Parks and Recreation Board

MAPLE GROVE PARKS AND RECREATION BOARD REGULAR MEETING JUNE 18, 2020 Government Center via WebEx) 7: 02 p. m. Regular Meeting The Regular Meeting was called to order by Chair, Bill Lewis at 7: 02 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 both via attendance at the Council Chambers, as well as 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, two Board Members and the Director of Parks and Recreation convene on site. It is also not encouraged, recommended nor advised at this time for members of the general public to attend at the regular meeting location. That said, members of the public may monitor our meeting electronically by streaming online and are provided the opportunity to comment publicly on the record in a written format. These comment forms are available online and must be presented by 4: 30 pm the day of the meeting to be included. Video of the meeting is available on the City' s website following our meeting, on the next day. Board Members Present in the Chambers was Chair, Bill Lewis, Vice Chair John Present Ferm; Board Member, Ken Helvey and attending online via WebEx were Board Members, Deb Syhre, and Debbie Coss. Board Members Board Member absent was: Board Member, Kelly Cunningham. Absent Also Present Present in the Chambers were: Chuck Stifter, Director; Phil Leith, Council Representative; Ed O' Donnell and Tom Tumms, IS Department; and Jan Clark, Recording Secretary. Attending online via WebEx were: Ben Jaszewski, Parks and Planning Superintendent; Aimee Peterson, Superintendent of Recreation; Park Board Meeting June 18, 2020 Page 2 Lisa Jost, Community Center Manager; and Casey Clark, CC Facility Technician. 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 Coss to approve the agenda for the June 18, 2020 meeting as presented. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. Public Comment No non -agenda public comments were received. Miscellaneous Board Vice Chair Ferm emphasized that the parks are looking Member Reports fantastic. It is nice to sit by the park and hear the kids playing and activity going on. Board Member Syhre stated she had taken the opportunity to visit all 53 Maple Grove Parks in the last two weeks. She noted that she was very pleased at the number of people taking advantage of our parks. The parks look amazing; she had notified Ben Jaszewski about a downed tree that got removed promptly, so kudos to the Park crew. She noted that it was nice to see the parks that had updated play equipment. Board Member Syhre stated that she heard some great feedback while in the parks. One user stated that this is why we moved to Maple Grove, for the outstanding parks and trail system. Another person complimented the layout of Fernbrook Fields. One other person stated that the parks are a great opportunity to be able to connect with nature. Board Member Coss commended staff for the wonderful job that they are continuing to do with all of the twisting, turning and sudden changes and being able to turn on a dime. Board Member Helvey noted that he had also visited a number of parks and the Farmers Market and it' s awesome how things are staying organized and getting good use. Chair Lewis thanked staff for the materials and communication that is happening with timeliness and consistent branding. Park Board Meeting June 18, 2020 Page 3 Miscellaneous Staff Director' s Report: The Director thanked Board Members for Reports their compliments regarding staff. He noted that they are working very hard to meet the expectations of the community and we are proud to deliver a high level of service and provide a safe experience. The Director noted that three candidates for the Park Board vacancy will be interviewed on Monday, June 22 by a panel of Chair Lewis, Board Members Helvey and Syhre and himself. The Director added that recommendations will then go to the Mayor who will ultimately make the appointment at the consent of Council. Superintendent of Parks and Planning' s Report: Ben Jaszewski noted that on behalf of the maintenance crew, they really appreciate the compliments received by Board Members. Ben stated that he recently visited the Angel of Hope Plaza, and it was a moment of pride — the irrigation was running, the water feature was looking great, the bricks were installed, and planting gardens were mulched and pruned. Ben updated the Board on Fernbrook Fields. The bathroom fixtures and partitions are back in. The plumber is going to be there to hook everything up tomorrow and the restrooms should be open by tomorrow evening. There are still some trees to replace, some reseeding to do, painting the loading zone, and concrete repairs to make. Ben Jaszewski stated that a concrete pad was installed at Weaver Lake Beach that connects to the ADA accessibility pad that goes to the water' s edge. He added that the beach buoys are in to designate the swim area and temporary fencing was installed to control entrance and exit points in readiness for opening the beach on June 20th. Chair Lewis inquired if the beach will have lifeguards. Lisa Jost replied, yes, Tuesday through Sunday, noon to 7: 00 p. m. Chair Lewis noted that he is glad that we are providing that safety feature at Weaver Lake Beach. Ben noted that they have contracted with Rainbow Tree Care to treat trees for Emerald Ash Borer. They did 280 treatments last Park Board Meeting June 18, 2020 Page 4 year, 275 this year and expect to do 200 next year. Approxi- mately 230 trees will be removed over the course of a couple of years. Ben stated that staff is still working on options for possible reopening of the splash pad. He will be drafting a preparedness plan early next week. Superintendent of Recreation' s Report: Aimee Peterson noted that staff is changing gears quickly. As soon as the Governor allowed for larger group gatherings, including 250 for outdoor concerts, the Special Events team put together a Town Green performance with just one -week' s time for planning. Aimee noted that the schedule for future concerts will be made available through the web site, social media and the eNewsletter. Staff was able to launch some recreation programs on June 8th and now they have added even more programs with limited offerings. Before any class can be opened, programmers have to submit a preparedness plan on how the class can be offered in a safe manner. She noted that adult wellness programs are being held outdoors and are being well received. Aimee added that we do have over 1, 400 participants registered for summer programs. Aimee noted that Crystal Anderson has done an awesome job in creating virtual tours of the Central Park labyrinth and the Arboretum. She noted that the videos are posted on our website and it' s a great way to showcase a couple of our parks. Vice Chair Ferm noted that a virtual park tour is a fantastic idea and kudos to Crystal. Aimee noted that in less than a week, the Special Events team put together a Town Green performance, and they did have 192 people attend. She noted that concert goers were escorted to their seats. Aimee displayed photos of the signage for entrance/ exit and how the seating was arranged for 6 feet between families. Aimee stated that restrooms were open with new cleaning standards in place, but the concession stand was not. She added that two more concerts are already booked for June 24 and June 29. Aimee noted that staff feels that the spectator seating bowl area at Town Green can safely hold 200 Park Board Meeting June 18, 2020 Page 5 people, and they are looking at how to increase that to 250 people by utilizing the patio area. Aimee Peterson stated that staff has a drive- in movie planned for Father' s Day to be located on the grass, just east of Lifetime. Community Center Manager' s Report: Lisa Jost noted that the ice arena opened on June 8th. Lisa displayed a photo of how social distancing was being followed in the ice arena with two groups ( pods) on the sheet of ice, with only 10 people per pod. She added that entrance and exits are clearly marked to keep them separate. She noted that figure skating will be offered starting in July with safety procedures in place. Lisa praised staff for getting the arena ready to meet social distancing guidelines. Lisa Jost displayed a photo of a recent small wedding that took place at Town Green. She added that brides are really appreciative to have a spot available to them for their ceremony. Lisa listed the target dates for the remaining areas; June 20th for WL Beach, June 27th for the Grove Cove pools ( members only), June 28th for churches that meet in the Banquet Room, June 29th for meeting room rentals and June 29th for the gym ( members only). Lisa noted that the food drive that was organized by Board Member Cunningham was very successful, and one trailer and one car were filled. In reference to the Facility Coordinators' Annual Report, Lisa expressed her thanks to both Paul Mertes and Sam Ellingson for everything they do and recognized all the quality customer service they provide. They are a dynamic team and have to deal with a diverse amount of situations - they are a very valuable part of the operation. Lisa added that Paul and Sam are ready to step up to meet the public' s expectations for reopening. Chair Lewis noted that the Facility Coordinators' report was filled with great detail as well as good facts and he echoed his thanks to Paul and Sam for all the work that they do. Board Member Syhre noted that she has seen people fishing on West Arbor Lake by Town Green and wondered if that was allowed. Ben Jaszewski replied, no fishing is not allowed; Park Board Meeting June 18, 2020 Page 6 however the no fishing signs have been defaced and replacements are on order. Council Member Leith added his thank you to the Director and all his staff for keeping up with the constantly changing COVID guidelines and still providing services. Council Member Leith noted that three Maple Grove businesses are going out of business; J. C. Penney, Pier 1 and Patricks. He stated that the City will have a challenge to fill those vacancies and keep things going. Council Member Leith noted that the Maple Grove Lions and The Lookout are considering a possible joint food and entertainment event in July. CONSENT BUSINESS Consent Business Motion made by Board Member Helvey, seconded by Board Member Coss to approve the Consent Items as presented. A. Minutes — May 21, 2020 Regular Meeting B. Disbursements C. Appointment of Community Center Maintenance Technician Lisa Jost introduced Casey Clark, the new Community Center Maintenance Technician. Casey stated that he is looking forward to helping get the building ready for reopening. Board Members welcomed Casey and congratulated him on his new position. Board Member Syhre noted that she is glad to see Casey come back to the Community Center. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. OLD BUSINESS Old Business, Item A Ben Jaszewski stated that they received seven bids for the Woodland Ponds Boardwalk Replacement. He noted the bids Woodland Ponds ranged from a low base bid of $450, 287 to the high base bid of Boardwalk 609, 558. Ben noted that Rosti' s Alternate A bid was so much Replacement Project, lower than the other bidders, that the consultant did call them to Bid Award verify that it wasn' t a math error. Rosti confirmed that the bid was correct as submitted. Park Board Meeting June 18, 2020 Page 7 Ben stated that the low bid from Rosti came in at about 18% lower than the Engineer' s Estimate. He added that Rosti is a well -established company who just did a boardwalk in Bloomington. Ben stated that the goal is to start work around July 15. Motion made by Vice Chair Ferm, seconded by Board Member Helvey to accept the low qualified bid and award the Woodland Ponds Boardwalk Replacement Project to Rosti Construction in the amount of $505, 846. 50 including the base project plus both add alternates. Chair Lewis noted that with the bids coming in so low, that he was comfortable with doing both alternates, noting that this will be a nice addition to the neighborhood. 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 HKGi partnered with Stantec based on Gleason Fields the outstanding job they did at Fernbrook Fields. He noted that Renovation — the ultimate goal of this project is to create a complex similar in design level as Fernbrook Fields. Consultant Proposal The Director stated that staff will continue to engage the public in this process as much as possible. Chair Lewis brought attention to the Letter of Intent from OMGAA. The Director noted staff has started negotiations with their board toward developing an agreement. Motion made by Vice Chair Ferm, seconded by Board Member Helvey to accept the consultant services proposal from Stantec and HKGi for engineering and landscape architecture professional services relating to the design, construction document preparation and construction management for the Gleason Fields Renovation and to direct the Park Board Chair and Director of Parks and Recreation to execute the agreement subject to final review Park Board Meeting June 18, 2020 Page 8 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 B Ben Jaszewski noted that staff has been working with the South Elm Road Park Engineering Department for a storm water pond to address Storm Water flooding issues throughout South Elm Road Park and the local neighborhood. He noted that the concept they designed will be Improvements aesthetically appealing, will change park usage only slightly, but will require modification to the existing park trail. The Director stated that the Engineering Department had a challenging time putting together a storm water drainage resolution and they are to be commended for the excellent plan they designed. Motion made by Board Member Coss, seconded by Board Member Syhre to approve the proposed modification to South Elm Road Park for storm water pond addition and site drainage improvement. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. New Business, Item C Ben Jaszewski noted this is a childcare facility located Subdivision — northwest of the intersection of County Road 101 and County Road 10. Chair Lewis noted that for the sake of landmarks, this Southwest Crossroads is north of Havenwood and south of Lord of Life. 4th, New Creations Daycare Vice Chair Ferm asked where the City is at for pedestrian crossing of County Road 101. The Director replied that the City is aware of the traffic challenges and has been working with Hennepin County on ways to make pedestrian movement safer. Motion made by Vice Chair Ferm, seconded by Board Member Coss to approve the preliminary and final park dedication requirements on Southwest Crossroads 4th Addition plat pursuant to Maple Grove Subdivision Ordinance, Chapter 30: 18, Provision of Land for Public Use: Park Board Meeting June 18, 2020 Page 9 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. New Business, Item D Ben Jaszewski noted that the Dome artificial turf replacement Sports Dome Turf costs are being funded by ISD 279. He stated that staff is Field Replacement recommending an upgrade of the infill to CoolPlay that the City would fund from the Recreation Equipment Replacement Upgrade, CoolPlay Program. He displayed a graphic of the composite infill. He noted that CoolPlay keeps the turf surface up to 20 degrees cooler, adding that it was used at Fernbrook Fields. Board Member Helvey stated that he has heard nothing but positive feedback on CoolPlay and he appreciates that staff identified this upgrade before the install; which was a good catch on their part. Motion made by Board Member Coss, seconded by Board Member Helvey to approve the purchase of CoolPlay infill for the Sports Dome to be added to the turf replacement project funded by the school district. Upon call for the question, on a voice vote, there were five ayes and no nays. 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 and no nays. Motion carried. Park Board Meeting June 18, 2020 Page 10 The meeting adjourned at 8: 19 p. m. Respectfully submitted, Jan Clark, Recording Secretary and Chuck Stifter, Director Parks and Recreation Board City of Maple Grove