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2013-02-12 Parks and Rec Comm Agenda Packet CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday, February 12, 2013 - 6:30 P.M. City Council Chambers 1. Roll Call 2. Election of Chair and Vice Chair 3. Review Rules of Order 4. Approval of the January 8, 2013 Minutes 5. Recreation Programming and Facilities Report 6. Trail Open House Updates (verbal report by commissioners) 7. Park Bench Donation 8. Par 3 Update 9. Commission Comments 10. Adjourn Auxiliary aids for persons with disabilities are available at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 651-452-1850. Meetings can be viewed anytime on-demand at: www.mendota-heights.com. MH Parks and Rec Comm. 2/12/2013, Page 1 Page 1 of 1 DATE: February 12, 2012 TO: Parks and Recreation Commission FROM: Jake Sedlacek, Assistant to the City Administrator SUBJECT: Annual Review of Rules of Order BACKGROUND The attached rules of order were adopted by the parks and recreation commission in April, 2010. As a part of our annual organizing meeting, we are due to review the Rules of Order, making any changes the commission deems necessary. Related to this topic is the commission request to meet with the city council discussed at the January meeting of the parks and recreation commission. The city council discussed this idea at their annual goal setting work session, and agreed that a joint meeting would be useful. No date has been set for a joint meeting of the city council and parks and recreation commission. BUDGET IMPACT None. RECOMMENDATION Staff recommends annual review of the rules of order. If the commission would like to make changes, staff will make note of those changes and bring an updated draft to the next meeting of the parks and recreation commission for adoption. MH Parks and Rec Comm. 2/12/2013, Page 2 Rules of Order – Mendota Heights Parks and Recreation Commission, February 12, 2013 MENDOTA HEIGHTS PARKS AND RECREATION COMMISSION RULES OF ORDER In accordance with the City of Mendota Heights Ordinance No. 109, “Establishing A Parks and Recreation Commission,” the following rules of order are adopted by the parks and recreation commission to facilitate the performance of its duties and the exercising of its functions as a Commission created by the city council. SECTION 1. MEETING 1.1 – Time. Regular meetings of the commission are held on the second Tuesday of each month at 6:30 p.m., unless otherwise agreed to and so stated in the agenda. When the regular meeting day falls on a legal holiday, there is no meeting that month unless otherwise noted. 1.2 - Special Meetings. Special meetings may be called by the Chairperson or the Secretary. 1.3 – Place. Meetings are held in the City Hall Council Chambers, 1101 Victoria Curve. 1.4 – Public. All meetings and hearings, and all records and minutes are open to the public. 1.5 – Quorum. Four parks and recreation commission members, at the beginning of the meeting, constitute a quorum for the transaction of business. When a quorum is not present, the Chairperson may adjourn the meeting for the purpose of hearing interested parties on items on the agenda. No final or official action is taken at such a meeting. However, the facts and information gathered at such a meeting may be taken as a basis for action at a subsequent meeting at which a quorum is present. 1.6 – Vote. Voting is by voice. Commission members voice votes on each issue are recorded. In the event that any member shall have a financial interest in a matter before the commission, the member shall disclose the interest and refrain from voting upon the matter, and the secretary shall so record in the minutes that no vote was cast by such member. SECTION 2. ORGANIZATION 2.1 – Membership. The number of members of the Airports Relations Commission is established by the City Council. Three-year appointments are made by the Mayor and approved by the City Council. MH Parks and Rec Comm. 2/12/2013, Page 3 Rules of Order – Mendota Heights Parks and Recreation Commission, February 12, 2013 2.2 – Absenteeism. A Commission member with four unexcused absences from regular meetings is dropped from the commission and the Secretary then informs the City Council so that another appointment is made. An absence is excused if the member notifies the Secretary or Chairperson before 4:00 p.m. of the day of the meeting that the member will be unable to attend. Minutes of the meetings will record whether the absent member was excused or not excused. 2.3 – Election of Officers. At the February meeting each year, the commission elects from its membership a Chairperson and a Vice-Chairperson. If the Chairperson retires from the commission before the next organizational meeting, the Vice-Chairperson becomes Chairperson. If both Chairperson and Vice- Chairperson retire, new officers are elected at the next meeting. If both Chairperson and Vice-Chairperson are absent from a meeting, the commission elects a temporary Chairperson by voice vote. The Secretary to the parks and recreation commission is appointed by the city administrator from the city staff. 2.4 – Tenure of Officers. The Chairperson and Vice-Chairperson take office immediately following their election and hold office until their successors are elected and assume office. 2.5 – Duties of Officers. The Chairperson, or if absent, the Vice-Chairperson presides at meetings, appoints committees and performs other duties as may be ordered by the commission. The Chairperson conducts meetings so as to keep them moving as rapidly and efficiently as possible and reminds members, witnesses and petitioners to discuss only the subject at hand. The Chairperson is a voting member of the commission. The Secretary is responsible for recording the minutes, keeping records of commission actions, conveying commission recommendations to the city council and providing general administrative and clerical service to the commission. SECTION 3. PUBLIC COMMENT 3.1 – Public Input on Agenda Items. The following procedure is followed when citizens wish to provide input into a parks and recreation commission discussion. a. Staff shall make presentation b. The commission asks questions c. The applicant shall make a presentation MH Parks and Rec Comm. 2/12/2013, Page 4 Rules of Order – Mendota Heights Parks and Recreation Commission, February 12, 2013 d. The commission asks questions e. The audience is allowed to speak in favor of the request f. The audience is allowed to speak against the request g. The applicant and/or staff responds h. Commission members may ask questions throughout the discussion 3.2 – Public Comment. The parks and recreation commission does not hold public hearings, but may from time to time have public comment. SECTION 4. MISCELLANEOUS 4.1 Amendments. These Rules of Order may be amended with the approval by voice vote by a majority (four) of the members of the parks and recreation commission. 4.1 Adoption. These Rules of Order were duly adopted by the Parks and Recreation Commission of the City of Mendota Heights on this 13th day of April, 2010. MH Parks and Rec Comm. 2/12/2013, Page 5 MH Parks and Recreation Commission 1-8-2013 Page 1 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING January 8, 2012 The December meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, January 8, 2013 at Mendota Heights City Hall, 1101 Victoria Curve. Chair Levine called to order the parks and recreation commission meeting at 6:30 p.m. The following commissioners were present: Chair Stephanie Levine, Commissioners Mary McGrory- Ussett, Ira Kipp, David Miller, Mike Toth and Pat Hinderscheid. Excused absent: Commissioner Joel Paper. Staff present: Recreation Programmer Teresa Gangelhoff, Parks Maintenance Lead Terry Blum, Assistant to the City Administrator Jake Sedlacek, Public Works Director/City Engineer John Mazzitello. Approval of the Agenda COMMISSIONER HINDERSCHEID MADE A MOTION TO APPROVE THE AGENDA; COMMISSIONER TOTH SECONDED THE MOTION. AYES 6: NAYS 0 Approval of Minutes of December 11, 2012 COMMISSIONER TOTH MADE A MOTION TO APPROVE MINUTES OF THE DECEMBER 11, 2012 MEETING; COMMISSIONER MILLER SECONDED THE MOTION. AYES 6: NAYS 0 Recreation Programmer Update Recreation Programmer Teresa Gangelhoff provided a copy of the recreation programmer’s report, noting that winter programs are underway. The winter edition of the Heights Highlights newsletter will include descriptions of summer programs, which will mirror programming from 2012. Commissioner Toth asked about the fall field trip and what our capacity is for field trips. Ms. Gangelhoff explained that field trips are coordinated with the cities of West St. Paul and South St. Paul – we are allotted 20 spaces for each trip, but that number frequently flexes to respond to demand in each of the cities. Ms. Gangelhoff provided comment on agenda item 8, Recreation/Par 3 Staffing Update. Ms. Gangelhoff recommended that two separate part-time positions should be maintained, as one full-time employee would not be able to keep up with the pace of summer programming. Ms. Gangelhoff also felt that there are too many part time positions for one person to supervise. MH Parks and Rec Comm. 2/12/2013, Page 6 MH Parks and Recreation Commission 1-8-2013 Page 2 Parks Maintenance Update Parks Maintenance Lead Terry Blum thanked the commission for the opportunity to attend the meeting, noting that input on parks maintenance is always welcome. Mr. Blum reported that there are three maintenance staff who oversee athletic fields, mowing of parks, fields and ped- ways, irrigation, facility and equipment maintenance. Mr. Blum described late spring to early fall as maintenance time, where all three staff are kept extremely busy just maintaining facilities. As much as possible, special projects and regular maintenance on equipment are addressed in late fall and winter. City Engineer/Public Works Director John Mazzitello noted that parks staff are an integral part of the public works team, frequently providing assistance to streets and utilities staff as well. Winter responsibilities include plowing cul-de-sacs, parking lots, rinks and trails. The commission expressed an appreciation for how much work the parks crew is able to accomplish. There was discussion about how requests for maintenance from the general public are received and prioritized. There was consensus that commissioners should forward comments to Mr. Sedlacek, who will maintain a reporting list for the commission, and forward requests on to Mr. Mazzitello for direction to the parks crew. The commission requested that Mr. Blum document the work flow of the parks maintenance crew in an effort to seek efficiencies and ensure that a high level of quality is maintained in our parks system. Mr. Blum also provided a brief background on lighting for ball fields at Mendakota Park. Preliminary estimates show the cost to light two fields would cost $235,000-$245,000. Mr. Sedlacek that a previous study of the issue (1995) included the following concerns: spillover of light to private properties, too much money was being spent on a single park, and the facility would serve non-residents. Mr. Blum shared images of current lighting for athletic fields, and explained that newly installed lights have less spillover to other properties. Newer lighting systems are also much more efficient and can be controlled from a remote location. It was noted that the City of Mendota Heights is rare, without a lighted municipal ball field. The commission expressed interest in discussing the idea further, asking for a photometric plan, estimated cost of operation and an analysis of the additional capacity lighted fields would bring. Par 3 Update – 2013 Programming Assistant to the City Administrator Jake Sedlacek reviewed the agenda materials relating to programs to be offered at the Par 3 Golf Course in 2013. Mr. Sedlacek shared that the programming plan was reviewed by a PGA Professional Instructor, who endorsed the program offerings, suggesting minor alterations and additional offerings. Mr. Sedlacek hopes to identify a golf instructor that can serve as a golf instruction lead, as we have for tennis and playground programs. MH Parks and Rec Comm. 2/12/2013, Page 7 MH Parks and Recreation Commission 1-8-2013 Page 3 Commissioner McGrory-Ussett led a discussion on what a property marketing plan should include, and raised the concept of setting goals for each program offering. Mr. Sedlacek reported that the 2012 Par 3 Annual Report will be presented to the parks and recreation commission at their regular meeting in February, 2013. Trail Update - reminders Mr. Sedlacek reminded the commission that next Tuesday, January 15, 2013 will feature two interesting events regarding trails in Mendota Heights. Dakota County is holding an open house to discuss a greenway master plan for trail connections from Dodd Road and Highway 110 to Lebanon Hills Park in Eagan. This open house will be held from 6:00-8:00 p.m. at the Lebanon Hills Regional Park Visitor Center in Eagan. On the same evening, the Mendota Heights City Council will receive a report from a contracted consultant on designs for an improved pedestrian crossing at the intersection of Dodd Road and Highway 110. The city council meeting starts at 7:00 p.m. Recreation/Par 3 Staffing Update Mr. Sedlacek reported that the city council was considering a recommendation from staff to create a new full-time recreation coordinator position. This new position would oversee recreation programming as well as clubhouse operations at the golf course. Mr. Sedlacek stressed that the parks and recreation commission has not previously been involved in discussing matters of city staffing, as with most cities, staffing decisions are a matter for city council to decide. The commission expressed concerns, as shared by Ms. Gangelhoff, that one full-time staff would not be able to complete all of the tasks assigned to this position. Mr. Sedlacek noted that hours spent by both part time positions in 2012 had been closely analyzed, and that the proposal included 290 additional hours of staff time. Several commissioners expressed their opinion that a staffing change impacting recreation and golf course programs fit under the City Code duties for the commission “Advise the city council on matters pertaining to parks and recreational development program and shall cooperate with city personnel in implementing the parks and recreation programs.” The commission asked that very specific goals for performance measurement be set for the position for both recreation programs and golf course performance. Commission Comments Commissioner McGrory-Ussett wished to have three concerns noted on the public record: 1) She disagrees with the decision not to involve the parks and recreation commission in a staffing decision 2) Changes to program leadership do constitute an aspect of program evaluation MH Parks and Rec Comm. 2/12/2013, Page 8 MH Parks and Recreation Commission 1-8-2013 Page 4 3) The city needs a matrix in place to measure performance A request was made for Mr. Sedlacek to forward a copy of the organizational chart for all city staff. The question was posed if the commission could request a work session with the city council to discuss the purpose and expectations of the commission. There was consensus by the commission to do so; Mr. Sedlacek will forward the request. Commissioner Toth thanked the group for thoughtful discussion and expressed his pleasure to continue to serve with the current commissioners. Adjourn COMMISSIONER MCGRORY-USSETT MADE A MOTION TO ADJOURN THE MEETING; COMMISSIONER HINDERSCHIED SECONDED THE MOTION. AYES 6: NAYS 0 The meeting adjourned at 8:45 p.m. Respectfully Submitted by Jake Sedlacek MH Parks and Rec Comm. 2/12/2013, Page 9 Page 1 of 2 DATE: February 12, 2013 TO: Parks and Recreation Commission FROM: Jake Sedlacek, Assistant to the City Administrator SUBJECT: Recreation Program and Facilities Update RECREATION PROGRAMS Our current programs, Gymnastics and Learn to Skate, are underway with full rosters. A spring break field trip is scheduled on March 26, 2013, as we venture to Nickelodeon Universe at the Mall of America – there are still a number of spots available for this (ages 8 and up) trip. The recent edition of the Heights Highlights newsletter features write-ups on our summer programming, with the same offerings from the summer of 2012. There will be Tennis lessons and leagues, week-long playground programs, Thursday field trips, week-long golf camps for youth, as well as golf leagues for youth, women and seniors. Special events include the Parks Celebration on Saturday, June 1, 2013 and the Fishing Derby on Thursday, June 20, 2013. Registrations for summer programs will go live on-line at 7:30 p.m. on Monday, March 18, 2013. Walk-up registrations will be accepted starting at 9:00 a.m. the following morning. There will be an in-person registration for Junior Golf Leagues prior to on-line registration. School flyers will be distributed the first week of March. Adult Softball will be offered on Tuesday and Thursday evenings again in 2013. There are Men’s D Leagues on Tuesday and Thursday nights, Women’s D League will be held on Tuesday Nights. We are still looking for additional Women’s teams. A community discussion around aging has been set for Thursday, March 21 at Mendakota Country Club. The event is a partnership between the City of Mendota Heights, Dakota County, Anytime Fitness, Access Solutions and DARTS. While the agenda is yet to be finalized, it is shaping up to be an informative evening which should lead to improved opportunities for our aging population. RECREATION STAFFING UPDATE We received 47 applications for the newly created Recreation Program Coordinator Position. Six candidates were brought in for first round interviews, and two excellent candidates were MH Parks and Rec Comm. 2/12/2013, Page 10 Page 2 of 2 invited to second round interviews. Commissioner Hinderscheid sat in on second round interviews with city staff, and can attest to the quality of the candidates. We anticipate making a conditional job offer soon, for consideration on the February 19, 2013 city council agenda. Staff is recruiting part-time seasonal help for the golf course clubhouse, playground and tennis programs. We are anticipating a good turnout of returning staff, but are always on the lookout for talented summer help. FACILITIES UPDATE Strange January weather posed challenges for Parks Lead Terry Blum and his crew of ice rink flooders, but they have managed to maintain good skating conditions at each of our hockey and pleasure rinks. Warming Houses are scheduled to remain open through the first weekend in March, depending upon the weather. Field and Picnic Shelter reservations are rolling in for 2013. Reservation forms are available online, and can be submitted for any time in 2013. Picnic shelters are reserved on a first-come, first served basis. Athletic fields are evaluated per the Mendota Heights Field Use Policy. No parks maintenance requests were received by staff since the last parks and recreation commission meeting. City council discussed the idea of field lighting at Mendakota Park at their annual work session. There was consensus by the city council not to pursue the idea any further. MH Parks and Rec Comm. 2/12/2013, Page 11 Page 1 of 1 DATE: February 12, 2013 TO: Parks and Recreation Commission FROM: Jake Sedlacek, Assistant to the City Administrator SUBJECT: Park Bench Donation – Cliff Kirchner BACKGROUND Cliff Kirchner has submitted a request to make a donation through our Park Bench Donation program. Mr. Kirchner has requested to locate a bench at the corner of Huber Drive and Cheyenne Lane. Our parks lead person has reviewed the request and found the requested location to be suitable for a park bench. The Park Bench Donation program was adopted in 2001. Through the program, a resident may donate $750 to the city to offset the costs to purchase and install a park bench. Any costs above the donated amount would be the responsibility of the city. BUDGET IMPACT Costs to purchase and install the park bench exceeding $750 may be drawn from the Parks Equipment Repair/Maintenance line item. The current cost of a bench similar to previously installed units is $1,080. Additional costs include site preparation, concrete and labor. RECOMMENDATION Staff recommends accepting the park bench donation. If the parks and recreation commissions wishes to implement the recommendation, pass a motion approving the requested park bench donation. MH Parks and Rec Comm. 2/12/2013, Page 12 MH Parks and Rec Comm. 2/12/2013, Page 13 Page 1 of 3 DATE: February 12, 2012 TO: Parks and Recreation Commission FROM: Jake Sedlacek, Assistant to the City Administrator SUBJECT: Mendota Heights Par 3 Annual Report 2013 BACKGROUND 2012 proved to be a challenging year for the Mendota Heights Par 3 golf course, but also marked a shift in management style, as a change in clubhouse manager took a more proactive approach to programs and services offered at the golf course. The attached report outlines financial performance for the past year, and outlines the approach to the upcoming golf season. The following chart shows compares expenses and revenues reported in annual audit documents (for 2008-2011): 2012 2011 2010 2009 2008 Revenues $146,751 $148,403 $176,780 $184,715 $187,755 Expenses $146,823 $172,444 $174,884 $168,635 $158,088 Net Income ($72) ($24,041) $1,896 $16,080 29,667 *expenses do not reflect depreciation Revenue Building: While we continue seeking ways to trim expenses, the downward trend in revenues from 2008 through last year is concerning. The majority of losses in revenue over the past few years are in the area of youth programming. As discussed at the January parks and recreation commission meeting, there will be a four-pronged approach to building revenue: better promotion, enhancing existing programs, new programs and special events. Better Promotion: Staff has identified ample opportunities for further promotion of programs, including outreach to more local schools, selected advertising placement, better use of social media and a more robust web presence. Enhancing Existing Programs: A simple survey conducted in 2012 expressed support for existing programs: based on this feedback, minor modifications will be made to existing programming. This will include golf tips/clinics during leagues, encouraging the use of rental clubs to attract new players, updated programing for youth camps, and bringing more prizes/awards into programs, as a few examples. MH Parks and Rec Comm. 2/12/2013, Page 14 Page 2 of 3 New Programs: we ended the 2012 golf season with a list of new ideas for the 2013 golf season. Our new Recreation Program Coordinator will be expected to implement and evaluate these programs, filling open times at the Par 3. Family golf night, instructional learning series for youth and adults, party packages and fundraising events are all in the mix. These programs are intended not just to bolster the bottom line, but to enhance the reputation of the Par 3 as a fun place to learn and play the game of golf. Special Events: A list of special events was shared at the last parks and recreation commission meeting. This list is not exhaustive, as we anticipate adding new and interesting promotions to the course throughout the season. These days might feature discounts on golf, but will also include complimentary food or golf items, passes for golf and other fun prizes. Similar to new programming, special events are intended to bring in new customers, while enhancing the reputation of the Par 3 as a fun place to learn and play the game of golf. Rates: Green fees and pull cart rental rates were adjusted up slightly in 2012, and will be held over for 2013. Fees for our junior golf camp have been reduced slightly as the result of a study of recreation fees across city programs. Fees for all other programs, including adult and senior leagues are not changing for 2013. Overall response to course fees has been positive. Operations and Oversight: The operations and oversight for the Par 3 will be changing slightly for the 2013 golf season. As a part of a recent reorganization of the recreation department staff, there will now be a full time recreation program coordinator, who will have .5 FTE dedicated to the golf course. This individual will be responsible for clubhouse operations. We documented many of the successes, ideas and lessons learned from the 2012 season, which will give our new staff person “a leg up” going into this season. The most significant change for clubhouse oversight is that this recreation program coordinator will have office hours before, during and after the golf season. The city is taking a more direct role in the management of golf course maintenance in 2013. In past years, maintenance activity (course and equipment) and oversight was contracted out to a private vendor. In 2013 the city will directly oversee the part-time maintenance staff, and retain Jerry Murphy as a turf management consultant. This is a small change to the previous course management, with the intention of saving cost while maintaining good turf conditions. The recreation program coordinator and maintenance staff will report to the Assistant to the City Administrator. 2013 Goals: The parks and recreation has discussed course goals during regular reports, and marketing discussions. Staff has received that feedback and intends to involve the recreation program coordinator in the development of specific goals for rounds played, program development, MH Parks and Rec Comm. 2/12/2013, Page 15 Page 3 of 3 program participation and customer satisfaction. The financial goal for the golf course follows in the budget impact. BUDGET IMPACT The 2013 City of Mendota Heights budget anticipates net revenue of approximately $10,000 greater than operating expense for the 2013 calendar year. RECOMMENDATION No action is necessary. MH Parks and Rec Comm. 2/12/2013, Page 16