Parks and Recreation Board

Maple Grove Parks and Recreation Board Regular meeting February 15, 2024 Regular meeting The regular meeting was called to order by Chair, Bill Lewis at 7:00 p.m. Board members present Present in the Chambers were Chair Bill Lewis, Board Members Ken Helvey, Deb Syhre, Kelly Cunningham, Krista Kuhnly. Board members Board Members absent were: Vice Chair John Ferm and Board absent Member Andy Mielke. 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 there are none. Motion made by Board Member Kuhnly, seconded by Board Member Cunningham to approve the agenda for the February 15, 2024 meeting as presented. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. Public comments No requests were received. Special business No items present. Board member reports Board Member Syhre stated she toured seven different city parks today and she was very impressed by how well the park trails were cleared after the recent storm. She thanked staff for their tremendous efforts. Board Member Cunningham explained she was looking forward to taking her grandkids sledding at Gleason this weekend. Park Board Meeting February 15, 2024 Page 2 Chair Lewis reported he visited Gleason Fields on Monday and noted the grass was coming in quite nicely. He stated kids were already taking advantage of the batting cages with the spring weather. Staff reports Director’s Report: Director Stifter discussed a memo regarding the city’s fee waiver request policy. He noted the Board is asked to make decisions on fee waivers from time to time. He requested the Board review the memo and provide staff with feedback. He reminded the Board that fee waivers are provided to select groups or community organizations within the city and those groups were listed within the policy. Director Stifter indicated the Council would be reviewing the design development stage review of the Community Center renovation and expansion on Tuesday, February 20. He reported the next step for this project would be construction documents. Assistant Parks and Recreation Director’s Report: Aimee Peterson provided updates on the Wonders of Winter event that was held in Central Park. She explained the weather was mild and over 1,000 people were in attendance. Ms. Peterson indicated Rock your Socks Day would be held on Thursday, March 21 from 4:00 to 6:30 p.m. at the Community Center. She noted this was a free community event that would celebrate World Down Syndrome Day. Parks and Planning Superintendent’s Report: Ben Jaszewski stated the Public Works Department was busy this past weekend clearing the city from the recent snow event. Mr. Jaszewski explained the outdoor ice rinks were closed for the season. He stated the typical closing date for the outdoor rinks was February 25. Mr. Jaszewski indicated the ice skating loop was in great condition and was getting heavy use. He anticipated the skate loop was in its final stretch for this season. Park Board Meeting February 15, 2024 Page 3 Mr. Jaszewski reported the Arbor Committee sent a memo to the Mayor supporting the monarch pledge. He stated the Arbor Committee was looking to create a demonstrative pollinator garden at a public site with high visibility. He reviewed the proposed location for the pollinator garden in Central Park. He explained the design and plantings within the garden would be something that homeowners could install in their own yard. Chair Lewis stated he fully supported the city installing a pollinator garden in Central Park. He encouraged staff to contact the residents who have requested this amenity in the community. Board Member Cunningham questioned what would be installed in the greenspace to the south of the proposed pollinator garden. Mr. Jaszewski explained this area was proposed to be a picnic area. Community Center Manager’s Report: Angie Dehn reported over 200 children visited the Community Center today from the Minnesota Virtual Academy for their winter field trip. She discussed all of the events that were planned for this field trip. Ms. Dehn stated the senior luncheon was held today at the Community Center and over 160 seniors were in attendance. Ms. Dehn reviewed a list of upcoming events at the Community Center noting on February 21 there would be an American Red Cross Blood Drive, on February 22 the Community Center would host the Maple Grove Boys Hockey section game and on February 24 the Maple Grove Fire Relief Association would be holding an awards dinner. Council Liaison’s Report: Council Member Hanson provided the Board with an update from the City Council. She thanked the Parks Department staff for their tremendous efforts at the Wonders of Winter event. Park Board Meeting February 15, 2024 Page 4 CONSENT BUSINESS Consent business Motion made by Board Member Helvey, seconded by Board Member Syhre to approve the Consent Items as presented. A. Minutes – January 18, 2024 regular meeting B. Approve claims C. Fee waiver request – MGCO Breakfast and Lunch with Santa event D. Special use and fee waiver request – Maple Grove Lions Half Marathon E. Fee waiver request – Maple Grove Ambassadors F. Special use and fee waiver request – Maple Grove Days G. 2024 Portable toilet service Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. OLD BUSINESS Old Business, Item A Ben Jaszewski, Parks and Planning Superintendent stated staff PSA 9 Village Park – is seeking authorization from the Board to solicit bids for the authorize bids construction of the Village Park playlot in PSA 9. This proposal is to begin construction of the new park based on the schematic plan approved by the Board at their October 2023 meeting. The playlot includes trails, a seating area with string lights above for visitors to gather, play equipment, a bocce ball court and bags games. The play equipment will be designed and purchased through the state contract separate from this construction contract. Staff intends to prepare a design recommendation with the playground committee for presentation to the Board at a future meeting. The arbor and entry sign will include similar finishes and materials as the kiosk signs at Town Green, Central Park, Fernbrook, and Gleason. The project estimate at the time of schematic design was $821,110. The current budget estimate is as follows: Construction Costs…………………….....................$575,464 Play Equipment and Surfacing…………………….…$115,000 Design and Engineering....................................$111,000 Contingency(5%)................................................$28,773 Park Board Meeting February 15, 2024 Page 5 Estimate Total..................................................$830,237 Mr. Jaszewski reviewed the tentative project schedule in detail with the Board and recommended the project move forward for bid. Board Member Cunningham stated this park would have great visibility from the neighboring properties. She explained she appreciated the proposed two-toned signage for this park. Board Member Kuhnly indicated she appreciated the proposed signage as well. Board Member Syhre thanked staff for all of their efforts on this park and for the detailed presentation on the amenities that would be included in this park. Chair Lewis asked if the string lighting was necessary for the park, or would there be other lighting options. Mr. Jaszewski reported he could make the lighting an alternate bid for this project. He discussed how the string lighting was proposed because there would be no other lighting in this area of the park. Chair Lewis suggested the park service area near Menards be revisited in order to provide more amenities for the surrounding residents. Board Member Syhre asked if developers could be required to install a tot lot within the large multi-family housing developments. Councilmember Hanson stated this was something the Council has considered because many of these big projects were opting to not have a tot lot or other outdoor amenities. She indicated the current Council has been supportive of making this a requirement, when space allows. Board Member Cunningham explained she supported the string lights remaining within the park, but suggested staff pursue other cost effective options. Park Board Meeting February 15, 2024 Page 6 Motion made by Board Member Kuhnly, seconded by Board Member Cunningham to approve 90% construction documents and authorize bid for the construction of Village Park. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. NEW BUSINESS New Business, Item A Aimee Peterson, Assistant Parks and Recreation Director stated Event Contract – Maple Phase 1 of construction around the Maple Grove Community Grove Farmers Market Center (MGCC) is scheduled to begin in July 2024. Included in and Church of the Open phase 1 is the redesign of the parking lot that has been utilized Door for the farmers market. Due to this construction, the farmer's market will need to be relocated for the summer of 2024. All indoor markets and future summer markets should be able to return to the MGCC. Before looking at new sites, it was important to know what components were important to the market staff, vendors, and customers. Feedback provided from market staff, vendors, and customers determined that a favorable new site should have the following: • Hardscape (pavement, not grass) • Allow vendor vehicles in close proximity to sales tent • Dedicated and adequate parking for vendors, vendor employees, and customers • Restrooms • Visibility from roadway • Access to electricity (We assumed we would most likely be at a site with no power, or not enough power for all of the vendors who needed it. After speaking with our vendors, many indicated they had portable generators so they could still operate their business without disruption.) • Ease for market and city staff to access site for setup/breakdown Ms. Peterson stated after reviewing many site options staff identified four locations to research for the 2024 market season. Park Board Meeting February 15, 2024 Page 7 1. Central Park 2. JC Penny 3. Church of the Open Door 4. West Transit Parkway Station Ms. Peterson reported after considering all of the sites, the staff recommendation is to operate the Maple Grove Farmers Market in the parking lot of the Church of the Open Door for the summer of 2024. The parking lot provides ample space for the farmer's market vendors and customers. The church parking lot has existing site control and parking lot barricades that can be utilized to cordon off the lot, decreasing the amount of equipment and labor needed from the market team. City staff would be responsible for trash removal and providing portable toilet services, which we are prepared for. The Church of the Open Door has asked the City of Maple Grove to sweep their parking lot once during the season in lieu of a rental fee. Community engagement efforts will take place with all stakeholders including vendors, customers, and nearby residents. Community engagement efforts will include: • Notification mailing to nearby neighbors • Updated website with clear messaging of where to park and wayfinding signage on site • Communication with vendors and onsite orientation • Newsletter and social media notifications to market customers • Onsite signage Board Member Syhre asked if any community engagement had been done with the adjacent properties. Ms. Peterson stated no community engagement had been completed by staff to date. Board Member Syhre questioned if visitors would find it difficult to locate the new market. Mr. Peterson did not anticipate this being a problem, reporting the market had a very dedicated following. She discussed how the farmers market had to change locations during COVID and visitors continued to show up for the market. She reported staff would Park Board Meeting February 15, 2024 Page 8 market the event as much as possible in order to make the public aware of the change for this upcoming season. Board Member Syhre asked if the vendors who need power could be required to provide their own generator. Ms. Peterson stated she would be working with the Maple Grove Fire Department to ensure all private generators were set up properly. Board Member Kuhnly suggested signage be posted at the Community Center each week in order to remind residents that the market has moved to Church of the Open Door this year. Ms. Peterson stated staff could post signage at the Community Center. Board Member Cunningham inquired if a rideshare could be established from the Community Center to the Church of the Open Door. Ms. Peterson indicated she could see if transportation or a shuttle could be provided if the city received requests. Board Member Helvey appreciated the fact the market would be at the Church of the Open Door for the entire season, versus moving it mid-year. He anticipated the new location would be far more convenient for residents living on the west and southwest side of the community. Councilmember Hanson suggested an article be included in the spring newsletter regarding the upcoming changes for the farmers market. Ms. Peterson stated she would check into this and noted the Summer Parks and Recreation Guide would have information regarding the new location for the farmers market. Board Member Cunningham appreciated the fact the church was willing to provide this staff for the city. She recommended clear and visible signage be posted that the event was sponsored by the City of Maple Grove and not the church. Chair Lewis suggested traffic concerns be considered by city staff and recommended a community service officer be considered to assist with directing traffic. He recommended staff also consider how noise from the vendor generators Park Board Meeting February 15, 2024 Page 9 would impact the surrounding neighbors. He thanked the Church of the Open Door for making this space available for the city. Motion by Board Member Helvey, seconded by Board Member Kuhnly to approve the Event Contract Agreement with Church of the Open Door contingent on final review by the City Attorney and the Parks and Recreation Director. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. Adjournment Motion made by Board Member Cunningham, seconded by Board Member Kuhnly to adjourn. Upon call for the question, on a voice vote, there were five ayes and no nays. Motion carried. The meeting adjourned at 7:53 p.m. Respectfully submitted, Chuck Stifter, Director Parks and Recreation Board City of Maple Grove