Parks and Recreation Board

MAPLE GROVE PARKS AND RECREATION BOARD REGULAR MEETING SEPTEMBER 16, 2021 Government Center 7:00 p.m. Regular Meeting The Regular Meeting was called to order by Chair, Bill Lewis at 7:00 p.m. Board Members Present in the Chambers were Chair Bill Lewis, Vice Chair Present John Ferm, Board Members Ken Helvey, Deb Syhre, Kelly Cunningham, Debbie Coss and Andy Mielke. Board Members Board Members absent were: none Absent Also Present Also present in the Chambers were: Council Representative Jaeger, Chuck Stifter, Director; Ben Jaszewski, Parks and Planning Superintendent; Aimee Peterson, Superintendent of Recreation; Lisa Jost, Community Center Manager; Stephen Sperry and Tim Fisher, Bridges at Arbor Lakes HOA; Tanner Lunceford, Community Center Facility Coordinator and two residents. Approval of Agenda Chair Lewis noted that Consent Item D has been updated. Motion made by Board Member Cunningham, seconded by Board Member Coss to approve the agenda for the September 16, 2021 meeting as amended. 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 Chair Lewis wanted to call attention that it was an excellent job Member Reports by staff preparing for the State Legislatures’ Community Center tour. Park Board Meeting September 16, 2021 Page 2 Chair Lewis stated that his church group performed at Town Green and wanted to compliment staff for the coordination and support, in addition to the great sound system. Miscellaneous Staff Director’s Report: Director Stifter stated that the update on Reports Gleason will be heard during the Superintendent of Parks and Planning’s staff report. He reminded the Board Members of the House Representative Committee tour scheduled for September 23 at 5:45 pm. He noted there are 30-40 State House Representatives expected and it is a half-hour tour. Director Stifter noted that he will be at the NRPA national conference in Nashville next week, Monday through Thursday. Superintendent of Parks and Planning’s Report: Ben Jaszewski updated the Board on the meeting he had with OMGAA in regards to the recommended value engineering plans/changes proposed on the concept plan for the Gleason Fields Athletic Complex. He noted that OMGAA was very supportive of the necessary work needed to bring costs down but would like the Board to consider some items as bid alternates and some not at all. They wanted 6 batting cages not 5, they wanted confirmation that the fabric shade structure was water proof, and they were okay with Field #2 being an at-grade field and not a sunken field but wanted that kept on the bid as an add/deduct alternate. OMGAA was not in favor of reducing the size of Field #1 with the position that 10-15 teams of their older players would then no longer have a competitive field at this location. Ben noted that the next steps with the consultant will be the exterior design of the building components, getting some options for dugouts 3 and 4, the modular seating design behind the spectator seating areas, and how to make the grading of field #2 as an alternate. He added that the updated design plans would be made available on the website for the neighbors to view. Vice Chair Ferm noted that the proposed size change in Field #1 and the at-grade change of Field #2 resulted in huge cost savings. He acknowledged there wouldn’t be a tournament option for older players at this site with only one large field. Park Board Meeting September 16, 2021 Page 3 Chair Lewis asked if OMGAA was hoping to have tournaments at Gleason Fields or just games. Ben replied he wasn’t sure, but their main concern was they wanted be able to serve their entire organization, and not just the younger age groups at this location. Board Member Cunningham thanked Ben for representing the Board as an intermediary with OMGAA. Board Member Syhre inquired if there are any other fields in our system the size of Field #1. Ben replied there are a few. Chair Lewis asked Ben to bring back an inventory of our current ballfields and what size they are. Director Stifter noted that in terms of tournaments at Gleason Fields, it is more likely that the big field would be used in a down-sized manner. The big field does give the older kids an opportunity to be utilizers of this significant investment by OMGAA. OMGAA has told staff numerous times they need to be able to serve their entire organization through this investment. Board Member Helvey stated he is supportive of the larger field, noting if he was a parent of an older league youth who was expected to support the field construction through registration fees and then was told my child couldn’t use the site, that would be a struggle. Director Stifter noted that we need to give the design team direction to move forward – we’re on a path to rebid in January, and we need to make decisions on this. Right now we’re looking at field #1; premiere style, sunken with a grandstand and dugouts. And we’re looking at field #2, sunken with a grandstand but with an alternate of at-grade, like fields 3 and 4. Board Member Coss noted she thought the only way to make budget was to reduce the size of field #1, and wondered if there is some other way to meet the targeted budget if we don’t reduce the size. She noted she doesn’t want to end up in the same predicament as before. Director Stifter noted the target cost is not yet considered budget, and the direction that staff is seeking now is what the Park Board Meeting September 16, 2021 Page 4 Board is comfortable with spending and still meet the needs of the community; with some flexibility at bid time. He added rather than eliminating features today, those tough decisions can be made at bid acceptance time depending on how those prices come in. Ben noted that the soil for the berm to use as a sledding hill and adjacent neighbor barrier was planned to come from a large, sunken field #1. Chair Lewis summarized; proceed with the new site plan as shown until we received bids, and then we decide what is possible and what is not possible. Staff will continue efforts to work with the consultant, the association and internally. Director Stifter clarified that keeping the big field at the original size will not likely hit the 12.3 million target, but will be closer to 13.8 million. Board Member Mielke inquired if sponsorship opportunities have been explored to help bridge the gap. The Director noted that sponsorships were discussed with the soccer association at Fernbrook Fields in regards to an opportunity to supplement their capital investment, but it has not been discussed with the baseball association. Chair Lewis asked when staff anticipates coming back to the Board with updates. Ben Jaszewski replied they can bring updates back in October; however, there might not be too many changes. He noted that if they bring it back in November, it makes the timeline pretty tight to authorize and go to bid in January. Vice Chair Ferm noted he is having a hard time with the idea of the big field being the only sunken field with grandstands and then a temporary fence to make it smaller. He stated that softball and younger leagues will make up the bulk of tournament games, so one of the smaller fields would better serve as the premier field in some fashion; maybe sunken, grandstand, whatever. Director Stifter stated that it sounds like a work session might be in order. He stressed that changing field #1 dramatically will increase the engineering costs. Park Board Meeting September 16, 2021 Page 5 Chair Lewis asked Board Members if they want to see field #1 proceed as a premier field format and field #2 with alternate grading for bidding. Chair Lewis polled Board Members if they wanted to see a work session before the October Board meeting. Board Member Coss replied yes. Board Member Syhre replied yes. Vice Chair Ferm replied he is willing to attend a work session, but he questions what would change if no cost-saving eliminations are recommended today. Board Member Helvey stated he concurs with Vice Chair Ferm. He stated he would rather go to bid with what is being presented, see if there are other funding sources available, and then make additional changes if need be. Board Member Cunningham noted we could meet in a work session, but what has changed since the last one. Board Member Mielke noted he would like to see a work session with OMGAA at the table to hear their point of view. Chair Lewis noted it appears Board Members are split, so he is recommending no work session and then get updates at the October Board meeting. Ben Jaszewski, Parks and Planning Superintendent briefed the Board on fall project updates. He noted playground equipment replacement at Jonquil, Boundary Creek and Donahue South are still slated for October installation. Ben noted we are 90% completed with the middle school field lighting with some aiming adjustments happening this month. Ben noted that the soccer field lights at Rice Lake Elementary have been reinstalled and the playground scheduled for installation in October. Council Member Jaeger inquired what was going in along Rice Lake Road. Ben replied it’s the storm water management as part of the school expansion project. Park Board Meeting September 16, 2021 Page 6 Ben stated the Town Green pavement repair quotes are on tonight’s agenda with construction starting early October. Superintendent of Recreation’s Report: Aimee Peterson gave updates on the end of summer programs, noting the numbers are still running about 70% compared to 2019. Aimee highlighted Camp MG that was offered for the first time in 2019, paused in 2020, and then brought back this year. She noted it is an all-day, 3-day format that met at a different park location each day and displayed photos of some of the activities. Aimee noted special events Harvest-Tober and Trunk or Treat are both coming back this fall. She highlighted the preschool programs being offered by the Playhouse Preschool teachers, Gayle and Sue. She added they will also be doing some special events. Aimee acknowledged the Program Specialist Youth and Adult Fitness Annual Report prepared by Michelle DeBace. She noted that Michelle has been with us for many years and does a variety of programming from youth activities to adult fitness, in addition to overseeing the Inclusive/Adaptive programming, outdoor skating rinks and Adopt-A-Park. Aimee noted that Michelle did a great job navigating through COVID. Aimee noted the presale ticket number for Concert On The Lawn is currently 1,179. She added that the Parkkeepers and Special Events Team did a tremendous amount of work supporting this event. Aimee noted she will be at the national conference next week, Monday through Friday. Community Center Manager’s Report: Lisa Jost, Community Center Manager briefed the Board on the tour that was given for the State Bonding Committee. She noted the areas in the Community Center that were covered, highlighting the space limitations and aging problems that staff is struggling with. Lisa updated the timeline of fall projects. She noted the cooling tower replacement and west rink floor painting and flooding were done by the first week in September. Lisa noted the west rink floor was discovered to have some heaving and cracking Park Board Meeting September 16, 2021 Page 7 caused by a faulty starter valve in the sub-floor heating. She added that has been fixed and staff is already noticing improvement. Lisa thanked the maintenance staff, aquatics staff, Parkkeepers and other Community Center staff who all teamed together to assist in the rink floor paint removal and re- application. She displayed photos of the team effort in the aquatics in preparation of their annual shutdown. Lisa showed photos of the successful Taste of Maple Grove event, noting they did sell out. Lisa recognized that Facility Maintenance Coordinator, Paul Mertes did perform a life-saving technique on a patron who was choking in a quick, responsive and heroic manner. Chair Lewis stated that Paul was the right guy in the right place. Board Member Syhre noted that demonstrates that all employees should be trained in first aid. Board Member Helvey asked Lisa to keep him in the loop with catering updates. Council Liaison’s Report: Council Member Jaeger noted Cub Food is putting in a liquor store, HyVee Fast N Fresh is coming along, Shake Shack should be open pretty soon, the Village of Arbor Lakes is adding 5,000+ more square feet for more tenants, Boston Scientific is adding 76,000 square feet, Crew Car Wash came in, Crunch Fitness had a groundbreaking, Keller Williams had a groundbreaking, Max on Main coming into the old Claddagh space applied for their liquor license, and Bob Furniture is now open. CONSENT BUSINESS Consent Business Lisa Jost noted she is happy to recommend Tanner Lunceford as Facility Coordinator. She noted Tanner has a world of experience at the Community Center and other venues. She added Tanner has such a customer friendly approach, is dedicated and he gets what’s needed done. Lisa stated Tanner leads by example and she feels confident that he will be successful in the position. Lisa introduced Tanner Lunceford and welcomed him to the Community Center team. Park Board Meeting September 16, 2021 Page 8 Chair Lewis welcomed Tanner Lunceford and offered him the chance to speak. Tanner said he is excited to be part of the team at the Community Center and gave a brief background of his schooling and experience with events at the Community Center. Motion made by Board Member Mielke, seconded by Board Member Helvey to approve the Consent Items as presented. A. Minutes – August 19, 2021 Regular Meeting B. Disbursements C. PT Employees D. Appointment – Community Center Facility Coordinator E. Summer Community Center Usage Report F. Summer Recreation Participation Report G. Special Use Permit – SoleCare for Souls Walkathon H. Sports Dome Services Agreement Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. NEW BUSINESS Old Business, Item A Ben Jaszewski, Parks & Planning Superintendent noted this 2021 Park Paving project is for pavement and paver repair at Town Green. He added the plan is to level out raised pavers, put in a thicker Project – Bid Award concrete edge on the water line to create somewhat of a retaining wall, and replace pavers with concrete in the round area on The Point. Ben noted that the bid does contain an alternate bid to replace all the concrete on the peninsula, which he feels would increase the longevity of this area; thus staff is recommending awarding the base bid plus alternate #1. Motion made by Board Member Helvey, seconded by Board Member Syhre to receive quotes for the 2021 Park Paving Replacement Project and award the contract to Parkstone Contracting LLC subject to final review by the Parks and Recreation Director and City Attorney. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. Park Board Meeting September 16, 2021 Page 9 New Business, Item B Ben Jaszewski, Parks and Planning Superintendent noted the Donahue South – original concept plan had shown the playground in the center of the park, but with further review staff is now recommending Master Plan and moving the playground further south, adding a basketball court Construction and putting a volleyball court in the old playground container. Document Review Ben noted he met with residents in that neighborhood and the new plan was very well received. Ben added the residents expressed an interest in having a paved trail along the road that would connect the playground entrance and the volleyball court entrance. He stated he will check with the consultant to look at an option for that additional trail. Ben noted the budget does not include the playground replacement as it is part of the Equipment Replacement fund. Motion made by Board Member Mielke, seconded by Board Member Syhre to approve the master plan and final budget for the Donahue South Park Improvements Project, (amended) with the addition of a road-side connecting trail. Board Member Coss inquired how to include the additional trail into the final budget, as she feels it should be added. Ben noted that it would just be added to the construction documents and estimated. Ben added he would estimate the cost of the additional trail in the ballpark on the high end of $80,000- $90,000; as there could be soil/grading issues. Upon call for the question, the amended motion carried on a voice vote with seven ayes and no nays. Motion made by Vice Chair Ferm, seconded by Board Member Coss to approve the construction documents and authorize staff to proceed with quotes for the Donahue South Park Improvements Project. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. New Business New Business, Item A Chair Lewis asked Director Stifter to provide some background The Bridges at Arbor and history of the greenspace and playground at The Bridges of Arbor Lakes development. Lakes – HOA Petition Park Board Meeting September 16, 2021 Page 10 Director Stifter noted at the June 2021 Board meeting the Bridges at Arbor Lakes HOA had presented a petition to the Board with a request to relieve them of responsibility of maintenance on two public park parcels they are currently obligated to maintain. Staff was directed to estimate the costs associated with taking over the maintenance and research the legal implications. Director Stifter stated at the time of Opus’s final plat, the Board was not very interested in the park land, but did agree to acquire it, as long as the HOA would be responsible for the maintenance and replacement costs. He noted the exception is the playground equipment that the Park Board does inspect and has on our replacement list and is scheduled for replacement in 2027. Director Stifter noted the maintenance responsibilities for the two parcels have been in existence since 2003, an agreement created by Opus. He added the responsibilities on the HOA are significant; turf and landscape, irrigation, shelter, table, bench, pavement maintenance and replacement, trash removal and mowing and they have been doing those tasks for 15 years. The Director acknowledged that the usage of the park areas, no doubt increased with the development of Central Park. He stated that the Bridges at Arbor Lakes petition arguments consist of increased public use, they don’t have the financial resources to manage this facility, and that the agreement with Opus was unfair and not appropriate. The Director stated the City Attorney reviewed the existing agreement and found it to be valid, felt the current position the Board is in is appropriate, felt the HOA has been maintaining for 15 years and should be able to continue to do so, and the private arrangement between Opus and the HOA is not really a city matter. Staff assembled the anticipated costs that would incur should the Board take over the maintenance. Turf, landscape and irrigation maintenance and trash pickup amounts to approximately $4,500 annually; however the approximate 64 work force hours annually lost from other work is more impactful. Transitioning from private water and electric utilities could reach thousands of dollars. The added assets that are Park Board Meeting September 16, 2021 Page 11 already 18 years old will have to be added to our replacement schedule estimated at approximately $520,000. Chair Lewis inquired if the replacement cost includes the playground. The Director replied no, the playground is already on our replacement schedule. Chair Lewis asked for clarification regarding the role and decision rights of the Park Board and the City Council. The Director replied the Council approved the developer’s agreement for acquisition of public land and the transfer of responsibility from Opus to the HOA. So this does require the Board to go back to Council if we have interest in modifying the developer’s agreement with a recommendation regarding what the Board feels is appropriate. Chair Lewis noted his appreciation for the HOA’s position and for the research and materials provided, however he asked that the HOA representatives have some brevity in their presentation tonight. He offered the floor to Mr. Sperry and Mr. Fisher. Mr. Stephen Sperry noted that Director Stifter described the first petition quite well, so his intention is to talk about the supplement to the petition, which they handed out to Board Members and staff and is also part of the agenda packet. Mr. Sperry described the steps they took in searching the title for the assignment of outlots A and B from Opus to the Bridges at Arbor Lakes, but what they discovered is the transfer is not actually listed on the Certificate of Title and such, the assignment and transfer was never registered and formally never made. Mr. Sperry noted the supplement to the petition is an agreement transferring all park maintenance responsibilities from Opus the developer to the homeowners association. That agreement was signed by Thomas Lund, acting president of the Bridges at Arbor Lakes HOA, but Mr. Lund was an employee at that time of Opus and was not a resident in the building. Mr. Sperry emphasized that 193 units in The Bridges at Arbor Lakes are now paying for parks that is open for any and all people to use. Mr. Sperry noted that the Association’s Articles of Incorporation granted power to provide maintenance, operation and management for property and elements set forth in the Declaration Exhibits which did not include outlots A and Park Board Meeting September 16, 2021 Page 12 B. Mr. Sperry stated that the Association’s Articles of Incorporation thereby did not legally have the power to accept the transfer of the management responsibilities and the transfer is thus null and void. Mr. Tim Fisher, president of Bridges at Arbor Lakes stated the HOA just cannot do parks at the same high level as the Park Department does. What is happening now at Central Park is overwhelming the Bridges park spaces and the users are rarely residents of the Bridges at Arbor Lakes. Mr. Fisher stated that he has spoken to some of those users and they told him they presumed those park spaces were just an extension of Central Park. He stated the HOA’s biggest concern is liability – what happens if someone gets hurt over there. Mr. Fisher noted that the water service is on its own separate meter. He added that if there are costs involved in transferring the utilities over to the city, the HOA is willing to share in those costs. Board Member Helvey stated that we clearly cannot address the issues between Opus and the HOA, but he is generally in favor of bringing these two spaces into our system. We need to identify the costs, especially with the utilities, and possibly ask the HOA to pay those fees up to a certain amount and maybe even allow them to pay over a period of time. Board Member Helvey noted we should have a discussion with the HOA and see what costs they are willing to share. Board Member Cunningham agreed with Board Member Helvey and wondered if we took possession of those park spaces, would the picnic pavilion be something we could rent out. Board Member Coss stated she was in agreement also. She noted it is more than a trash issue and that replacement costs could be significant for a park that is used by the public and not exclusively by the homeowners. She added when replacement of the playground comes about, we might elect to do something different there. Board Member Syhre stated she does have concerns about the Park Board taking on more replacement costs in a funding program that is already overburdened and will be even more so when we look at making significant changes at Weaver Lake Park. She noted the Board strives to be fiscally responsible; Park Board Meeting September 16, 2021 Page 13 noting we have a second phase at Central Park that hasn’t been achieved yet, and we have the project at Gleason with a tight budget and struggling with how to make that happen. Board Member Syhre noted the Bridges at Arbor Lakes park spaces are part of our system, but the replacement costs are considerable and we have not been saving for those costs since inception 18 years ago. Board Member Syhre did acknowledge that the Bridges parks are getting a lot of use by the public and most consider them to be part of the city system. She stated when weighing the decision between being responsible to the budget, or being responsible to the citizens; ultimately she would agree with taking over the maintenance and replacement responsibilities to keep these areas at a first-class level as expected by our citizens for our other parks. Board Member Syhre stated she feels the HOA should be responsible for any costs involved in having this change take place. Vice Chair Ferm noted he remembers the history of Opus’s final platting of this development in 2003, and it was a pretty wide open area at that point. The developer wanted a playground and parks for this development but the Board had already envisioned building a significant park in that area and didn’t want a tot lot. Vice Chair Ferm stated that after seeing the park, it really does appear like an extension of Central Park. He noted he does feel the cost of transfer should not fall on the Board. Vice Chair Ferm added he would like to see an in-depth evaluation of the replacement costs that includes the expected life-span of the picnic pavilion. He also expressed concern for the addition of manhours when we’re already stretched to the limit. Board Member Mielke stated he is supportive of the transfer and thinks that cost sharing to make it happen just makes sense. Chair Lewis referred to a couple points of focus. Board Members are in agreement at this point to proceed with the transfer. This means the City Attorney will have to assess the title and create new agreement documents. In addition staff will research and determine the cost impact to the Parks and Recreation organization. Chair Lewis reiterated the final decision will be made by Council, after hearing the Board’s recommendation and total cost implication. Park Board Meeting September 16, 2021 Page 14 New Business, Item B Ben Jaszewski, Parks and Planning Superintendent noted this Subdivision – subdivision is a 45,000 square foot multi-tenant industrial building located off of 73rd Avenue and I-94. Mechatronic Solutions Motion by Vice Chair Ferm, seconded by Board Member Cunningham to approve the preliminary and final park dedication requirements on the Mechatronic Solutions 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 acreage multiplied by the industrial 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 Helvey, seconded by Board Member Coss to adjourn. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. The meeting adjourned at 8:53 p.m. Respectfully submitted, Jan Clark, Recording Secretary and Chuck Stifter, Director Parks and Recreation Board City of Maple Grove