Parks and Recreation Board

MAPLE GROVE PARKS AND RECREATION BOARD REGULAR MEETING AUGUST 19, 2021 Government Center 7:00 p.m. Regular Meeting The Regular Meeting was called to order by Chair, Bill Lewis at 7:02 p.m. Board Members Present in the Chambers were Chair Bill Lewis, Vice Chair Present John Ferm, Board Members Deb Syhre, Debbie Coss and Andy Mielke. Council Representative Phil Leith attended remotely. Board Members Board Members absent was: Board Members Ken Helvey and Absent Kelly Cunningham. 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; Alyssa Fram, MRPA; Colin Steen, OMGHA; Ed O’Donnell, IS Director; Jan Clark, Recording Secretary and two residents. Approval of Agenda Chair Lewis noted that New Business Item A has been pulled. Motion made by Vice Chair Ferm, seconded by Board Member Mielke to approve the agenda for the August 19, 2021 meeting as amended. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. Public Comment No requests were received. Special Business – The Director welcomed Alyssa Fram, representing MRPA. He MRPA Award noted MRPA annually reviews award submittals by agencies and this year, Aimee Peterson and team applied for an Award of Presentation Excellence for Programming. Park Board Meeting August 19, 2021 Page 2 Ms. Alyssa Fram stated it is an honor to present Maple Grove Parks and Recreation with the Award of Excellence for Programming for securing the Studio at the Shoppes as a creative solution during the pandemic. Ms. Fram noted the award recognizes an agency for an outstanding project that was implemented in 2020. Ms. Fram spoke of the process and goals of the Awards Committee when choosing recipients. The staff and Board accepted the MRPA Award of Excellence plaque presented by Ms. Fram. Miscellaneous Board Board Member Coss noted she received the fall program guide Member Reports this week and commented that it looks really nice. Board Member Syhre echoed the accolades for the fall program guide. Vice Chair Ferm noted when driving into Maple Grove, it is a noticeable difference in what a wonderful job the city and Parks and Recreation department does in presenting itself. Chair Lewis stated he was at Central Park with his grandchildren and had contact with a Parkkeeper and two staff members. His granddaughter later remarked how nice they were. Chair Lewis wanted to convey his thanks to staff for being nice to park visitors. Board Member Mielke gave kudos to staff for their hard work in phenomenal upkeep of park property, while still staying on budget. Miscellaneous Staff Director’s Report: Director Stifter reminded the Board of Reports three upcoming events. He noted Tuesday, August 24 at 8:15 am, there will be a tour by legislatures in regards to the bonding request made by Maple Grove for the Community Center renovation and expansion project. He noted it is a good way to show them what our challenges are and our vision for refurbishing the building. Director Stifter stated Tuesday, August 24 at 6:00 p.m. in the Mayor’s Conference Room is the Work Session to reassemble Park Board Meeting August 19, 2021 Page 3 the Gleason Fields Athletic Complex design package and bid package. The Director stated that preceding the regular Park Board meeting September 16, a park tour is planned for 5:30 p.m. He noted the bus will leave from the Government Center and possible sites to view include Woodland Ponds boardwalk, Lakeview Knolls potential pickleball site and the Community Center aquatics area. Superintendent of Parks and Planning’s Report: Ben Jaszewski updated the Board on current projects. Ben reviewed the progress of playground replacements at Scott- Jonquil and Boundary Creek, noting that the designs were approved last month and the equipment was ordered the next day. He noted due to supply delays, the equipment is expected to arrive in about 6 weeks with installation in September and open in October. Ben stated that the playground equipment at Donahue South should be open in November, adding they can keep the existing playground open until then. Ben stated that the Maple Grove Middle School lighting project was delayed due to delivery of the crossarms, but they have arrived and the soccer field lighting fixtures are now installed. He added the ballfield fixtures will be installed by the end of August and staff training on the controls will take place in September. Ben noted construction at Rice Lake Elementary was delayed, resulting in the playground install being pushed back to October. He added that there still will be one usable soccer field in place for fall games. Ben noted the they are in the process of identifying repair areas for the Town Green pavement repair project, after which quotes will be acquired and brought back to the Board at the September meeting, with work being done in October which is after Town Green’s busy season. Board Member Syhre asked if the sledding hill will still be available at Rice Lake Elementary after construction. Ben replied there will be some loss on the east end, but the rest will be intact. Park Board Meeting August 19, 2021 Page 4 Chair Lewis noted that he appreciates the project progress format that Ben displays, observing there is a lot construction activity in September and October. Ben noted the shortages of supplies, transportation and staffing have all combined to cause delays. Superintendent of Recreation’s Report: Aimee Peterson stated they’ve started a campaign to let people know that the full detailed Parks and Recreation quarterly brochure has gone digital, with the smaller promotional/marketing piece getting mailed out. She noted there are 375 fall programs that will open for registration the week of August 24th. Aimee noted the special events that are still going on for summer include six performances at Town Green, the Maple Grove Triathlon, football tournament at Fernbrook Fields and five more movie nights at Town Green. Aimee stated in addition to the street artwork, Chalkfest will also continue with the large murals and those displays can be found at Town Green, Central Park and at the Government Center site. She highlighted upcoming community events including Farmers Market, Concert on The Lawn, Halloween Family Fun and others. Aimee noted the Harvest-tober and Trunk or Treat events were created by the Special Events team during the pandemic and were so well-received that staff is continuing those activities. Aimee noted that Liz Faust, Recreation Specialist-Seniors was featured on CCX showcasing our 55 Forward programs. She displayed the link to watch the interview. Aimee acknowledged the Special Events Coordinator Annual Report prepared by Tanya Huntley. She noted that Tanya and Kiley Rondeau were very creative during the pandemic shutdown in providing outdoor activities, in addition to being one of the very few cities that did outdoor concerts while maintaining a safe environment. Aimee noted that other staff members collaborated with Special Events to offer families many safe and joyful outdoor activities. Community Center Manager’s Report: Lisa Jost reported that the teen artist, Jacob Pearson put in about 70 hours Park Board Meeting August 19, 2021 Page 5 updating the Teen Center murals on the walls and columns. She displayed photos of the finished results. She noted that the theme to his artwork is youth user activities, positive behavior and diversity. She affirmed her appreciation to Jacob, adding staff is interested in having him re-do the artwork above the teen center door. Lisa updated the Board on fall projects including roof top unit #3 and #5 condenser replacements, ice arena cooling tower replacement, pool annual maintenance that will include patching the leisure pool shell, a partial refurbish of the waterslide and cleaning the pool joists. She noted that the gym and indoor playground will also have their annual maintenance in September. Lisa noted that staff will be transitioning to a new software for ice rentals, sports dome rentals and league scheduling in October. Lisa stated Community Center members with participating health insurance will be eligible for reimbursement on membership dues beginning October 1. Lisa announced that Sam Ellingson, Facility Coordinator has given notice that she will be starting a new job closer to where she lives and her last day at the Community Center is September 1. Lisa stated Sam provided great customer service and she will be sorely missed. Lisa noted they will be having a small party for her that day at noon and invited Board Members to stop by. Board Member Syhre stated she loves the new teen center murals and wondered if Jacob would be interested in creating art features in the lower level hallway. Lisa Jost replied that she thinks he probably would be interested, and that she will reach out to him. Council Liaison’s Report: Council Member Leith stated his congratulations on receiving the MRPA Award of Excellence. He also thanked Sam Ellingson for her work as Facility Coordinator, noting she was always helpful whenever he was part of an event at the Community Center. Park Board Meeting August 19, 2021 Page 6 Council Member Leith noted National Night Out included 190 parties throughout the city. Council Member Leith stated the city got a lot of good press on the changes to the transit station that established the site as a mobility hub by creating lanes for Uber, My Ride, bike lanes, etc. Council Member Leith noted that there will be no shuttle bus to the State Fair from Maple Grove this year, due to a shortage of drivers. Council Member Leith stated Woodland Mounds senior apartments, is celebrating their 25th anniversary. He noted two new businesses that are coming to Maple Grove; a sports bar and a fitness center. CONSENT BUSINESS Consent Business Motion made by Board Member Coss, seconded by Board Member Syhre to approve the Consent Items as presented. A. Minutes – July 22, 2021 Regular Meeting B. Disbursements C. PT Employees D. Authorize Recruitment due to Resignation – Community Center Facility Coordinator E. Community Center Enterprise 2nd Quarter Report F. Dome Enterprise 2nd Quarter Report G. Special Use Permit – Concert on The Lawn, MG Lions H. Special Use Permit – Harvest-tober Fest, OMNI Brewing I. Special Use Permit – Music Concert Fundraiser, Journey Community Church J. Replace Compressors – Community Center RTUs 3 and 5 Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. NEW BUSINESS Park Board Meeting August 19, 2021 Page 7 Old Business, Item A Ben Jaszewski, Parks & Planning Superintendent noted that at PSA 9 – Schematic the July meeting, the Board requested to combine the two concept plans that were presented. Ben turned the floor over to Plan Paul Paige from HKGi. Mr. Paige detailed the components of the combined concept, noting the location of the pickleball and bocce ball courts, a seating area, the play feature and the arbor on the east end with some area lighting that draws your attention into the park. He noted the loop trail was simplified to being a single trail. Director Stifter pointed out this concept is still being recognized as a schematic, so design will get refined and detailed as we go through the next stage. Board Member Coss stated she really likes the new concept and noted that perhaps some of the playground elements could be chosen that provide an artistic visual, like maybe something sculpture-like; pleasing to look at over and above playing on. Mr. Paige stated that is certainly a possibility, and now is a good time to hear those suggestions. Vice Chair Ferm stated he is really pleased with how the combined concept turned out. Motion made by Vice Chair Ferm, seconded by Board Member Coss to approve the Schematic Plan for the PSA 9 Park Improvements Project. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. New Business, Item B Ben Jaszewski, Parks and Planning Superintendent stated this PSA 9 – Professional contract is before the Board in order to move forward with the project and keep pace with construction at the Minnesota Health Services Consultant Village. He stated the total proposed base professional fee of Proposal $101,800, noting the hourly fees may ebb and flow, especially with the retaining wall coordination. Motion made by Board Member Mielke, seconded by Board Member Syhre to approve the consultant services proposal from HKGi for landscape architecture and engineering professional services relating to construction document Park Board Meeting August 19, 2021 Page 8 preparation and construction administration for the playlot and trails in PSA 9 and to direct the Parks and Recreation Director to execute the agreement subject to final review 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 New Business, Item A Item A was pulled from the agenda. The Bridges at Arbor Lakes – HOA Petition New Business, Item B Ben Jaszewski, Parks & Planning Superintendent noted the Donahue South – Board had already approved the playground design and this request is to proceed with the park construction documents, bid Professional Services process and construction administration. Ben stated the bid Consultant Proposal documents will come to the Board in September. He noted the agreement is for $5,550 with the option of hourly services as needed. Motion by Board Member Coss, seconded by Board Member Syhre to approve the Consultant Agreement with Inside Outside Architecture Inc. for the Donahue South Park Improvements Project. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. New Business, Item C Ben Jaszewski, Parks & Planning Superintendent noted this is 2021 Irrigation part of the 2021 replacement program, adding the school construction at Rice Lake Elementary has hindered the timeline System Replacement, somewhat for getting the irrigation replaced at the Rice Lake RL – Bid and playfields. Contract Award Chair Lewis asked if the Rice Lake Elementary irrigation replacement was planned, or did the School District construction compel the replacement. Ben replied that it was planned, however the construction process did do some damage which they will be responsible for. Motion by Vice Chair Ferm, seconded by Board Member Mielke to accept the low qualified bid and award the 2021 Park Board Meeting August 19, 2021 Page 9 Parks Irrigation Replacement Project to Peterson Companies in the amount of $55,428 plus a 10 percent contingency. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. New Business, Item D Lisa Jost, Community Center Manager noted graphics for Ice Arena – OMGHA Maple Grove Crimson Hockey branding were approved in November of 2017. She stated that staff is receptive to Branding Proposal OMGHA’s present proposals 1, 3 5 and 6; however, are not recommending proposals 2 and 4. She introduced Colin Steen from OMGHA to present their request. Mr. Colin Steen noted his presentation tonight focuses on the west rink and that he will be coming back some other time with a proposal for the Premier Bank Rink. Mr. Steen stated that neighboring ice arenas have all improved their home ice rinks with branding banners, logos and signs. He noted OMGHA would fund the proposed graphics. Mr. Steen displayed six proposals being requested by OMGHA. Chair Lewis asked Lisa Jost why staff was not recommending proposals 2 and 4. Lisa replied the mesh graphics on the glass reduce the clarity of viewing for spectators and staff. Board Member Coss asked if proposal #2 was see-through. Mr. Steen replied yes. Board Member Syhre noted it seems closed off. Board Member Mielke stated he agrees with the need to do some branding, noting he liked #1, but #2 seems overpowering, he liked #4 but wondered if the view was compromised and thought #6 should be pared down. Vice Chair Ferm stated he liked #1, liked #2 but only the words on the top panels, likes #3, not sure about #4 due to it not having a clear view, and felt #6 was overwhelming. Board Member Syhre stated she would like to just see the words on the top panels on proposal #2, adding that the bottom panels/doors get cleaned often and also banged up. Park Board Meeting August 19, 2021 Page 10 Chair Lewis stated he likes #1, wants to keep the door clear in regards to #2, likes #3, would not recommend #4, #5 was okay and #6 was a bit too much. Responding to a question, the Director noted that he personally checked the mesh see-through graphics on the dry-land training windows and they are definitely not a clear view. He noted that OMGHA is anxious to get an order started, and asked for a modified motion. Motion by Chair Lewis, seconded by Vice Chair Ferm to approve west rink and lobby branding enhancements 1, 3 and 5 and deny branding enhancements 2, 4 and 6 as presented by the Osseo-Maple Grove Hockey Association. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. New Business, Item E Ben Jaszewski, Parks and Planning Superintendent noted this Subdivision – Neal’s subdivision is a simple lot split and Park Dedication was already paid for the first lot, so only one lot is being charged. Addition Motion by Board Member Coss, seconded by Board Member Mielke to approve the preliminary and final park dedication requirements on the Neal’s 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 number of units multiplied by the residential 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 August 19, 2021 Page 11 Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. New Business, Item F Ben Jaszewski, Parks and Planning Superintendent noted this Subdivision – Thom subdivision is another lot split and Park Dedication was already paid for the first lot, so only one lot is affected. Addition Motion by Vice Chair Ferm, seconded by Board Member Mielke to approve the preliminary and final park dedication requirements on the Thom 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 number of units multiplied by the residential 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. Adjournment Motion made by Vice Chair Ferm, seconded by Board Member Mielke to adjourn. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. The meeting adjourned at 8:25 p.m. Respectfully submitted, Jan Clark, Recording Secretary and Chuck Stifter, Director Parks and Recreation Board City of Maple Grove