Parks and Recreation Board

Maple Grove Parks and Recreation Board Regular Meeting November 17, 2022 Regular Meeting The Regular Meeting was called to order by Chair, Bill Lewis at 7:05 p.m. Board Members Present Present in the Chambers were: Chair Bill Lewis, Vice Chair 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, Recreation Superintendent; and Angie Dehn, Community Center Manager. Approval of Agenda Chair Lewis called for any changes to the agenda. Director Stifter replied there are none. Motion made by Vice Chair Ferm, seconded by Board Member Syhre to approve the agenda for the November 17, 2022 meeting as presented. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. Public Comment Chair Lewis read a comment from Dave Haas at 7487 Fernbrook Lane North regarding lakeshore erosion along Fish Lake. He explained Mr. Haas was concerned about erosion at Worden Park. He requested staff speak with Mr. Haas and bring this item back to the Park Board at a future meeting. Special Business No items to present. Board Member Reports None. Park Board Meeting November 17, 2022 Page 2 Staff Reports Director’s Report: Director Stifter stated the city website was down at this time. He explained staff would do their best to provide materials during this meeting via the video screen. Director Stifter reported Maple Grove residents approved a one-half cent sales tax on November 8 which would assist with the expansion and renovation of the Community Center. He stated over 55% of residents supported this project and noted voter turnout was very high. The next steps for this project were reviewed and it was noted the sales tax would be imposed by Council at a future meeting. Staff anticipated the sales tax would be in place by April or May of 2023. Director Stifter updated the Board on the State bonding request. Director Stifter discussed staff efforts with the League of Minnesota Cities insurance adjuster for the Old Village Hall fire damage claim. Once the insurance report is completed, the Park Board would assemble to discuss the next steps for the structure. Parks and Planning Superintendent’s Report: Ben Jaszewski provided the Board with an update on the Gleason Fields project. He shared the city received a $50,000 grant for the playground at Gleason Fields from the Hennepin Youth Sports Program. Mr. Jaszewski commented on the Bella Woods addition, located in the northwest portion of the city in park service area 6. The subdivision includes anticipated trail connections to the future park located just south and east on the land owned by the school district. Board Member Mielke asked if the Gleason ballfields would be useable in 2023. Mr. Jaszewski reported the fields are expected to be ready by May 1 and the remainder of the park by mid-summer. Mr. Jaszewski reported staff are preparing the ice loop for a public opening on Friday, November 25. Park Board Meeting November 17, 2022 Page 3 Recreation Superintendent’s Report: Aimee Peterson explained the sports dome was up and was being utilized by OMGAA, MapleBrook Soccer, and some outside rentals. Ms. Peterson discussed the Pop Up Rec Fest/Toys for Tots Nerf Battle that would be held at the sports dome on Wednesday, November 30 from 5:00 p.m. to 7:00 p.m. The event is a collaborative with the Parks and Recreation Department and Project My Neighborhood. It is a free event that requests pre- registration and provides opportunity to donate to Toys for Tots. Ms. Peterson explained open dome time would be available on Wednesdays in December from 5:30 p.m. to 9:00 p.m. There would also be a tot time open dome during winter break on December 26, 27, 28 and 29 from 8:30 a.m. to 9:30 a.m. She noted the walking track at the sports dome is now open and free for the community to use. Ms. Peterson provided regular and holiday hours for the skate loop, Phenow Pavilion warming house, skate rentals, and concession stand. Ms. Peterson highlighted the Candlelight Memorial at the Maple Grove Arboretum on Tuesday, December 6 and Skate with Santa held at Central Park on Saturday, December 10. Ms. Peterson noted the winter/spring activity guides would be delivered and made available online the week after Thanksgiving. Registration for the programs will begin December 6, 7, and 8. Ms. Peterson reported the indoor farmers market would be held on Tuesday, November 22. Community Center Manager’s Report: Angie Dehn provided the Board with an update on the recent renovations that have occurred at the ice arena and shared photos of the Division One Wall, Falcon Nest, and Lookout Loft. Park Board Meeting November 17, 2022 Page 4 Board Member Mielke congratulated staff on their great work at the ice arena. He stated he has heard a lot of positive feedback from the public. Board Member Cunningham concurred. Council Liaison’s Report: Council Member Jaeger had nothing to report. CONSENT BUSINESS Consent Business Chair Lewis requested further comment from staff for Item C. Recreation Superintendent Aimee Peterson explained Friends of the Angel have made significant contributions to the City of Maple Grove. She discussed how the Angel of Hope was a unique feature within the park system offering a place of remembrance and healing for those who have lost a loved one. She commented on the expansion project that had been completed in cooperation with Friends of the Angel. Staff thanked the organization for their generous donation to the project. Sue Drag, Friends of the Angel representative, stated in 2006 she spoke with Patty Anderson about forming the Friends of the Angel in order to bring special events to grieving families. She explained she was proud of how the City of Maple Grove has embraced the Angel of Hope. She then presented the Board with the final check for the Angel of Hope memorial garden renovations. A round of applause was offered by all in attendance. Chair Lewis thanked the Friends of the Angel organization for their tremendous partnership with the city on this special park amenity. Board Member Cunningham stated she was looking forward to joining this organization at their event on Tuesday, December 6 at the Angel of Hope for the Candlelight Memorial. Council Member Jaeger thanked the Friends of the Angel for all of their efforts on behalf of the community. Park Board Meeting November 17, 2022 Page 5 Chair Lewis welcomed Steve Eckes, Cross Community Players Board Vice President, to say a few words regarding item G. Mr. Eckes thanked the Park Board for considering his fee waiver request. Motion made by Board Member Helvey, seconded by Board Member Coss to approve the Consent Items as presented. A. Minutes – October 20, 2022 Regular Meeting B. Approve Claims C. Accept Donation – Friends of the Angel – Resolution 22-171PB D. Special Use Permit and Fee Waiver Request – Maple Grove Lions E. Authorize Recruitment for Youth Outreach Assistant F. Fee Waiver Request – American Red Cross Blood Drive 2023 G. Fee Waiver Request – Cross Community Players H. Fee Waiver Request – Maple Grove Lions Chair Lewis expressed disappointment with the fact the city did not receive a grant for the Youth Outreach Assistant position. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. OLD BUSINESS Old Business, Item A Aimee Peterson, Recreation Superintendent, stated the Parks Outdoor Rink Program and Recreation Department floods, maintains and operates a Review total of 21 rinks - 9 pleasure rinks, and 12 hockey rinks throughout the park system. For the winter 2022-2023 season, Gleason Park ice rinks will not be in operation due to construction. Ms. Peterson noted a comparison had been done with cities of like size and population. She explained Maple Grove has 12 hockey rinks compared to the average of 6.5, and 9 pleasure rinks compared to the average of 7. It was also found that some did have a limited number of concrete and asphalt rinks Park Board Meeting November 17, 2022 Page 6 in their systems. Most of the cities in this comparison, including Maple Grove, have one larger specialty pleasure rink at a community park. Ms. Peterson reported operation expenses based on the 2019/2020 season are estimated at a total cost of approximately $100,000 to operate and service the 21 rinks. These expenses include rink attendant staff time, park keepers staff time, and equipment depreciation. Operating expenses for the 2021/2022 season were approximately $80,000. Expenses were lower than budgeted due to a shorter season as well as rink attendants moving to a rotation system. It was noted Mandy Pirich, the Maple Grove Skating School Director, shared with our team that the skating school program has over 600 participants of which around 400 are recreational skaters in the Learn To Skate program. Outdoor rinks provide a great opportunity for these new skaters to practice and use the skills they are learning in the program at their local outdoor rink. She did indicate outdoor rink ice is not appropriate for competitive figure skating. Ms. Peterson stated Osseo Maple Grove Hockey Association (OMGHA) continues to utilize outdoor rinks for its programs. They use Kerber, Cedar Island, Maple Grove Middle School, and Gleason annually on Mondays through Fridays from 5:30 p.m. to 8:00 p.m. and Weaver Lake on Mondays, Tuesdays, and Thursdays. The association representative shared that OMGHA continues to value outdoor ice rinks. Due to the trending shorter winter season, they only have been successful in running about 50% of these practices outdoors throughout the season. This may be due to late frost and the ability to develop early ice, or to some degree related to maintenance issues including clearing snow off the rinks. The association has expressed interest in working together to help clear the rinks more efficiently. We will be meeting with them prior to this skating season to explore opportunities. Staff commented further on outdoor rink participation by site and year. Because of the low participation numbers at Boundary Creek, Elm Creek, Donahue North, and Thoresen as well as the rink locations that show all four rinks are in close proximity to other more popular rinks, it is the staff’s recommendation that steps Park Board Meeting November 17, 2022 Page 7 should be taken to consider a reduction in the number of outdoor ice sites. Ms. Peterson explained staff’s next steps would be to notify select neighborhoods showing low ice rink use that we will be observing outdoor rinks use in their neighborhood over the next season and will consider eliminating the outdoor rink program at these locations. This recommendation allows time for proper communication to residents, allows for input from the community and additional time to observe use. After the skating season, staff will share what has been observed as well as any feedback from the community. At that time staff will develop a recommendation to either reduce rinks or continue offering service at established sites. Staff will continue to consider best cost-effective service to the full community. Like many services and facilities in the park system there are only resources for regional locations. Outdoor ice has been and will likely continue with a more regional service delivery level. As northwest quadrant of the city develops it would be appropriate to consider an outdoor rink to serve this region of the community. With the anticipation of this addition, it would make sense to consider the elimination of a rink in the southeast quadrant. Staff is seeking Board feedback on the recommended approach to the outdoor ice program and services. Vice Chair Ferm stated he appreciated the recommendation from staff. He explained he also wanted to revisit this matter in March or April. Board Member Mielke thanked staff for the detailed report. He asked if staff had looked at the condition of the boards and other equipment at each rink. Ms. Peterson commented on the condition of the boards for the outdoor rinks, noting there is a replacement schedule for them Board Member Mielke questioned what the cost savings would be going from 12 rinks to a lower number. Ms. Peterson estimated there would be slight costs savings, but noted staff’s hope would be to improve the ice conditions at the remaining rinks. Park Board Meeting November 17, 2022 Page 8 Board Member Mielke stated he could support a reduction in the number of rinks if this meant boards and ice conditions were improved for the remaining rinks. Board Member Syhre thanked staff for the detailed information and for providing a responsible plan going forward. Board Member Coss stated she liked the plan as well. She suggested the recreational skaters be interviewed to see which rinks they were using in the community. She suggested more detailed attendance also be taken at the rinks in order to provide the Park Board with more information on actual user- ship. Board Member Cunningham thanked staff for all of the information. She reported she could stand behind staff’s recommendation and appreciated the fact the city would be speaking with the neighbors after the season. She stated she looked forward to seeing the results next spring. Chair Lewis explained he supported the proposed recommendations from staff. He noted the city would be down two rinks this winter at Gleason Fields. He supported the city gathering more attendance data, in addition to notifying citizens about potential changes after this season. He stated he looked forward to reviewing this information next spring. NEW BUSINESS New Business, Item A Aimee Peterson, Recreation Superintendent, stated as part of Aquatic Program Review the September 15, 2022 Park Board agenda, staff prepared the Summer Recreation Participation Report which included details on summer swim lesson participation. The Board and staff had a brief discussion on the decline of swim lesson participation and the challenges of hiring and training instructors which concluded with a request to provide the Board additional information on how other comparable aquatic facilities are managing the decline. Staff presented a summary with recommendations to advance opportunities and bolster the aquatic program. Park Board Meeting November 17, 2022 Page 9 Board Member Coss asked how busy staff was teaching swim lessons to the public. Adrienne Vassar commented on her schedule noting she was in the pool four days a week teaching lessons. She reported she was continually working to add to her staff, but noted there was a national shortage of swim instructors at this time. She discussed how she was working to complete the required classes so she could train both instructors and lifeguards. Board Member Coss questioned if it would be better to hire swim instructors full time versus having them being part time employees. Vice Chair Ferm asked if there were 600 people on a wait list to take swim lessons. Ms. Peterson reported this was the case and noted classes fill up quickly. Board Member Cunningham explained it was difficult to get children in to swim classes anywhere at this time. Board Member Helvey supported the city finding a way to accommodate all of the people on the wait list because learning to swim was important in Minnesota. He asked if the city needed to pay the swim instructors more. Ms. Peterson stated this may be the case. She commented further on ways in which staff are pursuing swim instructors. Board Member Coss asked if the swim schools were having a hard time finding instructors. Ms. Vassar explained they were having a hard time finding instructors but noted they do offer signing bonuses. Chair Lewis summarized that the Board was supportive of the swim program and was open to recommendations from staff on creative or more efficient ways to hire more swim instructors. (Board Member Cunningham exited the meeting at 8:20pm) New Business, Item B Director Stifter stated annually the Park Board reviews a list of 2023 Park Development potential Park Development Program projects prepared by Program staff for funding consideration. This discussion provides an Park Board Meeting November 17, 2022 Page 10 opportunity for Board members to offer other suggestions for Board consideration. Park Development Program funds are generated from park dedication fees collected with each platted subdivision in Maple Grove. These funds are generally restricted to land acquisition, new park construction, and new park features. Historically the Park Development Program would allocate dollars for future land acquisition and park development of the undeveloped neighborhood parks and trails in the Comprehensive Plan and any additional dollars would be available for consideration by the Board. Staff recommends the Board continue with this practice again this year. Mr. Stifter reported staff would remind the Board that as part of the 2018 Park System Plan the Board did identify and prioritize capital projects as Focus and Edge in the system plan. Staff suggests any proposed additions to the Park Development Program budget be considered with that list in mind. Attachment A is the 2023 Proposed Budget. Included in the spreadsheet are: New Projects proposed for this year, Budgeted Projects remaining from previous years, and Future Projects that assign dollars to complete the base park system. Worth noting in the proposed budget is a mid-year Board approved increase in funding for the Gleason Fields. The remaining allocations are carried over from the previous years with some adjustments for partial spending in 2022. New to the budget proposal are allocations for trial projects like a community garden and a paved hockey rink. Also, worth noting is the fund balance increased to $19,463,634 in 2022. The Gleason Fields project will have a $9.6M impact on the fund. Board Member Coss asked if the hockey rink of concrete could also have a pleasure skating area. Mr. Stifter commented staff could accommodate this, but noted the $150,000 was set aside for a hockey rink alone. He indicated additional funding would be required if a pleasure skating area were added. Board Member Coss supported the city adding a pleasure rink at the same time as the hockey rink. Park Board Meeting November 17, 2022 Page 11 Board Member Mielke discussed how the hockey rink space could be utilized in the summer for roller blading or street hockey. Board Member Helvey questioned if the restroom buildings were worth the money. Mr. Stifter commented the proposed restroom buildings were a directive from the Board. He commented on the locations that restrooms have been added, which included the Weaver Lake Upper and Fernbrook School. He noted bringing in sewer and water was 30% of the cost. He reported the city was proposing to add restrooms at the pickleball facility which would be a model to what could be done at the Arboretum. Board Member Helvey supported the city accelerating the restroom facilities at high use facilities. Chair Lewis indicated he was supportive of these facilities as well. He recommended the city do one a year for the next three years with staff providing recommendations for the best locations for these facilities. The Board supported this recommendation. Chair Lewis proposed staff also provide the Board with recommendations for shade structure locations. He noted he supported the space and funding for the community garden. Vice Chair Ferm supported the pickleball facility having restroom facilities. He asked if the school had a plan for the PSA 6N site. Mr. Stifter explained it was his understanding the school intends to go for a referendum in 2023 for capital projects which may include the PSA 6N site. Board Member Mielke thanked staff for the comprehensive list of projects proposed for 2023. Adjournment Motion made by Board Member Mielke, seconded by Board Member Syhre to adjourn. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. (Cunningham absent) Park Board Meeting November 17, 2022 Page 12 The meeting adjourned at 8:43 p.m. Respectfully submitted, Chuck Stifter, Director Parks and Recreation Board City of Maple Grove