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2013-01-08 Parks and Rec Comm Minutes 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 Recreation Commission 1-8-2013 Page 1 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 Recreation Commission 1-8-2013 Page 2 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 Recreation Commission 1-8-2013 Page 3 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 Recreation Commission 1-8-2013 Page 4