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2018-11-13 Council-Parks Commission Joint Meeting packetCITY OF MENDOTA HEIGHTS JOINT CITY COUNCIL — PARKS AND RECREATION COMMISSION MEETING AGENDA MJ 1. Call to Order 2. Roll Call Tuesday, November 13, 2018 6:00 pm Mendota Heights City Hall — Council Chambers 3. Discussion Items a. Playground Improvements —Budget Discussion b. Resident Fundraising for Park/Playground Improvements c. Park and Recreation Administrative Policies and Fees 1. Field and Facility Use 2. Special Events d. Tobacco Free Policy for Parks e. Mendota Heights Park System Planning 4. Adjourn page 2 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.irendota-helghts.com s CITY OF MENDOTA HEIGHTS DATE: November 13, 2018 TO: City Council, City Administrator & Parks & Recreation Commission FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Playground Improvements Budget— Wentworth Park & Hagstrom King Park COMMENT. INTRODUCTION Staff has been working with the Parks & Recreation Commission on equipment replacement and improvements to the playground at Hagstrom-King and Wentworth Parks. Attached are two layouts for each of the parks. The "enhanced" layouts are revised layouts based on feedback from a community open house. Wentworth Park — Improvements to Wentworth Park are proposed to include a replacement of the 5-12 year old age range equipment, surfacing and ADA improvements. The 2-5 year old range equipment and the Playground containment are proposed to remain. The layouts have a cost estimate of $115,000 to $175,000 for the enhanced layout. Hagstrom King Park - Improvements to Hagstrom-King Park are proposed to include a replacement of all the equipment, Zipline addition, surfacing, containment and ADA improvements. The layouts have a cost estimate of $130,000 to $190,000 for the enhanced layout. ACTION REOUIRED City Council and Park & Recreation Commissioners should discuss the playground options and provide direction to staff on a recommended budget for neighborhood playgrounds and establish if playgrounds should provide similar amenities or provide a theme type playground based on the respective parks environment. i� TVi •1 1 I1•� r j , / r 1( °bi rir i JF 7 Jf 7, Jt Vy 11�.i � + a i I •V ,•i ' Irak Sr iJ 1 i � t 1 , ' I %j•(1` �,;r } Jot if13 N ' �•i('�L � J�. t J 'W^ J �rt{ i• Jit ��pr�� 0 � `. E,e Ell s rot i., { �, h m �i �'4�ia tt`ai4 iq'I5'�}s l!4%a`Me' x,tiS'ir+' � F F page 7 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.mendota-heights.com - *CITY OF of Emn MENDDTA HEIGHTS DATE: November 13, 2018 TO: Mayor and City Council Parks and Recreation Commission FROM: Meredith Lawrence, Recreation Program Coordinator SUBJECT: Fundraising Proposal for Hagstrom King Park INTRODUCTION At the November 13 workshop, the Council and Commission will be asked to discuss a resident proposal to fundraise for Hagstrom King Park improvements. BACKGROUND In August staff brought quotes to the Parks and Recreation Commission for playground equipment replacement at Wentworth and Hagstrom King Parks. The Commission hosted a community open house to gain input from the community. At the focus group a resident inquired about donating money to the City to be used to make the Hagstrom King Park remodel more prominent. The resident has proposed a community donation (fundraising) effort with a goal to raise $300,000 from local community members and businesses over a three month period. This opportunity would be communicated to potential donors through various social media outlets, by word of mouth and a direct mailing to roughly 700 homes surrounding Hagstrom King Park. A "Buy a Brick" program for donors would also be incorporated, which would enable those who donate a certain amount of money the ability to leave their mark on the park. The money raised would go specifically to Hagstrom King Park's additional playground features. The resident has asked the City to consider adding a challenge course to the park, extend the basketball court to full size, make a 3 vs. 3 hockey rink on the court in the winter, incorporate more shade, and beautify the park. Funds raised from the donation efforts could be used for this portion of the park. Challenge courses are ninja warrior like courses that are typically built in destination parks. Other cities have added these to their parks and the equipment is typically between $300,000 and $400,000. It is the resident's hope that the donations would be tax deductible. To achieve this, the City would be in charge of taking in the donations and issuing each donor a receipt. The resident would like the City's help with this project in a few ways. First, it was requested that staff would provide a list of names and addresses of the roughly 700 homes surrounding Hagstrom King Park. Second, the resident would like the City to promote this donation effort through promoting this in the PrarWay News, Heights Highlights, and on the City's Facebook page. REQUESTED ACTION The City Council and Commission is asked to come prepared to discuss the proposal to fundraise for Hagstrom King Park improvements. page 9 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.rrendota-heights.com T mR CITY OF MENDOTA HEIGHTS DATE: November 13, 2018 TO: Mayor and City Council Parks and Recreation Commission FROM: Cheryl Jacobson, Assistant City Administrator Meredith Lawrence, Recreation Program Coordinator SUBJECT: Field and Facility Use Policy and Special Event Policy Amendments INTRODUCTION The Council and Commission will be asked to discuss the amendments to the Special Event Policy and Field and Facility Use Policy including the implementation of use fees. BACKGROUND The City coordinates and issues permits for the use of city fields and facilities. City fields and facilities are often used in a multi-purpose manner and are requested by a variety of sports providers and users each year. The Field and Facility Use policy was last amended in May of this year. Staff and Council have discussed the need to offset field and facility maintenance and administrative costs through the implementation of use fees across all user types. The intent for establishing and charging use fees is not to "make money" for the City; but rather to recover public costs to operate, maintain, improve and administer the use of city fields and facilities. Staff has prepared a revised field and facility use policy and developed a proposed use fee schedule (attached) for discussion purposes. Additional background information will be presented at the meeting for consideration and recommendation by the Council and Park Commission. Staff has also updated the Special Events policy and will present information on proposed changes. BUDGET Included in the 2019 Preliminary budget is $71,832 for the addition of one Public Works Maintenance Worker. The implementation of a use fee, across all user types, would be used to offset the costs of the additional position. Included in the 2019 preliminary budget is $30,000 in anticipated revenues to be received from use fees. REQUESTED ACTION The City Council and Commission is asked to discuss the proposed policy changes including the implementation of use fees, across all user types. page 10 City of Mendota Heights Field and Facility Use Policy A. Purpose The City of Mendota Heights, hereinafter referred to as the "City", coordinates and issues permits for the use of athletic fields and facilities owned by the City. The purpose of this policy is to establish guidelines for the allocation and management of City athletic fields and facilities. For purposes of this policy, fields shall be defined as an athletic area where people participate in sports and shall include facilities and fields, ice rinks, and tennis and basketball courts. The objectives to this policy include: allocating the use of the current athletic fields to support Parks and Recreation programs throughout the City, or for Mendota Heights residents, preserving the facilities offered by minimizing wear and tear, and preventing overuse while conserving maintenance costs. B. Field Use Permits The City will coordinate and allocate the use of city athletic fields and facilities for city and non - city organizations, groups, and individuals to play, practice, hold tournaments, and other sport and non -sport related events. Field and facility use permits are issued following the City's permit process. Permit applicants must be 18 years of age or older. A permit is issued only after an allocation request is made, all required documents and information is received, and the City has approved the request, either in -part or in its entirety. A request does not constitute an approval. All reservations require the issuance of a permit. The use of a field or facility begins and ends at the times stated on the permit including set-up and clean-up. Any special requests or arrangements must be made as part of the permit application process. This includes special lining requests for fields. Each permit must also include an approximation of users at the facility for parking and amenity considerations. The City reserves the right to deny, limit or revoke use permits based upon an applicant's performance history including compliance with established rules and policies, field conditions after use, and unruly behavior of participants and guests. Permits will be issued twice throughout the year: • Permit requests for usage during the first portion of the season (January through July) will be due on the first business day in January. page 11 • Permit requests for usage during the second portion of the season (August through December) will be due on the first business day in May. Reservations received after the deadline will be handled on a first-come, first -serve basis. Forms are available at City Hall or on the City's website. C. Priority Group Classifications Due to the limited number of fields and facilities and the volume of requests, the City has established criteria for priority use. An organization's priority group classification will be considered during the assignment of the priority for field and facility allocation. Priority use of fields will be given to traditional primary season sports and by priority group classification. Priority use of field will be allocated as follows: Priority #1: City of Mendota Heights Sponsored or Co -Sponsored Programming, Events and Activities This includes activities that are organized through or in connection with the City of Mendota Heights Parks and Recreation Department, directly sponsored by the City, or as a cooperative program with other jurisdictions. Reservations for City sponsored activities, programs, games, practices, leagues and tournaments may be taken at any time for any date. There are no use fees charged for City reservations. Priority #2: Public and Private Schools Located in Mendota Heights This includes schools that are located within the City of Mendota Heights. An agreement must be in place that defines the City of Mendota Heights' reciprocal use of the school's athletic facilities. If there is no agreement in place, the priority shall be moved to priority #4 and use fees will be assessed. Priority #3: Recognized Youth Athletic Associations This includes Youth Athletic Associations that are recognized by the City of Mendota Heights. Recognized youth athletic associations are defined by the following characteristics: • The association has nonprofit status under Section 501c3 or other applicable provision as defined by Internal Revenue Services (IRS) and is in good standing with the Minnesota Secretary of State. • The association conducts sports programs that are primarily social and/or recreational in nature. The association administers and abides by an "everyone plays" philosophy and has a no cut policy. page 12 • The association serves the athletic needs of youth in Mendota Heights, is primarily Mendota Heights based and has provided significant benefit and service to and for the City. Upon request, the association is able to provide team rosters to substantiate that the association (by sport) serves a majority Mendota Heights residents. • Registration must be open to the public. The association must not discriminate on the basis of race, ethnicity, economic status, gender, sexual orientation, religion, disability, or ability. Team assignments may be determined by ability, however, the organization must have a policy for determining teams based on ability. • The association conducts youth sports programming through volunteer coaches and board of directors selected by the membership. In addition to the characteristics of an association defined herein, recognized Youth Athletic Associations must submit the following to the City, annually: • Documentation from the Internal Revenue Service showing tax exempt status under Section 501c3 or other applicable provision. • Association bylaws, policies and procedures which govern operations. • A list of the Board of Directors for the association. • The association's annual budget and annual financial statements summarizing the previous year's financial activity. • Proof of coach's certification training, including areas covered such as injury prevention, game rules, child abuse prevention, concussion training, and emergency procedures. The City will make every effort to accommodate all permit requests. In the event of competing requests from recognized associations in this category, the City will determine allocation of fields and facilities based on the following factors: • The percentage of verifiable Mendota Heights residents served in the permit request. The request which has the majority of Mendota Heights residents confirmed will receive a higher priority. Residency percentages will be established using rosters from the most current season. Rosters must be submitted no later than one week before the first reservation date. Rosters must be submitted in As or .csv format. Information provided must include: sport type, team name, season of sport/year, name, address including city and zip code. page 13 • Previous experience with the City of Mendota Heights. • Date and time of permit request. Priority #4: Recognized Community Youth Sports Clubs and Leagues This includes sports organizations which provide athletic leagues or clubs for Mendota Heights' youth and are separate from the Youth Athletic Associations. The City recognizes that recreational play may be available through clubs and leagues and encourages organizations with recreational offerings to partner with City recognized Youth Athletic Associations for maximum field and facility accommodation. Youth sports clubs and leagues are defined by the following characteristics: • The organization may be for-profit or have nonprofit status under Section 501c3 or other applicable provision as defined by Internal Revenue Services (IRS) and is in good standing with the Minnesota Secretary of State. • The organization conducts sports programs that are primarily competitive in nature. The curriculum and programming is focused on the maximum development and exposure of players to the next level of play. • The association conducts youth sports programming through paid coaches, board members and/or administrative staff. • The association does not discriminate on the basis of race, ethnicity, background, sexual orientation, religion, disability, or ability. Team assignments may be determined by ability. There must be a policy for determining teams based on ability. In addition to the characteristics of a Youth Sport Club or League defined herein, recognized Youth Sport Clubs and Leagues must submit the following to the City, annually: • The organization's bylaws, policies and procedures which govern operations. • A list of the Board of Directors for the organization. • The organization's annual budget and annual financial statements summarizing the previous year's financial activity. • Proof of coach's certification training, including areas covered such as injury prevention, game rules, child abuse prevention, concussion training, and emergency procedures. page 14 In an event of competing requests from recognized organizations in the category, the City will determine allocation based on the following factors: • The percentage of verifiable Mendota Heights residents served in the permit request. The request which has the majority of Mendota Heights residents confirmed will receive a higher priority. Residency percentages will be established using rosters from the most current season. Rosters must be submitted no later than one week before the first reservation date. Rosters must be submitted in As or .csv format. Information provided must include: sport type, team name, season of sport/year, name, address including city and zip code. • Previous experience with the City of Mendota Heights. • Date and time of permit request. Priority #5: Mendota Heights Residents Use of the Facility for Personal Use This includes residents of Mendota Heights using fields and facilities for personal use. In an event of competing requests in the category, the City will determine allocation based on the following factors: • Date and time of permit request • Previous experience with the City of Mendota Heights Priority #6: Mendota Heights -Based Businesses/Commercial Organizations This includes business and commercial organizations that have a Mendota Heights office as evidenced by their address to use the facilities. In an event of competing requests in this category, the City will determine allocation based on the following factors: • Data and time of the permit request • Previous experience with the City of Mendota Heights Priority #7: Non -Mendota Heights Organizations, Businesses, and Individuals This includes all non -Mendota Heights residents, organizations, groups, and businesses who want to use the facilities. In an event of competing requests in this category, the City will determine allocation based on the following factors: • Date and time of the permit request page 15 • Previous experience with the City of Mendota Heights D. Sport Season Priority A sport in its traditional season will be given priority consideration for field and facility use over an out -of -season sport. The following are considered traditional sport seasons: • Spring/Summer: Baseball, Softball, T -Ball, Lacrosse • Fall: Soccer, Football • Winter: Hockey Fields and facilities will be used for the intended sport unless otherwise authorized by the City. The City will attempt to accommodate emerging sports, when feasible. E. Fees The City may charge application and use fees in order to recover public costs to operate, maintain, repair, improve and administer the use of City fields. For each application submitted, an application fee shall be assessed. Field use fees shall be approved by the City Council and included in the City's Fee Schedule. Use fees are subject to change at the discretion of the City Council. All users who receive a permit for exclusive use of a field must pay the appropriate fee per the City fee schedule. Payments for permits must be received in advance of the start of the reservation. If a permit has multiple reservations over several dates, the City will bill and payments may be made on a monthly basis. Payments can be made by cash, check or credit/debit card. F. Non -Use of Fields, Field Exchange, or Sublease When permits are issued, a specific field is reserved for the user, to the exclusion of others. Recognizing this exclusivity, groups should only reserve the fields intended for use. Users may not assign their scheduled time to other groups or sublease fields under any circumstance. Any such action will result in the loss of rental/allocation privileges. A user may not "give up or exchange" their allocation or any part of it, without a written agreement between the impacted parties and City approval. Subleasing of fields without City approval will result in revocation of all permits for all parties. Any organization that has been allocated space and subsequently determines that it cannot use it according to the permit issued shall notify the City so that the field may be reallocated or otherwise used by another group or the general public. A pattern of continued non-use of a rented, permitted field may result in the revocation of the user permit. page 16 G. Field Closure, Permit Cancellation and Refunds The City attempts to be flexible in accommodating user groups, but ultimately, the health and safety of the user and the condition and playability of a field takes priority. This may require the closure of fields or facilities, denial of use of a field or facility, and/or the assignment of alternate sites for use. Field closures will be communicated to permit holders by the Recreation Program Coordinator. The City may cancel use of City fields/facilities for reasons including, but not limited to, any of the following reasons: • City maintenance work involving the facility or field • When the health or safety of participants is threatened • Inclement weather • Wear and tear of the field including field retirement for regrowth and rehabilitation • Unforeseen events including fire, drought, natural disaster or vandalism • Non -adherence to field and facility use policy, City ordinances, or use rules and regulations Permits cancelled by the City of Mendota Heights may be rescheduled as availability allows, or may be refunded in full. Permits cancelled due to inclement weather are not refundable, but may be rescheduled in the same calendar year at no additional cost. Permits cancelled due to non -adherence with field and facility use policy, City Ordinances, or use rules and regulations will not be refunded. Permits cancelled by the user: • More than 30 days in advance will receive a 100% refund (excluding application fee) • 15-30 days in advance will receive a 50% refund • Less than 14 days in advance will not receive a refund H. Maintenance The City performs maintenance on a routine basis to ensure fields and facilities are in good repair. The City will determine the appropriate number of hours each field can be used per season. Permit users will not be able to use the fields more than the hours allowed. This will be based on the field's current condition and estimated intended City use throughout the year. Infield dragging. Infield dragging is done during the week (Monday— Friday) according to the schedule as defined by the City. Fields are not dragged or striped on the weekend (Saturday and Sunday) or on holidays; unless the user has paid a tournament preparation fee. Lining and striping of fields. Lining and striping of fields shall be done during the week (Monday—Friday) according to the schedule as defined by the City. Fields are not lined or page 17 stripped on the weekend (Saturday and Sunday) or on holidays. Fields will not be lined for more than one sport per field per season unless the City can accommodate it. Rink Flooding. Flooding of outdoor rinks will occur on an as needed basis, based on weather and rink conditions. Clean up and disposing of waste. Users are expected to dispose of waste in proper trash and recycling receptacles. The City of Mendota Heights prides itself on being a clean and green community, and renters are asked to recycle as much of their waste as possible. I. Insurance The permit holder agrees to indemnify and hold harmless the City from any and all claims resulting from the issuance of a field and facility use permit. Field and facility users must provide insurance coverage throughout the period of use naming the City of Mendota Heights as "additionally insured". Permit holders will be required to provide proof of general liability insurance coverage at a minimum amount of $2,000,000 for property damage and bodily injury. Proof of insurance via a Certificate of Insurance must be provided at least 14 days prior to the first date of play or special event. J. Concession Sales No organization or person shall sell or offer any product, food or service for sale without the prior written approval of the City. The sale of beer or other alcoholic beverages, and the use of food trucks are prohibited. Groups wanting to use concession stands or offer food or beverages for sale will need to obtain the appropriate permits and/or licenses from the County or State and have said permits or licenses during the entire time of the event. A copy of the approved permit must be submitted to the City in order to obtain keys to the concessions stand. K. Athletic Special Events Athletic special events are activities on City property that include, but are not limited to, tournaments, clinics, camps, or any other activity other than regular season practices and games. Permits. Special events require a separate permit and should be requested outside of regular season play permits. Permit requests for special events will be accepted from user groups during the permit application timeframe identified in Section 6 of this policy. Tournament Contact and Information. Users must have an appointed tournament director/event manager on site, who can be contacted by City staff. page 18 Users will supply the Parks and Recreation Department with a schedule of games. Games shall not start before 8:00 am on any day of a tournament and may not be scheduled to start later than 6:30pm. Users must include in the application if spectators will be charged admission. Advertisement banners or signs may not be placed at any facility without permission from the Recreation Program Coordinator. Field Preparation, Maintenance and Clean -Up. Fields will not be prepped throughout the tournament day. Maintenance staff will prep the fields before the first scheduled game(s) of the day, if the user elects to pay the preparation fees. Users may not modify or alter City fields in any way. The City will not provide equipment for groups to prep fields on their own throughout the tournament. All users of City park field and facilities are expected to leave the area(s) in the same or better condition than which it was found. Users will be responsible for picking up all trash at the end of each day's events. Users who fail to clean up may be charged by the City for excessive clean up. It is the responsibility of the permit holder to make sure areas are cleaned up. Facility Capacity. Users must provide the number of teams and estimated number of playing participants. Due to space limitations regarding parking and spectator capacity, the City has the right to decrease the number of games in order to comply with the facility's size. Users are responsible for maintaining control over the conduct of participants and spectators while using fields and facilities. Tournament hosts will be responsible for traffic and parking control and adhere to all City parking regulations. Parking is allowed only in designated areas. No vehicles are allowed on City fields. Users are responsible for the coordination and rental of any additional portable restrooms and/or hand washing stations that are needed in order to accommodate special events. L. City Contact All communication with the Recreation Program Coordinator must be made through the spokesperson of the group. Athletic associations, clubs and leagues must choose one person who will be the City's main contact. This eliminates confusion and establishes direct, efficient communication. Users should report any facility damage, accidents, dangerous or unsafe conditions to: City of Mendota Heights Recreation Program Coordinator Phone: 651-255-1354 or 651-452-1850 (Monday — Friday from 8:00 am to 4:30 pm) After Hours Phone: 651-302-3301 Email: parks@mendota-heights.com page 19 City of Mendota Heights Field and Facility Use Fees Proposed - 2019 Priority Level 3: Youth Athletic Associations Priority Level 4: Youth Sports Clubs and Leagues Priority Level 5: Mendota Heights Residents (Personal Use) Priority Level 6: Mendota Heights Businesses/Commercial Organizations Priority Level 7: Non -Mendota Heights Residents, Organizations, Businesses All Sports/All Locations Whole Field Partial Field Field Prep Fee User Group Soccer, Baseball, Softball, Soccer, Football, Lacrosse Field Prep Fee Football, Lacrosse Priority Level 5, 6 and 7 $50 per day/per field Priority Level 3 $10 per hour/per field $5 per hour/per field $75 per week (required) Priority Level 4 $13 per hour/per field $8 per hour/per field $75 per week (required) Priority Level 5 $10 per hour/per field $5 per hour/per field $35 per field/per day (optional) Priority Level 6 $15 per hour/per field $10 per hour/per field $35 per field/per day (optional) Priority Level 7 $15 per hour/per field $10 per hour/per field $35 per field/per day (optional) All Sports/All Locations User Group Use Fee Field Prep Fee Priority Level 3 and 4 $50 per day/per field $35 per field/per day (required) Priority Level 5, 6 and 7 $50 per day/per field $35 per field/per day (optional) User Group Whole Rink Priority Level 3 $40 per week Priority Level 4, 5, 6 and 7 $10 per hour/per rink page 20 City of Mendota Heights Special Event Policy A. Purpose The City of Mendota Heights Parks and Recreation Department, hereinafter referred to as the "City", coordinates and issues special event permits. Special events are activities on City property that include, but are not limited to tournaments, company celebrations, fundraising events, productions, exhibitions, community observances, festivals, entertainment, races, and other events to be held on City owned property. B. Special Event Permits Special event permits are issued following the City's special event permit process. A permit is issued only after a request is made, all required documents and information is received, and the City has approved the request, either in -part or in its entirety. A request does not constitute an approval. Permit applicants must be 18 years of age or older. Special event permit requests may be submitted throughout the year and will be considered on a first come, first serve basis. Application forms will be made available at City Hall or on the City's website. Permit requests shall be submitted no less than 60 days in advance of the desired date of the event. The City will review event applications and will notify the applicant no fewer than 45 days following the receipt of the request, as to whether the event can be accommodated and is approved. Events which are of multiple days in duration shall be limited to not more than 14 days in length. Applicants may submit an application for a second 14 day event, which may run consecutively to the original application. The application fee maybe waived in such an event. A minimum of ninety (90) days must elapse before any additional (third or more) similar event from the same applicant will be considered. Groups that have a permit are allowed to use the designated permitted space, but public park areas will remain open for use by the public. A permit does not provide for exclusive use of restrooms and parking lots. Based on the estimated number of participants, the City may require the applicant to secure additional services and amenities such as to provide portable toilets, trash receptacles, and other support services. C. Fees The City may charge special event permit fees including an application fee. Other fees may apply, based on event attendance, location, and need for city services. page 21 Special event permit fees shall be approved by the City Council and included in the City's Fee Schedule. Special event permit fees are subject to change at the discretion of the City Council. All users who receive a special event permit for must pay the appropriate fee per the city fee schedule. Payments for permits must be received in advance of the start of the event. If a permit has multiple reservations over several dates, the city will bill and payments shall be made on a monthly basis. Payments can be made by cash, check or credit/debit card. D. Insurance The permit holder agrees to indemnify and hold harmless the City from any and all claims resulting from issuance of the special event permit. Special event permit holders must provide insurance coverage throughout the period of use naming the City of Mendota Heights as "additionally insured". Permit holders will be required to provide proof of general liability insurance coverage at a minimum amount of $2,000,000 for property damage and bodily injury. Proof of insurance via a Certificate of Insurance must be provided 14 days prior to the first date of play or special event. E. Concessions Sales No person or organization may sell or offer any product, food or service for sale without the prior written approval of the City. Users wanting to use concession stands or offer food or beverages for sale will need to obtain the appropriate permits and/or licenses from the County or State and have said permits or licenses during the entire time of the event. A copy of the approved permit must be submitted to the City. F. Public Safety or Staff Assistance: City staff will review all applications to determine whether Public Safety, Public Works, or other City staffing assistance may be needed, regardless of whether said assistance has been requested. Fees for any City staff provided will be billed at hourly rates as determined by the City. The availability of city personnel cannot be guaranteed. If private security or cleanup is required, the applicant will be responsible for the costs thereof. G. Rules and Regulations for Special Events • The permit holder is required to be on-site during the entire event including set-up and clean-up of the event. A copy of the issued permit must be retained during the entire time of the rental and shown upon request. page 22 • Temporary objects, signs, banners and other materials must be removed from City property at the conclusion of the event. Users are not allowed to attach objects to trees, shrubs or park features. • The use of tents or any other temporary structures must be approved in advance by the City of Mendota Heights. • Marking of any trails, streets, parking lots, paths, sidewalks, race routes, parking lots or buildings by anything other than removable signage is prohibited. H. Cancellation Policy Reservations which are cancelled more than thirty (30) days in advance will receive a 100% refund. Reservations that are cancelled 15-30 days in advance will receive a 50% refund. Reservations cancelled less than 14 days in advance will not be entitled to a refund. The application fee of $25 is non-refundable regardless of the date cancelled. If the event is cancelled due to inclement weather, the permit holder should contact the City to reschedule the event. There shall be no refunds for weather-related cancellations. However, the permit holder may request to reschedule the event during the same calendar year at no additional charge. I. City Contact All communication with the City's Recreation Program Coordinator must be made through the spokesperson of the group. Permit holders must choose one person who will be the City's main contact. This eliminates confusion and establishes direct, efficient communication. Users should report any damage to City property, accidents, dangerous or unsafe conditions to: City of Mendota Heights Recreation Program Coordinator Phone: 651-255-1354 or 651-452-1850 (Monday — Friday from 8:00 am to 4:30 pm) After Hours Phone: 651-302-3301 Email: meredithl(@mendota-heiLyhts.com page 23 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.irendota-helghts.com s CITY OF MENDOTA HEIGHTS DATE: November 13, 2018 TO: City Council, City Administrator & Parks & Recreation Commission FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Tobacco Free Parks COMMENT.- INTRODUCTION OMMENT: INTRODUCTION In 2006, the City of Mendota Heights adopted resolution 2006-11 which prohibits the use of tobacco products on any City -owned or operated park property and recreational facilities (resolution attached). Also following this memo is a sample resolution document which is a draft and includes model language from the Public Health Law Center. Upon adoption of a new Tobacco -Free policy, the city will received 50 Tobacco -Free signs that can be installed in the parks. ACTION REQUIRED City Council and Park & Recreation Commissioners should discuss the model language and provide comments to be incorporated into a final resolution to be considered for adoption at a future Council meeting. page 24 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION NO. 06-11 A RESOLUTION ESTABLSHING A TOBACCO -FREE POLICY IN CITY PARKS WHEREAS, the City of Mendota Heights believes that tobacco use in the proximity of children and adults engaging in or watching outdoor recreational activities at City -owned or operated facilities is detrimental to their health and can be offensive to those using such facilities; and WHEREAS, the City of Mendota Heights has a unique opportunity to create and sustain an environment that supports a non -tobacco norm through a tobacco -free policy, rule enforcement, and adult - peer role modeling on City -owned outdoor recreational facilities; and WHEREAS, the City of Mendota Heights believes parents, leaders, and officials involved in recreation are role models for youth and can have a positive effect on the lifestyle choices they make; and WHEREAS, cigarettes, cigars and other forms of tobacco, once consumed in public spaces, are often discarded on the ground requiring additional maintenance expenses, diminish the beauty of the City's recreational facilities, and pose a risk to toddlers due to ingestion; and WHEREAS, the City of Mendota Heights Parks & Recreation Commission determines that the prohibition of tobacco use at the City's recreational facilities serves to protect the health, safety and welfare of the citizens of our City. Heights that the following policy of the City of Mendota Heights, as set forth below, shall be adopted: Tobacco -Free Facilities No person shall use any form of tobacco at or on any City -owned or operated park property and recreational facilities. Enforcement 1. Appropriate signs shall be posted in designated areas. 2. The community, especially facility users and staff, will be notified about this policy. Adopted by the City Council of the City of Mendota Heights this 6`h day of March, 2006 ATTEST: Ka leen M. Swanson, - n, City Clerk CITY COUNCIL CITY OF MENDOTA HEIGHTS By: J J. , Mayor page 25 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION No. _ A RESOLUTION UPATING THE TOBACCO -FREE POLICY IN CITY PARKS RESOLUTION No. 06-11. Section 1: Purpose 1.1. The City of Mendota Heights is committed to providing safe and healthy environments. 1.2. Tobacco use is the leading cause of preventable death and disease in the U.S. 1.3. Exposure to secondhand smoke has negative health impacts and the U.S. Surgeon General has determined there is no risk-free level of exposure to secondhand smoke. 1.4. Electronic delivery devices, more commonly referred to as electronic cigarettes or e -cigarettes typically contain nicotine, which is highly addictive, and their use (1) closely resembles and purposefully mimics the act of smoking, (2) produces an aerosol or vapor of undetermined and potentially harmful substances, (3) is increasing among both adults and youth, (4) is especially concerning because of the negative impacts of nicotine on the developing adolescent brain, (5) threatens to re -normalize smoking, potentially jeopardizing tobacco control efforts of the past and present, and (6) creates confusion and leads to difficulties enforcing smoking prohibitions. 1.5. Cigarettes consumed in outdoor public places are often discarded on the ground as an environmental blight, diminishing the beauty of recreational areas, requiring additional maintenance expenses to clean up, and posing a fire risk as well as risk to human and animal health through potential ingestion and contamination of water sources. 1.6. The City of Mendota Heights believes parents, coaches, leaders, and officials involved in recreation are role models for youth and can have a positive effect on the lifestyle choices they make. 1.7. The City of Mendota Heights believes tobacco use is detrimental to the public's health and has determined that prohibiting the use of tobacco products and electronic delivery devices in all Mendota Heights recreational areas serves to protect the public's health, safety and welfare. Section 2: Definitions 2.1. All times means 24 hours a day, seven days a week. 2.2. Electronic delivery device means any product containing or delivering nicotine, lobelia, or any other substance intended for human consumption that can be used by a person to simulate smoking in the delivery of nicotine or any other substance through inhalation of aerosol or vapor from the product. The term includes, but is not limited to, devices manufactured, distributed, marketed or sold as e - cigarettes, e -cigars, e -pipes, vape pens, or e -hookah. 2.3. Recreational areas means all facilities, parks, trails, open space, and other property owned, leased, rented, contracted, used, or controlled by the City of Mendota Heights for parks and recreational purposes. The term includes, but is not limited to, restrooms, spectator and concession areas, playgrounds, and athletic fields. 2.4. Smoke or smoking means inhaling or exhaling smoke from any lighted or heated cigar, cigarette, page 26 pipe, or any other tobacco or plant product, or inhaling or exhaling aerosol or vapor from any electronic delivery device. Smoking includes being in possession of a lighted or heated cigar cigarette, pipe, or any other tobacco or plant product intended for inhalation, or an electronic delivery device that is turned on or otherwise activated. 2.5. Tobacco or tobacco product means any product containing, made, or derived from tobacco that is intended for human consumption, whether chewed, smoked, absorbed, dissolved, inhaled, snorted, sniffed, or ingested by any other means, or any component, part, or accessory of a tobacco product including but not limited to cigarettes; cigars and other smoking tobacco; snuff and other chewing tobacco; electronic delivery devices; and any other kinds and forms of tobacco. The term excludes any product that has been approved by the United States Food and Drug Administration for sale as a tobacco cessation product, as a tobacco dependence product, or for other medical purposes, and is being marketed and sold solely for such an approved purpose. 2.6. Tobacco use means the act of smoking, the use of smokeless tobacco, or the use of any other tobacco product in any form. Section 3: Policy 3.1. Tobacco use is prohibited at all times in or on all recreational areas. 3.2. It is not a violation of this policy to use tobacco in or on recreational areas as part of a Native American spiritual or cultural ceremony. Approval from the City of Mendota Heights administration must be requested and received prior to the ceremony. Section 4: Enforcement 4.1. Signage will be posted at strategic locations to inform the community and recreational area users about the policy. 4.2 The City of Mendota Heights staff and volunteers will be notified about this policy. 4.3 The success of this policy depends on the consideration and cooperation of all. Enforcement of the policy is a shared responsibility of the City of Mendota Heights staff and recreational area users. The City of Mendota Heights staff will communicate the policy to event organizers. The City of Mendota Heights staff will also make periodic observations of recreational areas to monitor for compliance. 4.4 Any individual found violating this policy will be reminded and asked to comply before being subject to ejection from the recreational area. The City of Mendota Heights staff found violating this policy may be subject to disciplinary action. Section 5: Effective Date This policy is effective on [effective date]. Adopted by the City Council of the City of Mendota Heights this day of , 2018. ATTEST: Date page 27 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone 1 651.452.8940 fax www.irendota-helghts.com s CITY OF MENDOTA HEIGHTS DATE: November 13, 2018 TO: Mayor and City Council Parks and Recreation Commission FROM: Ryan Ruzek, P.E., Public Works Director SUBJECT: Mendota Heights Park System COMMENT: INTRODUCTION Residents of Mendota Heights enjoy a vast network of Parks and Open Spaces. There are over 300 acres of city -owned park land. Adding in the Dodge Nature Center, Fort Snelling State Park, Golf Courses, and Cemeteries, there is over 1500 acres of Park space within the city boundaries. This is in addition to other open spaces along the Minnesota and Mississippi Rivers and Lilydale Harriet Island Cherokee Park. A brief discussion of the three types of parks that typically comprise a local park system is provided below. Neighborhood Park Neighborhood parks are the basic unit of the park system and serve as the recreational and social focus of the neighborhood. They accommodate a wide variety of age and user groups, including children and adults. Neighborhood parks range from 5-30 acres and serve a'/2 mile area. Communities often will operate a joint neighborhood park with the school district and elementary schools. The City's Neighborhood parks include Friendly Hills, Hagstrom-King, Ivy Hills, Marie, Valley, View Heights, Victoria Highland, and Wentworth. Community Park Community parks are designed to meet the recreational needs of several neighborhoods or larger segments of the community. They are intended for ballfields and larger athletic facilities or community gatherings. They can also be designed to preserve unique landscapes and open spaces. They serve a'/2 mile to 5 -mile radius. The City's community parks include Kensington, Valley, Roger's Lake, Mendakota, and Sibley Athletic Complex. Natural Resource Area Natural resource areas are areas set aside to preserve significant or unique landscapes. They are often, but not always, properties unsuitable for development with steep slopes, drainage ways, and ravines or wetlands. In addition, there may be locations where local tree protection, shoreland and critical area ordinances, or state and local wetland ordinances restrict development in some way. Natural Resource areas include Friendly Marsh, Copperfield Ponds, Valley Park, Pilot Knob Preservation, and Dodge Nature Center. Future Park Needs page 28 The City of Mendota Heights is committed to developing and enhancing their park and open space system. City Park needs can be determined by evaluating the number, size, and accessibility of parks. It is often recommended a park system contain 25 acres of park for each 1,000 population, which is equal to 1,089 square feet per person. To meet this standard, the City would need to provide 285 acres of parkland (based on the projected year 2040 population of 11,400 persons when fully developed). The City already meets these standards. ACTION REQUIRED The City Council and Parks & Recreation Commissioners should discuss the options of considering a park to underserved neighborhoods in the Southwest quadrant of the city. The dog park is currently under a temporary status until September of 2020. # City of Mendota Heights Traffic AnalysisZ n a c Zones with Metropolitan Council Projected 2040 Population and Employment N W*I 0 3,000 6,000 Feet S _••� City Boundary Open Water September 17, 2018 Source: Metropolitan Council, 2016 M�NN�50` P A\v ER LUZ Q�G �L 20' 201 20 TAZ: 396 2 2040 Population: 380 2040 Household: 200, 2040 Employment: 360j w \QR 2040 SSSS 2040 2040 .�I— TAZ:403� 2040 Population: 7 �► — • 2040 Household: •;."Sj��• 2040 Employment: 'o �P 2� •,/� `--� —i IT/ on:;650 2040 -Po Ad:: 320 1 2040 Ho lent: 380 •♦�• 2040 Em ),J • 1 TAZ: 411 T 1 2040.P-opulation:1,040 o %J 2040 Household: 440 C 9 i c � 9 - TAZ: 409 -F 9< � 2040 Population: 10 2040 Household: 0 2040 Employment: 1,140 m. * 4 GUN CLUB LAKE A I� 204 I� 204 2040 E M�NN�50` P A\v ER LUZ Q�G �L 20' 201 20 TAZ: 396 2 2040 Population: 380 2040 Household: 200, 2040 Employment: 360j w \QR 2040 SSSS 2040 2040 .�I— TAZ:403� 2040 Population: 7 �► — • 2040 Household: •;."Sj��• 2040 Employment: 'o �P 2� •,/� `--� —i IT/ on:;650 2040 -Po Ad:: 320 2040 Ho lent: 380 2040 Em ),J • 1 TAZ: 411 T 1 2040.P-opulation:1,040 %J 2040 Household: 440 rv� 2040 Employment: 3,161 m 9 i � 9 - -F 9< TAZ: 410 --- Population: 0 Household: 0 800 380 ROGERS LAKE FALLS AVE �TAZ:.399 1� 2040 Population: 810_ o 20401iousehold:.330 '`TAZ: 400,—t2040 Employment: 60a Popu latin_550 TAZ: 398 1 2040 Population: 320 Household: 220 2040 Household: 130 Employment: 140 2040 Employment: 150 WENTWORTH AVEW TAZ: 405 T 2040 Population: 470 TAZ: 406 80 2040 Household: 180 380 2040 Employment: 20 2040 Population: 200 1 2040 Household: 2040,Employment:0 1 MARIE AVEW TAZ:,408 TAZ: 407 —� 2040 Population: 370 2040 Population: 680 2040 Household: 140 2040_Household: 280 2040 Employment: 502040 EmplovnrI 580 TAZ: 412 2040 Population: 590 2040 Household: 210) �• i I 4 i 1---`��'♦-am �/'I�IA 494 700— C r.� .r�y.- I 1