Parks and Recreation Board

Maple Grove Parks and Recreation Board Regular Meeting December 21, 2023 Regular meeting The regular meeting was called to order by Chair, Bill Lewis at 7:01 p.m. Board members present Present in the chambers were Chair Bill Lewis, Vice Chair John Ferm, Board Members Ken Helvey, Kelly Cunningham, Andy Mielke, Krista Kuhnly. Board members Board Members absent were: Deb Syhre absent Also present Also present in the chambers were: Council Representative Hanson, Chuck Stifter, Director; Ben Jaszewski, Parks and Planning Superintendent; Aimee Peterson, Assistant Parks and Recreation Director; and Angie Dehn, Community Center Manager. Approval of agenda Chair Lewis called for any changes to the agenda. Director Stifter replied Item 5C was being pulled from the Consent Agenda for discussion as Item 6C under Old Business. Motion made by Vice Chair Ferm, seconded by Board Member Cunningham to approve the agenda for the December 21, 2023 meeting as amended. 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 No items present. Board member reports Board Member Kuhnly reported she drove by the skate loop this evening and stated it was very busy. Chair Lewis explained he was at the skate loop for the tree lighting ceremony and he agreed the skate loop has been very busy this month. He thanked staff for all of their efforts on the ceremony and the skate loop in general. Park Board Meeting December 21, 2023 Page 2 Staff reports Director’s report: Director Stifter stated on December 14 all city employees gathered for the annual employee recognition breakfast with the Mayor and City Council. He explained staff members that had milestone anniversaries were recognized at this event. The parks and recreation staff recognized were: Scott Heise – Arena Maintenance Coordinator - 5 years Scott Janneke – Parkkeeper - 5 years Ben Jaszewski – Parks and Planning Superintendent – 5 years Arron Weeks – Parkkeeper – 5 years DJ Elwood – Parkkeeper – 20 years Dave Rathje – Parkkeeper – 25 years Director Stifter reported the Minnesota Recreation Park Association (MRPA) honors a number of people who have had a significant impact on the parks and recreation industry and state association and noted this year Aimee Peterson was being recognized with the MRPA leadership award. He stated this was a great recognition of Ms. Peterson for her long-time commitment to the industry and the state association. Assistant Parks and Recreation Director’s report: Aimee Peterson provided highlights on past events. She noted a pop- up rec fest was held at the Sports Dome. Ms. Peterson noted the Angel of Hope Candlelight Memorial was held on Wednesday, December 6. She explained this was a very well attended event and the weather was very nice. She thanked Board Member Cunningham for reading the poem this year. Ms. Peterson stated the tree lighting ceremony and Skate with Santa event was held on Saturday, December 9 at Central Park. She reviewed the stats for the Skate Loop noting over 6,393 skates have been rented this season. Ms. Peterson explained the Sensory Santa event was held at Town Green on Sunday, December 10. Ms. Peterson reported Wonders of Winter would be held on Saturday, February 3 from 1:00 to 4:00 p.m. Park Board Meeting December 21, 2023 Page 3 Ms. Peterson provided the board with an update on ice castles, noting the weather has been mild this winter. She anticipated work would begin on the ice castles in mid-January. Ms. Peterson commented on how the new Maple Grove Crimson Cheer Program had a lot of interest in the community. Parks and Planning Superintendent’s report: Ben Jaszewski provided the board with an update on Lakeview Knolls. He anticipated all work would be completed on this park by March 2024. Mr. Jaszewski explained staff has been putting the finishing touches on the community garden at Donahue North in order to prepare the space for use in the spring of 2024. Community Center Manager’s report: Angie Dehn stated the Community Center hosted a breakfast and lunch with Santa on Saturday, December 2. Ms. Dehn reported the Crimson Boys Hockey team hosted a skating event on Wednesday, December 20. She estimated 250 kids attended this event. Ms. Dehn reviewed a list of upcoming events with the board, noting the Community Center would be closed on December 24, December 25 and December 31 after 6:00 p.m. She reported on December 27 through December 29 the Premier Hockey Classic Tournament would be hosted at the Community Center. She stated on January 12 the Minnesota Recreation and Parks Annual General Meeting would be hosted at the Community Center. Council Liaison’s report: Council Member Hanson provided the board with an update from the City Council. She explained the council recently approved the 2024 budget and tax levy. She commented further on how the proposed tax levy would impact the median value homeowner and thanked the finance department for all of their work on the 2024 budget. She indicated she has really enjoyed serving as the liaison to the Park Board in 2023. Park Board Meeting December 21, 2023 Page 4 CONSENT BUSINESS Consent business Motion made by Board Member Mielke, seconded by Board Member Kuhnly to approve the Consent Items as amended removing Item 5C. Chair Lewis requested a change to the minutes under the Director’s report noting a word needed to be added in order for the third paragraph to read properly. A. Minutes – November 16, 2023 Regular meeting (as amended) B. Approve claims C. Policies for usage of public parks, recreation facilities, and equipment D. Fee waiver request – American Red Cross Blood Drives 2024 Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. OLD BUSINESS Old Business, Item A Director Stifter stated the past two years and, in the future, 2024 Park Development budgeting of park dedication funds will be incorporated into Program the city capital improvement program (CIP). In October the council reviewed the proposed CIP during a work session that included projected revenues and expenditures for 2024-2027. This is a fluid program that will likely adjust annually as projects and needs advance in the coming years. In 2024 the park dedication fund expenditures are assigned to projects previously reviewed and approved by the board. Adjustments made during 2023 to increase funding for the community garden are represented in the 2024 program budget. Traditionally all park dedication funds within the program are assigned to a planned or future need not unlike the CIP program but for the full fund balance. The board will continue to review the park development program on an annual basis Park Board Meeting December 21, 2023 Page 5 Staff shared an updated park development program showing the current fund balance with anticipated expenditures for 2024 listed under new projects and funded projects. Worth noting is the PSA 6N neighborhood park planned at the future school site located at Arbor Ridge Parkway and Troy Lane. Staff will be meeting with the school district in the coming weeks to discuss school and city needs and their timeline. Following a positive board review this evening, the final Park Development Program budget will be confirmed for 2024. Chair Lewis stated he was pleased to see shade structures included in the budget. He asked how many shade structures were included in the budget. Director Stifter explained the budget included two shade structures. Chair Lewis commented on the PSA 6N which included a new park near Troy Lane. He discussed the amount of staff time that would be required to complete this park project. Motion made by Board Member Cunningham, seconded by Board Member Helvey to approve the 2024 Park Development Program. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. Old Business, Item B Director Stifter stated the City Council held a public hearing on 2024 Parks and Recreation the 2024 city general fund budget at their December 4, 2023 park fund budget and meeting. The proposed 2024 general fund budget totals enterprise budgets $48,576,400, a 6.43% increase over 2023, and provides funding for a growing suburban community. The current population is just over 0.5% higher than October of the previous year and 40% higher than the 2000 Census. It reflects the tremendous residential construction that has occurred in Maple Grove in the last twenty years. The Parks and Recreation budget summary includes the breakdown of each of the funds managed by the department – general fund, recreation participation fund, music consortium, farmers market and age friendly along with the Community Center and Sports Dome enterprise funds. Park Board Meeting December 21, 2023 Page 6 Director Stifter reported the Parks and Recreation park fund budget has a proposed increase of 3.09% for a total budget of $6,080,200 which includes targeted program and rental revenues of $1,445,621. The largest impact on operating costs are salaries and wages. The largest impact on revenues is the increase in facility and field rentals. Director Stifter shared the proposed Community Center budget which reflects an operating increase of 6.83% for a total budget of $3,952,900. The Community Center budget is partially supported by 2024 City General Fund Budget which includes a planned transfer of $977,800 to subsidize the operation. The transfer is 7.52% more than 2023. A targeted cost recovery of 75.26% is anticipated for the Community Center in 2024. The proposed Sports Dome budget reflects an operating increase of 8.97% for a total budget of $425,100. Significant operating cost increases in gas utilities is the bulk of the impact. Increases were also made to the equipment replacement transfer. Expenses to assemble and disassemble the dome continue to have a large impact on the budget. The proposed 2024 Parks and Recreation budgets reflect the continued growth and demand for services of the department. The city continues to strive each year to implement efficiencies and cost saving strategies. Following a positive review and approval by the board the 2024 general fund and enterprise budgets will be confirmed and implemented as proposed. Board Member Cunningham explained she supported the budget for the sports dome. She asked if there were any opportunities the board should consideration that would reduce expenses for the dome in the future. Director Stifter explained permanent dome options have been researched, but these were an expensive investment for the community. Parks and Planning Superintendent Jaszewski stated ICWC crews have been used in the past to assist with dome installation. However, since COVID these crews are not available. He reported booster clubs have been considered in the past, but aligning them often conflicts with internal work schedules and contractor timelines. He discussed how city staff has gained Park Board Meeting December 21, 2023 Page 7 some installation experience in over the years, but full installation still needs assistance from an outside contractor. Board Member Mielke thanked Director Stifter and the entire parks team for their efforts on the 2024 budget. He commented on how staffing was an issue and he appreciated how the city was working to take care of its employees. Motion made by Vice Chair Ferm, seconded by Board Member Mielke to approve the 2024 Parks and Recreation park fund budget. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. Motion made by Vice Chair Ferm, seconded by Board Member Kuhnly to approve 2024 Community Center enterprise budget. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. Motion made by Vice Chair Ferm, seconded by Board Member Helvey to approve the 2024 Sports Dome enterprise budget. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. Old Business, Item C Assistant Parks and Recreation Director Peterson stated staff Policies for usage of public reviewed current practices, guidelines, and policies. During this parks, recreation facilities, review, staff revised the policies to align with our current and equipment practices and rental requests. In addition to the revisions Gleason Athletic Fields and Community Garden sections were added and a section for Lakeview Knolls Pickleball complex will be reviewed at a later date. Staff discussed the notable revisions with the board and recommended approval of the updated policies. Board Member Helvey requested the “50%” Town Green user definition language be clarified. He asked that staff look at the section numbering for Town Green because the numbering Park Board Meeting December 21, 2023 Page 8 was off. Ms. Peterson thanked Board Member Helvey for the clarifications. Vice Chair Ferm questioned if the proposed Central Park daycare and school group rental area would have picnic tables. Ms. Peterson explained when the school groups come, they utilize the lawn area and only need one to two picnic tables as a central gathering space or to place their food. She reported the city would not be filling the lawn with picnic tables. Board Member Mielke inquired what the established fees were for field rentals. Ms. Peterson reviewed the field rental rates with the board in further detail. Motion made by Board Member Helvey, seconded by Board Member Cunningham to approve the updated policies for usage of public parks, recreation facilities, and equipment, as amended. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. NEW BUSINESS No items to present. Adjournment Motion made by Board Member Mielke, seconded by Board Member Helvey to adjourn. Upon call for the question, on a voice vote, there were six ayes and no nays. Motion carried. The meeting adjourned at 8:04 p.m. Respectfully submitted, Chuck Stifter, Director Parks and Recreation Board City of Maple Grove