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2013-09-10 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday, September 10, 2013 - 6:30 P.M. City Council Chambers 1. Roll Call 2. Approval of Agenda 3. Approval of the August 13, 2013 Minutes 4. Ivy Hills Park Tennis Courts Open House 5. Mendakota Playground 6. Recreation Programming Report 7. Par 3 Report 8. Commission Comments 9. 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. CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING August 13, 2013 The August meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, August 13, 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, Joel Paper, David Miller, Pat Hinderscheid and Michael Toth. Staff present: Recreation Program Coordinator Sloan Wallgren. Approval of Agenda Commissioner Paper requested that Park Signs be added to the agenda. Commissioner Hinderscheid made a motion to approve the agenda; Commissioner Miller seconded the motion. Ayes 6: Nays 0 Approval of Minutes of July 9, 2013 Commissioner McGrory -Ussett made a motion to approve minutes of the July 9, 2013 meeting; Commissioner Paper seconded the motion. Ayes 6: Nays 0 Recreation Programming Update Recreation Program Coordinator Sloan Wallgren noted that this was a very busy month for recreation programs. Most of the recreation programs finished up in July. Staff is currently evaluating programs, meeting with seasonal staff, and planning trips and programs for the fall and winter. Mr. Wallgren stated that recreation program revenue was up roughly 18% compared to 2012. The commission asked staff to look into the waiting lists for all programs, and how we can try to get all interested individuals involved in the programs. Regional Bicycle System Mr. Wallgren updated the commission on a workshop that he attended. The work shop was put on by the Metropolitan Council and the Minnesota Department of Transportation. Both organizations are working on a Regional Bicycle System Master Study, and were looking for ideas from people. The commission asked staff to looking into rules and etiquette of multiuse trails in our city. If there is space in the next highlights this important safety information could be included. ME Parks and Recreation Commission 8 -13 -2013 Page 1 Par 3 Update Mr. Wallgren informed the commission that the Par 3 has been very busy with leagues, lessons and open golfers. Many of the leagues will be finishing up in late August. The golf course participated in two different marketing projects in July, and we have been seeing many positive results from the two projects. Mr. Wallgren stated that the Par 3 is in great condition and that he has received many compliments about course conditions. Mr. Wallgren also noted that there was an incident that occurred on July 17, 2013 involving our irrigation system. Staff has fixed the issue and everything is working better than ever with the new irrigation pieces in place. The course has taken in $93,877 in revenues; expenditures year to date are $65,830. The net result in revenue over expenditures is $28,047 year to date. Off -Leash Dog Area The commission discussed the idea of allowing off -leash dog areas inside of the "hockey pins" at Marie Park and Wentworth Park. The commission discussed some rules and regulations that would need to be in place which included: dog owner expectations, dog license requirements, and facility setup. Commissioner McGrory -Ussett made a motion that city council consider issuing a trial period for using the "hockey pins" at Wentworth Park and Marie Park as off -leash dog areas from May I" to October 31St Each park would have signage for owner expectations and rules, and there would be a place inside the "hockey pins" to leash and unleash dogs. All owners using the off -leash dog area must register their dog with the city. The commission also would like the council to seek resident feedback. Motion seconded by commissioner Hinderscheid. Ayes 6: Nays 0 Splash Pad Mr. Wallgren informed commission that he and commissioner Hinderscheid met with Jay Webber of Webber Recreation Design on July 31St. The purpose of the meeting was to get more information on ideal designs and features of a splash pad. He also provided a timeline for manufacturing parts and construction of a splash pad. The initial cost of the splash pad the commission is look at is $300,000. Features such as shelters or shade structures can be added with costs varying from $5,000 to $50,000. Operation cost of a splash pad would be roughly $10,000 per year, with labor being a majority of the operating costs. There would be an opportunity to charge a user fee to help offset operating costs. The commission also discussed a location for the splash pad. Staff will continue to research parks that would be able to accommodate the splash pad. ME Parks and Recreation Commission 8 -13 -2013 Page 2 Capital Improvements Planning The commission reviewed the current Capital Improvement Plan. The commission talked about items that were a high priority for the commission, which included rebuilding the warming houses and a splash pad. Commissioner Hinderscheid made a motion that the council adopts their Capital Improvement Plan for the purposes of developing the annual budgets. The commission would like to see the projects completed as soon as funds become available, with the understanding that some of these projects will not take place for a few years. The commission also recommends using any or all of the Special Parks Fund to complete these projects. Motion seconded by commissioner McGrory- Ussett. Ayes 6: Nays 0 Park Signs Commissioner Paper brought up the idea of having signs at the parks that would include historical information about each of the parks. There could be an opportunity to work with the schools to do research on the parks. Staff will look into costs of signs. Commission Comments Commissioner Hinderscheid commented that the meeting was productive. Commissioner Miller stated that the commission is very respectful and that it is a great group with work with. Commissioner Paper thanked staff for their work. Commissioner McGrory -Ussett thanked staff and really liked the idea of historical signs in the parks. Adjourn Commissioner Paper made a motion to adjourn; motion was seconded by Commissioner Toth. Ayes 6: Nays 0 The meeting adjourned at 8:05 p.m. Respectfully Submitted by Sloan Wallgren ME Parks and Recreation Commission 8 -13 -2013 Page 3 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mcndota- heights.com s 77 Ippp-- Ciro of mLnj MENDOTA HEIGHTS DATE: September 10, 2013 TO: Parks and Recreation Commission FROM: Sloan Wallgren, Recreation Program Coordinator SUBJECT: Ivy Hills Park Tennis Courts BACKGROUND The city of Mendota Heights maintains tennis courts at Marie Park, Friendly Hills Park, Wentworth Park, Valley Park, and Ivy Hills Park. Regular maintenance of these courts includes patching and sealcoating approximately every six years. Eventually each court requires more significant work. The tennis court at Ivy Hills Park is in need of such repairs. At the June 11, 2013 Parks and Recreation Commission meeting the idea of holding an open house to discuss the future of Ivy Hills Park was brought up. This would be a time were residents could voice their thoughts of weather we should repair the tennis courts, or if we should replace them with another activity. BUDGET IMPACT The cost to repair the Ivy Hills tennis courts would range from $24,000 to $50,000. RECOMMENDATION Staff recommends holding an open house on October 8, 2013 before the Parks and Recreation Commission meeting here at city hall. The date and time will go out in the next Heights Highlights, and letters will be sent to neighbors around Ivy Hills Park inviting them to the open house to share their ideas and concerns about the future at Ivy Hills Park. Page 1 of 1 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-heights.com 'V7 JPP- m* CITY OF MENDOTA HEIGHTS DATE: September 10, 2013 TO: Parks and Recreation Commission FROM: Sloan Wallgren SUBJECT: Mendakota Park Playground Refurbishing BACKGROUND Landscape Structures Inc. will begin to refurbish the existing playground equipment at Mendakota Park on September 9, 2013. It will take approximately three weeks to resurface and install the equipment. At the end of September the pea gravel will be removed, and the new engineered wood fibers will be installed. The playground will be closed from approximately September 9th to October I". Staff has been redirecting pavilion rentals during this time to other parks within city. BUDGET IMPACT The cost to refurbishing the playground equipment is $73,000. The cost of the new engineered wood fibers and installation is $10,000. After this project is completed there will be a balance of $135,000 in the Special Park Fund. REQUIRED ACTION There is no action required at this time. 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota- heights.com of T LCITY OF MENDOTA HEIGHTS DATE: September 10, 2013 TO: Parks and Recreation Commission FROM: Sloan Wallgren, Recreation Program Coordinator SUBJECT: Recreation Programs Update RECREATION PROGRAMS During the month of August we finished up a very busy summer. Currently, staff is working on improving programs for next year. We are also starting the process of hiring winter staff for the season. SAFETY CAMP 2013 Thirty eight Mendota Heights 3rd and 4th graders joined Mendota Heights Parks and Recreation along with volunteers from MH Police and Fire for three days of camp on August 6 -8 at Kaposia Park in South St. Paul. This cap was sponsored by the cities of Mendota Heights, West St. Paul, and South St. Paul and the South St. Paul VFW Post 295. Topics cover during the three days included stranger and internet safety, water, wheel, ticks, animal, fire, and weather safety along with a K9 demo, drug and gang awareness and much more. Special thanks to the MH Police and Fire for helping make this event possible. FIELD TRIPS There was one field trip for youth in the month of August. August 1, 2013: West St. Paul Pool Parry -24 kids attended UPCOMING FIELD TRIP On Thursday October 17, 2013 we will be taking a field trip to Bunker Hills Stable to do some horseback riding and hayride. The trip is for youth ages 8 and up, and the cost of the trip is $36. WINTER PROGRAMS The cities of Mendota Heights and West St. Paul will be partnering to offer Outdoor Skating Lessons and Youth Gymnastics. More detailed information will be available in the October issue of the Heights Highlights. Page 1 of 1 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota- heights.com Of * CITY OF M i MENDDTA HEIGHTS DATE: September 10, 2013 TO: Parks and Recreation Commission FROM: Sloan Wallgren, Recreation Program Coordinator SUBJECT: Par 3 Update — August 2013 BACKGROUND The month of August was the busiest month of the year. All of our Golf Camps and all but one of our Golf Leagues are now done for the season. We saw a small increase in revenue from our Golf Programs, even though we lowered the fees from previous years. I have attached a list of all our programs from 2012 & 2013. We had two exciting promotional opportunities take place in August. We were, and still are featured on Groupon, had have sold 409 deals, resulting in $6,550 in revenue. We were also feature on the cover of the Pioneer Press on August 2nd & 3rd as the Daily Deal. We sold 75 deals worth $1,207 in revenue. We have several golf outings in September at the Par 3. On September 21s' we have the 3rd Annual Mendota Heights /Thompson Oaks Golf Tournament. The cost of the event is $35 and included breakfast, lunch, prizes, and 9 holes at each course. If interested in participating please call the clubhouse for more details at 651- 454 -9822. MAINTENANCE UPDATE Insurance will be covering a major portion of the costs associated with the pressure tank explosion in July. • The current condition of the course is great, we have had many complements. • We have started maintenance on the greens and tees, and will do this again in the middle of October. BUDGET IMPACT The attached monthly expenditure report shows revenues and expenditures through the end of August. The course has taken in $124,659 in revenues; expenditures for this period total $95,083. This results in net revenue over expenditure of $29,576 year to date. Page 1 of 1 MENDOTA HEIGHTS PAR 3 BUDGET TO ACTUAL REPORT August 2013 (66.66% OF YEAR) REVENUES AUGUST YTD YTD BUDGET 2013 2013 % GREENS, LEAGUE & TOURN FEES $123,000 $23,501 $77,095 62.68% RECREATION PROGRAMS $35,000 $1,078 $30,920 88.34% CONCESSIONS $23,000 $6,198 $16,617 72.25% SUNDRY REVENUE $100 $6 $27 27.26% INTEREST $250 $0 $0 0.00% CAPITAL CONTRIBUTIONS $0 $0 $0 0.00% PAR 3 FUND REVENUE TOTAL $181,350 $30,782 $124,659 68.74% EXPENDITURES AUGUST YTD YTD BUDGET 2013 2013 % CLUBHOUSE SALARIES $46,700 $9,890 $21,841 46.77% ADMINISTRATIVE SALARIES $22,447 $2,618 $15,501 69.05% FICA/PERA $8,610 $1,824 $5,322 61.81% MEDICAL INSURANCE $6,273 $428 $3,513 56.01% U/E & W/C INSURANCE $6,100 $1,033 $4,330 70.98% RENTALS $1,300 $53 $1,211 93.12% UTILITIES $10,230 $1,691 $4,402 43.04% PROFESSIONAL FEES - AUDIT $2,390 $0 $2,390 100.00% PROF FEES - CONSULTING FEES $800 $102 $402 50.25% PROF FEES - GROUNDS MGMT $14,000 $2,000 $4,000 28.57% PROF FEES - GROUNDS WAGES $20,000 $4,252 $9,142 45.71% PROF FEES - TREE MAINTENANCE $2,000 $0 $0 0.00% ADVERTISING /NEWSLETTER $600 $0 $196 32.62% LIABILITY /AUTO INSURANCE $3,100 $0 $3,293 106.23% OPERATING COSTS /SUPPLIES $9,800 $1,040 $3,690 37.65% FUEL $2,000 $533 $1,514 75.71% REPAIRS & MAINTENANCE $13,000 $3,326 $10,593 81.49% SUNDRY /DUES /MILEAGE /CLOTHING $1,660 $0 $2,054 123.75% CAPITAL OUTLAY $0 $0 $0 0.00% ONLINE REG & CREDIT CARD FEES $2,450 $462 $1,688 68.89% PAR 3 EXPENDITURES TOTAL $173,460 $29,253 $95,083 54.82% MENDOTA HEIGHTS PAR 3 BUDGET TO ACTUAL REPORT August 2012 AND 2013 REVENUES AUGUST AUGUST YTD YTD 2012 2013 2012 2013 GREENS, LEAGUE, TOURNAMENT FEES $20,948 $23,501 $83,319 $77,095 RECREATION PROGRAMS $2,075 $1,078 $28,315 $30,920 CONCESSIONS $4,481 $6,198 $16,610 $16,617 SUNDRY REVENUE $54 $6 $83 $27 INTEREST $0 $0 $0 $0 CAPITAL CONTRIBUTIONS $0 $0 $0 $0 PAR 3 FUND REVENUE TOTAL $27,559 $30,782 $128,328 $124,659 EXPENDITURES CLUBHOUSE SALARIES $10,735 $9,890 $30,237 $21,841 ADMINISTRATIVE SALARIES $1,249 $2,618 $7,434 $15,501 FICA /PERA $1,368 $1,824 $4,397 $5,322 MEDICAL INSURANCE $203 $428 $1,625 $3,513 U/E & W/C INSURANCE $68 $1,033 $6,337 $4,330 RENTALS $51 $53 $1,353 $1,211 UTILITIES $1,662 $1,691 $5,326 $4,402 PROFESSIONAL FEES -AUDIT $0 $0 $1,498 $2,390 PROF FEES - CONSULTING FEES $0 $102 $525 $402 PROF FEES - GROUNDS MGMT $2,000 $2,000 $9,000 $4,000 PROF FEES - GROUNDS WAGES $4,190 $4,252 $13,706 $9,142 PROF - FEES -TREE MAINTENANCE $0 $0 $962 $0 ADVERTISING /NEWSLETTER $0 $0 $397 $196 LIABILITY /AUTO INSURANCE $0 $0 $2,641 $3,293 OPERATING COSTS /SUPPLIES $2,006 $1,040 $6,108 $3,690 FUEL $306 $533 $1,790 $1,514 REPAIRS & MAINTENANCE $2,995 $3,326 $11,576 $10,593 SUNDRY /DUES /MILEAGE /CLOTHING $353 $0 $1,893 $2,054 CAPITAL OUTLAY $0 $0 $0 $0 ONLINE REG & CREDIT CARD FEES $349 $462 $1,643 $1,688 PAR 3 EXPENDITUES TOTAL $27,535 $29,253 $108,447 $95,083 N N N N N N 0 0 0 0 0 0 O N N N N N N N N U N N H h h h h h h h d 0 0 0 0 0 0 O O p O O 0000000 0 0 0 0 0 0 p p p 0 0 0 0 0 0 0 00 p CO O O n O n n n 0 0 0 0 0 0 O p O O LO 0.000009* 0 LO %0 O O O Lc) r �, N m m m, Lc) O O O O O LO O .o O ch p 0 0 0 0 0 N I� } iR i•R i•R 00 00 O 00 N � m n� n iR . i 'O m M N m O O O O O O CO O pp {/} `O N - � tPr �o {/} m {/} n {/} n {/} 1 {/} `-' �' i `-' 00 iR M N if? m m tPr �--� {/} �o {/} I� {/} tF} N {/} LO N ej O ~ U O O ao LO �o m LO Lid O �? 00 OH LO m m .O I� O N �O H LO N N N O V V 00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 W O O O O O O O O O O O O O O O O O O O O O 0 0 0 0 0 0 0 0 d O O L 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 L{j 0 0 0 0 0 0 0 LL �o o LL .4-0000000 .p .p p N m� N N ON .p N m . 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