Parks and Recreation Board

Maple Grove Parks and Recreation Board Regular Meeting March 16, 2023 Regular Meeting The Regular Meeting was called to order by Chair, Bill Lewis at 7:02 p.m. Board Members Present Present in the Chambers were Chair Bill Lewis, Vice Chair John Ferm, Board Members Ken Helvey, Deb Syhre, Andy Mielke, and Krista Kuhnly. Board Members Board Members absent were: Kelly Cunningham. Absent Also Present Also present in the Chambers were: Council Representative Hanson, Chuck Stifter, Director; Ben Jaszewski, Parks and Planning 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 Mielke to approve the agenda for the March 16, 2023 meeting as presented. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. Public Comments No requests were received. SPECIAL BUSINESS Special Business, Item A Councilmember Hanson administered the Oath of Office to Park Board Member Oath Krista Kuhnly and welcomed her to the Park Board. of Office Board Member Reports Chair Lewis encouraged the public to review the recent edition of the Maple Grove programming brochure. He commended staff on their outstanding work on this brochure. Park Board Meeting March 16, 2023 Page 2 Board Member Syhre thanked staff for their tremendous efforts on the recent parks and recreation programming brochure. Staff Reports Director’s Report: Director Stifter thanked his staff for all of their efforts on the recent parks and recreation programming brochure. Director Stifter discussed the annual report presentation that would be made at the annual meeting on Wednesday, April 19 and invited the Park Board Members to attend this meeting. Parks and Planning Superintendent’s Report: Ben Jaszewski provided the Board with an update on the progress that has been made at Gleason Fields. He reported interior work continues on the buildings. He explained this project has come in on budget and there were contingency dollars remaining. He questioned if the Board wanted to consider a parking lot overlay ($80,000), dugout seating upgrade ($60,000), playground surfacing expansion ($56,000), irrigation modifications ($25,000) or vestibule lintel in the existing park building ($16,000). He noted the contingency fund has a balance of $293,000 and the total proposed work would cost $237,000. Chair Lewis asked if staff was looking for a decision or feedback. Mr. Jaszewski explained he was looking for feedback from the Board at this time. Board Member Helvey indicated he supported the parking lot overlay and the playground surfacing. He did not support the city spending the entire contingency. Board Member Syhre asked what the plan was for the current dugout seating. Mr. Jaszewski explained the current dugout seating would consist of a wood frame with a painted composite decking. He noted staff has some concerns with the maintenance that would be required for this dugout seating. He reported staff was proposing to change the dugout seating to an aluminum material that would be maintenance free. Park Board Meeting March 16, 2023 Page 3 Board Member Syhre supported the contingency dollars being used for the parking lot overlay and playground resurfacing, along with the vestibule lintel. Board Member Mielke agreed the parking lot should be overlayed and the playground should be resurfaced. He indicated he could support the dugout seating and vestibule lintel as well. He recommended the irrigation modifications be postponed to a later date. Chair Lewis asked if there was a maintenance benefit to completing the parking lot overlay at this time. Mr. Jaszewski anticipated if this work was not completed, the city would see increased costs to repair the parking lot in five to eight years. Chair Lewis questioned what benefit modifications to the irrigation system would bring. Mr. Jaszewski stated the proposed modifications would allow for a hose connection so the dugouts could be washed down. He noted irrigation would also be added towards the sledding hill. Chair Lewis requested staff speak to the order of importance for the contingency items. Mr. Jaszewski stated a decision could be made on the irrigation modifications and vestibule lintel at a later date. However, he believed the dugout seating, parking lot overlay, and playground surfacing would have to be done soon. Board Member Mielke questioned if the Board would be making a recommendation regarding the use of the contingency funds at this meeting. Chair Lewis suggested the Board make a motion on how to proceed with the contingency funds. Director Stifter reported these funds were approved as part of the project budget for unexpected scope that come up or completing some add alternates that were removed from the scope at bid time. He explained staff is seeking direction from the Board. Board Member Helvey indicated he supported staff completing all of the recommendations with the contingency funds. He Park Board Meeting March 16, 2023 Page 4 understood the price for these items would only continue to rise over time. The Board supported this recommendation. Mr. Jaszewski reported the ice-skating loop would be closing after Sunday, March 19. Community Center Manager’s Report: Angie Dehn reported new eight foot glass was installed on the TCO rink. Ms. Dehn reviewed a list of upcoming events that would be hosted by Parks and Recreation Department. She stated on March 18 there would be a home show and on March 25 the Lions would be hosting a beer and wine tasting. She noted the USA Hockey 2023 National Tournament would be held March 30 through April 3. The indoor farmers market would be held on March 30 and April 13. She commented on April 7 and April 9 the Northwood Church Good Friday and Easter Sunday services would be held. She indicated the Certified Playground Safety Inspector Classes would be held April 12 through April 14 and the Minnesota Slice Rubik’s Cube Competition would be held on April 15. Council Liaison’s Report: Councilmember Hanson stated the Council held a closed session to discuss the future of Life Time Fitness. She noted the Council recommended moving forward with seeking proposals for the restitution of the Old Village Hall. CONSENT BUSINESS Consent Business Ben Jaszewski, Park and Planning Superintendent, introduced Michael Weber, the newest Parkkeeper for the Maple Grove Parks Department. Michael Weber thanked the Park Board for the opportunity to work for the city. Motion made by Board Member Mielke, seconded by Vice Chair Ferm to approve the Consent Items as presented. A. Minutes – February 16, 2023 Regular Meeting B. Approve Claims Park Board Meeting March 16, 2023 Page 5 C. Appointment – Parkkeeper D. Hennepin County Library – Landscape Services Agreement E. Special Use Permit – Best Buddies Minnesota F. Special Use Permit – Bunce Performing Arts Annual Fundraiser G. Special Use Permit – Mick Sterling, Grooves and Foods H. Special Use Permit – Now I Lay Me Down to Sleep (NILMDTS) I. Special Use Permit – Across All Lines Fundraiser J. Fee Waiver Request – Maria’s Voice K. Special Use Permit and Fee Waiver Request – Maple Grove Community Organization L. Dome Fabric Replacement M. Subdivision – Maple Grove Senior Living Community Third Addition Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. OLD BUSINESS Old Business, Item A Ben Jaszewski, Parks and Planning Superintendent stated staff Lakeview Knolls Park is seeking authorization from the Board to amend the concept Improvements – Authorize plan and authorize construction documents for the amended Construction Documents plan. After the concept was approved in June 2022 staff moved forward with phase one of the project relocating the ball fields to ensure that construction of phase two (pickleball courts) would begin in spring of 2023. During that construction effort geotechnical analysis was complete as well as a more thorough review of site conditions. As a result, the design team is recommending a full reconstruction of the existing courts due to drainage issues and subgrade failure. In June 2022 the Board approved Concept 2 which included ballfield improvements, parking lot, twelve pickleball courts, a picnic shelter, restrooms, and shade. Concept 2 was estimated at roughly $1.81 million. A detailed budget estimate was reviewed with the Board along with the approved concept design. Mr. Jaszewski explained after reviewing new geotechnical data and a deeper analysis of the conditions of the existing six courts, staff pursued a modified concept and pricing to include Park Board Meeting March 16, 2023 Page 6 the six courts in the project scope. As a result, the project cost increased between $600-800K. After reviewing project costs that included reconstruction of the six existing pickleball courts staff and consultant determined there would be benefits in consolidating the courts into one complex of eighteen courts versus having twelve courts separated from the existing six courts. The consolidated courts in Option B is the preferred option from staff and stakeholders who actively use the Lakeview Knolls courts during the summer months. Mr. Jaszewski reported the recommended Option B provides a better synergy with the whole park and church parking, as well as a better all-around court complex and player experience. Funding for this project comes from the Park Development Fund. Resources in the fund are available to cover the cost increases. Additionally, on Tuesday March 7th, 2023 staff was informed that the $300,000 grant through the Hennepin Youth Sports Program was awarded for the Lakeview Knolls Park Improvement Project which will assist in offsetting the increase in construction costs and scope changes. Staff is recommending the Board approve the amended concept and authorize construction documents. Paul Page, HGKi, commented further on the benefits of consolidating the pickleball courts. He believed the location of the parking was more useful. He discussed the efficiencies of redoing the entire park at once for future maintenance purposes. Vice Chair Ferm questioned if the city had held discussions with the church and asked if there were any concerns with accessing the parking lot with the proposed stormwater located between them. Mr. Page reported the stormwater obstacle could be further considered to ensure proper access was planned. In reference to the accessibility of additional parking to the facility, Chair Lewis asked if the parking to the west would be street parking. Mr. Page reported this was the case, noting the on-street parking would be on Juneau Lane. Park Board Meeting March 16, 2023 Page 7 Board Member Helvey suggested the parking lot have one way traffic for safety purposes. Mr. Page indicated this was a good point and could be further considered. Board Member Mielke stated he appreciated the berm that was added to the park between the courts and residential property noting this would assist with managing noise. He supported staff looking further into how to manage the flow of traffic in the parking lot for safety purposes. Board Member Syhre asked if the asphalt trail would be impacted by the stormwater. Mr. Page reviewed the location of the trail noting it would remain in its current alignment and would only be disturbed when services were brought to the restroom building. Board Member Syhre questioned what would happen to the basketball court at this park. Mr. Page stated the basketball court would remain in its current location. Jim Klande, Maple Grove resident and pickleball player, reported he had reviewed the plans with staff and was very happy with how it had come together. Motion made by Board Member Mielke, seconded by Board Member Syhre to amend the concept plan and authorize construction documents. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. NEW BUSINESS New Business, Item A Ben Jaszewski, Parks and Planning Superintendent stated for 2023 Play Equipment the 2023 play equipment replacement program staff has Replacement Program continued to utilize a collaborative design process that included the Board, vendor, staff and residents from each neighborhood. This approach has been very popular with our residents and has produced creative solutions for the replacement program. The Park Board utilizes cooperative purchasing through the state contract to procure play equipment and installation. This process allows the Board to Park Board Meeting March 16, 2023 Page 8 select the vendor of their choice (Landscape Structures) to ensure excellent quality and service. Mr. Jaszewski reported the State of Minnesota allows cooperative purchasing for materials and services as long as the vendor is a member and holds a current contract. Landscape Structures holds a state contract for play equipment so the Park Board can procure this purchase quicker to ensure delivery in 2023. Staff shared the community engagement process that was followed by the city. The costs and features for Lakeview Knolls, Goldenrod Marsh, Fish Lake Woods and Forestview Ponds were reviewed in further detail. Staff recommends the Board approve the play area designs for Lakeview Knolls, Goldenrod Marsh, Fish Lake Woods, and Forestview Ponds and award the contract to Landscape Structures for the purchase and Flagship Recreation for installation of play equipment. It was noted funding comes from the Recreation Equipment Replacement Fund which is part of the 2023 General Fund Budget. Board Member Syhre stated she appreciated how Flagship was able to provide the city with a great deal of options for the playground configurations. In addition, she appreciated the fact that new pieces of equipment were being brought in to make each park unique. She thanked Mr. Jaszewski for his efforts on the playground replacement projects. Vice Chair Ferm reported he liked each of the playground replacements. He believed each structure was fitting to the park and he appreciated how staff took the neighbors comments into consideration. He asked if the city had dollars set aside for shade structures for both children and adults. Mr. Jaszewski reported the city did have dollars available to add shade structures if they were necessary for these parks. Vice Chair Ferm questioned if the city had a zip line at Fish Lake Woods Park. Mr. Jaszewski explained the proposed zip line was about 15 feet long at Fish Lake Woods Park. Chair Lewis commented on the numbers for the playground park replacements. He noted costs came in $15,000 over what was budgeted for these parks, which he could support. Park Board Meeting March 16, 2023 Page 9 Board Member Mielke thanked staff and Board Member Syhre for their efforts on the proposed playground replacements. He understood residents were interested in having poured in place surfacing surrounding the structures, but noted this would greatly increase the cost for these projects. Mr. Jaszewski reviewed the areas with poured in place surfacing within each playground. Chair Lewis questioned if the shape of Goldenrod Marsh should be reconfigured from a circle to a square or rectangle. Mr. Jaszewski commented this playground structure was on a round peninsula within the park and stated changing the shape may not work within this park. Board Member Kuhnly asked if shade was being considered for Goldenrod Marsh Park. Mr. Jaszewski indicated this park was naturally well shaded but noted an adult shaded area could be considered. Motion by Board Member Mielke, seconded by Board Member Helvey to approve the play equipment and area design for Lakeview Knolls, Goldenrod Marsh, Fish Lake Woods, and Forestview Ponds. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. Motion by Board Member Syhre, seconded by Board Member Kuhnly to approve the proposal from Landscape Structures and Flagship Recreation for the purchase and installation of play equipment at Lakeview Knolls, Goldenrod Marsh, Fish Lake Woods, and Forestview Ponds. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. New Business, Item B Director Stifter stated at the March 6, 2023 Council Work Land Acquisition – Session, the Director of Public Works/City Engineer presented Conservancy Park for discussion and direction the potential land acquisition of a parcel located directly north of Menards near the intersection of County Road 30 and Maple Grove Parkway. The 2018 Park Park Board Meeting March 16, 2023 Page 10 System Plan comprehends a park conservancy at three locations along the Interstate 94 corridor. These lands were first identified in the 1994 Park System Plan and have been included as such with each subsequent update. The memo outlines a strategy for the acquisition of a portion of the most southerly conservancy in association with the TriCare development proposal. It was noted this particular parcel is a wooded lot with some wetland and high ground. Director Stifter explained the city proposes to capture some portion of the parcel for potential development and the remaining preserved as conservancy. The final configuration remains to be determined upon further study of the property. Funding options are outlined in the memo and will consider park dedication funds for that portion designated as conservancy. Land designated as conservancy could allow passive recreation such as walking, and bird and animal watching per the definition in the Park System Plan. As a matter of park land acquisition procedures, staff is recommending the Park Board formalize a recommendation to Council to pursue acquisition of available lands for conservancy park purposes pursuant to the Park System Plan. Chair Lewis reported this land was just north of Menards by Culvers. Board Member Syhre asked if the black line through the property was a trail. Director Stifter explained the map was created by engineering department and the black line loosely indicates a division of the parcel with some for conservancy and some for potential development. Vice Chair Ferm questioned if the property would be accessed from the south. Director Stifter reported the property would be accessed from the Edison Apartment development. Vice Chair Ferm inquired how much this property would cost. Director Stifter estimated the property would cost $300,000. Motion by Vice Chair Ferm, seconded by Board Member Syhre to approve a recommendation to Council to pursue the acquisition of land designated Conservancy Park in the 2018 Parks and Recreation System Plan. Park Board Meeting March 16, 2023 Page 11 Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. Adjournment Motion made by Board Member Mielke, seconded by Board Member Kuhnly to adjourn. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. The meeting adjourned at 8:29 p.m. Respectfully submitted, Chuck Stifter, Director Parks and Recreation Board City of Maple Grove