03122024 PRC Agenda PacketCITY OF MENDOTA HEIGHTS
PARKS AND RECREATION MEETING AGENDA
March 12, 2024 6:30 PM
Mendota Heights City Hall, 1101 Victoria Curve, Mendota Heights
1.CALL TO ORDER2.ROLL CALL
3.PLEDGE OF ALLEGIANCE
4.APPROVAL OF THE AGENDA
The Commission, upon majority vote of its members, may make additions or deletions to the agenda. These items may be
submitted after the agenda preparation deadline.
5.APPROVAL OF MINUTES
a.February 13, 2024 Regular Meeting Minutes
6.PUBLIC COMMENTS- for items not on the agenda
Public comments provide an opportunity to address the Commission on items which are not on the meeting agenda. All
are welcome to speak. Individuals should address their comments to the Commission as a whole, not individual members.Speakers are requested to come to the podium and must state their name and address. Comments are limited to five (5)
minutes. No action will be taken; however, the Chair and Commissioners may ask clarifying questions as needed or requeststaff to follow up.
7.ACKNOWLEDGEMENT OF REPORTS
Items on the Acknowledgement of Reports are approved by one motion of the Commission.
a.Par 3 Updateb.Recreation Updatec.Park Improvement Project Update
d.Park System Master Plan Updatee.Parks and Recreation Strategic Planning Update
8.NEW BUSINESS
a.Recreation Sponsorship Policy
9.UNFINISHED BUSINESS
10. STAFF ANNOUNCEMENTS
11.STUDENT REPRESENTATIVE UPDATE
12. COMMISSIONER COMMENTS AND PARK UPDATES
13. ADJOURN
Next Meeting
April 9, 2024 6:30PM
Information is available in alternative formats or with the use of auxiliary aids to individuals with disabilities upon request by calling city hall at 651-452-1850 or by emailing cityhall@mendotaheightsmn.gov
CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA
DRAFT PARKS AND RECREATION MEETING MINUTES
FEBRUARY 13, 2024
The February meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, February 13, 2024, at Mendota Heights City Hall, 1101 Victoria Curve.
1. Call to Order – Parks and Recreation Manager Meredith Lawrence called the meeting toorder at 6:30 p.m.
2. Roll Call – The following Commissioners were present: Chair Jaffrey Blanks,Commissioners: Stephanie Meyer, Michelle Muller, Jo Schifsky, Dan Sherer, and Michael Toth;absent: Commissioner Tica Hanson. Student Representative: Meg Murphy. Staff present:Parks and Recreation Manager Meredith Lawrence, Recreation Coordinator Willow Eisfeldt, and
Public Works Director Ryan Ruzek.
3. Pledge of Allegiance
The Pledge of Allegiance was recited.
4. Election of Chairperson and Vice-Chairperson
Parks and Recreation Manager Meredith Lawrence stated that the Commission annually electsa Chairperson and Vice-Chairperson. She opened the floor for nominations for the position ofChair.
Motion Schifsky/second Meyer, to elect Jaffrey Blanks as Chairperson for 2024.
Chair Blanks accepted the nomination.
There were no other nominations.
AYES 6: NAYS 0
Ms. Lawrence opened the floor for nominations for the position of Vice-Chairperson.
Motion Meyer/second Blanks, to elect Michelle Muller as Vice-Chairperson for 2024.
Commissioner Muller accepted the nomination.
There were no other nominations.
AYES 6: NAYS 0
5. Approval of AgendaCommissioner Meyer suggested moving Item 9.d. to the top of New Business as there is aguest present for that item.
Ms. Lawrence commented that Item 9.d. will then be moved to the top of New Business.
5a.1
Motion Meyer/second Blanks, to approve the agenda with the amendment to consider Item 9.d. as the first item under New Business. AYES 6: NAYS 0 6.a Approval of Minutes from January 16, 2024 Regular Meeting
Motion Schifsky/second Toth to approve the minutes of the January 16, 2024 Parks andRecreation Commission Regular Meeting. AYES 6: NAYS 0
7. Citizen Comment Period (for items not on the agenda)None.
8.Acknowledgement of ReportsChair Blanks read the titles of the three updates (Par 3, Recreation, Park Improvement, ParkSystem Master Plan, and Parks and Recreation Strategic Planning Updates) and polled theCommissioners for questions.
8.a Par 3 UpdateParks and Recreation Manager Meredith Lawrence stated that staff is continuing preparation of
the course to open should the warm conditions continue. She anticipated that the course wouldbe open in mid-March. She reviewed the budget requests that were included in the 2024budget and stated that with year-end financial information now known for the course, staff will
discuss those projects with the City Council. She provided a brief overview of the financialreport.
8.b Recreation UpdateRecreation Coordinator Willow Eisfeldt provided a review of her report, highlighting certain itemsthat had to be canceled due to the warmer weather. She reported that the warming houses andoutdoor rinks were open for six full days this season and thanked Public Works for their efforts.She provided a recap of the Frozen Fun Fest activities and also highlighted upcoming eventsand programing. She also provided information on Coffee, Cards, and Cribbage which iscurrently held at the Par 3 Clubhouse and has been extended through the spring. She notedthat if participation continues at this level, they will look at alternate locations to continue theevent.
8.c Parks Improvement Update
Parks and Recreation Manager Meredith Lawrence provided an update on remaining 2023projects to be completed still this year as well as anticipated timelines for the proposed 2024projects. She also reviewed the current balance in the special park fund account and the need
for continued discussions on future funding.
8.d Park System Master Plan Update
Parks and Recreation Manager Meredith Lawrence stated that an update will be provided eachmonth as this is a substantial project. She provided a brief overview of her written report andprovided input on the public engagement that has begun. She asked that the Commissionencourage residents to participate in the engagement opportunities.
Chair Blanks asked that the Commission review the community engagement opportunities and choose dates that they will be able to attend.
Commissioner Meyer provided details on the public engagement she participated in at the puzzle competition along with staff.
Commissioner Toth provided details on the engagement activities he can attend.
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8.e Parks and Recreation Strategic Planning Update
Parks and Recreation Manager Meredith Lawrence reviewed the strategic planning update andhighlighted the upcoming schedule of items.
Commissioner Sherer asked for an update on pedestrian access for Delaware Avenue.
Public Works Director Ryan Ruzek stated that there will be a construction project in 2024 in front of Two Rivers High School and provided details on that project. He anticipated that the Delaware Avenue, from Marie to Dodd, project would occur in 2026. He stated that in 2028 Dakota County will be doing a pedestrian trail study between Highways 62 and 494.
9.New Business
9.a “Fresh Air Fridays” PresentationParks and Recreation Manager Meredith Lawrence introduced Kirsten Ramirez who will present
her proposal for “Fresh Air Fridays”.
Kirsten Ramirez stated that she has been a Mendota Heights resident since 2015 and provided
background information on herself, her education and career experience. She stated that she is currently working on a master’s degree in public health and her project would address climate change through community involvement at the local level. She provided background
information on climate change, temperate trends, and the Paris Agreement. She also explained how climate change can impact human health. She also provided examples of climate change impact locally in Mendota Heights. She presented her initiative proposal for “Fresh Air Fridays” which would be a promotional and educational program designed to encourage residents to choose to reduce their greenhouse gas emissions on Fridays by walking, biking, carpooling, teleworking, etc. She stated that she will also be presenting this information to the Natural Resources Commission the following night and hopefully to the City Council in March with an anticipated kick off the week of Earth Day, running through the warm months. She explained the different methods that could be utilized to promote the program.
Commissioner Muller commented that it is great to see the benefits.
Commissioner Sherer stated that if recommended for approval, perhaps there are ways the Commission could become involved. He stated that perhaps the trail system could be
advertised along with public transportation opportunities.
Commissioner Schifsky commented that the program sounds fantastic.
Commissioner Toth asked how they would move forward in future years as well. He stated that perhaps there would be opportunity for more students to ride the bus rather than drive to school. He stated that perhaps the program could build into the future, using the example of narrowing down the number of trash trucks as well.
Commissioner Meyer commented that she has been working as a project manager with Kirsten and therefore would abstain from the vote.
Motion Schifsky/second Muller to recommend approval and implementation of the Fresh Air Fridays program. AYES 5: NAYS 0 (MEYER ABSTAINED)
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9.b Approval of Commission Bylaws Parks and Recreation Manager Meredith Lawrence stated that each year the Commission
reviews and approves its bylaws. She stated that there are two recommended changes to the bylaws, which were highlighted within the packet clarifying the attendance requirements and related to the monthly assigned park visits and reports.
Chair Blanks noted that the attendance requirement would only apply to the regularly scheduled meetings and not any meetings that are added at a later date as special meetings. Commissioner Sherer clarified that with the language of 25 percent, the requirement would be that someone cannot miss more than three meetings, whether consecutive or not. Chair Blanks noted that someone could miss three meetings throughout the year, if they are not consecutive and still remain on the Commission, but could not miss additional meetings. Ms. Lawrence commented that this language is consistent with what was recommended and
adopted by the City Council. Chair Blanks stated that the expectation would be that Commission members visit their
assigned parks once per month in order to provide their update. Motion Sherer/second Meyer to approve the Commission bylaws with the two noted changes.
AYES 6: NAYS 0 9.c Assign Commissioner Parks Parks and Recreation Manager Meredith Lawrence stated that each year the Commission assigns parks to its members in order to review conditions and usage and provide reports at each meeting. She reviewed the 2023 park assignments. She stated that staff ask that one Commission member is assigned to each park, which would equate to two parks per Commissioner. The parks were assigned as follows: Commissioner Meyer with Marie and Mendakota, Commissioner Schifsky with Ivy Hills and Wentworth, Chair Blanks with Valley and Market
Square, Commissioner Muller with Friendly Hills and Kensington, Commissioner Toth with Rogers Lake and the Dog Park, Commissioner Sherer with Hagstrom King and Victoria Highlands, and Commissioner Hanson with Valley View Heights and Civic Center.
Chair Blanks provided an overview of the duties for these parks in order to provide monthly updates.
Ms. Lawrence commented that if there are immediate concerns witnessed, staff should be alerted at that time in order to address those situations. 9.d TRAA Request for Portable Mounds Parks and Recreation Manager Meredith Lawrence presented a request from TRAA for portable pitching mounds. She stated that the request from TRAA is for the City to purchase four portable mounds for use by the boys baseball program and for Mendakota Park ballfields to become a metal-cleat free facility. She provided more details on the description of a portable pitching mound and how it is used. She provided more specifics on the mounds requested, which have a cost of $1,899, noting that TRAA has worked to obtain a discount for a price of
$1,350 each. She stated that Saint Thomas Academy has agreed to fund $900. She stated
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that TRAA has applied for a grant to fund two mounds from the Metro Baseball League (MBL) and the grant was successful. She thanked TRAA for seeking out additional funding and noted
that ultimately the City would be asked to contribute $1,800. She stated that $900 would be required for shipping but TRAA has agreed to pick up the mounds and deliver them to the City to save on that cost.
She provided background information noting that the City does not have a use for pitching mounds and therefore TRAA has owned and maintained the portable pitching mounds in the past. She stated that staff does have concerns with banning metal cleats at the Mendakota Park complex as there are other users that do not use the portable mounds and use metal cleats. She provided comparison information from other communities noting that most associations pay and maintain the portable mounds and allow metal cleats. She stated that if the mounds are purchased by the City, they would become City property. She reviewed some additional considerations noting that the lifespan would be about five years and TRAA has stated that it would seek funding from the City when the mounds ultimately need to
be replaced. She stated that while the initial expense could come from the special parks fund (SPF), future replacement would not be eligible through that source of funding. She stated that because the mounds would be City property, anyone would have access to the mounds,
clarifying that no group would receive exclusive use and the mounds could not be moved offsite. She stated that TRAA currently owns eight mounds, and it could be an expectation that the City
would continue to see this request as those mounds need replacement, should this be approved. She stated that if TRAA wants to work with their players and opposing teams, they could communicate that when playing at Mendakota they will be metal cleat-free. She stated that the City would not mandate that or require that for other user groups. She stated that if approved, this would become a no-strings-attached item, explaining that a donation to the City would not result in the exclusive use of the donated accessory or guarantee access to the fields/facilities where the donated accessories are housed. She stated that Saint Thomas attempted to condition their donation upon receipt of requested field use and staff explained that would not be appropriate and the City would continue to follow its field and facility use policy.
Chair Blanks asked if the metal cleat free request is related to the portable mounds, or the field complex itself.
Adam Crepeau, 1016 Douglas Rd, of TRAA, stated that the intent behind the metal cleat-free policy request would be in attempt to preserve the portable mounds. He stated that the only
user group that would potentially use metal cleats would be the 13U group and they could communicate that message directly to those teams and for those tournaments. He provided more information on those served by the TRAA noting that the organization is run by volunteers. He reviewed the different sports and participation numbers. He stated that while the City provides many programing offerings, TRAA provides the opportunities for youth sports. He stated that the eight existing mounds are moved to various locations for use and were purchased by the Association. He stated that the mounds proposed are higher quality and will make Mendakota more attractive for tournaments as well as enhancing the in-house games. He stated that Saint Thomas is a partner for TRAA as many boys from the baseball program transition to playing for the school. He stated that TRAA attempts to keep registration costs low for its users. He noted that many of the communities used for comparison are supported
through charitable gambling and/or corporate sponsorships.
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Commissioner Toth asked if the City currently provides a contribution to TRAA on an annual
basis. Ms. Lawrence replied that 2016 or 2017 was the last year the City made a contribution to TRAA.
She stated that the City can no longer make financial donations to 501c3 organizations. Commissioner Toth reiterated that the City did make a contribution to TRAA in the past, noting that he was not aware of that. He asked what TRAA has done to try to raise the additional $1,800 for the mounds. Mr. Crepeau stated that they fundraise through the hosted tournaments which contribute toward the program costs. Commissioner Meyer commented that tournament money is contributed towards the costs of the program and in order to keep user fees lower.
Mr. Crepeau confirmed that and noted that TRAA was also awarded a grant of $1,700 from Gopher State. He provided information on jersey sponsorships that the organization has
received which also helps to lessen registration costs. Commissioner Schifsky asked if TRAA has looked at other funding sources, noting a local
nonprofit—and asked staff for more information. Ms. Lawrence noted that the Mendota Heights Foundation does have funding available to local groups. Mr. Crepeau commented that they permit the Mendakota concession stand as well. He stated that this is not a business, and they are not in the interest of raising money as their interest is to provide the experience to children and their families. He stated that the function of the organization is to provide programing to families. He stated that the volunteers that assist and run the organization are just that and still have their regular jobs as well, similar to the members of the Commission. He noted that any additional costs would be absorbed by families.
Commissioner Muller noted two events which were held and contributed towards softball which resulted in the cost of softball registration being lowered by $75 per player. She stated that the
organization could start small with those types of events to raise funds. She also did not want to assume that additional funding requests would continue to come based off this request. She stated that there are special parks funds that could be used for this request as the parks should
have these types of amenities for baseball users. She stated that perhaps in five years the association could hold different events to pay for future equipment expenditures and therefore this would be a one-time ask. Ms. Lawrence commented that her statement in her presentation was based off a conversation that she had with Mr. Crepeau where he stated that he would foresee additional requests in the future if this were approved. She stated that the Foundation could be a great option as well to consider. Mr. Crepeau commented that his response was that the mounds would eventually need to be replaced and not specifically that the City would be responsible for future requests.
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Chair Blanks commented that he is impressed with the work that TRAA did to receive a discounted quote and solicit additional funding from other sources which lowered the ask to
$1,800. He noted that is a minimal ask.
Commissioner Meyer asked if the mounds are available to teams reserving the fields in advance
and perhaps the request could be made at that time to not use metal cleats.
Ms. Lawrence provided details on where the mounds are stored and noted that the user groups place the mounds and therefore, they are not permitted, and they are just available for use.
Commissioner Schifsky asked how often other users request mounds.
Ms. Lawrence replied that the only other user group that requests the mounds is Saint Thomas Academy.
Commissioner Muller asked the percentage of use that TRAA has at Mendakota.
Mr. Crepeau estimated that the association uses 90 percent of the field time there.
Commissioner Muller asked if Mr. Crepeau would be comfortable managing the request for their users to not use metal cleats rather than making that a facility policy.
Mr. Crepeau commented that he believed that TRAA could manage that and prohibit the use of metal cleats for tournaments when registration occurs.
Commissioner Schifsky stated that although she would love to support youth of all ages, she also feels that they have done a lot with the fields recently. She also had concern that there would be a future ask for replacement. She recalled a scoreboard that was needed for the swim team and those kids went door to door to raise those funds.
Commissioner Toth commented that TRAA is coming to the City with a request without taking ownership themselves. He stated that he would prefer to see a contribution from TRAA as well, perhaps contributing $800 or $900 themselves. He asked what would happen if a mound were
to disappear over the summer.
Mr. Crepeau commented that in the eight years he has been involved in the program, they have
not had a mound disappear and their mounds are stored in a similar manner at other park locations. He stated that TRAA would be contributing the grant they pursued and received from MBL.
Commissioner Meyer commented that TRAA would also be picking up the mounds in order to save on the $900 shipping cost.
Commissioner Muller commented that she does have two baseball players and a softball player and appreciates that the funds raised are used to lower the registration costs for families. She stated that is a benefit to the families in the community in keeping those costs lower as that allows more families to play.
Commissioner Meyer recognized that many members of the Commission coach or have coached in the past. She also recognized the contributions that Mr. Crepeau makes towards
the baseball program. She stated that TRAA is run by community volunteers, and this is a small
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ask of the City at this time. She recognized that going forward TRAA and its families could begin to plan for additional fundraising opportunities. She stated that this is a minor ask of the
City. She stated that this would be an amenity, not just for the games, but that could also be used by families going out to practice. She appreciated that TRAA made the ask to Saint Thomas and took the time to right the grant request to MBL as well.
Chair Blanks recognized the efforts and commented that it is appreciated that the cost was reduced from $6,300 to $1,800. Commissioner Toth referenced the past when contribution was provided to MHAA, now TRAA. He stated that this was a thorough presentation tonight and he appreciates that effort and information. He stated that regardless of his vote today, he appreciates the working relationship between the City and TRAA and the service that TRAA provides to families. He again noted that he was not aware that the City no longer contributes to TRAA. Commissioner Sherer commented that when he started on the Commission, he was able to
learn a lot about the history of the association. He recognized that most members of the Commission have children that have at one time, or another participated in sports through TRAA/MHAA and have or continue to volunteer. He noted the previous policy where
MHAA/TRAA was not charged for field use, which changed in order to create equity between user groups, which added another expense for the organization in addition to the loss in the City contribution.
Commissioner Muller noted that the Council did decline the opportunity for TRAA to sell sponsorship space on the baseball fields, which would have been another opportunity to raise funds. Motion Blanks/second Meyer to recommend approval of the request of $1,800 from TRAA for
the purchase of portable pitching mounds and not to develop a no metal cleats policy. AYES 5: NAYS 1 (SCHIFSKY OPPOSED) 10. Unfinished Business 11. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements:
• Zoning Code Update open house Thursday from 5:30 to 7:30 p.m.
• Summer program registration opens February 27th at 9:00 a.m.
• Park System Master Plan engagement has begun, and residents should take the survey online or visit City Hall for a paper copy of the survey
• Summer jobs have been posted
• Frozen Fun Fest was a great event this past weekend and recognized the efforts of staff to plan and run these events
• Other events can be found on the City’s website 12. Student Representative Update
Student Representative Murphy commented that it was great to see residents participating in Frozen Fun Fest. She stated that she is excited for the opening of the Par 3 and success of
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Coffee, Cards and Cribbage. She stated that she will begin walking to school on Fridays and will encourage others to do so as well to participate in Fresh Air Friday’s.
13. Commission Comments and Park Updates
Commissioner Sherer
• Hagstrom King continues to have kids playing basketball throughout the winter
• The new turf looks great at Civic Center Commissioner Toth
• Thanked Chair Blanks for his continued leadership along with Vice Chair Muller Commissioner Muller
• Rogers Lake and Kensington parks are looking great, and a lot of people have been out on the trails and in the parks
Chair Blanks
• His kids like to see the frozen appearance of the creek at Valley Park
• He echoed the comment of the positive benefit that has been provided by the adjustable basketball hoops
• The businesses appreciate the shift in holding events at Market Square Commissioner Schifsky
• Ivy Hills was quiet today when she visited
• It was impressive to hear the number of people that used Wentworth for skating during the short season Commissioner Meyer
• Marie Park continues to be busy with people awaiting the pickleball nets
• Thanks to staff for Frozen Fun Fest and the changes that were made to accommodate the warmer weather
• Thanks to Public Works for potential plowing that may be necessary later this week 14. Adjourn
Motion Meyer/Second Toth to adjourn the meeting at 8:31 PM AYES 6: NAYS 0
Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc.
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__________________________________________________ REQUEST FOR COMMISSION ACTON
MEETING DATE: March 12, 2024
AGENDA ITEM: Par 3 Update
ITEM TYPE: ☒Monthly Report
☐New Business
☐Unfinished Business
CONTACT: Meredith Lawrence, Parks and Recreation Manager
ACTION REQUESTED:
Informational Item—No Action Requested
BACKGROUND:
Preparation to Open Seasonal staff training for clubhouse and maintenance staff will take place on Monday, March 11 in preparation of opening the golf course in March. Staff will provide an update at the meeting on a target open date for the 2024 season.
2024 Capital Projects Staff met with the City Council and determined the following projects will be deemed 2024 capital projects at the Par 3 based on the 2023 final financial report.
•Additional Patio Tables/Chairs and Benches (Budget $12,000)—Par 3 Fund
o Approved: $6,432.57
o Arrival in March, 2024
•Greens Roller Replacement $16,000
•Sidewalk Concrete Project-Clubhouse (Budget $25,000)—Par 3 Fund
o Approved: $16,550
o Project Timeline: Late April or Early May, 2024
FISCAL AND RESOURCE IMPACT:
None
7a.10
ATTACHMENTS:
None.
ITEM RELATION TO COMMISSION GUIDING PRINICIPLES:
☐Sustainable Source of Funding for Parks and Rec ☐ A Leading Community with Invested Partners
☐Greater Connection to the Natural Environment ☒ Vibrant and Diverse Community Programming
☐A Safe, Connected, and Walkable/Bikeable Community ☒ Active Recreation Facilities for All
☐Effective Two-Way Communication with an Informed Community
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__________________________________________________ REQUEST FOR COMMISSION ACTON
MEETING DATE:March 12, 2024
AGENDA ITEM: Recreation Update
ITEM TYPE: ☒Monthly Report
☐New Business
☐Unfinished Business
CONTACT:Willow Eisfeldt, Recreation Program Coordinator
ACTION REQUESTED:
Informational item-no action requested
BACKGROUND:
Summer Program Registration
Summer program registration opened on Tuesday, February 27 at 9:00 AM. Within the first hour we
had 377 registrations processed and 177 of those were within the first 5 minutes of it opening. There
are still limited spots left for many summer programs so we encourage community members to register before sessions fill! This includes events and programs such as tennis lessons, golf lessons,
safety camp, summer field trips, sports skills camps, art and theater camps and more.
Touch-A-Truck
Our annual spring legacy event, is scheduled for Saturday, May 11 from 10:00 AM-Noon at Mendakota Park. Community members are welcome to get an up-close view of different types of unique vehicles. This year’s Touch-A-Truck event will feature a sensory friendly hour from 10:00-11:00
AM. Flashing lights, sirens, and loud noises will not be permitted during sensory friendly hour and
Parks and Recreation Staff will have four sensory bags for individuals to check out upon request while attending the event.
7b.12
Cribbage Tournament
The first ever Mendota Heights Parks and Recreation Cribbage Tournament will be held on Friday, March 22 starting at 5:00 PM. Players of all ages are welcome to sign-up to compete at the Par 3
Community Clubhouse house against other Cribbage players. This tournament is for individuals who
already know how to play Cribbage.
Kid’s Garage Sale
Kid’s Garage Sale is back again this year on Sunday, April 28 at Veteran’s Memorial Community Center in Inver Grove Heights. Mendota Heights Parks and Recreation partners with Inver Grove’s and West
St. Paul’s Parks and Recreation teams to make this event happen for kids in each community.
Community members are encouraged to come browse the sales, happening from 10:00 AM-Noon, that will feature young entrepreneurs’ homemade gifts, new and gently used toys, board games, clothes, and more.
Teen Programming Ideas
In an effort to create more opportunities for teens, Mendota Heights Parks and Recreation will be
featuring its first ever Teen Night at the Par 3 Community Clubhouse: Taylor Swift Night. Community members between the ages of 9-14 years old are welcome to attend this free event for an album
listening party, friendship bracelet making, a photo booth and more. This event will be held on Friday,
April 19 from 7:00-9:00 PM.
Staff is working on creating more opportunities such as this one for teens throughout the year.
FISCAL AND RESOURCE IMPACT:
None
ATTACHMENTS:
No attachments.
ITEM RELATION TO COMMISSION GUIDING PRINICIPLES:
☐Sustainable Source of Funding for Parks and Rec ☐ A Leading Community with Invested Partners
☐Greater Connection to the Natural Environment ☒ Vibrant and Diverse Community Programming
☐A Safe, Connected, and Walkable/Bikeable Community ☐ Active Recreation Facilities for All
☐Effective Two-Way Communication with an Informed Community
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__________________________________________________ REQUEST FOR COMMISSION ACTON
MEETING DATE: March 12, 2024
AGENDA ITEM: Park Improvement Project Update
ITEM TYPE: ☒Monthly Report
☐New Business
☐Unfinished Business
CONTACT: Meredith Lawrence, Parks and Recreation Manager
ACTION REQUESTED:
Informational Item—No Action Requested
BACKGROUND:
2023 Projects Outstanding
•Roger’s Lake Skate Park Improvements: IN PROGRESS
o Concrete work is complete
o Features will be installed during the Spring of 2024
•Wentworth Park Tennis Court Resurfacing: IN PROGRESS
o The Wentworth Park Tennis court was paved on October 31 with the first lift. The secondlift will not be paved until the Spring of 2024. It will then have to cure for around 30 daysbefore the acrylic can be applied so the court is not likely to be open until early summer.
2024 Project Update The projects included in the 2024 budget include the following:
•Marie Park Hockey Rink Acrylic Surfacing for Pickleball (Budget: $30,000)—Fund Balance
o Approved: $26,985
o Project Timeline: July, 2024
•Mendakota Park Fiber Installation—Cameras, Door Access (Budget: $100,000)—Special ParksFund
o Approved: $89,032.50--Camera Quote Still Outstanding (estimated $20,000)
o Project Timeline: June, 2024
•Marie Park Dugout Addition/Baseline Fencing ($30,000)—Special Parks Fund
7c.14
o Approved: $25,888
o Project Timeline: May, 2024
•Park System Master Plan (Budget: $85,970)—Special Parks Fund
o Approved: $85,970
o Project Timeline: 2024 Calendar Year
•Wentworth Pickleball Installation in Hockey Rink (Budget: $30,000)—Special Parks Fund
o Approved: $23,550
o Project Timeline: June, 2024
•Marie Park Ball Field Resurfacing (Budget: $10,000)—General Levy
o Approved: $7,704.05
o Project Timeline: May, 2024
Updates will be provided as projects move along.
Special Park Fund Balance Currently the Special Parks Fund is showing an estimated balance of approximately $442,000 as of February 28, 2024. Approved projects for 2024 impacting the Special Parks Fund balance include the following:
•Mendakota Park Fiber Project: $109,032.50 (Estimate of Cameras Included)
•Park System Master Plan: $85,970
•Wentworth Pickleball Installation in Hockey Rink: $23,550 (Nets, Posts Not Included)
•Marie Park Dugout Addition: $25,888These projections once funded will leave the balance at approximately: $197,559.50
FISCAL AND RESOURCE IMPACT:
None.
ATTACHMENTS:
None.
ITEM RELATION TO COMMISSION GUIDING PRINICIPLES:
☐Sustainable Source of Funding for Parks and Rec ☐ A Leading Community with Invested Partners
☐Greater Connection to the Natural Environment ☐ Vibrant and Diverse Community Programming
☐A Safe, Connected, and Walkable/Bikeable Community ☒ Active Recreation Facilities for All
☐Effective Two-Way Communication with an Informed Community
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__________________________________________________ REQUEST FOR COMMISSION ACTON
MEETING DATE: March 12, 2024
AGENDA ITEM: Park System Master Plan Update
ITEM TYPE: ☒Monthly Report
☐New Business
☐Unfinished Business
CONTACT: Meredith Lawrence, Parks and Recreation Manager
ACTION REQUESTED:
The Commission should review the Park System Master Plan update and provide questions to staff
should they have them. The Commission should discuss engagement opportunities for the master
plan including: school groups, PTA, Rotary, etc.
BACKGROUND: Key City staff met with Confluence/PROS representatives for the project kick off meeting on January
29 to discuss project logistics and to ensure the goals of the project are clear between all parties. At
the meeting Confluence/PROS did let the City know we are about a month behind on the project,
based on scheduling conflicts from both the City and consultant. That being said, with the abnormally warm Spring, Confluence/PROS will begin the existing conditions assessment on site with staff to
update the City’s Asset Management Plan earlier than expected.
Online engagement opportunities have begun and staff/commissioners have promoted the QR
code/Park System Master Plan online site at the Frozen Fun Fest events as well as on the City’s social media platforms. Commissioners are encouraged to share the online engagement opportunities throughout the community.
Staff has been meeting bi-weekly with the consultant and will continue to do so until the completion
of the project.
The Consultant will be onsite on March 19 to conduct the park conditions assessment, and to meet with staff regarding the service level delivery and financial sustainability assessments.
7d.16
Staff is in the process of determining benchmark cities and is compiling information for the four
stakeholder group meetings led by the Consultant. The stakeholder focus groups will likely take place in April for phase one.
FISCAL AND RESOURCE IMPACT:
None.
ATTACHMENTS:
Commissioner Engagement Event Sign Up Sheet
ITEM RELATION TO COMMISSION GUIDING PRINICIPLES:
☒Sustainable Source of Funding for Parks and Rec ☒ A Leading Community with Invested Partners
☒Greater Connection to the Natural Environment ☒ Vibrant and Diverse Community Programming
☒A Safe, Connected, and Walkable/Bikeable Community ☒ Active Recreation Facilities for All
☒Effective Two-Way Communication with an Informed Community
17
MASTER PLAN COMMISSIONER ENGAGEMENT
To sign up, email Meredith Lawrence mlawrence@mendotaheightsmn.gov,
up to three commissioners can attend each event in an official capacity.
Event Date and Time Location Commissioner(s)
Frozen Fun Fest
Ice Block Party
Friday, February 9
(4-6pm)
Friendly Hills Park Michelle Muller
Jaffrey Blanks
Frozen Fun Fest
Ice Fishing
Saturday, February 10
(9-11am)
Rogers Lake Park Michael Toth
Jaffrey Blanks
Frozen Fun Fest
Valentine’s at the Village
Saturday, February 10
(5-8pm)
Market Square Park
Frozen Fun Fest
Puzzle Competition
Sunday, February 11
(9-Noon)
(Noon-3pm)
Mendota Elementary Steph Meyer
Jo Schifsky
Pickleball with Public
Safety
Thursday, April 25
(5:30-7pm)
Friendly Hills Park Jo Schifsky
Touch a Truck Saturday, May 11
(10am-Noon)
Mendakota Park Jaffrey Blanks
Music in the Park Wednesday, May 15
(6:30-8pm)
Market Square Park Jaffrey Blanks
Spring Pickleball
Tournament
Saturday, May 18
(8am-Noon)
Marie Park Jo Schifsky
Music in the Park Wednesday, May 29
(6:30-8pm)
Market Square Park Jaffrey Blanks
Music in the Park Wednesday, June 12
(6:30-8pm)
Market Square Park Jaffrey Blanks
Music in the Park Wednesday, June 26
(6:30-8pm)
Market Square Park Jaffrey Blanks
Jo Schifsky
Music in the Park Wednesday, July 10
(6:30-8pm)
Market Square Park Jaffrey Blanks
Cliff Timm Fishing Derby Thursday, July 18
(4-7pm)
Rogers Lake Park Michael Toth
Music in the Park Wednesday, July 24
(6:30-8pm)
Market Square Park Jaffrey Blanks
Music in the Park Wednesday, August 7
(6:30-8pm)
Market Square Park Jaffrey Blanks
Parks Celebration
Friday Food Truck Fest
Friday, August 9
(4:30-8pm)
Mendakota Park Michael Toth
Parks Celebration
TBD
Saturday, August 10
TBD
TBD Jo Schifsky
Michael Toth
Parks Celebration
Sunday Pickleball
Tournament
Sunday, August 11
(8am-Noon)
Marie Park
Music in the Park Wednesday, August 21
(6:30-8pm)
Market Square Park
Music in the Park Wednesday, September 4
(6:30-8pm)
Market Square Park
7d1.18
__________________________________________________ REQUEST FOR COMMISSION ACTON
MEETING DATE: March 12, 2024
AGENDA ITEM: Parks and Recreation Strategic Planning Update
ITEM TYPE: ☒Monthly Report
☐New Business
☐Unfinished Business
CONTACT: Meredith Lawrence, Parks and Recreation Manager
ACTION REQUESTED:
The Commission should review the Strategic Planning update and provide questions to staff if
necessary.
BACKGROUND:
Included is the planning calendar that staff is utilizing to ensure progress. Each month staff will provide an update on the strategic planning calendar.
FISCAL AND RESOURCE IMPACT:
None.
ATTACHMENTS:
2024 Strategic Planning Calendar-March Update
ITEM RELATION TO COMMISSION GUIDING PRINICIPLES:
☒Sustainable Source of Funding for Parks and Rec ☒ A Leading Community with Invested Partners
☒Greater Connection to the Natural Environment ☒ Vibrant and Diverse Community Programming
☒A Safe, Connected, and Walkable/Bikeable Community ☒ Active Recreation Facilities for All
☒Effective Two-Way Communication with an Informed Community
7e.
19
ACTION ITEM STRATEGIC
INITIATIVE
RESPONSIBILITY TIMELINE
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec UPDATE
Comple�on of Park System Master Plan All Parks and Recrea�on
Manager
Work is underway on this project with the
consultant. The project is in engagement phase one
currently.
Finalize Sponsorship, Dona�on, and Event
Policies
Sustainable Funding
Source for Parks and
Recrea�on
Parks and Recrea�on
Manager
A dra� for the Sponsorship Policy will be presented
at the March mee�ng. The dona�on and event
policies are in the process of being dra�ed by staff.
Work with businesses (Village and Plaza) for
Event Engagement
A Leading Community
with Invested Partners
Parks and Recrea�on
Manager/Recrea�on
Program Coordinator
Cupid’s Crawl with businesses was held as Frozen
Fun Fest.
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
Staff is working with with West Saint Paul to finish
the Feasibility Study. West Saint Paul has a new
subconsultant for the project that they are working
with.
Create Trail CIP Program Greater Connec�on to
the Natural
Environment
Public Works Director Staff is planning to provide details on this item at
the May PRC mee�ng.
Update Trail Maps to Be More Accessible A Safe, Connected,
Walkable and Bikeable
Community
Parks and Recrea�on
Manager/Senior
Engineering
Technician
The Senior Engineering Technician has received the
necessary informa�on from the Parks and
Recrea�on Manager and is pu�ng finishes touches
on this to launch. This project should be complete
in early 2024.
Diversify Programming Offered (Senior and
Teen Programming)
Vibrant and Diverse
Community
Programming
Recrea�on Program
Coordinator
First ever Coffee, Cards and Cribbage series was
hosted in January and February, 2023 and is taking
place in 2024. The Summer Adult Walking group
took place in 2023 and will be con�nued in 2024.
Summer 2024 will provide new opportuni�es for
seniors and teens.
Coordinate Ongoing Community
Engagement Plan for Commissioners
Effec�ve Two-Way
Communica�on with an
Informed Community
Commissioners Staff sent a sign-up list for engagement
opportuni�es to Commissioners in mid-January. It
was updated at the February mee�ng.
Con�nued Success of the Volunteer in the
Parks (VIP) Program
All Commissioners and
Staff
7e1.20
__________________________________________________ REQUEST FOR COMMISSION ACTON
MEETING DATE: March 12, 2024
AGENDA ITEM: Recreation Sponsorship Policy
ITEM TYPE: ☐Monthly Report
☒New Business
☐Unfinished Business
CONTACT: Meredith Lawrence, Parks and Recreation Manager
ACTION REQUESTED:
The Parks and Recreation Commission is asked to review the Recreation Sponsorship Policy that staff
has drafted. The Commission should make a recommendation to the City Council regarding the
Recreation Sponsorship Policy and next steps.
BACKGROUND:
Over the past few years, staff has been approached by businesses, non-profits and individuals
interested in sponsoring recreation programs and events within the Community. In addition, the City
of Mendota Heights has engaged businesses over the past few years to support city events and programs, but sponsorships have been created and accepted on a case-by-case basis. Staff is
recommending a formal program be developed to ensure sponsorships are in line with City Council
priorities and are provided equitably to all interested individuals.
The Parks and Recreation Commission has also shown interest in providing entities with sponsorship opportunities within the park system in the form of banners or signage. Staff brought this item to the
City Council in November, 2023 to discuss the feasibility of a sponsorship program. The City Council
directed staff to prepare a sponsorship policy that would apply to city recreation programs and events, but was not in favor of moving forward with a sponsorship program within the park system.
Staff has prepared a Recreation Sponsorship Policy that provides clear guidelines and requirements
for sponsorship opportunities within the City. The Policy includes a Sponsorship Offerings attachment,
as well as staff is working with the City Attorney to draft a Sponsorship Agreement what would be signed by both the City and the Sponsor to memorialize the sponsorship.
21
8a.
FISCAL AND RESOURCE IMPACT:
The Recreation Sponsorship Policy would not take the place of funding existing programs and events that currently receive base funding through the general fund, but instead, supplement funding for
additional recreation opportunities at current events.
ATTACHMENTS:
Recreation Sponsorship Policy + Attachments
ITEM RELATION TO COMMISSION GUIDING PRINICIPLES:
☐Sustainable Source of Funding for Parks and Rec ☐ A Leading Community with Invested Partners
☐Greater Connection to the Natural Environment ☒ Vibrant and Diverse Community Programming
☐A Safe, Connected, and Walkable/Bikeable Community ☐ Active Recreation Facilities for All
☐Effective Two-Way Communication with an Informed Community
22
CITY OF MENDOTA HEIGHTS
RECREATION PROGRAM AND EVENT
SPONORSHIP POLICY
Approved: XXXXX,XX,XXXX
Attachments: 2024 Sponsorship Offerings
Sponsorship Agreement
23
1. PURPOSE
The City of Mendota Heights, hereinafter referred to as the “City”, welcomes partnership
opportunities that enhance the ability to deliver parks and recreation services and programs.
Sponsorships are beneficial to the City of Mendota Heights as they provide an opportunity to
improve recreational programs and events, while offsetting the costs. In addition, sponsorships
provide opportunities for community involvement by those who desire to support and be
associated with the City’s events and programs.
This policy establishes guidelines and conditions for sponsoring events and programs, and
provides clarity on the appreciation for sponsorships.
2. SCOPE
This policy applies to all sponsorships and resulting sponsorship agreements entered into by the
City with individuals and businesses for the City’s recreation programs and events. Donations,
gifts, and grants are not subject to this policy.
The decision to grant a sponsorship is at the City’s discretion and will be considered on a case-
by-case basis. The City is under no obligation to approve any requested sponsorship.
Sponsorships are monetary contributions made by a business or individual to City park and
recreation events in exchange for public recognition and publicity highlighting the contributions
of the sponsor through name, logo, message, products or services.
Sponsorships are NOT:
• Cash gifts that do not include any additional negotiated conditions in return
• In-kind items, unless a monetary value may be easily determined by City staff
• Items given to the City to be used as a prize or as a piece of infrastructure with a
business logo on it
• Items given to the city of de minimis value
3. SPONSORSHIP OPPORTUNITIES
Community sponsorships are an opportunity for interested businesses and individuals to
directly support programs and events offered by City. The City offers sponsorship opportunities
on an annual basis. Events and programs commonly supported by community sponsorships
include Frozen Fun Fest, Touch-A-Truck, Fishing Derby, Parks Celebration, Barktober, Trick or
Teeing, Music in the Park, Pickleball Tournament, and Glow Golf events.
The City has the right to determine where the sponsorship funds received will be directed
based on the event chosen by the sponsor.
24
If an entity or individual is interested in sponsoring a program or event that the City is not
included on the annual list of sponsorship opportunities, the entity or individual may provide a
proposal to the City for consideration.
4.SPONSORSHIP PROCESS
The City will make available, on an ongoing basis, information on the availability of
sponsorships. Information will be posted on the City’s website, and through targeted direct
mailings and/or selected methods deemed appropriate by the City. Those interested in
sponsoring an event shall complete the City Pledge Form and return it to the City has early in
the season as possible.
The City will not accept Pledge Forms within the fourteen days (14) prior to the event or
program, unless otherwise authorized by the Parks and Recreation Manager. Approval of
sponsorships shall be at the sole discretion of the City. All sponsorships shall be memorialized in
a written agreement approved by the City Administrator. Such written agreement shall include
a requirement that any approved sponsor must indemnify, hold harmless, and defend the City
against claims or damages that may arise out of the approved sponsorship according to the
terms set forth in greater detail in that agreement.
5.SPONSORSHIP STANDARDS
The City’s review and evaluation of a proposed sponsorship will be based on the nature and
scope of the City program or event to be sponsored, and may include consideration of the
following criteria:
•Compatibility of the entity or individual’s mission, product and promotional goals with
the City program or event
•Compatibility of the entity or individual’s proposal with the City property on which the
City program or event will occur
•The entity’s or individual’s previous experience with the City of Mendota Heights
•The timeliness or readiness of the entity or individual to enter into the sponsorship
agreement
•The actual value of the proposal in relation to the benefit of the entity or individual and
the City
•The City’s operating and maintenance costs, including staff time or other additional
responsibilities associated with the sponsorship proposal
•The inclusion of conditions that would limit the City’s ability to enter into agreements
with other sponsors or to carry out the City’s function fully or impartially
•The potential for public perception or partiality, impropriety or implied relationship
between the City and the individual or entity other than for the limited purpose of the
sponsorship
25
The City shall not approve the following:
•A proposal from an entity or individual involved the manufacture, distribution, or
wholesaling of any product or activity that is illegal under Federal or State laws or
regulations, or with any product or activity that is prohibited on City property
•A proposal that duplicates the identity or programs of the City of Mendota Heights Parks
and Recreation Department
•A proposal that implies an endorsement of the proposal, individual, or entity by the City
or City employees
•A proposal that exploits event participants or City employees, or requires additional
public funds or resources to implement.
The acceptance of a business or individual sponsorship does not create or imply a contractual
relationship between the City and the sponsor beyond the limited-duration sponsorship
agreement, nor does it guarantee future business if the sponsor were to bid on or provide
goods or professional services to the City.
Sponsors are solely responsible for obtaining any necessary permission to use photographs,
trademarks, trade names, copyrighted material or any other legally protected property.
Approval of a sponsorship does not relieve the entity or individual receiving the sponsorship
from also complying with all other applicable City, State and Federal laws and regulations.
6.RECOGNITION OF SPONSORS
Sponsors will be provided with recognition that is commensurate with the value of the
contribution based on the selected level. In addition, the City Council will accept sponsorships
by resolution on a quarterly basis.
Recognition of a sponsorship will not suggest the endorsement of the sponsor’s goods or
services by the City, or any proprietary interest of the sponsor.
7.TERMINATION OF CITY SPONSORSHIP
The City reserves the right to terminate any sponsorship at any time if, in the City’s sole
discretion, continuation of the sponsorship is not in the best interests of the City.
8.DELEGATION OF AUTHORITY
The City Administrator, or designee, is authorized to make amendments and changes to this
policy for the efficient and timely approval of sponsorships. Amendments or changes to this
policy that are deemed to be substantial must be approved by the city council.
26
CITY OFMENDOTA HEIGHTS
FALL EVENTS
Parks and Recreation Sponsorships
SUMMER EVENTS
WINTER/SPRING EVENTS INDIVIDUAL SPONSORSHIP
OPPORTUNITIES
Trick-Or-Teeing
Barktober Parks Celebration
Fishing Derby
Frozen Fun Fest
Touch-A-Truck Music in the Park
Pickleball Tournament
Glow Golf
Levels of Sponsorship Platinum
Sponsor
$1,5003 accepted per year
Gold
Sponsor
$1,000
SilverSponsor
$500
Event
Sponsor
$300
Sponsor tent/table at Frozen Fun Fest
Sponsorship signage and business logo atevent(s)
Frozen Fun Fest
AllSeasons
2
Seasons
Event packages are grouped to provide sponsors equal exposure and promotional opportunities at
respective sponsorship levels
Recognition before City Council
Business name and logo on city event webpage
Business recognition on city social media pages
Included in physical marketing materials forevent(s), not including day of signage
X
X X X
X X X X
X X X X
X X X
Recognition in “Heights Highlights” Publication 1 Publication
27
CITY OFMENDOTA HEIGHTS
Parks and Recreation Sponsorships
Pledge Form
PLATINUM $1,500
SILVER $500
GOLD $1,000
EVENT $300
Please list the specific event you would like to
sponsor. Individual events available for sponsorship
are listed under “individual sponsorship
opportunities”.
Annual event sponsorship.
Includes the following event packages:
Fall
Winter/Spring
Summer
Fall
Winter/Spring
Summer
Single event sponsorship.
Select one of the following event packages:
Fall
Winter/Spring
Summer
Dual event sponsorship.
Select two of the following event packages:
Business/Organization Name:
Business/Organization Address:
Main Contact Name:Phone:Email:
Special Request/Note:
Payment Types Accepted: Check Cash Credit Card
*Make checks payable to “City of Mendota Heights”
*Credit Card Payments need to be made in-person at City Hall
Signature:
X
X
X
Contact Information Phone Number & Email City Hall Address
651-255-1353 1101 Victoria Curve,
weisfeldt@mendotaheightsmn.gov Mendota Heights, MN 55118 Recreation Program Coordinator
28