Parks and Recreation Board

MAPLE GROVE PARKS AND RECREATION BOARD REGULAR MEETING JULY 22, 2021 Government Center 7:03 p.m. Regular Meeting The Regular Meeting was called to order by Chair, Bill Lewis at 7:03 p.m. Board Members Present in the Chambers were Chair Bill Lewis, Vice Chair Present John Ferm, Board Members Ken Helvey, Deb Syhre, Debbie Coss, Andy Mielke, Kelly Cunningham and Council Representative Phil Leith. Board Members Board Members absent was: none. Absent Also Present Also present in the Chambers were: Chuck Stifter, Director; Ben Jaszewski, Parks and Planning Superintendent; Aimee Peterson, Superintendent of Recreation; Lisa Jost, Community Center Manager; Paul Paige, HKGi; Dean Lotter, Pulte Homes: Jan Clark, Recording Secretary and two residents. 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 July 22, 2021 meeting as presented. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. Public Comment No requests were received. Miscellaneous Board Board Member Helvey gave his thanks to staff for making Member Reports Maple Grove Days such a great event. Park Board Meeting July 22, 2021 Page 2 Board Member Cunningham also noted her appreciation to staff for the fun family events. She stated that her family did swim at the Grove Cove and noted that the Community Center aquatic center is a wonderful place to go to and the pool looks great. Chair Lewis stated that his appreciation to staff and MGCO for all their hard work in putting together a great Maple Grove Days. Miscellaneous Staff Director’s Report: Director Stifter echoed that staff did an Reports amazing job in prepping, facilitating and supporting MGCO to make Maple Grove Days a phenomenal event. He added that special credit goes to MGCO staff liaison, Tanya Huntley whose leadership was tireless, especially in view of the new person in the MGCO Event Coordinator position; not to mention the first large gathering since the pandemic. The Director stated he is recommending the Board, Council Liaison, consultants and staff meet in August at a Work Session in regards to the Gleason Fields Athletic Complex Project. He noted we still have over a 4 million dollar overage in the project proposal from what was budgeted, and as we go forward we need to find modifications or ways to get closer to budget. He added we also need to explore funding options and get ready to re-bid. Board Member Helvey stated that he is not willing to sacrifice quality components or major elements to reach budget. Board Member Cunningham concurred that she did not want to do this project halfway. Board Member Mielke wondered if there might be sponsorship or donation opportunities available. Vice Chair Ferm stated a work session is a good idea as he would like to see what cost savings could potentially be made. He added that lumber costs might be going down, but the project can’t be delayed for too long, because inflation keeps going up. Vice Chair Ferm noted that he would not be in favor of phasing the project. Park Board Meeting July 22, 2021 Page 3 Chair Lewis stated that he does want to meet in a Work Session to make certain that all parties hear the same and complete information, as opposed to fragmented details. Director Stifter stated that we could wait for the market to go down, but that of course is not a sure thing; adding the project design simply doesn’t align with the available funding resources. The Director noted that we can always re-bid and see how the results come in. He felt certain the Design Team can meet the budget and create a professional bid containing add/delete alternates to allow the Board to pick and choose what to keep and what to rule out for the time being at least. The Director stated that we probably will have to consider phasing opportunities, noting that was done at Central Park and we still were able to deliver an extraordinary facility to the community. Board Members were polled for availability and August 24 at 6:00 pm in the Mayor’s Conference Room was chosen for the Work Session date. Director Stifter noted that as long as all Board Members were going to be present at the Work Session, he would like to have a new Park Board photo taken. Superintendent of Parks and Planning’s Report: Ben Jaszewski displayed photos of the current problem we are having with geese at Town Green. He displayed the Away- With-Geese flashing lights that deter the geese at night. He noted that once the geese are old enough to fly, staff will deploy more disruption measures. He added more lights may be installed before next spring’s season. Ben noted the water conservation restrictions recently implemented by the City and how that affects the parks. Staff will turn off all non-use fields and non-essential irrigations, reduce irrigation on limited use fields, and continue alternate day irrigation at athletic fields, annual gardens, new sod and trees. He noted that the recirculating systems as the splash pad, Angel of Hope fountain and swimming pools will continue with normal operation. Ben displayed photos of the damage to the Cricket Pitch that Park staff was able to remove. Ben noted that they are seeing a large increase in vandalism system-wide, as have other cities. Park Board Meeting July 22, 2021 Page 4 Chair Lewis asked if there is anything we could do with social media to let the public know what we’re going through and maybe ask for their help, because people know who’s doing this stuff. Ben replied that he will work with recreation staff for some social media postings. He added park staff have put up signs, but they did have to lock up the shelter building at Gleason Fields and bring in a porta-potty due to the almost daily damage of spray paint graffiti, human excrement and general destruction. Superintendent of Recreation’s Report: Aimee Peterson noted that our Facebook page is back up and running. Aimee displayed photos of the new sign Parkkeepers made that displays the Intergenerational Garden Club information, in addition to pictures of the vegetables growing in the containers. Aimee stated that staff did an amazing job with their support and assistance in working Maple Grove Days. She noted that Tanya Huntley was especially essential in view of the change in leadership within MGCO. Aimee added that Parks & Recreation staff did lead some events such as the 3 on 3 basketball tournament, the duct tape fashion show and that Crystal Anderson and staff once again, designed and created the Community Center float for Thursday’s parade. Aimee showed renderings of the submissions in the Virtual Art Contest with a project description written by the submitter. She noted that the art work depicting the Teen Center and the Farmers Market not only portrays impressive talent, but the comments made by the artists reflect a positive attitude by young people in our community. Aimee acknowledged the Program Specialist Athletics Annual Report prepared by Chris Morrow. She noted his report shows the successes and challenges he faced through the pandemic. Community Center Manager’s Report: Lisa Jost noted the pride staff takes in the Community Center is especially evident during Maple Grove Days. She stated that 3,000 coupons were handed out during the parade. Lisa displayed the float that showcased Grove Cove pool features. She stated that 82 ice skaters took advantage of the Cool Ray special, and noted that Park Board Meeting July 22, 2021 Page 5 152 pairs of socks and 264 ice cream cones were sold during Maple Grove Days. Lisa added that Alyssa, our Rental Coordinator and Brittany from Human Resources collaborated on recruitment for part- time help at a booth at the Business Expo. Lisa stated Community Center and Park maintenance staff deserve accolades for both set-up and keeping the grounds neat on Friday and Saturday at both the Community Center and Central Park. Lisa updated the Board on the leisure pool resurfacing project and that staff has gotten two quotes. She noted they are still evaluating whether to refinish the entire leisure pool surface or just patch it; noting the surface is in its 24th year. Lisa said they are trying to find the best solution of fixing an immediate need while still be fiscally responsible in view of the proposed future remodel. Lisa added they will need to make that decision in the next couple of weeks. Lisa drew attention to the sketch at the back of the Council Chambers which is a rendition of the new art work that will be painted on the Teen Center walls. She noted the teen artist’s name is Jacob, who also did the Teen Center submittal for the MG Days Virtual Art Contest. Lisa stated that the new artwork will bring a refresh to the Teen Center and highlight diversity and culture. She invited Board Members to view the sketch at the end of the meeting. Board Member Cunningham noted that she would like to have this young artist come to a Board meeting after his project is done to talk about the process. Council Liaison’s Report: Council Member Leith added his thanks to staff for all their work at Maple Grove Days and noted he has heard nothing but compliments regarding the city festival. Council Member Leith noted the water conservation measures announced by the DNR declared a drought warning, and for the first time in the history of Maple Grove watering restrictions have been put in place. Park Board Meeting July 22, 2021 Page 6 Council Member Leith stated Crunch Fitness had their ribbon cutting last week. He noted that the Council did impose six alcohol compliant penalties. CONSENT BUSINESS Consent Business Motion made by Board Member Coss, seconded by Board Member Mielke to approve the Consent Items as presented. A. Minutes – June 20, 2021 Regular Meeting B. Disbursements C. PT Employees D. Spring Recreation Attendance Report E. CC Usage Report F. Rush Creek Linear Park – Hwy 610 Extension / MNDOT Authorization G. Special Use Permit – Tackle Football Tournament, D1 Nation Sports H. Special Use Permit – Youth State Championship Tournament, MG Lacrosse Assoc. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. NEW BUSINESS Old Business, Item A The Director noted staff has made recommendations for the 2022 Parks & 2022 general fund budget and is attached for the Board to review. He noted this is still preliminary, as not everything has Recreation been resolved. The Director noted he continues to be in Preliminary Budget discussions with the Finance Director and City Administrator to get closer to a final budget. He stated the City Council will be reviewing the 2022 preliminary budget at a work session on August 2. Motion made by Board Member Cunningham, seconded by Vice Chair Ferm to approve the 2022 Parks and Recreation Board preliminary General Fund and Recreation Participation Budget. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. Park Board Meeting July 22, 2021 Page 7 New Business, Item A The Director noted that at the June meeting, the Board approved Gleason Fields RJM Construction for Construction Manager at Risk services, noting that this has been our preferred model for larger projects. Athletic Complex – He explained this model involves the award of the sub- Construction contractors’ bids, and then the awarded contracts get assigned to Manager at Risk RJM who provides a Guaranteed Maximum Price (GMAX) Agreement packaged proposal for the entire project. Motion by Board Member Coss, seconded by Board Member Syhre to approve the agreement dated July 19, 2018 with RJM Construction for bidding, construction management and administration services for Gleason Fields, and authorize execution of the Agreement, subject to final review by the City Attorney and the Parks and Recreation Director. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. New Business, Item B Ben Jaszewski, Parks & Planning Superintendent stated the 2021 Playground playground design process included Board Members Syhre and Coss, staff and a Flagship Recreation representative, in addition Replacement to conducting community engagements at all three locations. He Program – Purchase displayed renderings of the three playlots being proposed, and Installation noting the existing swing sets at Boundary Creek and Scott Agreement Jonquil will be retained and renovated. He added that Donahue South requires a new container and replacement of the swing set. Ben noted that the Tree Tops theme at Scott Jonquil is less customizable, resulting in cost savings. Board Member Cunningham noted she appreciates a toddler swing being included. Chair Lewis confirmed the poured-in-place surface locations. He asked if there were any surprises or do they all fit into the budget. Ben replied there were no surprises, noting the vendor stated this quoted price expires on Monday, July 26 at midnight at which time an 8% increase will be implemented. Chair Lewis appreciated the shade features. He expressed his appreciation to Board Members Syhre and Coss for their advocacy and strong involvement in this process. Park Board Meeting July 22, 2021 Page 8 Board Member Syhre noted that Ben and the Flagship representative did a wonderful job at the community engagements and making everyone feel their voice was being heard. Board Member Syhre also thanked the residents who turned out for the presentations as their input is welcomed. Motion by Board Member Coss, seconded by Board Member Cunningham to approve the proposal from Landscape Structures for the purchase and installation of play equipment at Boundary Creek (east) Park, Scott Jonquil Park and Donahue South Playlot. Chair Lewis thanked Ben Jaszewski for his leadership in the Playground Replacement design process. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. New Business, Item C Ben Jaszewski, Parks & Planning Superintendent stated that this 2021 Pavement agreement with Stantec includes construction management services, design, plan specifications and gathering quotes to Replacement repair the pavers, replace damaged concrete and restore the Program – Consultant shoreline around Town Green. Agreement Vice Chair Ferm asked when was Town Green built. Ben replied it was in construction 2008 and 2009 and opened in 2010. Vice Chair wondered why concrete was failing after only 10 years. Ben replied the damage is mainly around the peninsula for a combination of reasons, including the area is all disturbed soil, we have had years of high water and some pavers have settled. Motion by Board Member Helvey, seconded by Board Member Cunningham to approve the Consultant Agreement with Stantec for the 2021 Park Paving Replacement Project subject to final review by the Parks and Recreation Director and the City Attorney. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. New Business, Item D Ben Jaszewski, Parks & Planning Superintendent introduced PSA 9 – Concept Plan Paul Paige from HKGi to present two concept diagrams for the PSA 9 project near the Minnesota Health Village. Park Board Meeting July 22, 2021 Page 9 Mr. Paige noted the park sits at a key point in a very dense planned village. He detailed the components of Concept 1. He highlighted the trail system, the bocce ball court, and the main lawn with a sculpture area on the east side and a casual seating area on the west. He stated the main difference in the two concepts is that Concept #1 proposes a pickleball court over by the west retaining wall. Mr. Paige reviewed the components of Concept 2, noting the bocce ball court and the seating area are shown in different locations than Concept 1. He noted the area on Concept 1 that was shown as a pickleball court has been replaced with a playground. Vice Chair Ferm questioned what is scheduled for Outlot C, west of the retaining wall. Mr. Paige replied it is outside the current park boundary, adding there is a fair amount of slope on Outlot C. Vice Chair Ferm stated he likes the layout of Concept 1 with the pickleball court, but doesn’t like the absence of a playground. He noted he feels the playground should take priority. Board Member Coss clarified that the pickleball court shown is just one court. She inquired, is there a private playground planned for within the apartment complex. Ben replied, probably not. Ben Jaszewski observed that the bocce ball shown on Concept 1 could maybe be moved to the lawn area and adding some individual play pieces there. He cautioned, however, that obviously will make the cost go up. Board Member Coss stated she prefers Concept 2. Board Member Syhre asked how many of the apartments are 55+. Ben replied that so far, 250 units for multi-family and 150 units 55+. The Director clarified that multi-family does not necessarily mean all families. Board Member Cunningham wondered if there is any way to combine the concepts and keep both pickleball and playground. Park Board Meeting July 22, 2021 Page 10 Board Member Helvey stated he leans more toward pickleball, rather than a playground. Chair Lewis stated he likes the unique features that haven’t been done in other parks, but he feels the playground is important and wondered if it could be placed in the main lawn area. He noted he also likes the overlook seating area. Mr. Paul Paige summarized what he heard is to find a way to get both pickleball and playground. Ben Jaszewski noted there is somewhat of a tight timeline as construction has begun. Motion by Vice Chair Ferm, seconded by Board Member Coss to approve the Concept Plan(s) for the PSA 9 Park Improvements Project, (added) *integrating both the playground and pickleball court into a combination concept. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. New Business, Item E Ben Jaszewski, Parks & Planning Superintendent noted this is Subdivision - REO an expansion of the existing REO Plastics and the lot acquired is being rezoned from residential to industrial. Plastics 2nd Addition Motion by Board Member Helvey, seconded by Board Member Cunningham to approve the preliminary and final park dedication requirements on REO Plastics – 2nd 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 industrial 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. Park Board Meeting July 22, 2021 Page 11 Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. New Business, Item F Ben Jaszewski, Parks and Planning Superintendent noted this Subdivision – subdivision consists of 72 single-family attached townhomes and is located on 105th Avenue North, east of Holly Lane. He Northwoods added there will be a roadside pathway to connect to the Townhomes proposed neighborhood park. Motion by Board Member Coss, seconded by Board Member Syhre to approve the final park dedication requirements on the Northwoods Townhomes subdivision 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 F Ben Jaszewski, Parks and Planning Superintendent noted this Subdivision – Crocus subdivision consists of 52 residential units and is located north of Territorial Road, just west of Fernbrook Lane. He noted the Grove developer is working with Three River Park District for trail corridors that will connect to Elm Creek Park Reserve and the Regional Trail system; adding those acres for trail corridors are exempt from Park Dedication. Council Member Leith noted that this subdivision can also be accessed from the north by way of Dayton. Park Board Meeting July 22, 2021 Page 12 Motion by Board Member Syhre, seconded by Vice Chair Ferm to approve the final park dedication requirements on Crocus Grove 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 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. Adjournment Motion made by Board Member Mielke, seconded by Board Member Cunningham to adjourn. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. The meeting adjourned at 8:38 p.m. Respectfully submitted, Jan Clark, Recording Secretary and Chuck Stifter, Director Parks and Recreation Board City of Maple Grove