Parks and Recreation Board

MAPLE GROVE PARKS AND RECREATION BOARD REGULAR MEETING MARCH 19, 2020 Government Center 7: 00 p. m. Regular Meeting The Regular Meeting was called to order by Chair, Bill Lewis at 7: 00 p. m. Chair Lewis noted that Board Members are practicing Social Distancing of being 6 feet apart, that there is no live audience and that Council Representative Leith is watching the meeting remotely. Board Members Board Members present were: Chair, Bill Lewis; Vice Chair, Present John Ferm and Board Members: Ken Helvey, Deb Syhre and Debbie Coss. Board Members Board Member absent was: Kelly Cunningham. Absent Also Present Also present were: Chuck Stifter, Director and Jan Clark, Recording Secretary. Due to Social Distancing policy, no other staff members were present. Phil Leith, Council Representative viewed the meeting remotely through live -streaming Granicus. Approval of Agenda Chair Lewis called for any changes to the agenda. The Director stated there is the deletion of the Program Specialist Annual Report. Motion made by Vice Chair Ferm, seconded by Board Member Coss to approve the agenda for the March 19, 2020 meeting as amended. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. Public Comment There were no public participants present. Miscellaneous Board Board Member Syhre noted that she attended a conference in Member Reports Duluth and added that staff member Aimee Peterson did a presentation there. She stated that she did an amazing job. Park Board Meeting March 19, 2020 Page 2 Vice Chair Ferm requested that staff evaluate the 2020 outdoor ice skating usage and rink openings before the next outdoor skating season gets underway. Chair Lewis stated that he is very impressed with the professionalism exhibited by staff, especially the Director, in this fast moving pandemic situation. He added that we are lucky to have the staff that we do. Board Member Coss inquired about whether this is a good time to be issuing Special Use Permits for events when we don' t know what is coming our way. The Director replied that the possibility of our cancelling an event is built into the permit process, but that he would mention it to the Superintendent of Recreation. Miscellaneous Staff Director' s Report: The Director stated that these are Reports challenging times and he has to give credit to City leadership for giving department directors the tools with how to deal with the situation. The Director noted that staff is keeping busy with the big endeavor of cancelling programs, planning for future program contingencies, updating websites and good customer communication. The Director added that there are a lot of long- term projects that can keep employees busy such as records retention, data management, procedural training and manuals, etc. As of now, staff is still marketing and promoting ourselves to prepare for when we are open again. He noted that Community Center maintenance staff are cleaning all facilities and sanitizing rooms. He stated that the pool staff is conserving money with decreased chlorination and not heating the pools. The Director said that the arena rolled out their annual shut down to begin immediately and are now taking out the ice. The Director stated that the Community Center could be involved in long-term community support for such things as controlled -access for blood drives, CROSS food pick-up location, or even school lunch pick-up. Council Report: On behalf of Council Member Leith, Chair Lewis read the following statements: Park Board Meeting March 19, 2020 Page 3 Council: As everyone is aware, the Coronavirus situation is very fluid, so I want to assure everyone that our staff is closely monitoring all communications and actions taken by local, county, state, and federal agencies. We are making adjustments as the needs arise, and there is a lot of information about our responses and resources on our City website. After many years, we will soon be announcing an occupant for the old Gannett building. A business is going to be leasing approximately half of the building, with options on the other half. Lions: Our third annual wine and beer tasting event was held on March 6 at the Community Center and it was another sellout. A good time was had by all who attended, including the vendors. We want to thank everyone who came out, and all of the proceeds go directly back into the Maple Grove Community. With respect to Concert on the Lawn, we have come to an agreement with our headliner band. As soon as the contracts are signed and in place, we will let you know who that will be. Our promoter has also begun working on supporting acts. Program Specialist, Staff annual report was cancelled. Farmers Market/ Sponsorships Annual Report CONSENT BUSINESS Consent Business Chair Lewis stated that Consent Item D regarding the retirement of the Community Center Operations Supervisor will be handled separately, so as to allow for staff comment. Motion made by Board Member Coss, seconded by Vice Chair Ferm to approve the Consent Items as presented. A. Minutes — February 20, 2020 Regular Meeting B. Disbursements C. PT Employees D. Recruitment Due to Retirement — Community Center Operations Supervisor Park Board Meeting March 19, 2020 Page 4 E. Personnel Policy Manual Update F. 2020 Trail Sealcoat Award G. 2020 Hockey Rink Replacement Award H. Special Use Permit — Mn Reggae Run I. Special Use Permit — Cerebral Palsy Fundraiser J. Fee Waiver Request — Robotics Booster Club Plant Exchange The Director stated that Frank Weber is a long time employee in the Community Center as the Operations Supervisor and has done a tremendous job. Frank has an open mind and a broad spectrum of skills. He brings a nice presence to our leadership team and provides a great service to our community, staff and Board. We wish him the very best. Upon call for the question, on a voice vote, there were five ayes, no nays. Motion carried. NEW BUSINESS Old Business, Item A The Director noted that this project and purchase was approved Project Management by the Board at their January 16, 2020 regular meeting. He stated that Daikin has been a reliable contractor for a number of Services Agreement — years. Pool Atmosphere Heater Motion made by Board Member Helvey, seconded by Board Member Coss to approve an agreement with Daikin Applied Services ( Daikin) for the purpose of providing project management, professional services and design development in regards to the replacement of a new pool atmosphere heater, subject to final review by the Director of Parks and Recreation and the City Attorney. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. Old Business, Item B The Director noted that the Board had already approved the Subdivision — Elm preliminary park dedication requirements on this subdivision on Road January 16, 2020, and that this is now the final. Vice Chair Ferm inquired if the future access to the Forest Preservation area is planned or not at this point. The Director replied, no, not officially planned. Vice Chair Ferm should we set aside a connection outlot now, rather than after neighboring Park Board Meeting March 19, 2020 Page 5 houses are built? The Director replied that Outlot F is for that very purpose and that they will put signage there that states, future trail in this area". Motion made by Vice Chair Ferm, seconded by Board Member Coss to approve the final park dedication requirements on the Elm Road plat pursuant to Maple Grove Subdivision Ordinance, Chapter 30: 18, Provision of Land for Public Use: Applicant shall fulfil the park dedication requirements on the plat with a combined land and cash dedication based upon the number of units multiplied by the residential rate in effect at the time the plat is released by the City for recording. Applicant may pay the fee at any time after the final plat has been approved by the City Council, but it must be paid before the plat is released for filing with the County. The final cash dedication is based on the rate at the time the dedication is paid. Rates are reviewed annually by the City Council at their first meeting in February. This may affect the final cash dedication requirements. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. NEW BUSINESS New Business, Item A The Director noted that the Community Center Operations Premier Rink Sound Supervisor had checked with other arenas regarding what System — Authorize vendor they used for their sound systems, and Diversified came highly recommended. Project and Consultant Motion made by Vice Chair Ferm, seconded by Board Agreement Member Syhre to approve establishing a project for the replacement of the public sound system in the Premier Banks Rink Motion by Board Member Helvey, seconded by Board Member Syhre to approve the proposal from Diversified for system design, environmental analysis and development of material specifications for a new public Park Board Meeting March 19, 2020 Page 6 sound system in the Premier Banks Rink pending final review by the Parks and Recreation Director and the City Attorney. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. New Business, Item B The Director noted that we began this arrangement at the Hennepin County request of the library in 2017, and this is for another 3- year agreement. Board Member Coss observed that the grounds Library Landscape maintenance at the library looks so much better since our Services Agreement Parkkeepers took it over. Motion made by Board Member Coss, seconded by Board Member Syhre to approve extending the agreement with Hennepin County for the Park Board to provide landscaping maintenance services for another three-year period ( 2020- 22) and authorize the execution of the agreement following a final review by the City Attorney and Director of Parks and Recreation. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. New Business, Item C The Director reviewed the details of the User Agreement and Fernbrook Fields — noted that the associations made a significant capital investment Youth Association in Fernbrook Fields, and this gives them an opportunity to re- coup some of that. Sponsorship Agreement Vice Chair Ferm inquired what control we have over number of banners allowed and requiring replacement banners if they become damaged. The Director reviewed Section F in the agreement that delineates the approvals the associations have to get from Parks and Recreation for all display proposals. Chair Lewis noted that since this is such a visible space, he asked that the Board be notified of the proposals prior to the banners being produced. Motion made by Board Member Coss, seconded by Board Member Syhre to approve receiving the Youth Association Letter of Intent for Fernbrook Fields sponsorship program and authorize Park Board staff to manage the Park Board Meeting March 19, 2020 Page 7 implementation of the program pending final review by the Director of Parks and Recreation and the City Attorney. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. New Business, Item D The Director stated this is a simple commercial park dedication. Subdivision — He added that it is an attractive building they are planning. Southwest Crossings Motion made by Vice Chair Ferm, seconded by Board 3rd Addition, Member Coss to approve the preliminary and final park KinderCare dedication requirements on Southwest Crossings 3rd Addition plat pursuant to Maple Grove Subdivision Ordinance, Chapter 30: 18, Provision of Land for Public Use: Applicant will fulfill the park dedication requirements on the plat with a cash dedication based upon the commercial dedication rate in effect at the time the plat is released by the City for recording Applicant may pay the fee at any time after the final plat has been approved by the City Council, but it must be paid before the plat is released for filing with the County. The final cash dedication is based on the rate at the time the dedication is paid. Rates are reviewed annually by the City Council at their first meeting in February. This may affect the final cash dedication requirements. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. Adjournment Motion made by Board Member Coss, seconded by Vice Chair Ferm to adjourn. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. The meeting adjourned at 7: 46 p.m. Park Board Meeting March 19, 2020 Page 8 Respectfully submitted, Jan Clark, Recording Secretary and Chuck Stifter, Director Parks and Recreation Board City of Maple Grove