Parks and Recreation Board

MAPLE GROVE PARKS AND RECREATION BOARD REGULAR MEETING MAY 21, 2020 Government Center via WebEx) 7: 08 p. m. Regular Meeting The Regular Meeting was called to order by Chair, Bill Lewis at 7: 08 p. m. Chair Lewis stated that due to the COVID- 19 pandemic, this regular meeting of the City of Maple Grove Parks and Recreation Board will be conducted via electronic means in a video conference. Consistent with current State and Federal pandemic guidance, it has been determined that due to the health pandemic; a meeting format allowing for open, in - person attendance is not practical, nor currently prudent. As a result; the full Park Board are not physically present at the regular meeting location, only the Chair and the Director convene on site. It is also not encouraged at this time for members of the general public to attend at the regular meeting location. Members of the public may monitor the meeting electronically by streaming online and are provided the opportunity to comment publicly on the record in a written format. Comment forms are available online and must be presented by 4: 30 pm the day of the meeting. Video of the meeting is available on the City' s website following the meeting. Board Members Present in the Chambers was Chair, Bill Lewis and attending online via WebEx were Vice Chair, John Ferm and Board Present Members: Ken Helvey, Deb Syhre, Debbie Coss and Kelly Cunningham. Board Members Board Member absent was: none. Absent Also Present Also attending online via WebEx were: Chuck Stifter, Director; Phil Leith, Council Representative; Ben Jaszewski, Parks and Planning Superintendent; Aimee Peterson, Superintendent of Recreation; Lisa Jost, Community Center Manager; Michelle DeBace, Program Specialist; Rob Heitke, Park Supervisor; Ed O' Donnell, IS Director; and Jan Clark, Recording Secretary. Park Board Meeting May 21, 2020 Page 2 Approval of Agenda Chair Lewis called for any changes to the agenda. The Director replied there were none. Motion made by Vice Chair Ferm, seconded by Board Member Syhre to approve the agenda for the May 21, 2020 meeting as presented. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. Public Comment No non -agenda public comments were received. Miscellaneous Board Vice Chair Ferm thanked staff for all the hard work they' re Member Reports doing, stating they are running a pretty good ship. Board Member Helvey noted that staff does a great job and the parks are looking really good. He added that he especially liked the Story Board Walk in the Park. Board Member Syhre stated her appreciation to staff for the amazing job they' re doing. She also thanked Tanya Huntley and Tim Brandon for their great work on the boulevard planting project. Board Member Syhre stated that she and her family personally participated in both the boulevard planting and in the Adopt -A -Park programs, and noted that it is such a nice way to feel connected with the parks in our city. Board Member Syhre gave an update on Maple Grove Days and the hard decision that MGCO had to make to cancel the event for 2020. She added that City Council and local businesses who typically sponsor the event were in support of MGCO' s decision. Chair Lewis acknowledged the leadership that Deb provided to MGCO in making such a tough choice. Board Member Cunningham echoed those sentiments and knew that the decision to cancel must have been very difficult for Board Member Syhre. Board Member Coss stated that the flower beds in the boulevard look wonderful. She added that staff is doing a fantastic job. Board Member Cunningham noted that she too, did the Story Board Walk with her family and thought it was so fun. Board Member Cunningham stated that she likes the new park Park Board Meeting May 21, 2020 Page 3 entrance signs; that the colors really pop and make them very readable. Chair Lewis thanked staff for all their communication efforts in the last months and acknowledged how hard staff is working on continuity of getting messages out to the public. He added that he appreciates the branding that is being displayed in the communications. Council Member Leith reiterated appreciation to staff for all their work, especially in view that every week, there' s a new set of rules. Council Member Leith noted that Council did create a loan program for local businesses and that applications are now being reviewed. He stated that the Maple Grove Lions Club did elect to cancel the 2020 Concert on The Lawn event. He added that National Night Out is being rescheduled for October. Miscellaneous Staff Director' s Report: The Director stated his appreciation to the Reports Board for acknowledging all the work being done by staff. He noted that the staff annual report presentations have been changed from a verbal report at the meeting to a written format only and that this month is the Aquatics Team Annual Report which can be found in the packet. Superintendent of Parks and Planning' s Report: Ben Jaszewski briefly described current tasks being done by Parkkeepers, including park clean up, garden plantings and moving into the full mowing operation. Ben Jaszewski updated the Board on three projects. He stated that the Woodland Ponds Boardwalk Replacement Project' s permitting applications are all in and they' re just waiting now on the Elm Creek Watershed District approval, the bid document is complete and ready, advertisements for bids have been published, and the RFB will be on Quest from May 28 through June 4 with a bid opening on June 9. Ben discussed the Fernbrook Athletic Fields punchlist items that have been completed; the bathroom floors have been refinished, the irrigation controls worked out, they did get a final inspection and repairs done on some broken parts on the play equipment. He noted however, the concrete repair is still remaining. Park Board Meeting May 21, 2020 Page 4 Ben updated the Board regarding the prescribed prairie burn around West Arbor Lake, noting that the vendor was having staffing problems due to Covid- 19 and the window of opportunity has now gone by. He stated that it will be rescheduled for fall. Board Member Syhre inquired about several trees on the north side of Fernbrook Fields that appear to be dead. Ben Jaszewski replied there are 30+ trees that have been tagged for the landscape contractor to replace. Superintendent of Recreation' s Report: Aimee Peterson stated that registration opened on May 11th and there have been a good number of people registering. She added that upcoming classes will begin to open in the future as protocols change. Aimee Peterson stated that the Park Ambassador program is going really well. Aimee displayed a picture of construction progress on the School District' s Nature Play Area by Arbor View. Aimee displayed photos of the Story Board Walk, interactive park tours, the boulevard plantings, Photo Scavenger Hunt for teens, drive -by graduation for Playhouse Preschool and drive-in bingo for the 55 Forward age group. Board Members Syhre and Cunningham complimented Aimee on the creativity of her team and their branding efforts. Community Center Manager' s Report: Lisa Jost displayed a photo of the Community Center logo that was painted on the ice arena floor. She noted that other smaller sponsorship logos along the sides of the ice will be forthcoming. Lisa noted that staff has been working hard to get ready when the time comes, to reopen the building. She noted that the first to open will be the ice arena on June 8th, per the Governor' s guidelines. Board Member Syhre inquired when does Lifetime intend to open. Lisa replied that Lifetime was hoping for June 1, but since the latest State government announcement, they will not be able to do that. Chair Lewis stressed that Board Members need to be kept in the loop for tentative reopening plans and dates. Park Board Meeting May 21, 2020 Page 5 Consent Business Motion made by Board Member Cunningham, seconded by Board Member Syhre to approve the Consent Items as presented. A. Minutes — April 13, 2020 Emergency Meeting B. Minutes — April 16, 2020 Regular Meeting C. Disbursements D. Appointment of Park Supervisor and Recruitment of Lead Parkkeeper E. CC Usage Report F. 2021 Parks and Recreation Fee Schedule G. 2021 Community Center Fee Schedule H. Outdoor Ice Rinks Participation Report Vice Chair Ferm thanked staff for the comprehensive outdoor ice rink participation report they provided. He noted the report does show that several rinks are extremely underused compared to some of the others. He stated there are lots of time, effort and weather challenges involved in keeping the ice in good condition and wondered if it isn' t time to look at reducing, consolidating, or even upgrading rinks to more of a winter destination park. Outdoor rinks were heavily used for years, but maybe should evolve into new or different winter activities. Vice Chair Ferm stated that he would like to see this come back at a later date with some ideas and different opportunities. Aimee Peterson stated that staff is very open to doing research on outdoor rink options and possible recommendations for other winter activities. Michelle DeBace agreed that there are options that we can look at and should definitely make some modifications at the lower - use areas. Michelle noted that the Hockey Association still does have interest in using outdoor rinks for practices. Board Member Coss observed that there still is a good number of skaters using the outdoor rinks, so maybe look at reducing hours or other cutbacks, rather than only looking at closing rinks. She also noted that neighborhood rinks could be getting use by residents when the rinks aren' t staffed. Board Member Cunningham noted that the neighborhood rink near her gets a lot of use, but would be interested in seeing staff suggestions. Park Board Meeting May 21, 2020 Page 6 Michelle DeBace concurred that there is definitely still interest in skating outdoors, but the numbers have declined. She noted that there are many options that staff can explore. Ben Jaszewski introduced Rob Heitke, the new Parks Supervisor. Ben noted that Rob has a degree in Horticulture Technology and Landscape Design, adding that he has been with the Parks Department for 6 years; 4 of them as Lead Parkkeeper. Board Members welcomed Rob Heitke and congratulated Rob on his promotion. Upon call for the question, on a voice vote, there were five ayes, no nays ( with Board Member Cunningham experiencing technical difficulties). Motion carried. OLD BUSINESS Old Business, Item A Ben Jaszewski stated that the updated engineer' s estimate shows $ 506, 845 for the base bid, $ 95, 000 for Alternate # 1 and Woodland Ponds 18, 350 for Alternate # 2 ( the shorter overlook). He noted that Boardwalk bids will be opened on June 9th and will come back to the June Replacement Final meeting for the award. Design and Bid Documents Motion made by Vice Chair Ferm, seconded by Board Member Coss to approve the Woodland Ponds Boardwalk Replacement final design drawing package and bid documents. Upon call for the question, on a voice vote, there were five ayes, no nays ( with Board Member Cunningham experiencing technical difficulties). Motion carried. Old Business, Item B Motion made by Board Member Helvey, seconded by Board Member Coss to remove the item from the table. Community Playfield Study — Upon call for the question, on a voice vote, there were five ayes, Baseball/ Softball no nays ( with Board Member Cunningham experiencing Complex technical difficulties). Motion carried. Chair Lewis read the following public comments: 1. Kate Weiner on 65th PL N: Thank you for your willingness to collaborate with the community. I want to remind the Board of some things that are still on the table as you vote Park Board Meeting May 21, 2020 Page 7 on this park for the Baseball Community. 1) keep the programmable field open for tournament tents otherwise you will force them to encroach on the community, 2) Rules need to be drafted including max # of tournaments that the community agrees with such as lights out time, no public urination, no trespassing. 3) no parking along vagabond by corner. 2. Jon Aune, on 65th Place North: As residents who live adjacent to Gleason Playfield, we feel changing the current layout to a specific use is not in the best interest of the community and could negatively affect our property values. It appears however that you are moving forward and although some of our comments were incorporated we feel our input on additional minor modifications should be highly considered: Part 1 ... see next comment input. Part 2 from Jon Aune:.... install additional mature screening on the south side of the trail for all homes backing up to the park on 65th Place, extend current chain link fence that is south of the trail 100' further west, relocate new east playground further north ( or eliminate altogether) and place no parking signs during events on Vagabond and 65th Place N. 500- character limit is not ideal during remote meetings 3. Cindy Koenen on 65th Place N: If the Gleason Mike & project moves forward we are asking for: Engagement with residential stakeholders to provide input on any changes to the preferred concept plan. The rectangular field in the concept plan remains a multiuse field for soccer/ football/ lacrosse & not a 5th baseball field, cricket or pickleball courts. Limited # of tournaments so that neighborhoods are not over run with crowds, traffic & noise. Not the best use of our tax $ in hard financial times. Can OMGAA fund their part? 4. Scott Ross, OMGAA on 93rd Place N: OMGAA wants to thank the Park Board for all the work done to -date regarding the building of a youth baseball/ softball complex. The OMGAA Board fully supports the idea of moving forward with design and cost estimates to develop a baseball/ softball complex at Gleason Fields and looks forward to partnering with the City of Maple Grove in building what is sure to be a first class facility Park Board Meeting May 21, 2020 Page 8 The Director spoke of the extensive process that went into exploring options for a baseball/ softball complex location. He noted that the feasibility study was completed in October 2019. Staff had involved an extensive community engagement process, resulting in some very valuable input and feedback. Staff feels comfortable with the preferred concept that was developed and feels that it addresses both the park system needs and the neighborhood concerns and will deliver a nice improvement to our community and park system. The Director noted that other facilities/ locations were explored as an alternative spot for the baseball/ softball complex which led to a closer look at the Maple Grove Senior High and Fernbrook Elementary sites. ISD School District identified that they have a need to rebuild their own senior high baseball facility which would be 3- 5 year process. When looking at the Fernbrook site, the School District was not receptive to a complex of this size on a joint powers facility due to the added use, parking modifications that would be necessary, the added traffic, and the addition of a new entry point. The District was also not comfortable in that it wouldn' t be comparable to the standard of facilities found in their other district -wide elementary schools. The Director stated, with the concurrence that neither MGSH nor Fernbrook were compatible sites, staff developed the recommendation for the Board to consider advancing the preferred concept for Gleason Fields to the next level of design which is the final design package. The Director acknowledged that the neighborhood input has put us in a good place to deliver a good product and we anticipate keeping the neighbors and the baseball association engaged as this project progresses. Chair Lewis inquired if the future school site on the northwest side of town was explored as an option. The Director replied yes, but unfortunately, the School District has not defined the timing for that and the uncertainty of that timing, in addition to the need to buy an additional 10- 15 acres to accommodate a baseball/ softball complex took that site off the list of possibilities. Board Member Cunningham inquired about the possibility of space for other uses such as cricket pitch or pickleball. The Director replied that the rectangular field shown on the Park Board Meeting May 21, 2020 Page 9 preferred concept could be repurposed for cricket pitch or pickleball; however the majority of resident feedback was in favor of it staying available for soccer. Board Member Helvey inquired with the uncertainty of youth sports in general, is OMGAA ready to make a written commitment, preferably before we break ground. The Director stated that staff has had many conversations with OMGAA and the association has not waivered at all on their level of commitment to this project. He added that staff plans to engage them right away with a partnership agreement and will probably have a good start in that direction by the time this comes before the Board again. Board Member Helvey stated that through this whole process, we have done a really good job engaging the public, engaging staff, and engaging the Board in what we were trying to accomplish. He has been hearing a lot from neighbors of Gleason Fields, and stated that he hopes that we continue engaging our partners in this, including OMGAA and the neighbors on all sides of the park. Board Member Helvey noted that we did follow a good process; we did our homework. Staff did a great job involving the School District and we have exhausted all other opportunities. We do have a park that has been underutilized. As a Community Playfield, per our Comp Plan; this is an appropriate plan and appropriate use for that park. He summarized his statement by noting he is in agreement with moving forward with this complex at Gleason Fields. Chair Lewis stated that this preferred concept came about by way of collective input from the public, the baseball community, staff and the consultant. The Chair noted that the Feasibility Study does a nice job of listing the Summary of Community Input, additional Neighborhood Park features that residents showed an interest in, and then wrapping up the facts in the Study Conclusions. After valuable input from the community, plus staff and consultants; we see that not only the playfields will be enhanced, but also the park itself to benefit the community as a whole. Chair Lewis pointed out that the study was very transparent in acknowledging neighborhood impacts such as increased traffic and noise levels, adding that measures will be introduced if programming warrants. Park Board Meeting May 21, 2020 Page 10 Board Member Syhre expressed appreciation to all parties who took the time to share their input with the Board and all the hard work that staff put into this project. Board Member Cunningham stated that she thinks this is going to be a beautiful location that we can be proud of. She feels good about the outcome of the project that entailed of a lot of work. Motion made by Vice Chair Ferm, seconded by Board Member Cunningham to approve directing staff to obtain a proposal for professional services to complete final design plans based on the preferred concept in the Gleason Fields Feasibility Study received on October 17, 2019. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. NEW BUSINESS New Business, Item A Ben Jaszewski noted that plat is for 73 attached townhome units. Subdivision — Territorial Greens Board Member Syhre asked if this was east of Fernbrook Lane. East Ben clarified, yes, east of Fernbrook. Motion made by Board Member Coss, seconded by Board Member Cunningham to approve the preliminary and final park dedication requirements on Territorial Greens East 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 residential 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 Park Board Meeting May 21, 2020 Page 11 February. This may affect the final cash dedication requirements. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. New Business, Item B Ben Jaszewski noted that this subdivision will have access to a Three Rivers Regional Trail connection. Subdivision — Territorial Greens Motion made by Board Member Syhre, seconded by Vice West Chair Ferm to approve the preliminary and final park dedication requirements on Territorial Greens West 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 residential 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, no nays ( with Board Member Cunningham experiencing technical difficulties). Motion carried. New Business, Item C Ben Jaszewski noted that is a retail building north of Wahlburgers. Subdivision — Village at Arbor Lakes, Motion made by Board Member Coss, seconded by Board Retail Building D Member Syhre to approve the preliminary and final park dedication requirements on The Village at Arbor Lake — Retail Building D plat pursuant to Maple Grove Subdivision Ordinance, Chapter 30: 18, Provision of Land for Public Use: Park Board Meeting May 21, 2020 Page 12 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, no nays ( with Board Member Cunningham experiencing technical difficulties). Motion carried. Adjournment Motion made by Board Member Helvey, seconded by Board Member Coss to adjourn. Upon call for the question, on a voice vote, there were five ayes, no nays ( with Board Member Cunningham experiencing technical difficulties). Motion carried. The meeting adjourned at 8: 54 p. m. Respectfully submitted, Jan Clark, Recording Secretary and Chuck Stifter, Director Parks and Recreation Board City of Maple Grove