Parks and Recreation Board

Maple Grove Parks and Recreation Board regular meeting April 18, 2024 Regular meeting The regular meeting was called to order by Chair, Bill Lewis at 7:06 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, Andy Mielke, Krista Kuhnly. Board members Board members absent were: none 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 there are none. Motion made by Vice Chair Ferm, seconded by Board Member Kuhnly to approve the agenda for the April 18, 2024 meeting as presented. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. Public comments Larry Keiser stated seven years ago, in 2017, he made a presentation to the Parks and Recreation Department requesting pickleball courts and now in 2024 this was going to happen. He thanked the city and staff members for their support. A round of applause was offered by all in attendance. Chair Lewis stated he understood it took some time, but he was very pleased with the results. He explained he greatly appreciated the collaboration between staff and the public in order to bring a first class pickleball facility to Maple Grove. He thanked Jim and Larry for all of their efforts. Park Board Meeting April 18, 2024 Page 2 Board Member Cunningham explained she was thrilled to see the pickleball facility coming to life in the community. Vice Chair Ferm commented while it took some time to complete this project, but he was very proud of the results. Board Member Syhre stated it was very nice to have feedback and input from a group of residents on this project. She encouraged the public to enjoy the new pickleball facility. Special business Maple Grove Rotary Director Stifter reported the Maple Grove Rotary has been an recognition active civic group partnering with the city and Park Board on a number of projects and initiatives for many years. He noted Rotary members were in attendance to discuss their work over the last number of years and be recognized by the board. The city thanks the Rotary for their commitment to community. Tom Anderson, Maple Grove Rotary member, thanked the Park Board for their time and for their efforts on behalf of the community. He discussed the projects the Rotary was working on which included water fountains and benches at West Arbor Lake, the Music Park at Town Green and refurbishing the playground equipment from Woodcrest Park to be installed at an elementary school in Sasanbe, Sonora Mexico. He commented on the Rotary’s commitment to Lighting Up Central Park and noted the Rotary was also interested in planting more trees in Central Park. He discussed how the Rotary was becoming more formal with buckthorn removal within the city’s parks and would begin assisting with replantings. He discussed the pollinator garden that was planted at Oakview Elementary and noted a $15,000 pollinator garden was being planned for Central Park. He commented further on future possibilities on how the Rotary would be collaborating with the city which included solar power, workout equipment in Central Park, Music Fest at Town Green and banners on light poles at West Arbor Lake. Chair Lewis thanked the Maple Grove Rotary for their partnership with the city and for their tremendous efforts throughout the community. Park Board Meeting April 18, 2024 Page 3 Board Member Cunningham thanked the Rotary for all of their efforts throughout the community and stated she would be interested to learn more about the Rotary’s efforts to remove buckthorn. Vice Chair Ferm thanked the Rotary for the time and effort they invest in the community. Board Member Syhre thanked the Rotary for all of the work they do to invest in and enhance the community. Board Member Kuhnly stated she was very excited about the pollinator garden being planned for Central Park. Board Member Helvey thanked the Rotary for their great work. Board member reports Chair Lewis reported he and Board Member Helvey attended a meeting last week with parks and recreation staff. He commended staff for their efforts on the 2023 annual report. Vice Chair Ferm reported there has been a lot of activity at Gleason Fields and on the trails. He thanked staff for their tremendous efforts to prepare the parks for use this spring. Board Member Syhre stated Central Park was recently featured on Fox TV in Phoenix, Arizonia. Staff reports Assistant Parks and Recreation Director’s report: Aimee Peterson introduced new park staff member Holly Steffenhagen to the Park Board. Ms. Steffenhagen thanked the Park Board and noted she was excited to be working for the City of Maple Grove. Ms. Peterson reported Experience Maple Grove had a spring marketing event this evening. She commented on the spring marketing campaign they would be pursuing proclaiming Maple Grove to be the restaurant capital of Minnesota. Ms. Peterson reported Rock Your Socks Day was held on Thursday, March 21 in celebration of World Down Syndrome Day. She stated close to 300 people celebrated this year. Park Board Meeting April 18, 2024 Page 4 Ms. Peterson reported the Maple Grove Skating School show Dreaming in Color would be held on Saturday, April 20 at the Maple Grove Community Center Ice Arena at 1:00 p.m. and 6:00 p.m. Ms. Peterson stated the Tails and Ales event would be held at Central Park on May 18 from 2:00 to 7:00 p.m. Ms. Peterson explained the annual boulevard planting would be held on May 11 from 9:00 a.m. to 1:00 p.m. and volunteers were welcome. Ms. Peterson reported the summer activity guide has been sent to residents and class registration was open. Ms. Peterson stated the community garden open house would be held on April 30. She noted the restrooms would be closed for the general public and portable toilets would be brought in to this park. Board Member Helvey requested the restroom facilities be available to the gardeners at Donahue North and other visitors. Ms. Peterson stated this issue could be revisited by staff, noting there was a lot of misuse of the park building last year. Vice Chair Ferm supported the restrooms being open for the visitors attending ballgames and for the gardeners. He anticipated the additional traffic in this park would assist in monitoring the restroom facilities. Board Member Cunningham agreed with this recommendation. Board Member Kuhnly questioned what would happen to the items being stored for the gardeners if the restrooms were made open to the public. Ms. Peterson stated the storage area and the items being stored would have to be reconsidered. Councilmember Hanson indicated the concerns surrounding this restroom building was brought to the City Council as well. She explained she supported an option that allowed the Park Board Meeting April 18, 2024 Page 5 restrooms to be available to the gardeners and visitors some of the time. Board Member Cunningham suggested a shed be brought in to store the gardening tools. Ms. Peterson thanked the Board for the feedback. She suggested a portable toilet still be brought in during non- programmed time. Board Member Cunningham indicated she supported having a real bathroom available to park visitors. Mr. Jaszewski explained the neighboring residents were afraid to use the restrooms within this park because there were areas within the open building where people could hide. He stated over the last few years we have observed when vandalism most likely occurs and noted the bathrooms could be locked during those times. He indicated a shed could be brought in to store the gardening materials. Chair Lewis asked if Director Stifter had an opinion on this matter. Mr. Stifter stated it has always been difficult to close facilities that were built to provide for the public, but noted the staff decision to close the restrooms was a strategy to redirect misuse. He commented on how portable toilets could be brought in to the park and could be removed if the bad behavior is not found to be a concern this year. Board Member Cunningham suggested temporary walls or other architectural changes be considered for the restroom building in order to eliminate the vandalism concerns. She asked when residents would be able to begin planting in their gardens. Ms. Peterson reported residents could begin planting after May 8. Chair Lewis requested staff monitor this building and report back to the Park Board at a future meeting. He indicated he would like to have this park building open for visitors. Board Member Syhre commented she has come upon a person who was in a park building near her own backyard and many Park Board Meeting April 18, 2024 Page 6 things were stolen from her property. She supported staff following the recommendations from the neighbors and recommended the restroom building remain closed for the time being. Chair Lewis requested staff take in all of the feedback from the board and that this issue be revisited in May. The board supported this recommendation and requested staff put a portable toilet at the park for the time being. Ms. Peterson reviewed photos from a recent senior aqua Zumba event and the monthly senior meetup luncheon. Parks and Planning Superintendent’s report: Ben Jaszewski commented on the progress that has been made at Lakeview Knolls pickleball courts. Mr. Jaszewski noted the Sports Dome was coming down next week. He commented further on a repair the dome supplier would need to complete before the dome could be re-inflated in the fall. Community Center Manager’s report: Angie Dehn stated the Lions Beer and Wine Tasting was hosted at the Community Center. Ms. Dehn explained Trinity International Fellowship Church was now using the banquet room at the Community Center on a weekly basis. Ms. Dehn reviewed a list of upcoming events at the Community Center which included the indoor farmers market on April 18, the Midwest Cubing Association Rubik’s Cube Competition on April 20, the Dreaming in Color Ice Show on April 20, the Shock Doctor Shootout hockey tournament on April 26 through 28, the Arbor Day Celebration on April 27, the Maple Grove Quilter’s Quilt Show on May 3 through 4, the Spring Stampede hockey tournament May 3 through 5, the Maple Grove Ambassadors Mommy Tea & Me on May 5, the APPI hMong Artisan Market on May 11, and the American Red Cross Blood Drive on May 14. Park Board Meeting April 18, 2024 Page 7 Board Member Cunningham asked if the ice castles would be back in Maple Grove in 2025. Ms. Peterson stated it sounds like this event would be returning to Maple Grove, but nothing has been confirmed with the City Council. Council Liaison’s report: Council Member Hanson provided the Board with an update from the City Council. She stated the Council declared April 27 as Arbor Day in Maple Grove and an event would be held at the Community Center from noon to 3:00 p.m. She explained the council recently approved the hiring of Shane DeGroy to the position of City Forester. CONSENT BUSINESS Consent Business Motion made by Board Member Mielke, seconded by Board Member Cunningham to approve the Consent Items as presented. A. Minutes – March 21, 2024 regular meeting B. Approve claims C. Fee waiver request - Maple Grove Rotary - first responder appreciation D. Fee waiver request – Friends of the Angel – brick dedication E. Fee waiver request – Beyond the Yellow Ribbon – Memorial and Veterans Day F. Special use and fee waiver request – Rock’n the Grove G. Subdivision - Evanswood 3rd Addition Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. OLD BUSINESS Old Business, Item A Ben Jaszewski, Parks and Planning Superintendent stated staff PSA 9 Village Park has been working with our consultant team to design and construction – receive bids estimate the Village Park construction project. Bids encompass and award contract the site construction including the bocce and bags courts, trails, arbor, utilities, storm drainage, and site furniture. The engineers estimated value to construct the park including alternate 1, adding string lights above the west end seating Park Board Meeting April 18, 2024 Page 8 area, was $575,464. The play equipment will be procured through the state contract pending board review. There was great contractor interest in the project with a total of eight bids received and opened on April 10, 2024. Our consultant completed a review of the bids and are recommending to award the base bid plus alternate 1 to Blackstone Inc. Bids received within the competitive bidding process were reviewed with the board. Mr. Jaszewski explained the low bid is approximately 3% less than the estimate reviewed by the board at their February 2024 meeting. Construction costs..........................................$557,337 Play equipment and surfacing........................$115,000 Contingency (5%)……………................................$28,773 Design, eng, CA, geotech ...............................$111,000 Project total $812,110 Mr. Jaszewski reported staff is recommending the board award the base bid plus alternate 1 to Blackstone Inc. in the amount of $557,336.96 for the Village Park construction project. Funding for this project comes from the Park Development Fund. Following a positive review by the board contracts will be prepared for execution and construction would begin in June and continue through October. Motion made by Board Member Helvey, seconded by Vice Chair Ferm to receive bids for construction of PSA 9 Village Park and award a contract to Blackstone Inc. with Alternate A, subject to final review by the parks and recreation director and the city attorney. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. NEW BUSINESS New Business, Item A Director Stifter stated annually the Parks and Recreation staff, 2023 Parks and Recreation with the support of the finance department, reconcile the budget reconciliation and previous year’s budget and prepare a report summarizing the annual report financial outcome of the past year. Included with this is the Park Board Meeting April 18, 2024 Page 9 Parks and Recreation Board annual report. The report is a comprehensive review of department data and metrics from all aspects of the operation. It also acknowledges the many offerings and services provided to the community by our dedicated staff. We continue to see signs of recovery in many areas, some even exceeding historic highs, and other area not coming back as once thought. Mr. Stifter reported 2023 was the first year of salary adjustments as a result of the class and compensation study. Staff continue to seek out how to best serve our community through research, customer feedback and peer evaluation. Following preliminary reconciliation by the finance department, the 2023 Parks and Recreation Board general fund allocation had a negative balance of $61,766. Recreation fee- based programs had a good year with revenues exceeding expenses by $128,300. The Park and Recreation fund remains healthy with a balance of $879,899. The Community Center had a cost recovery of 78% before the budgeted year-end transfer. The Sports Dome recovered 93% of its expenditures. A year end transfer of $50,000 balanced the budget. Mr. Stifter commented further on fund activities for administration, parks, recreation (general fund), recreation (participation), Community Center enterprise and dome enterprise. Staff recommends the board receive the reconciliation report and annual report. Following a positive review by board, staff will make any final corrections, share with council, publish on the website, and promote on social media. Board Member Cunningham thanked staff for providing the board with a clean and easy to read annual report. Board Member Mielke explained he appreciated all of the amazing facilities the city had for the Maple Grove residents. Chair Lewis stated the Community Center had a great year in 2023, especially considering this building was 25 years old. He questioned how the city budgeted for large capital expenditures like the replacement of HVAC units. Mr. Stifter Park Board Meeting April 18, 2024 Page 10 described how staff work with Finance Department to budget for these expenditures. Vice Chair Ferm asked if there was an equipment replacement fund for the new Community Center equipment. Mr. Stifter reported the city has an extensive building equipment replacement program for the Community Center. Motion by Board Member Helvey, seconded by Board Member Syhre to receive the 2023 Parks and Recreation budget reconciliation and annual report. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. New Business, Item B Ben Jaszewski, Parks and Planning Superintendent stated this Subdivision – Hennessey PUD is a lot-split converting two lots with existing homes into Grove Addition 14 single family residential lots. The existing homes will be removed and 14 new single-family homes will be constructed. Park dedication is required for the 12 new lots only as the park dedication obligation for the existing home was satisfied in the Ostrom Hills 2nd Addition. The Park Board is also seeking a trail easement overlaid on the utility easement for a future trail. The park dedication obligation for the proposed subdivision would be a cash dedication based on the 2024 Residential Single - Family rate of $4,092 per unit. Fees will apply as follows: 12 Single-Family residential lots x $4,092 = $49,104 Mr. Jaszewski reported the Hennessey Grove Addition is located within the city’s Park Service Area 32. Residents of this subdivision are served by South Elm Road Park, Forest Preservation Area B, and various local trail connections. Staff recommends the Park Board approve the Hennessey Grove Addition plat and accept the cash dedication. Board Member Cunningham asked if the future easement was included in the recommendation from staff. Mr. Jaszewski reported the board makes a recommendation to the council for the park dedication requirements and the park easement would be included with the subdivision platting. Park Board Meeting April 18, 2024 Page 11 Motion by Board Member Mielke, seconded by Board Member Kuhnly to approve the park dedication requirements on the Hennessey Grove Addition plat pursuant to Maple Grove Subdivision Ordinance, Chapter 30:18, Provision of Land for Public Use: • Applicant shall fulfil the park dedication requirements on the plat with a cash dedication based upon the number of units multiplied by the residential 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 Mielke, seconded by Board Member Kuhnly to adjourn. Upon call for the question, on a voice vote, there were seven ayes and no nays. Motion carried. The meeting adjourned at 8:33 p.m. Respectfully submitted, Chuck Stifter, Director Parks and Recreation Board City of Maple Grove