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Pk 02-13-2024CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA 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 to order 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 elects a Chairperson and Vice-Chairperson. She opened the floor for nominations for the position of Chair. 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 Agenda Commissioner Meyer suggested moving Item 9.d. to the top of New Business as there is a guest present for that item. Ms. Lawrence commented that Item 9.d. will then be moved to the top of New Business. 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 and Recreation Commission Regular Meeting. AYES 6: NAYS 0 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, Park Improvement, Park System Master Plan, and Parks and Recreation Strategic Planning Updates) and polled the Commissioners for questions. 8.a Par 3 Update Parks 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 would be open in mid-March. She reviewed the budget requests that were included in the 2024 budget 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 financial report. 8.b Recreation Update Recreation Coordinator Willow Eisfeldt provided a review of her report, highlighting certain items that had to be canceled due to the warmer weather. She reported that the warming houses and outdoor 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 events and programing. She also provided information on Coffee, Cards, and Cribbage which is currently held at the Par 3 Clubhouse and has been extended through the spring. She noted that if participation continues at this level, they will look at alternate locations to continue the event. 8.c Parks Improvement Update Parks and Recreation Manager Meredith Lawrence provided an update on remaining 2023 projects to be completed still this year as well as anticipated timelines for the proposed 2024 projects. 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 each month as this is a substantial project. She provided a brief overview of her written report and provided input on the public engagement that has begun. She asked that the Commission encourage 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. 8.e Parks and Recreation Strategic Planning Update Parks and Recreation Manager Meredith Lawrence reviewed the strategic planning update and highlighted 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” Presentation Parks 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) 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 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. 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. 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 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 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.