)11,382.50 23.48%Full professional installation by Landscape Structures Certified Installers. Standard labor rate unless otherwise noted Concrete Flatwork Concrete Flatwork (Sq. Ft.)2,421.41 187 4" thick concrete, assumes ADA accessible slope can be accomplished with existing grade. Snow too deep to field verify. Subgrade Prep & Engineered Wood Fiber Surfacing (EWF) EWF - Playground Safety Surfacing (CY)4,544.44 102 IPEMA Certified Playground Surfacing - Meets the standards of ASTM, ADA & CPSC Rubber Wear Mats 1,234.48 9 Rubber Wear Mat. Includes wear pad and delivery Budget Total Total w/ Additions & Reductions 82,332.74 82,332.74 PRELIMINARY BUDGET - THIS IS AN ESTIMATE & NOT A FORMAL QUOTE City of Mendota Heights 1101 Victoria Curve Mendota Heights, MN 55118 Meredith Lawerence, Parks and Recreation Manager PLAY DESIGN WITH SHADE ALTERNATE 80 BASE MATERIALS Recycled and recyclable: heavy- duty aluminum and galvanized steel. PlayBooster posts and clamps set the gold standard for quality and durability. This original round post-and-clamp system features 5"-diameter posts made from galvanized steel or recycled aluminum. Die-cast aluminum top caps are secured with three drive rivets, so they won't rock or loosen, and they effectively keep water from entering posts. Bottom caps increase footing area, preventing the post from sinking or settling during installation. Our aluminum die-cast half-clamp features 360 degrees of compression for a more secure fit to posts. An aluminum drive rivet adds shear strength for load-bearing clamps, Posts and clamps feature a ProShield® finish for optimum UV stability, gloss retention and a rugged, long-lasting finish. Made to last for decades for true sustainability. Steel Deck & Coated with TenderTuff™ The heaviest steel decks for long-lasting safety. All Landscape Structures decks are formed from 12-gauge (.105") steel- the thickest in the industry. They're flange formed to create safe, rounded corners, and reinforced with .105" x 2" ribs welded on cross for superior strength and a consistently flat surface. Decks are flush mounted to the outside of posts, creating more play space and reducing awkward spaces where toes or hands could get caught. They're perforated with 5/16" -diameter holes that provide drainage but won't trap small fingers, and they're TenderTuff™ -coated for a comfortable play space year-round. 81 BASE MATERIALS Hardware packs for less waste, faster installation. All our bolts, flange nuts and screws are vandal resistant to keep your playground safe from unwanted tampering. While other manufacturers ship a box of mixed bolts, we package each set of hardware individually, per component. Equipment assembly diagrams are included to make installation easier and error free, and help make community-build projects faster and more efficient. TenderTuff coating protects small hands, feet and knees for healthier, safer kids. We protect tender hands from the temperature extremes of bare metal with our proprietary TenderTuff surface coating. You’ll find it on most everything children may touch. Our exclusive TenderTuff coating acts as a temperature moderator, insulating little hands from heat and cold, and providing a softer, grippier surface. Even better, we utilize new production techniques that save water and energy during the manufacturing of this great coating! TenderTuff meets all safety standards and complies with Public Law No. 110-314, Consumer Product Safety Improvement Act of 2008. 82 BASE MATERIALS Durable, easy-to-grasp handgrips and footholds made of low-density, UV-stable polyester resin. Large enough to ensure secure grips, feels just like the climbing gym. Galvanized Steel We only use galvanized steel for maximum durability. All galvanized steel parts are ProShield® finished for optimum corrosion resistance, UV stability and gloss retention. Sliding footers for safe and healthy kids. Sliding footers help ensure slides don't pull away from decks, warp or crack due to normal expansion and contraction. The result: They help eliminate gaps that can potentially entangle children's clothing. Bolting slides directly to the ground may be less expensive, but it's not as safe or long lasting. We are the only playground equipment manufacturer to use sliding footers at the bottom of our slides. 83 BASE MATERIALS The heavy-duty rotationally molded polyethylene material ensures strength and durability while resisting cracking, fading and peeling. Components constructed of durable double-walled polyethylene have built- in safety and are easy to install. Slide hoods help kids slide smart and stay safe. Slides are fun when they're used the right way. With intuitively placed, built-in handbars, children transition into a safe, seated position at the top of the slide. The materials used in these durable hoods are completely recyclable. ProShield® finish is a smart combination of beauty and brawn. Our ProShield finish is so tough, it substantially increases the durability of our products. We’ve combined a specially formulated primer with a high-quality, architectural-grade powdercoat topcoat. The result is enhanced longevity, greater protection against harsh UV rays, prevention from corrosion and improved product performance. You'll first notice the vibrant, long-lasting color and glossier finish.You'll appreciate the fact that something so attractive also reduces corrosion and chipping, requiring less maintenance. It’s available in all the great colors you’ve come to love. And we reclaim our epoxy primer within the process, eliminating waste powder. 84 TenderTuff™ Bench The TenderTuff™-Coated Bench is easy on arms, legs, knees and elbows! TenderTuff™ coating stays cooler in summer, warmer in winter. Difference you can see! ProGuard™ is a new super-resistant finish now applied standard to all Landscape Structures swing chain that’s at least two times more corrosion resistant than galvanized steel chain. BASE MATERIALS 85 CONSTRUCTION MANAGER Experience: *25+ years of Project Management and Forecasting *Flagship Recreation since 2018 SALES & PROJECT MANAGER Education: *University of Minnesota; Bachelor of Civil Engineering (EIT) 2006 *Hamline University; Master of Business Administration 2011 Experience: *Over 16 Years of Design & Engineering experience DESIGNER Education: *University of Minnesota-Twin Cities; Masters of Landscape Architecture 2017 Experience: *Over 5 years of background in landscape design, park planning, special education and natural play designs. EMILY MALONEY, CPSI JAQUI THUNBERG, CPSI LEAD DESIGNER Education: *University of Minnesota – Twin Cities; Bachelor of Design in Architecture 2013 Experience: *Flagship Recreation since 2015 MIKE RAYMOND, CPSIALEXANDRA OLSON OUR PROJECT TEAM WHO WE ARE 86 ANTICIPATED SCHEDULE TIMELINE February 22, 2023 10 A.M. - Proposal Submission Due Date April 11, 2023 - Review by residents and Parks and Recreation Commission April 17, 2023 - Play Design Professional Selection April 17, 2023 - Signed Equipment Order • Orders placed by April 2023 are anticipated to have a 6 month lead time for manufacturing October, 2023 - Construction Phase •Equipment Delivery •Equipment Installation •Surfacing Installation •Project punch list completion •Full playground audit 87 APPENDIX A 88 Signed: President Date:01/01/2023 All the warranties commence on date of Manufacturer’s invoice. Should any failure to conform to the above express warranties appear within the applicable warranty period, Manufacturer shall, upon being notified in writing promptly after discovery of the defect and within the applicable warranty period, correct such nonconformity either by repairing any defective part or parts, or by making available a replacement part within 60 days of written notification. Manufacturer shall deliver the repaired or replacement part or parts to the site free of charge, but will not be responsible for providing labor or the cost of labor for the removal of the defective part or parts, the installation of any replacement part or parts or for disposal costs of any part or parts. Replacement parts will be warranted for the balance of the original warranty. THIS WARRANTY IS EXCLUSIVE AND IN LIEU OF ALL OTHER WARRANTIES, WHETHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY OF MERCHANTABILITY OR OF FITNESS FOR A PARTICULAR PURPOSE. The remedies hereby provided shall be the exclusive and sole remedies of the purchaser. Manufacturer shall not be liable for any direct, indirect, special, incidental or consequential damages. Manufacturer neither assumes nor authorizes any employee, representative or any other person to assume for Manufacturer any other liability in connection with the sale or use of the structures sold, and there are no oral agreements or warranties collateral to or affecting this agreement. The warranties stated above are valid only if the structures and/or equipment are erected in conformance with Landscape Structures’ installation instructions and maintained according to the maintenance procedures furnished by Landscape Structures Inc.; have been subjected to normal use for the purpose for which the goods were designed; have not been exposed to saltwater or salt spray; have not been subject to misuse, negligence, vandalism, or accident; have not been subjected to addition or substitution of parts; and have not been modified, altered, or repaired by persons other than Manufacturer or Manufacturer’s designees in any respect which, in the judgement of Manufacturer, affects the condition or operation of the structures. To make a claim, send your written statement of claim, along with the original job number or invoice number to: Landscape Structures Inc. 601 7th Street South, Delano, Minnesota, 55328-8605. Landscape Structures Inc. (“Manufacturer”) warrants that all playstructures and/ or equipment sold will conform in kind and in quality to the specifications manual for the products identified in the Acknowledgment of Order and will be free of defects in manufacturing and material. Manufacturer further warrants: 100-Year Limited Warranty On all PlayBooster® and PlayShaper® aluminum posts, stainless steel fasteners, clamps, beams and caps against structural failure due to corrosion/natural deterioration or manufacturing defects, and on PlayBooster steel posts against structural failure due to material or manufacturing defects. 15-Year Limited Warranty On all Evos® and Weevos® steel arches, all plastic components (including TuffTimbers™ edging), all aluminum and steel components not covered above, Mobius® climbers, Rhapsody® Outdoor Musical Instruments, decks and TenderTuff™ coatings (except Wiggle Ladders, Chain Ladders and Swing Chain) against structural failure due to material or manufacturing defects. 10-Year Limited Warranty On concrete products against structural failure due to natural deterioration or manufacturing defects. Does not cover minor chips, hairline cracks or efflorescence. 8-Year Limited Warranty On Aeronet® climbers and climbing cables against defects in materials or manufacturing defects. 5-Year Limited Warranty On Rhapsody® cables and mallets against defects in materials or manufacturing defects, on polycarbonate panels against defects in materials or manufacturing defects, and on bamboo panels against delamination due to defects in materials or manufacturing defects. Does not cover damage which may be associated with the natural characteristics of bamboo aging, including but not limited to discoloration, splitting, cracking, warping or twisting, nor the formation of algae, mold and other forms of fungal-type bodies on bamboo. 3-Year Limited Warranty On all other parts, i.e.: Pulse® products, all swing seats and hangers, Mobius climber handholds, Wiggle Ladders, Chain Ladders and ProGuard™ Swing Chain, Track Ride trolleys and bumpers, all rocking equipment including Sway Fun® gliders, belting material, HealthBeat® resistance mechanisms, Seesaws, etc., against failure due to corrosion/ natural deterioration or manufacturing defects. The environment near a saltwater coast can be extremely corrosive. Some corrosion and/or deterioration is considered “normal wear” in this environment. Product installed within 500 yards (457 meters) of a saltwater shoreline will only be covered for half the period of the standard product warranty, up to a maximum of five years, for defects caused by corrosion. Products installed in direct contact with saltwater or that are subjected to salt spray are not covered by the standard warranty for any defects caused by corrosion. This warranty does not include any cosmetic issues or wear and tear from normal use of the product, or misuse or abuse of the product. It is valid only if the playstructures and/or equipment are erected to conform with Landscape Structures’ installation instructions and maintained according to the maintenance procedures furnished by Landscape Structures Inc. 2023 Play Equipment Warranty You have our word. 89 Terms of Sale PRICING: Landscape Structures’ list prices do not include delivery and handling charges. Prices are subject to change without notice. TERMS: To tax-supported institutions and those with established credit: net 30 days from the date of the invoice. 1.5% per month thereafter; freight charges are prepaid and applied to the invoice. TAXES: Landscape Structures’ list prices do not include applicable taxes, if any. WEIGHTS: Weights are approximate and may vary. DELIVERY: If delivery of the equipment is by common carrier, and there is damage or a shortage, notify the carrier at once and sign delivery documents provided by the carrier noting the damage or shortage. Most products are delivered on large pallets and will require a forklift or similar equipment to unload as a unit on the site. INSTALLATION: All playstructures and/or equipment are delivered unassembled and packaged with recyclable materials. For a list of factory-certified installers in your area, please contact your Landscape Structures playground consultant. SERVICE: We have knowledgeable, qualified playground consultants throughout the world who are available to help you before, during and after the sale. Landscape Structures has exclusive design software that features all of our parts and pieces in pull-down menus. With this software, your playground consultant can design a playground layout that meets not only your needs, but ASTM and CPSC standards as well. In addition, we have a full staff of CPSI-certified designers, along with 2D and 3D drawing capabilities and custom capabilities to assist you with your playground plans. RETURN POLICY: As an indication of our commitment to our customers, Landscape Structures will accept returns of new structures and/or new equipment purchased within 60 days of the original invoice date. Advance notification is necessary to ensure proper credit. Parts not included in this return policy are custom parts (including PlayShaper® posts), as well as used or damaged parts. A 20% restock fee plus all return freight charges will apply to all product returns. NOTE: All parts are subject to inspection upon return. Parts returned damaged may not receive a full credit. For this reason, it is important that all returned parts are properly packaged to prevent damage while in transit. Please contact your Landscape Structures playground consultant for the shipping address. PRODUCT CHANGES: Because of our commitment to safety, innovation, and value, we reserve the right to change specifications at any time. PLEASE CONTACT US AT: Landscape Structures Inc. 601 7th St. South Delano, MN 55328-8605 888.438.6574 (inside the U.S.A.) 763.972.5200 (outside the U.S.A.) playlsi.com 601 7th Street South • Delano, MN 55328-8605 • 888.438.6574 • 763.972.5200 • Fax 763.972.3185 • playlsi.com #321248 ©2023 Landscape Structures Inc Printed in the U.S.A. All rights reserved. #765-2142 90 Signed:Date:01/01/2023 All the warranties commence on date of Manufacturer’s invoice. Should any failure to conform to the above express warranties appear within the applicable warranty period, Manufacturer shall, upon being notified in writing promptly after discovery of the defect and within the applicable warranty period, correct such nonconformity either by repairing any defective part or parts, or by making available a replacement part within 60 days of written notification. Manufacturer shall deliver the repaired or replacement part or parts to the site free of charge, but will not be responsible for providing labor or the cost of labor for the removal of the defective part or parts, the installation of any replacement part or parts or for disposal costs of any part or parts. Replacement parts will be warranted for the balance of the original warranty. THIS WARRANTY IS EXCLUSIVE AND IN LIEU OF ALL OTHER WARRANTIES, WHETHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY OF MERCHANTABILITY OR OF FITNESS FOR A PARTICULAR PURPOSE. The remedies hereby provided shall be the exclusive and sole remedies of the purchaser. Manufacturer shall not be liable for any direct, indirect, special, incidental or consequential damages. Manufacturer neither assumes nor authorizes any employee, representative or any other person to assume for Manufacturer any other liability in connection with the sale or use of the structures sold, and there are no oral agreements or warranties collateral to or affecting this agreement. The warranties stated above are valid only if the structures and/or equipment are erected in conformance with Landscape Structures’ installation instructions and maintained according to the maintenance procedures furnished by Landscape Structures Inc.; have been subjected to normal use for the purpose for which the goods were designed; have not been exposed to saltwater or salt spray; have not been subject to misuse, negligence, vandalism, or accident; have not been subjected to addition or substitution of parts; and have not been modified, altered, or repaired by persons other than Manufacturer or Manufacturer’s designees in any respect which, in the judgement of Manufacturer, affects the condition or operation of the structures. To make a claim, send your written statement of claim, along with the original job number or invoice number to: Landscape Structures Inc. 601 7th Street South, Delano, Minnesota, 55328-8605. Landscape Structures Inc. (“Manufacturer”) warrants that all equipment sold will conform in kind and in quality to the specifications manual for the products identified in the Acknowledgment of Order and will be free of defects in manufacturing and material. Manufacturer further warrants: 20-Year Limited Warranty On all SkyWays® and CoolToppers® steel components against structural failure due to material or manufacturing defects. 10-Year Limited Warranty On SkyWays® and CoolToppers® fabric and thread against failure from significant fading, deterioration, breakdown, mildew, outdoor heat, cold or discoloration. This warranty is limited to the design loads as stated in the manual, and applies to standard colors only. 3-Year Limited Warranty On all other parts, including Rapid Release®, against failure due to corrosion/natural deterioration or manufacturing defects. The environment near a saltwater coast can be extremely corrosive. Some corrosion and/or deterioration is considered “normal wear” in this environment. Product installed within 500 yards (457 meters) of a saltwater shoreline will only be covered for half the period of the standard product warranty, up to a maximum of five years, for defects caused by corrosion. Products installed in direct contact with saltwater or that are subjected to salt spray are not covered by the standard warranty for any defects caused by corrosion. This warranty does not include any cosmetic issues or wear and tear from normal use of the product, or misuse or abuse of the product. It is valid only if the equipment is erected to conform with Landscape Structures’ installation instructions and maintained according to the maintenance procedures furnished by Landscape Structures Inc. Maintenance is particularly critical in regions where dirt and/or sand may cause abrasion of the fabric. This warranty is void if conditions exceed local building codes. 2023 SkyWays® and CoolToppers® Shade Warranty You have our word. President 91 Terms of Sale PRICING: Landscape Structures’ list prices do not include delivery and handling charges. Prices are subject to change without notice. TERMS: To tax-supported institutions and those with established credit: net 30 days from the date of the invoice. 1.5% per month thereafter; freight charges are prepaid and applied to the invoice. TAXES: Landscape Structures’ list prices do not include applicable taxes, if any. WEIGHTS: Weights are approximate and may vary. DELIVERY: If delivery of the equipment is by common carrier, and there is damage or a shortage, notify the carrier at once and sign delivery documents provided by the carrier noting the damage or shortage. Most products are delivered on large pallets and will require a forklift or similar equipment to unload as a unit on the site. INSTALLATION: All playstructures and/or equipment are delivered unassembled and packaged with recyclable materials. For a list of factory-certified installers in your area, please contact your Landscape Structures playground consultant. SERVICE: We have knowledgeable, qualified playground consultants throughout the world who are available to help you before, during and after the sale. Landscape Structures has exclusive design software that features all of our parts and pieces in pull-down menus. With this software, your playground consultant can design a playground layout that meets not only your needs, but ASTM and CPSC standards as well. In addition, we have a full staff of CPSI-certified designers, along with 2-D and 3-D drawing capabilities and custom capabilities to assist you with your playground plans. RETURN POLICY: As an indication of our commitment to our customers, Landscape Structures will accept returns of new structures and/or new equipment purchased within 60 days of the original invoice date. Advance notification is necessary to ensure proper credit. Parts not included in this return policy are custom parts (including PlayShaper® posts), as well as used or damaged parts. A 20% restock fee plus all return freight charges will apply to all product returns. NOTE: All parts are subject to inspection upon return. Parts returned damaged may not receive a full credit. For this reason, it is important that all returned parts are properly packaged to prevent damage while in transit. Please contact your Landscape Structures playground consultant for the shipping address. PRODUCT CHANGES: Because of our commitment to safety, innovation, and value, we reserve the right to change specifications at any time. PLEASE CONTACT US AT: Landscape Structures Inc. 601 7th St. South Delano, MN 55328-8605 888.438.6574 (inside the U.S.A.) 763.972.5200 (outside the U.S.A.) playlsi.com 601 7th Street South • Delano, MN 55328-8605 • 888.438.6574 • 763.972.5200 • Fax 763.972.3185 • playlsi.com #321249 ©2023 Landscape Structures Inc Printed in the U.S.A. All rights reserved. #765-2143 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 DATE: March 14, 2023 TO: Parks and Recreation Commission FROM: Meredith Lawrence, Parks and Recreation Manager SUBJECT: Park and Recreation Strategic Planning Update BACKGROUND INFORMATION: Included is the planning calendar that staff is utilizing to ensure progress. Each month staff will provide an update on the strategic planning calendar. RECOMMENDATION: Informational Only. 115 STRATEGIC PLANNING CALENDAR 2023 ACTION ITEM STRATEGIC INITIATIVE RESPONSIBILITY TIMELINE Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec UPDATE Receive Educa�on on Poten�al Funding Sources (Referendum, Charitable Gambling, Franchise Fees, Sponsorships) Sustainable Funding Source for Parks and Recrea�on City Administrator/ Parks and Recrea�on Manager Staff has tenta�vely scheduled a joint work session for Tuesday, May 16 at 5:00pm for this mee�ng topic. Finalize Sponsorship, Dona�on, Naming Rights, Legacy Program Policy Sustainable Funding Source for Parks and Recrea�on Parks and Recrea�on Manager Staff will finalize this policy based on direc�on from the May work session. Work with businesses (Village and Plaza) for Event Engagement A Leading Community with Invested Partners Parks and Recrea�on Manager/Recrea�on Program Coordinator The Cupid’s Valen�ne Crawl event was held in February, 2023. The Concert in the Park Series will begin in the Spring of 2023. Work with the City of West Saint Paul to determine if a joint facility is feasible. A Leading Community with Invested Partners City Administrator/ Parks and Recrea�on Manager The City of West Saint Paul has signed a contract with Mend Consul�ng for their Parks System Master Plan. Included in their plan is a feasibility study for a community center. Results are an�cipated by Fall, 2023. Host Joint Work Session with Natural Resource Commission Greater Connec�on to the Natural Environment Parks and Recrea�on Manager A joint work session has been scheduled for March 22 at 6:00pm. Create Trail CIP Program Greater Connec�on to the Natural Environment Public Works Director Host Bike Clinic/Fix It Clinic with a Local Bike Shop A Safe, Connected, Walkable and Bikeable Community Recrea�on Program Coordinator/ Parks and Recrea�on Manager Update Trail Maps to Be More Accessible A Safe, Connected, Walkable and Bikeable Community Parks and Recrea�on Manager Increase Senior Programming Vibrant and Diverse Community Programming Recrea�on Program Coordinator First ever Coffee, Cards and Cribbage series was hosted in January and February, 2023. Develop a Pre-K Program Vibrant and Diverse Community Programming Recrea�on Program Coordinator Staff Comple�on of a 15 Year CIP Ac�ve Recrea�onal Facili�es for All Parks and Recrea�on Manager Staff is in the process of inpu�ng this data into our CIP So�ware. Look at Op�ons to Expand Teen Programming Opportuni�es Indoors Ac�ve Recrea�onal Facili�es for All Parks and Recrea�on Manager Add QR Codes on Signage within Parks Effec�ve Two-Way Communica�on with an Informed Community Parks and Recrea�on Manager Con�nue Community Engagement Mee�ngs Effec�ve Two-Way Communica�on with an Informed Community Parks and Recrea�on Commissioners 116