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Pk 03-12-2024CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING MINUTES MARCH 12, 2024 The March meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, March 12, 2024, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Jaffrey Blanks called the meeting to order at 6:30 p.m. 2. Roll Call – The following Commissioners were present: Chair Jaffrey Blanks, Commissioners: 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, Recreation Coordinator Willow Eisfeldt, and Public Works Director Ryan Ruzek. 3. Pledge of Allegiance The Pledge of Allegiance was recited. 4. Approval of Agenda Motion Schifsky/second Muller, to approve the agenda. AYES 7: NAYS 0 5.a Approval of Minutes from February 13, 2024 Regular Meeting Motion Meyer/second Hanson to approve the minutes of the February 13, 2024 Parks and Recreation Commission Regular Meeting. AYES 7: NAYS 0 6.Citizen Comment Period (for items not on the agenda) None. 7.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. 7.a Par 3 Update Parks and Recreation Manager Meredith Lawrence reported that the course opened today for the season. She recognized the efforts of staff in making it possible to open the course. She stated that staff discussed the potential projects for the course with the City Council and provided an update on the projects that will move forward. She stated that the gas carts would be anticipated to arrive around April 1st. She noted that electric carts are not being pursued at this time because of a lack of capability to charge and store those. She stated that the City continues to work with Xcel through its partnership to look at energy efficient opportunities. 7.b Recreation Update Recreation Coordinator Willow Eisfeldt stated that summer registration opened on February 27th and provided an update on some of the programs still available for registration. She also highlighted upcoming events and programing activities. Ms. Lawrence recognized that the one-year anniversary for Ms. Eisfeldt is coming up and commented on the great work that she has done, which is evident by the full list of program and activity offerings. 7.c Parks Improvement Update Parks and Recreation Manager Meredith Lawrence stated that with the early spring, the Rogers Lake skate park project will be wrapping up, anticipating a May opening for the park. She also hoped that the tennis court projects would be completed in the early spring and will provide a date for the ribbon cutting. She stated that the 2024 parks capital projects have been approved, providing the anticipated timeline for those projects. Commissioner Meyer asked for an update on the donations received by TRAA for the portable pitching mounds and the final amount requested. Ms. Lawrence commented that she is aware that one donation was received but has not been able to check in to determine if more donations were received. She stated that the Fresh Air Fridays initiative was also approved by the City Council and will move forward. Commissioner Meyer confirmed that this would begin on Earth Day and then a short survey would be used to gather data on whether residents participated in the initiative. Ms. Lawrence noted that the City’s communication team will be working with Ms. Ramirez going forward to coordinate marketing and promotion of the initiative. 7.d Park System Master Plan Update Parks and Recreation Manager Meredith Lawrence stated that the kickoff meeting with staff began on January 29th and the online survey and engagement is still available. She provided an update on the process and upcoming work, noting that she continues to meet with the consultants biweekly for updates and progress reports. Commissioner Schifsky asked if the QR code signs have been received and whether information could be added about the Master Plan process. Ms. Lawrence noted that the signs have begun to be installed and additional information could be added on the website about the Master Plan and engagement opportunities. Chair Blanks commented on some of the park events and opportunities for Commission members to participate in engagement with residents. Ms. Lawrence commented that three members can attend an event without posting for a quorum. She noted other stakeholder groups that could benefit from Commission participation. Chair Blanks asked that the Commission members look at the engagement opportunities between now and May and determine which opportunities they could attend. He also encouraged the members to think about other stakeholder groups they could connect with in the community to receive input, similar to the process the Commission did within recent years. Ms. Lawrence stated that she would be happy to join and provide materials for any meetings with those groups in order to assist in passing that information to the consultants. She also provided an update on the process with West St. Paul related to a potential community center. Commissioner Sherer encouraged staff and the Commission to think about ways to reach young families. Ms. Lawrence stated that she is hoping to work with the schools to go in and complete engagement, similar to the bike and pedestrian plan. 7.e Parks and Recreation Strategic Planning Update Parks and Recreation Manager Meredith Lawrence provided the monthly update on the strategic planning initiatives. Commissioner Hanson asked for more information on the volunteer in the parks program. Ms. Lawrence provided different opportunities available for residents to volunteer within the parks, noting that more information can be found on the City website. 8. New Business 8.a Recreation Sponsorship Policy Parks and Recreation Manager Meredith Lawrence stated that staff has been following a non- official process/policy related to sponsoring of events and activities. The goal tonight is to develop a policy that would provide a roadmap for staff to ensure sponsors are treated equitably and provide staff with a method to approve/deny requests. She stated that while the Commission has been interested with sponsorships for events and activities as well as within the parks system, the Council did not support sponsorship within the parks system but did support that within events/activities and programing. She stated that the sponsorship will not impact the funds budgeted for events and programing, but will provide opportunity for enhancements. She reviewed the different elements of the draft policy. Commissioner Sherer asked if there would be a sponsorship level which would allow an event to be named after the donor. Ms. Lawrence replied that the City Council is not interested in naming rights for events. Commissioner Sherer referenced language in the draft policy and asked if that would prevent a restaurant which holds a liquor license from sponsoring an event. Ms. Lawrence replied that alcohol is allowed in the parks, although not glass or kegs, therefore those restaurants could sponsor events. She further explained the intent behind the language and how that was tweaked by legal counsel. Commissioner Hanson commented that the draft policy is very comprehensive. She asked the benefit that would be provided to a business sponsoring an event. Recreation Coordinator Willow Eisfeldt commented that businesses do receive recognition depending on the level of sponsorship, providing some examples. Commissioner Muller asked for details on the timing of the sponsorship donation received prior to an event versus the timing of a Council meeting for recognition. Ms. Lawrence explained that the Council accepts donations received after the fact. Commissioner Muller referenced the ability for sponsors to have a tent/table at Frozen Fun Fest and asked why that event was selected, noting that businesses may prefer the Parks Celebration event. Ms. Eisfeldt replied that part of the issue is related to the availability of space. Ms. Lawrence commented that Frozen Fun Fest also has the business crawl and therefore was determined to be a good fit. She commented that there is a fine line in providing the sponsors the opportunity while ensuring that residents do not feel bombarded by marketing from businesses during the City events. Chair Blanks asked and received confirmation that businesses can request to sponsor specific events. Ms. Lawrence commented that they can make tweaks as they go forward to the pledge form once the policy is completed and adopted. Commissioner Sherer asked what would occur if a sponsorship exceeded the amount of a program. Ms. Eisfeldt commented that if the sponsorship was more than what was needed, those funds would be declined. She stated that the business could choose to sponsor a different event or apply to sponsor the event next year. Ms. Lawrence noted that could also be an opportunity to pilot a new event. Commissioner Hanson used the example of a pickleball company sponsoring an event which featured a pickleball tournament. She asked if that sponsor would be able to donate prizes for the tournament and whether that business could also set up a tent with merchandise for sale. Ms. Lawrence replied that they do have to be cautious of people selling on City property, therefore she would need to work with the City Clerk to determine if that would be an option. She stated that the City is not allowed to award gift cards or cash. Ms. Eisfeldt commented that they would mostly be focused on cash sponsorships, noting that the business can provide suggestions on how they would like those funds to be spent. She stated that they are not as interested in an in-kind donation as they would then have to place a value on that. Ms. Lawrence commented that an in-kind donation can be difficult as sometimes the City does not have a use for the items donated. She stated that sometimes sponsors are willing to provide space, which is a value and something that can be monetized as an in-kind donation. Commissioner Meyer referenced some minor typos for correction. She also referenced the continued use of “the City” and asked if that should be clarified to City Administrator, as people could interpret that as City Council when the decision seems to be made by staff. She asked what would happen if there was a platinum sponsor, but the sponsorship was not for the Frozen Fun Fest. She asked if a tent or table could be provided for the sponsored event, or whether additional language should be added stating that only applies to Frozen Fun Fest. Ms. Lawrence commented that the City policies commonly use that phrase “the City” as that is a general way to reference the City as a whole and therefore is comfortable continuing to use that language. Ms. Eisfeldt stated that the platinum sponsorship is not solely for one event and could be used for any combination of events on the form. She stated that they do not want the events to be business oriented with residents bombarded by marketing and promotions from businesses and therefore are restricting the table/tent element to Frozen Fun Fest. Commissioner Muller commented that perhaps a secondary summer event would be helpful where tents/tables would be allowed as some vendors may be more summer oriented. Ms. Eisfeldt commented that staff could look into adding that option for another event. Ms. Lawrence commented that this will be the first trial year and while the policy will remain the same, they can review this after the first year to determine any changes that should be made to the pledge form. Commissioner Muller commented that she does like the picture included of the fishing derby and perhaps another picture could be included of another locations, such as Mendakota. Ms. Lawrence commented that staff does have drone shots that will be included in the year in review video and noted that some of those images could be pulled. Commissioner Meyer commented that perhaps there is additional clarification made to distinguish the one-time sponsorships versus the annual sponsorships. Ms. Lawrence welcomed any additional changes, noting that staff would like to bring this forward to the City Council for adoption. Motion Meyer/second Muller to recommend adoption of the Recreation Sponsorship Policy as discussed. AYES 7: NAYS 0 9. Unfinished Business 10. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements: • Staff recorded a video for the year in review, which will be shared at the City Council meeting next week • The Par 3 is open and tee times can be scheduled by calling the clubhouse • Seasonal staff is needed, applications are available online or in person at City Hall • Please fill out the survey related to the Park System Master Plan • Other events can be found on the City’s website 11. Student Representative Update Student Representative Murphy noted the parks have been busy with the warmer weather. Summer programing opportunities sound robust with more offerings for teens. 12. Commission Comments and Park Updates Commissioner Meyer • Happy anniversary to Ms. Eisfeldt and great work during the past year • Marie and Mendakota are in great shape and people have been enjoying the pickleball courts • Great to see the dugout work started at Marie Commissioner Hanson • Valley View is a small park she visited today for the first time • Visited Civic Center and noticed the pitching mound • Marie Park will be a busy location with people out playing pickleball Commissioner Schifsky • Visited Wentworth last week and it was a bit quiet but would imagine it is busier this week • Spent time today at Ivy Falls and met some residents that would like to get involved. There was some concern with the swampy condition of the pond. Residents were interested in perhaps a buckthorn removal event. She noticed the stone retaining wall that could use some resetting. • Noted an area in the ball field that would need grading to address the lip Ms. Lawrence commented that staff is aware of the issue with the retaining wall and has plans to address that this year, potentially removing that wall and regrading that area. She noted that there is a schedule to grade the fields and could verify where that field is on the list. She noted where the field falls in the current schedule and advised that the Commission could discuss that priority list at the May meeting where the budget recommendations will be discussed and recommended. Chair Blanks • Has been at Valley Park the last few days and it has been busy, noting his kids enjoyed the playground • Market Square is great, and he looks forward to the music events Commissioner Muller • People were playing pickleball at Friendly Hills and her daughter enjoyed playing tennis • Kensington was quieter when they walked/biked through but noticed kids playing on the playground • She asked when bathrooms are opened Ms. Lawrence explained that bathrooms are opened once they are certain the overnight temperatures would not freeze the pipes, noting that is typically around April 1st. Commissioner Toth • He enjoys the passion that residents have for the dog park • Dog park users do a great job cleaning up after themselves and their dogs • Noticed the small dog area is uneven • Asked if there has been any thought to adding picnic tables or benches • Noticed residents fishing from the pier today at Rogers Lake • The ducks are back as well, and the lake looks great Ms. Lawrence commented that the dog park is still within an interim site designation under the Comprehensive Plan, even though it appears that area will continue to be a dog park. She noted concerns with digging given the proximity to Oheyawahe, but staff has discussed bringing in dirt to complete some grading. She noted that the Master Plan will assist in planning for the future of the dog park and potential amenities. Commissioner Sherer • It has been nice to see people out in the parks and on the fields • Victoria Highland looks good, noting that the basketball hoop is in poor shape but is scheduled for replacement on the CIP • The basketball court gets a lot of use at Hagstrom King • Received a lot of comments and questions about the trees removed at Hagstrom King and around that area, noting that removal was related to EAB 13. Adjourn Motion Schifsky/Second Muller to adjourn the meeting at 8:17 PM AYES 7: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc.