Parks and Recreation Board

MAPLE GROVE PARKS AND RECREATION BOARD REGULAR MEETING APRIL 15, 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. 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 electronic means in a video conference. Consistent with current State and Federal pandemic guidance, a meeting format allowing for complete open, in -person attendance is not practical, nor currently prudent. As a result; the full Park Board may not be physically present at the regular meeting location. All attending in person must be seated six feet apart and wear a mask. The current maximum capacity of the Council Chambers is 35 total. Board Members, staff and professional associates are also included in the total capacity. Remaining available spots for other attendees will be adjusted accordingly. Members of the general public are encouraged to monitor the live -stream meeting electronically. Public comments can be made either in person or in written form, all of which are read publicly at the meeting. Public 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, and Board Present Members Ken Helvey, Deb Syhre, Debbie Coss and Andy Mielke and attending online via WebEx was Board Member Kelly Cunningham. Board Members Board Members absent was: Vice Chair Ferm. Absent Also Present Also present in the Chambers were: Chuck Stifter, Director; Ed O' Donnell, IS Director; Jan Clark, Recording Secretary; and 3 residents. Park Board Meeting April 15, 2021 Page 2 Attending online via WebEx were: Phil Leith, Council Representative; Ben Jaszewski, Parks and Planning Superintendent; Aimee Peterson, Superintendent of Recreation; Lisa Jost, Community Center Manager; Paul Paige, HKGi; and Eric Lemke and Alan Offerman, Stantec. Approval of Agenda Chair Lewis called for any changes to the agenda. The Director replied there were none. Motion made by Board Member Coss, seconded by Board Member Helvey to approve the agenda for the April 15, 2021 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. Special Business Julie Anderson, Maple Grove resident, had requested to be able to make a presentation regarding the survival of pollinators. Chair Lewis welcomed Ms. Anderson to the podium. Ms. Anderson stated there is already some fresh produce that is currently unavailable due to pollinator decline. She noted that pollinators are responsible for 1/ 3 of the world' s food supply. She briefly listed various pollinators and discussed ways to prevent their decrease. Ms. Anderson displayed a video prepared by the Xerxes Society titled Bring Back the Pollinators. She referenced the Board agenda attachments she had provided and finalized her remarks stating she would love to see Maple Grove become a pollinator - friendly city. Board Member Syhre stated that she is presently planning her garden right now and was pleased to see how many flowers she is planning that are listed as promoting pollinators. Board Member Coss stated that she too has many pollinator promoting plants at home, adding we also have parks that are becoming more natural with native flowering plants. Miscellaneous Board Board Member Cunningham that Ms. Anderson for her Member Reports presentation, noting she supports Maple Grove being a Park Board Meeting April 15, 2021 Page 3 pollinator - friendly city. Board Member Cunningham stated that now Rice Lake Elementary playground is closed for construction, she has been taking her children to the parks and really appreciates all the available parks to go to. Board Member Coss stated that she is really impressed with the different collaborations; such as the joint purchase of the skid loader and the teens/ seniors garden club. Chair Lewis stated that he had received an email from the Brooklyn Center varsity baseball coach, stating his teams have been unable to practice due to civil unrest and wondered if Maple Grove could help them out with fields. Chair Lewis said he forwarded the email to Chris Morrow who immediately worked out a solution for the Brooklyn Center baseball teams. Chair Lewis noted his appreciation to Chris for handling that. Board Member Mielke noted the amazing amount of applicants applying for the recent two vacancies is testament to what a good place Maple Grove Parks and Recreation is to work for. 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 construction document progress, noting that tonight' s agenda items represent the final bid packet review and the tree relocation contract award. He added that bid opening is slated for May 4ch with construction to start June 1. Ben showed the map of the trail concept at Edgewater on Cook Lake, noting that the Board had asked him to check with Corcoran regarding their future plans for parks or trails bordering this subdivision. Ben stated he did reach out to Corcoran and displayed two nearby proposed parks and possible trail connection that is currently showing in their comprehensive plan. Superintendent of Recreation' s Report: Aimee Peterson shared the highlights of Recreation programming. She displayed photos from the teen Esports Try it Free event which had a great turnout. Park Board Meeting April 15, 2021 Page 4 Aimee noted that the last indoor Farmers Market at the studio is March 21 and the outdoor season starts May 13. Aimee stated that the 55 Forward staff is hosting an April Meet Up in the parking lot and that Daily Dose is offering participants a discount if they order a box lunch through them. Aimee noted that some soccer programming will now be a collaborative effort with Maplebrook Soccer Association. They will take over the registration process of the partnership programs and the revenue will be shared between Maplebrook and the city. Aimee stated that she is presently evaluating making summer registration an earlier date, in addition to the possibility of doing three brochures rather than four. Aimee stated we are getting set for summer with 440 programs ready to open for registration starting on May 4, 5 and 6. She added that spring registration included 23 adult softball teams and 159 participants enrolled in adult fitness. Aimee stated the annual boulevard planting is set for May 14 and 15, noting that there is only one bed out of seven not spoken for on Friday and five beds out of 18 open on Saturday. Aimee highlighted the Intergenerational Garden Club that was created for teens and seniors whereby elevated trough beds will be available for gardening. Chair Lewis asked where they will be place and Aimee replied on the community center site between the gym and the trail. Aimee stated there will also be kayaking classes for both youth and adults offered in the summer brochure. Board Member Cunningham asked if you had to use the kayak provided, or can you bring your own. Aimee replied you can do either. Community Center Manager' s Report: Lisa Jost noted the shared resources being offered in the Community Center by the Parks department, noting that two Parkkeepers have been doing a variety of projects. She displayed photos of the Parkkeepers doing some painting and thanked the Parks and Planning Superintendent for this much appreciated service. Park Board Meeting April 15, 2021 Page 5 Lisa reviewed the reservation numbers are the pool, gym, Maple Maze and Open Skate during spring break, noting that very few time slots were left unfilled. Lisa displayed some positive comments on Google about the Grove Cove and acknowledged the Aquatics and Concessions Annual Report. Lisa stated that staff members Lisa Gedker, Adrienne Vassar and Ann Cossette are working hard to keep patrons safe while still providing them a positive visit. She added that the aquatics team continuously had to change depending on current restrictions to balance out staff training, swim lessons, open swim, and adult water fitness classes. She noted they did a fabulous job of generating customer loyalty to keep them coming back. Chair Lewis noted that the aquatics staff is a great team and agreed that having a safe year is priority # 1. He added that he concurs with calling out special recognition to the lifeguards; what with the careers that we' re stating here, and with lifeguards having such a high level of responsibility. Council Liaison' s Report: Chair Lewis read the Council report as prepared by Council Member Leith. The report noted there has been only one Council meeting since the last Park Board meeting. Council approved the development stage plan for a new medical office building next to the new Taco Bell by the hospital. Council recognized the retirement of two long time fire fighters; Captain Mario Donato and Firefighter Frank Otten. Council was invited to tour a local business, Mechatronic Solutions, who is looking to buy a piece of City owned property to build a new and bigger facility and expand their business in Maple Grove. It was a very interesting to see what they do in the field of robotics and how these devices help automate other businesses. Council Member Leith noted they have gotten many calls about 5 Guys on Main Street and why they are closed. They are not leaving, but doing some remodeling and hope to be re -opening in a couple weeks. He added this is one of the top revenue producing restaurants in their chain. ONSENT BUSINESS Park Board Meeting April 15, 2021 Page 6 Consent Business Chair Lewis invited the Community Center Manager and the Superintendent of Recreation to introduce their new full- time employees being appointed tonight. Lisa Jost introduced Alejandro Mendoza for the Community Center Services Coordinator position. Lisa noted that they received 117 applications. She stated that Alejandro has a Master' s Degree in Sports Management and Facility Coordinator experience at the YMCA. Alejandro said he' s glad to be on board and looking forward to meeting everyone and seeing what we' re able to do in growing the mission of the Community Center and the city. Aimee Peterson introduced Kiley Rondeau for the Recreation Program Assistant position, noting they received 81 applications. Aimee stated that Kiley has a Bachelor' s Degree in Marketing and Business Communications with experience in recreation marketing. She added that Kiley spent the last two years with the city of Plymouth as Recreation Program Coordinator. Kiley said she is excited to join the City of Maple Grove and to see all the new opportunities that are out there. Chair Lewis welcomed Mr. Mendoza and Ms. Rondeau. Motion made by Board Member Syhre, seconded by Board Member Coss to approve the Consent Items as presented. A. Minutes — March 18, 2021 Regular Meeting B. Disbursements C. PT Employees D. Appointment — Community Center Services Coordinator E. Appointment — Recreation Program Assistant F. Winter Recreation Attendance Report G. Community Center Usage Report H. Agreement — OMGAA Sale of Concessions I. Agreement — Maplebrook Soccer Assoc. J. Agreement — Three Rivers for Trails Connection — PSA 4 K. Agreement — Kids Around the World L. Fee Waiver Request — Maple Grove Ambassadors M. Special Use Permit — Maple Grove Triathlon N. Special Use Permit —Mn Roundnet, Spikeball Tournament Park Board Meeting April 15, 2021 Page 7 O. My 7on7 Football Tournament P. MG Lacrosse Assoc. Tournament Q. Equipment Purchase — Skid Loader and Trailer R. Personnel Policy Update Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. OLD BUSINESS Old Business, Item A The Director stated that division leaders put together memos 2020 Budget detailing their 2020 budgets. The Director noted it was a very Reconciliation challenging year and he is proud of the team for keeping costs at bay while still providing quality services. The Director added that we recovered pretty well; funds are doing okay going into 2021 and growth continues. He noted we are moving in the right direction and looking forward to being whole again. Board Member Syhre thanked staff for the detailed information, which really gave Board Members an insight to all the steps they took to create a good outlook. She added she appreciates all the work staff did to put the report together and all the work they did this past year. Chair Lewis relayed his appreciation to staff for the excellent job they did of managing their budgets; with specific credit to the enterprise budget leaders with all the moving pieces. He added that staff was very challenged last year, but ingenuity and innovation such as leasing out space at The Shoppes became the norm on a daily basis. It is his hope that this year, we will see a little more order. Chair Lewis added that just for clarity, although the General Fund shows a positive balance, drastic measures were taken because staff takes their fiscal responsibility seriously and the end result was so unknown. Motion by Board Member Coss, seconded by Board Member Cunningham to receive the 2020 Parks and Recreation preliminary year- end budget report. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. Park Board Meeting April 15, 2021 Page 8 Old Business, Item B The Director stated this is some duplication from last month' s Gleason Fields review of the bid documents. He noted there has been a Athletic Complex — $ 140, 000 reduction in the plan set; however that still leaves us 9% over the projected budget from last November. The Director Final Bid Document reaffirmed the cost savings opportunities through the bid Review deducts at the award stage. He noted the bid opening is scheduled for May 4 and will be reviewed by the Board on May 20. Board Member Helvey observed that when the time comes to make deduct decisions, he personally feels there are two value engineering options that should not be considered; the synthetic turf on the playfields and the neighborhood playground size and amenities should be non- negotiable. Motion by Board Member Mielke, seconded by Board Member Coss to approve the final construction document package for the Gleason Fields Athletic Complex. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. NEW BUSINESS New Business, Item A Chair Lewis read aloud one public comment received: Gleason Fields Tree Michael and Cindy Koenen, 18756 65th Place N Relocation As we have mentioned before, the Japanese Beetle population is a problem for homeowners around our neighborhood. We again ask the Park Board to eliminate the Linden trees which attract the beetles. Japanese Beetles primarily feed on Linden trees but spread to other susceptible trees ( like crabapple trees), shrubs and flowers in the area each summer. Please consider our request as the landscaping plans move forward. Thank you. Ben Jaszewski noted that he will reach out to Mr. and Mrs. Koenen about the Linden trees. Ben stated they were hoping to start the Gleason Fields project in April, but due to several factors, the timeline for this project is now looking to commence in June and that is simply too late for successful transplanting of trees. Park Board Meeting April 15, 2021 Page 9 Ben displayed a map designating which trees will be moved, noting that if some prove to be in poor health, the total number will go down. Board Member Helvey suggested that staff should send notice of what is planned to the adjacent neighbors of the tree removal area. Motion made by Board Member Helvey, seconded by Board Member Syhre to receive the quotes for the Gleason Fields tree relocation and award the contract to Lee' s Tree Farm in the amount of $37, 500. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. Adjournment Motion made by Board Member Syhre, seconded by Board Member Coss to adjourn. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. The meeting adjourned at 8: 10 p.m. Respectfully submitted, Jan Clark, Recording Secretary and Chuck Stifter, Director Parks and Recreation Board City of Maple Grove