Parks and Recreation Board

MAPLE GROVE PARKS AND RECREATION BOARD REGULAR MEETING MARCH 18, 2021 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 complete 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, three additional 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 were Chair, Bill Lewis, Vice Chair, Present John Ferm; and Board Members Ken Helvey and Andy Mielke and attending online via WebEx were Board Members Deb Syhre, Debbie Coss and Kelly Cunningham. Board Members Board Members absent was: None. Absent Also Present Also present in the Chambers were: Phil Leith, Council Representative; Chuck Stifter, Director; Eric Lemke, Stantec; Ed O' Donnell, IS Director; and Jan Clark, Recording Secretary; and 1 resident. Park Board Meeting March 18, 2021 Page 2 Attending online via WebEx were: Ben Jaszewski, Parks and Planning Superintendent; Aimee Peterson, Superintendent of Recreation; and Lisa Jost, Community Center Manager; Paul Paige, HKGi, Alan Offerman and Todd Wichman, Stantec. 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 Cunningham to approve the agenda for the March 18, 2021 meeting as presented. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. Public Comment One non -agenda public comment request was received and invited to approach the podium. Julie Anderson, from the Boundary Creek neighborhood, spoke of her passion for the survival of pollinators. She noted that 1/ 3 of the world' s food comes from pollination. She stated that this is a wonderful opportunity to build pollination gardens and asked that the Board consider that. She added that artificial turf does not support pollinators. Miscellaneous Board Vice Chair Ferm noted that it' s good to see people out using the Member Reports parks and playgrounds. Board Member Helvey thanked staff for the Wonders of Winter event that he attended, noting that it was a good time. He added that he felt securing The Studio at the Shoppes location was a good addition as a pickleball space and he appreciates all the effort it took to make that happen. Board Member Syhre stated she took the opportunity to walk across the Woodland Ponds boardwalk, noting that it is amazing and spacious and offers the public an excellent opportunity to enjoy that space. Board Member Cunningham noted that she has been spending a lot of time in the community center ice arena, noting it is in great condition. Park Board Meeting March 18, 2021 Page 3 Miscellaneous Staff Director' s Report: The Director stated he had nothing to report. Reports Superintendent of Parks and Planning' s Report: Ben Jaszewski gave an update of Gleason Fields Athletic Complex, noting that the plans are at 90%. Ben noted the various maintenance projects happening, those being; trail sweeping, parking lot cleanup, tree and brush cleanup, summer equipment preparation, tennis net installation, remove and store ice -rink mats, gates and goals, recruitment for full-time employees and seasonal maintenance, material purchases - turf and ballfield supplies, planning for scheduled events and tournaments and dome dismantle prep. Superintendent of Recreation' s Report: Aimee Peterson stated that the Wonders of Winter event had beautiful weather and about 400 people attended. She displayed a video from the Minnesota Kite Society of the kite flying demonstration. Aimee displayed photos of the ice bowling, ice sculptures and snow shoeing. Aimee noted that spring registration is going well with over 1, 000 registered participants. She added that youth sport clinics, swimming and adult fitness are the programs getting the most enrollments. Aimee stated that staff is introducing senior trips again for later in the year and the Hamilton tickets at the Orpheum are already sold out. She noted that staff has scheduled monthly meet -ups for seniors; the March gathering was Irish dancers, although they did not have food, they went home with a treat. Aimee noted that Lucie Misfeldt' s last day was last Friday, noting that she was a great asset to the Special Events team and also led social media and graphic design in the department. Aimee acknowledged the annual report from Kirsten Bansen- Weigle for the Farmers Market and Sponsorships. Aimee noted that Kirsten is phenomenal at communication and has a great connection with the Farmers Market vendors and patrons; treating them all with respect. Park Board Meeting March 18, 2021 Page 4 Chair Lewis noted that in spite of all that' s happened this past year, how effective the Farmers Market was and he appreciates Kirsten' s leadership. Community Center Manager' s Report: Lisa Jost stated Community Center staff is maintaining usage of the facility in a consistent mode. Lisa noted the latest Executive Order resulted in an increase in capacity limits for Community Center areas from 250 people up to 410 people, the pool capacity increased up to 50%, meetings and social gatherings increased to 50% with food and beverages allowed only while seated at tables up to 6 people, and the Indoor Playground increased to 50% capacity. Lisa displayed the number of rentals and memberships from January through March, noting the numbers are slowly increasing. Lisa noted that recruitment of part- time staff has begun, part- timers are being brought back and new employees are getting trained. Lisa displayed a photo of the Senior March Meet -Up showing how social distancing is being handled. She noted that masks are routinely handed out. Council Liaison' s Report: Council Member Leith stated that the Concert on the Lawn date is set for Saturday, September 18 and the announcement of the line- up could be ready by the end of April. Council Member Leith noted current items the City Council has acted on include the addition of a 4th building at Boston Scientific, the final apartment building at the Reserve at Arbor Lakes, the housing study will be reviewed on April 19th, and a new dining option called Flavor Town Kitchen Restaurant which is a delivery only business developed by Guy Fieri and running out of Buca' s kitchen. CONSENT BUSINESS Consent Business Motion made by Board Member Coss, seconded by Board Member Helvey to approve the Consent Items as presented. A. Minutes — February 18, 2021 Regular Meeting B. Disbursements Park Board Meeting March 18, 2021 Page 5 C. PT Employees D. Authorize Recruitment — Recreation Program Assistant E. Sports Dome Services Agreement F. Special Use Permit — Ave Maria Academy 5k Chair Lewis noted that in regards to the resignation of Lucie Misfeldt, he wanted to note that it is being accepted with regret, she was a great addition to staff and the Board wishes her well. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. OLD BUSINESS Old Business, Item A Lisa Jost noted that the condenser unit has been in operation West Arena since 2008 and staff is also recommending the replacement of Condenser the hydrostatic bypass and the water pump in conjunction to the condenser replacement as they are both obsolete. Lisa stated Replacement — Award that Gartner Refrigeration has provided mechanical services in Project the ice arena for over twenty years and their quality of work is well substantiated. She added that the project is scheduled during the May 2021 annual arena maintenance shut -down. Motion by Board Member Mielke, seconded by Board Member Cunningham to approve awarding the project to replace the west rink condenser at the Maple Grove Community Center Ice Arena to Gartner Refrigeration in the amount of $66, 768. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. Old Business, Item B Chair Lewis stated that three Public Comments were received Gleason Fields and he read them aloud. Andrew Schultz, 6569 Zircon Ln N Athletic Complex — Thank you for the opportunity to comment. I reviewed the package Authorize and think that the all -in package is a good compromise of Advertisement for Bid neighborhood and baseball features. With the project over budget I want to stress that the all -in neighborhood features appear to be only —$1. 6 out of the $ 13. 7Million package total. This is less than 12% of the projects total cost, so my ask is that the park features and size not be reduced due to cost overruns driven by the baseball complex design decisions. Park Board Meeting March 18, 2021 Page 6 John Wetter (# 1), 6643 Zircon Ln N This comment is regarding the Gleason Fields remodel. I would like the board to please consider permanent speed bumps in the parking lot of a nature like schools use so they can be snow plowed over but are enough to stop people from doing donuts in the parking lot. I live near the parking lot and this is really a problem. Though MGPD routinely passes through, on numerous times I' m awoken by people " leaving their mark" in the parking lot with loud tires and engines. Thanks, John John Wetter (# 2), 6643 Zircon Ln N Regarding Gleason Fields, as the current package is so over budget and the community features are such a small percentage of the whole remodel, I encourage the board to consider any deduct alternates for the fields well before any of the community park features. Chair Lewis clarified that the project estimates do not at this point reflect the final bid award. The Director stated staff is recommending approval of 90% construction documents and authorization to solicit bids. He stated that since December, staff and the consultant team developed the design and construction details and cost modeling associated with the final product intent. During this work, they kept a close eye on project costs while also delivering a beautiful and functioning facility. As a result, between modifications and additions, those led to cost estimates coming in at 11 % over the previous estimate. Worth noting is the significant increase in building material that will likely impact bids. In an effort to provide the project while still respecting the budget, the team developed a list of deduct alternates. Said alternates will give the Board flexibility when awarding the contract to ensure the final cost is fiscally responsible. The Director stated that staff and consultant team intend to continue with value engineering prior to completing the final bid packet that may result in additional cost savings. In order to stay on the timeline of delivering playable ballfields by early summer of 2022, staff is asking for flexibility to value engineer after final Board review. Park Board Meeting March 18, 2021 Page 7 The Director introduced Eric Lemke from Stantec who will present the project update, highlight the modifications, and align the deduct alternates and current cost estimates. Mr. Lemke stated that his presentation will show the site plan advancements with notable changes in the schematic design since November, review of select renderings, current project estimates and budget review, project schedule and finally the request to advertise the project for bid. Mr. Lemke displayed the site plan with blow- ups of the changed components - the pickleball courts; basketball courts; bocce ball; playground advancement; shade structures, netting, bullpen and batting cages on fields 3 & 4; plaza advancement; and the addition of 12 parking stalls. Mr. Lemke explained how the stormwater filtration basin will handle the facility' s storm water drainage without impacting the natural area and trail around it. Mr. Lemke reviewed the Project Cost Summary, noting that they have been in close contact with various contractors. He added that this a very sought- after project by contractors. Mr. Lemke stated that unforeseen supply chain material price increases due to the pandemic have created a budget escalation of over $600,000 in building materials. Mr. Lemke noted the Alternate Deduct Options list. Board Member Helvey observed that he didn' t think we need to make decisions on the deduct list at this point, but rather wait and see what the prices come in at. Vice Chair Ferm inquired if the line markings on the paved ice rinks would be for roller blade hockey on one and another looked lined for pickleball. Mr. Lemke noted that those are just possible options and are still undecided. The Director noted that another rink option that is being considered is a rink liner which is much cheaper than bituminous, but would not allow for use in the summer. Vice Chair Fenn noted that he does like the free skate area designed with islands and not just an oval, cautioning that maintenance equipment still needs to be able to get around them. He added that he would support further expanding the free skate area, if that would work. Park Board Meeting March 18, 2021 Page 8 Board Member Mielke commended staff and the consultant team for listening to suggestions and making associated accommodations. He stated the design is awesome. Board Member Cunningham stated that design is fantastic and especially appreciates the extra shade. She also likes the added pickleball court. Board Member Syhre inquired if the playground poured -in - place soft surface deduct meant just less soft surface or an alternative surface altogether. Mr. Lemke replied it refers to the difference between a full -surface of poured -in -place versus a combination of poured -in -place and wood chips. Board Member Syhre asked about the smaller playground on the deduct list, and is that referring to the conceptual smaller playground on the other side of the park or does that mean make the shown playground smaller? Mr. Lemke replied that it refers to the playground shown by the warming house and that it could optionally get decreased in size. Board Member Coss noted that the design is a nice combination of the neighborhood amenities and the athletics parts. She added that she would support investigating whether speed bumps in the parking lot would be necessary. Motion by Vice Chair Ferm, seconded by Board Member Helvey to approve the 90 percent construction document package and authorize advertisement and solicitation of bids for the Gleason Fields Athletic Complex. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. Old Business, Item C Ben Jaszewski stated this subdivision has 58 residential units on Subdivision — the southern shore of Cook Lake. He noted the Board Edgewater on Cook previously reviewed the subdivision in September and had Lake asked staff to work with the developer to add a public trail amenity. Ben stated that staff did negotiate a trail corridor. He added the developer also donated the balance of Outlot A to the City without park dedication impacts. Park Board Meeting March 18, 2021 Page 9 Vice Chair Ferm inquired about the quality of land we are getting around the lake. Ben noted that it is mostly wetland and the grade to the lake is steep, so not real usable other than as a lookout to the water. Chair Lewis stated that this area west of Highway 101 is so challenged with accessibility to Maple Grove parks and wondered if Corcoran has any plan for pedestrian access to park services to the west. Ben replied that the developer did reach out to Corcoran regarding a possible connection option, but that has not been fully researched at this point. Board Member Mielke observed that as growth and development continues, that Highway 101 does create a significant barrier. Motion by Board Member Syhre, seconded by Board Member Cunningham to approve the final park dedication requirements on Edgewater on Cook Lake plat pursuant to Maple Grove Subdivision Ordinance, Chapter 30: 18, Provision of Lane for Public Use: Applicant will fulfill the park dedication requirements on the plat with a land and 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 seven ayes and no nays. Motion carried. NEW BUSINESS New Business, Item A Ben Jaszewski stated this subdivision is 18. 73 acres with 43 Subdivision — The single- family residential units and is served by South Elm Road Neighborhood Park. He noted that the Board did acquire land Ridge at Elm Creek for a trail connection in Phase 1 into the Forest Preservation 3ra Addition Area and land to connect to future trails to the south. Park Board Meeting March 18, 2021 Page 10 Motion made by Vice Chair Ferm, seconded by Board Member Coss to approve the preliminary and final park dedication requirements on The Ridge at Elm Creek 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 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 seven ayes and no nays. Motion carried. New Business, Item B Ben Jaszewski noted this subdivision is 4. 99 acres with 7 Subdivision — single- family residential units and is served by Grove West Palisades at Park, Nottingham Park, many local trail segments and Medicine Lake Regional Trail. Nottingham 3rd Motion made by Board Member Mielke, seconded by Board Member Helvey to approve the preliminary and final park dedication requirements on The Palisades at Nottingham 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 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 Park Board Meeting March 18, 2021 Page 11 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 seven ayes and no nays. Motion carried. Adjournment Motion made by Board Member Cunningham, seconded by Board Member Mielke to adjourn. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. The meeting adjourned at 8: 18 p. m. Respectfully submitted, Jan Clark, Recording Secretary and Chuck Stifter, Director Parks and Recreation Board City of Maple Grove