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Pk 05-14-2024CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING MINUTES MAY 14, 2024 The May meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, May 14, 2024, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Jaffrey Blanks called the meeting to order at 6:34 p.m. 2. Roll Call – The following Commissioners were present: Chair Jaffrey Blanks, Commissioners: Tica Hanson, Stephanie Meyer, Michelle Muller, Jo Schifsky, and Michael Toth; absent: Commissioner Dan Sherer. Student Representative: Meg Murphy. Staff present: Parks and Recreation Director Meredith Lawrence, Recreation Coordinator Willow Eisfeldt, and Public Works Director Ryan Ruzek. 3. Pledge of Allegiance The Pledge of Allegiance was recited. Commissioner Toth arrived. 4. Approval of Agenda Motion Muller/second Schifsky to approve the agenda. AYES 6: NAYS 0 5.a Approval of Minutes from March 12, 2024 Regular Meeting Motion Meyer/second Hanson to approve the minutes of the March 12, 2024 Parks and Recreation Commission Regular Meeting. AYES 6: NAYS 0 5.b Approval of Minutes from April 9, 2024 Work Session Meeting Motion Muller/second Toth to approve the minutes of the April 9, 2024 Parks and Recreation Commission Work Session Meeting. AYES 6: 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 Director Meredith Lawrence stated that the Par 3 briefly opened in March and officially opened in April for the 2024 season, reviewing the number of rounds played in each month. She noted that both months surpassed the number of rounds played in those months during 2023. She provided an update on turf conditions, an emergency leak that occurred and the related repair, the irrigation system, and planned capital projects. She also provided additional explanation on equipment and chemical application used on the golf course. 7.b Recreation Update Recreation Coordinator Willow Eisfeldt provided a recreation update including Music in the Park and other recreation offerings for residents of all ages. She also highlighted new and returning programing opportunities for residents. Commissioner Schifsky asked the typical group size for the adulting walking group. Ms. Eisfeldt commented that it ranges depending on the weather and date, but they have had anywhere from three to 15 residents in that group. Ms. Lawrence reported on the recent Touch-a-Truck event and expressed appreciation for the work of Ms. Eisfeldt as this was the largest event with the most positive feedback. She noted that this was the first event with sensory friendly time and there was great appreciation from residents, and residents from other communities that made the drive to attend the sensory friendly time. Chair Blanks commented that there are such unique and creative ideas to engage the community through the new programing and event opportunities. Commissioner Meyer noted the recent Taylor Swift night which had a huge turnout with a lot of excitement. Ms. Eisfeldt commented that registration was capped at 20 because of capacity limitations, with another 20 on the waitlist. She stated that those in attendance had a lot of fun and hoped to have more in the future with more capacity. Commissioner Muller asked for more details on yoga in the park. Ms. Eisfeldt commented that there will be two different classes, held in Ivy Hills Park, and provided those details. She confirmed that there is not a cap on those that can attend the video game truck event. 7.c Parks Improvement Update Parks and Recreation Director Meredith Lawrence stated that the Rogers Lake Skate Park project has been completed and invited the Commission to the ribbon cutting on May 22nd. She stated that the second lift was paved for the Wentworth tennis court project and the remainder should be completed with an estimated opening for use at the end of June. She highlighted the status of the 2024 park improvement projects including the Marie Park tennis courts, Mendakota fiber installation, Wentworth pickleball striping, and the Marie Park dugout and fencing and field work. Commissioner Schifsky asked if the pickleball lines would be painted at the same time as the tennis court. Ms. Lawrence replied that it would not as the projects are being completed by two different contractors. 7.d Park System Master Plan Update Parks and Recreation Director Meredith Lawrence stated that staff has been meeting with stakeholders and community groups in order to complete engagement, noting that staff has met with over 600 people thus far. She noted that the online survey has had 530 unique contributions. She noted that residents can still complete the survey through May 22nd if they have not already completed that activity. She stated that staff walked the parks with the consultant and noted that other staff members have also been involved to contribute information related to financial data. She stated that they have also identified communities that could be used for benchmark comparisons that will help to guide some of the recommendations in the future phases. She provided additional details on focus groups that were held and the feedback that was received. She stated that she is pleased with the work the consultant has done thus far and invited the Commission to attend an upcoming Council worksession where the consultant will provide an update. Commissioner Meyer asked the difference between the phases of engagement. Ms. Lawrence explained that in phase one they are asking open-ended questions and in phase two they will ask more pointed questions to narrow the scope. She used the example of a splash pad, which continues to be a desire of the community and noted that in phase two there will be more specific questions as to whether residents would support a specific financial contribution, through a tax increase, that would be required to support a splash pad. She stated that those additional questions will help to determine whether something is just a cool idea or whether residents actually support the item, recognizing the financial contribution that would be required. She stated that there has been a trend of residents wanting more programing and events, and phase two will focus of the types of programs and events desired by residents. Commissioner Meyer noted that knowing why residents want something, such as a splash pad, will help to guide the process as well. She noted that if the reason why is that people are looking for something for their kids to do, that could be provided through programing or a partnership with another community that has an aquatic amenity. She stated that perhaps the time when programing is desired would be helpful information as well. Ms. Lawrence provided more details on the different groups of stakeholders and community groups that staff has been meeting with. 9. Unfinished Business 9.a Commissioner Community Engagement Update for Master Plan Commissioner Muller reviewed the different groups that she has reached out to for engagement. Commissioner Schifsky reviewed the different groups that she has reached out to for engagement. She stated that she will continue to have conversations and distribute her postcards. Commissioner Hanson commented on the engagement she has completed, noting that during her interactions with the pickleball groups she is finding that many are not residents and has been trying to focus on the residents. Commissioner Muller commented that non-residents are still park users and could provide input. Ms. Lawrence agreed that there are park amenities shared between communities and input from those non-residents is still helpful. Chair Blanks reviewed the residents and groups that he has reached out to for engagement, noting that he has distributed over 350 postcards. He commented that people have been very receptive. Commissioner Toth reviewed the groups he has reached out to and those he still plans to engage. He commented that he has received good feedback and hopes that they are providing that through the QR code format as well. Ms. Lawrence commented that the survey does close at midnight on May 22nd, but the QR Code will still be used for phase two engagement as well. She recognized that this is a large project and a lot of work, but it will only be as good as the engagement they receive. She appreciated the time the Commission has spent on this project. Commissioner Schifsky suggested that the Commission members reach out to places of worship that could remind their congregation to take the survey. Chair Blanks noted the responses that were considered duplicate and asked if it could have been potentially a husband and wife completing the survey. Ms. Lawrence commented on the multiple reasons the responses are considered duplicate, including the exact same answers for every question coming from the same IP address and VPN. Commissioner Meyer commented that when they did engagement prior to COVID there was a group that included master gardeners that she intended to reach out to during this engagement, but asked if that would be better for phase two. Ms. Lawrence noted that they are about one week from the deadline, and it would be fine to include new groups during phase two. The Commission reviewed upcoming events and volunteered to attend certain events in representation for the Commission. 7. Acknowledgement of Reports (continued) 7.e Parks and Recreation Strategic Planning Update Parks and Recreation Director Meredith Lawrence provided an overview of the progress on the Parks and Recreation Strategic Plan tasks. 8. New Business 8.a 2025 Preliminary Budget Discussion Parks and Recreation Director Meredith Lawrence stated that staff is asking that the Commission review and receive the Parks Capital Improvement Plan (CIP) and determine the next steps in presenting a proposed 2025 budget. She reviewed the goals which were created using the Parks and Recreation Strategic Plan, which included a CIP and Asset Management Plan (AMP). She described the budget process for the Commission, City Council and staff. She explained that just because a project is included in the CIP does not mean it will move forward, or that the estimated cost is the exact cost. She stated that projects can be moved forward or backward, placed on pause, or not move forward at all based on need, funding, and public input. She stated that the AMP and CIP may change with the input from the consultant during the Master Plan process, but for the proposed 2025 budget they will be using the existing Strategic Plan, AMP and CIP to make the recommendations to the City Council. She stated that for 2025, the Parks CIP has over $1,300,000 in projects and therefore the projects will be presented as options and the Commission will select its prioritized list to present to the Council for potential inclusion in the budget as there is not that level of funding available. She stated that staff will review the projects under $10,000 and the focus tonight will be on the larger scale projects. She stated that in 2024, $275,000 in projects were approved by the Council with $530,000 approved in 2023, and $25,000 approved in 2022. She stated that the Commission should think of equity when reviewing the CIP and budget recommendations, to ensure equity across the park system and programming. She reviewed the projects listed within the CIP for 2024. Public Works Director Ryan Ruzek provided an update on trail projects as well as updates to park facilities such as picnic shelters. Ms. Lawrence commented that if the Commission is interested in the picnic shelter updates, staff could look into estimates for rehabbing those shelters rather than replacement. Chair Blanks confirmed the consensus of the Commission to direct staff to look into rehabbing the picnic shelters. Commissioner Hanson asked if it would make sense to look into the future, placing solar panels on the shelters to generate electricity for those shelters. Ms. Lawrence commented that if the Commission desired, staff could look into that. Mr. Ruzek commented that the City is maxed out on its allowable solar. Ms. Lawrence continued to review the 2024 CIP list of projects. Chair Blanks asked the estimated cost to replace only the swings at Rogers Lake. Ms. Lawrence estimated $20,000 to $25,000. Commissioner Meyer asked for additional information on basketball projects, specifically whether the cost to paint lines is actually $1,000. Ms. Lawrence noted that the cost is an estimate and dependent on multiple factors. She stated that better pricing could be gained by lumping together multiple projects. She hoped that some of that painting cost could come from the operating budget. Commissioner Meyer recognized that there are many smaller cost items related to basketball but if combined together that could be $50,000. Ms. Lawrence stated that prior to the next meeting staff could assess the basketball courts and hoops to better narrow that scope. Chair Blanks suggested that the Commission focus on the 14 projects that have a cost above $10,000 tonight. Ms. Lawrence asked that the scope be narrowed to six to nine projects and she will then gather more input from the Commission members prior to the next meeting to better align priorities. Commissioner Meyer commented that the Rogers Lake playground is in great shape and does not need to be on the list for 2025. Commissioner Muller agreed. She asked if there are complaints or safety issues with the swings at Rogers Lake. Ms. Lawrence commented that she has received multiple calls from residents around Ivy Hills asking when that playground would be redone. She stated that she has not received any calls related to Rogers Lake. She commented that people have called about the swings stating that they are making noise or appear rusty. She stated that if there is a safety concern, the equipment is removed from usage immediately. Commissioner Muller stated that the swings have been pushed off and perhaps it would be helpful to have a replacement schedule, similar to what they are doing with baseball field maintenance. Commissioner Meyer suggested that the swings be replaced at either Valley or Ivy. Commissioner Schifsky stated that she does hear the most feedback on the swings at Ivy Hills, as that is a popular park item. She stated that perhaps the swings, or the whole playground, are done at Ivy Hills. She stated that perhaps the Master Plan provides additional guidance on the type of park that is desired in the future and therefore she would be hesitant to replace a playground while the planning process is underway. She stated that she has also heard users of the Wentworth basketball court requesting a full court and did not think that would change based on the feedback from the Master Plan. Commissioner Meyer commented that it would seem worthwhile to consider the swings at Rogers Lake and Ivy Hills, but perhaps not the playgrounds at this time. She stated that perhaps Valley would make sense because there is already construction in that area. Commissioner Toth referenced the Wentworth hockey boards and input from John Boland that the boards need to be replaced. He asked where the $30,000 estimate came from. Ms. Lawrence commented that is strictly an estimate. She noted that she can attempt to get better estimates on the priority list of the Commission. Commissioner Toth commented that better refined costs would help him to make decisions. Ms. Lawrence commented that it would not be feasible to have quotes provided for the full list, but between now and the June meeting staff would try to refine estimates on six to eight projects rather than the 45 projects on the list. Commissioner Toth asked if it would make sense to tackle everything at Ivy Hills now rather than picking a few things and then coming back in the future. Ms. Lawrence commented that communities take different approaches to their parks, either focusing on one park or sprinkling improvements across the park system. She noted that there is not a right answer, but when you add new things, people will use them. She asked the Commission to be mindful of equity. Chair Blanks commented that he would be comfortable tabling improvements at Rogers Lake with the exception of the swings and updates to the picnic shelter, as the skate park was a large improvement at that park that was just completed. Commissioner Hanson agreed and liked the idea of spreading improvements throughout the parks, while addressing safety concerns. Commissioner Muller commented that she would not be interested in additional fiber projects until they see how the pilot at Mendakota can be assessed. She suggested that each member of the Commission provide their top one or two projects, which may create the list of eight projects for staff to work on. She stated that she would not be interested in replacing a playground while they are working on the Master Plan as that may provide better guidance. Ms. Lawrence commented that the Master Plan will not include concept plans for each park, and she does not see any trending data that a playground will be removed, therefore it would be safe to include a playground if desired. She also explained how the special park fund can be used and that the remainder of funding will need to come from the levy. Commissioner Toth asked staff for their recommendation. Ms. Lawrence commented that she does not have a list necessarily. She stated that regarding the hockey boards at Wentworth, if Mr. Boland says they need to be replaced, she would agree with his recommendation. She commented that there are seven playgrounds in the que for replacement from 2025 through 2029, acknowledging that things can be moved back if they do not need replacement. She stated that if a playground is not done in 2025, that will push the Commission back on that list. She commented that there has been increased use of basketball courts with two hoops, and that is the feedback she continues to hear from teens. She noted that basketball improvements also tend to fall on the lower end of the financial scale. She also agreed that rehabbing the picnic shelters could be a great idea as they are heavily used and perhaps the two shelters could be rehabbed for the same cost that replacement of one shelter would have had. Chair Blanks asked about the Kensington fence. Ms. Lawrence commented that the fence is structurally sound, but it is an eyesore with holes in some areas. She stated that while it does need work, it could be deferred for another year. The Commission agreed to defer that project for another year. Ms. Lawrence stated that staff has also considered alternatives such as netting that could be used over the fence. Commissioner Schifsky noted that the existing half court at Wentworth is in poor condition and asked if that would be replaced in addition to the new space that would be added to create a full court. Ms. Lawrence explained that a full court would be similar in size to the Marie Park court, which would be rectangular in shape with two hoops. Commissioner Meyer proposed the following projects: playground replacement at Valley Park, basketball expansion at Wentworth, City staff to evaluate the other basketball maintenance needs to provide a better estimate of cost, rehabilitation of the two picnic shelters, and potential swing set replacement at Rogers Lake and Ivy Hills. Chair Blanks commented that he would add the rink boards as recommended by Mr. Boland. Commissioner Meyer agreed. Chair Blanks commented that he would also like to see the Hagstrom King connection point and Commissioner Schifsky agreed with that as well. Chair Blanks noted that they should also do an infield resurfacing, as they have been doing one of those each year. Commissioner Muller commented that she would prefer to do the playground at Ivy Hills. Mr. Ruzek provided additional details on the connection for Hagstrom King. Commissioner Muller commented that people can walk around that area to access the park. Ms. Lawrence commented that the connection mentioned was to the baseball field. Mr. Ruzek commented on the existing pedestrian ramp and noted that a trail could be run from that location to a concrete pad behind the backstop of the field, which would provide accessible access. Ms. Lawrence noted that they have also received requests for some seating/bleachers. Commissioner Muller identified a good location for a trash can at Hagstrom King. Ms. Lawrence stated that they could resolve the trash can location offline, outside of the budget discussion. She noted that the pricing for the connection is an estimate and she just wanted to better explain what the project would be. Commissioner Schifsky stated that it would be great to have access from both sides, with perhaps a different material placed around the park because the park has woodchips, as that would allow someone in a wheelchair to get around. Mr. Ruzek commented that for years they have talked about a connection from Hampshire Drive, noting that he would provide that connection when the street projects goes forward in the next five years. He stated that the other trail projects mentioned tonight would be the decision of the Commission on whether to move forward. He stated that there could not be an access to the back of the playground because it is too tall. Chair Blanks asked for input from the Commission on whether the playground replacement should occur at Ivy Hills or Valley. Ms. Lawrence noted that she could put both options on the survey and they can use the input she gathers from the Commission to determine which is favored. She then recapped the list provided from the Commission. Commissioner Muller questioned whether the basketball should be expanded at Wentworth versus Ivy Hills because of all the recent improvements at Wentworth, in terms of equity. Commissioner Meyer stated that she would prefer to do Wentworth as that park is now a draw and then people get there, and basketball is in poor shape. Commissioner Muller agreed and noted that if the playground is replaced at Ivy Hills, that would provide equity. Ms. Lawrence commented that she will send a survey to the Commission members asking them to rank their priorities for these projects. She will compile those results for the Commission to review at its June meeting prior to making a recommendation. She suggested that the Commission also visit these sites and perhaps solicit input as well. She stated that she can also make a projection on costs that could be funded using the special parks fund. Commissioner Schifsky asked if the Commission were to recommend replacement of the playground at Ivy Hills and that were included in the budget for 2025, could that be changed prior to completing the project if the results of the Master Plan showed a need for replacement at a different park location would be higher priority. Ms. Lawrence commented that the Master Plan would be presented to this body and the City Council in January or February of 2025. She explained that if there is a playground replacement approved for inclusion in the 2025 budget, staff begins prepping the RFP in December so that the playground could be replaced in time for users to enjoy it during the summer months. She commented that she does not see any major changes to the playground space at Ivy Hills, again noting that concept plans will not be included in the Master Plan. She stated that thus far it has been noted that while there is not a need for additional playgrounds, there is also not a need to remove any. She stated that her concern with only doing the swing set at Ivy Hills would be that it would limit the playground in the future as the swing set container would need to be increased. She commented that even with the prioritized list, not all the parks projects will move forward at the City Council level because there is competition from the needs of all other departments. She stated that she will send the survey out by May 17th and asked that the surveys be completed no later than May 29th. She noted that in the update to the CIP and AMP they will aim to better spread the projects and develop a good plan moving forward, also identifying the financial needs for the future. 8.b Park Bench Donation Recommendation Parks and Recreation Director Meredith Lawrence stated that a park bench donation has been received from Laura Doty for Ivy Hills Park. She stated that staff walked the site with Ms. Doty and found a location that would be a good site. She stated that the desired plaque language was also included in the packet and staff agrees with both the plaque and bench location. Commissioner Schifsky asked if that is near the retaining wall that needs replacement. Ms. Lawrence stated that staff has discussed the option of removing that retaining wall and gently grading that area instead, noting that more details will come on that. She stated that staff has spoken with this donor and the previous donor to ensure that the potential of the retaining wall would not impact the bench locations. Motion Meyer/second Muller to recommend approval of the Park Bench Donation for Ivy Hills Park by Laura Doty. AYES 6: NAYS 0 8.a 2025 Preliminary Budget Discussion (continued) Commissioner Meyer asked if there should have been a recommendation on the proposed 2025 Par 3 projects. She stated that she does agree with the list but would continue to be opposed to the fiber. Ms. Lawrence stated that one of her goals for the golf course is to increase customer service and customer experience by having an online tee service, as they are one of the only metro courses where you have to call to make a tee time. She stated that they struggle with having a strong enough connection to operate the phone, credit card machine, and an online tee service as the current connection is not strong enough. She stated that the golf course is intended to be self-sufficient and therefore she would review the funding that would be available. She noted that the fiber could also provide connection to the other golf course systems, such as irrigation. She stated that while she does recommend the tee service, she is investigating whether there would be an alternative to fiber to provide that connection. Chair Blanks commented that he would support the fiber connection for that reason. Commissioner Muller commented that she does support the online tee system and if fiber is needed to provide that, she would also support that. Ms. Lawrence commented that the fiber would also help to support cameras as there continues to be vandalism as well. She commented that the tee system would not only provide better customer service but also save staff time as in the spring she often has to drive to the course multiple times in order to schedule for schools. She confirmed the consensus of the Commission in support of the tee software and potentially fiber, noting that she will bring additional details back to the June meeting. She also noted recreation and stated that Ms. Eisfeldt is maxed out in her current capacity. She stated that they will need to review the recreation opportunities to determine the focus going forward. Commissioner Muller commented that it would nice to review those events after the new events are held to determine what is popular and what needs to change. Chair Blanks commented that he would prefer for staff to provide their recommendation and the Commission could then review and approve that. 9. Unfinished Business 9.a Commissioner Community Engagement Update for Master Plan 10. Staff Announcements No comments. 11. Commission Comments and Park Updates Commissioner Toth • Has been distributing the postcards with the QR Code and has enjoyed speaking with park users • Reminded residents to call into Gopher State for utility locates prior to doing yard or other projects that involve digging. Commissioner Muller • Friendly Hills and Kensington look great • The Rogers Lake skate park looks great Chair Blanks • Valley Park is awesome, and a lot of people are using it • Music in the Park begins tomorrow at Market Square Commissioner Schifsky • Residents are eager to use the pickleball courts and there is concern with the pond scum and overflowing of the walkway that occurs when it rains. Residents continue to request a larger basketball court. • The swings are heavily used at Ivy Hills, and she is excited for yoga in the park Commissioner Hanson • Valley View was quiet today, and she did not notice a QR Code sign yet • Civic Center Park continues to be full when there are games going on Commissioner Meyer • Both Marie and Mendakota continue to be heavily used and enjoyed 11. Student Representative Update Student Representative Murphy commented that the parks are heavily used and look great. 13. Adjourn Motion Meyer/Second Muller to adjourn the meeting at 9:13 PM AYES 6: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc.