Parks & Recreation Commission

1 CITY OF MENDOTA HEIGHTS PARKS AND RECREATION MEETING AGENDA January 16, 2024  6:30 PM Mendota Heights City Hall, 1101 Victoria Curve, Mendota Heights 1. CALL TO ORDER 2. ROLL CALL 3. PLEDGE OF ALLEGIANCE 4. APPROVAL OF THE AGENDA The Commission, upon majority vote of its members, may make additions or deletions to the agenda. These items may be submitted after the agenda preparation deadline. 5. APPROVAL OF MINUTES a. December 12, 2023 Work Session Meeting Minutes b. December 12, 2023 Regular Meeting Minutes 6. PUBLIC COMMENTS- for items not on the agenda Public comments provide an opportunity to address the Commission on items which are not on the meeting agenda. All are welcome to speak. Individuals should address their comments to the Commission as a whole, not individual members. Speakers are requested to come to the podium and must state their name and address. Comments are limited to five (5) minutes. No action will be taken; however, the Chair and Commissioners may ask clarifying questions as needed or request staff to follow up. 7. ACKNOWLEDGEMENT OF REPORTS Items on the Acknowledgement of Reports are approved by one motion of the Commission. a. Par 3 Update b. Recreation Program Update c. Park Improvement Project Update 8. NEW BUSINESS a. Park System Master Plan Update 9. UNFINISHED BUSINESS a. Parks and Recreation 2024 Work Plan Approval 10. STAFF ANNOUNCEMENTS  2 11. STUDENT REPRESENTATIVE UPDATE 12. COMMISSIONER COMMENTS AND PARK UPDATES 13. ADJOURN Next Meeting February 13, 2024  6:30PM Information is available in alternative formats or with the use of auxiliary aids to individuals with disabilities upon request by calling city hall at 651-452-1850 or by emailing cityhall@mendotaheightsmn.gov  10 5a. CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA DRAFT Minutes of the Parks and Recreation Commission Work Session December 12, 2023 Pursuant to due call and notice thereof, a work session of the Parks and Recreation Commission, City of Mendota Heights, Minnesota was held at 1101 Victoria Curve, Mendota Heights, MN 55118. CALL TO ORDER Chair Jaffrey Blanks called the meeting to order at 4:40pm. Commissioners Jo Schifsky, Michael Toth, Tica Hanson, Michelle Muller and Dan Sherer were also present. Commissioner Steph Meyer was absent. City staff present included Meredith Lawrence, Parks and Recreation Manager, Ryan Ruzek, Public Works Director and Willow Eisfeldt, Recreation Program Coordinator. Parks and Recreation Manager Lawrence stated that the goal of the work session is for staff to be made aware of the commission’s strategic planning initiative priorities for 2024. Parks and Recreation Manager Lawrence provided an update on the Park System Master Plan--Request for Proposals and the Community Center Feasibility Study, which are projects that will continue into 2024 from 2023. RE-MANEUVERING EXERCISE Parks and Recreation Manager Lawrence lead the commissioners through a re-maneuvering exercise. Commissioners each shared their thoughts in regards to the City’s parks and recreation accomplishments, in-progress projects, and barriers/setbacks from the last year. Staff and the commissioners discussed how this analysis will impact the 2024 work plan priorities. PRACTICAL VISIONING EXERCISE Parks and Recreation Manager Lawrence lead the commissioners through a practical visioning exercise. Commissioners each shared their 2024 priorities in regards to the seven initiatives listed in their strategic plan: 1. Sustainable source of funding for Parks and Recreation 2. A leading community with invested partners 3. Greater connection to the natural environment 4. A safe, connected, walkable and bikeable community 5. Vibrant and diverse community programming 6. Active recreational facilities for all ages 7. Effective two-way communication with an informed community Parks and Recreation Manager Lawrence thanked the commissioners for their time and insight. She noted that staff will begin compiling the information into a Draft 2024 Parks and Recreation Work Plan to be reviewed by the commissioners at their January, 2024 meeting. The commission adjourned the meeting at 6:20pm. Minutes Taken By: Meredith Lawrence, Parks and Recreation Manager  3 5b. CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA DRAFT PARKS AND RECREATION MEETING MINUTES DECEMBER 12, 2023 The December meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, December 12, 2023, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Jaffrey Blanks called the meeting to order at 6:30 p.m. 2. Roll Call – The following Commissioners were present: Chair Jaffrey Blanks, Commissioners: Tica Hanson, Michelle Muller, Jo Schifsky, Dan Sherer, and Michael Toth; absent: Commissioner Stephanie Meyer and Student Representative: Meg Murphy. Staff present: Parks and Recreation Manager Meredith Lawrence, Recreation Coordinator Willow Eisfeldt, and Public Works Director Ryan Ruzek. 3. Pledge of Allegiance The Pledge of Allegiance was recited. 4. Approval of Agenda Motion Sherer/second Muller, to approve the agenda AYES 6: NAYS 0 5.a Approval of Minutes from November 14, 2023 Regular Meeting Motion Muller/second Schifsky, to approve the minutes of the November 14, 2023 Parks and Recreation Commission Regular Meeting. AYES 6: NAYS 0 6. Citizen Comment Period (for items not on the agenda) None. 7. Acknowledgement of Reports Chair Blanks read the titles of the three updates (Par 3, Recreation, and Park Improvement Updates) and polled the Commissioners for questions. 7.a Par 3 Update Parks and Recreation Manager Meredith Lawrence stated that with the course closed for the season they are already prepping for a potentially early opening in the spring. She stated that seasonal jobs for the course will be posted in January of 2024. She provided details on well pump malfunction caused by a power outage. She stated that the course was closed on October 27th and reported a recording setting number of rounds of golf this season. She reviewed some of the potential capital improvement projects and equipment purchases for 2024. 7.b Recreation Update Recreation Coordinator Willow Eisfeldt provided details on the events included in Frozen Fun Fest coming in February. She also highlighted other upcoming events, activities, and youth programming. She stated that she has also began to work on the summer programming opportunities. 7.c Parks Improvement Update  4 Parks and Recreation Manager Meredith Lawrence provided an update on the progress of the 2023 park improvement projects. She also reviewed the 2024 list of projects. Commissioner Toth asked staff for an update on what happened with the concrete pad at the skate park. Public Works Director Ryan Ruzek provided an update on the concrete pad work and the corrections that were done in attempt to prevent water from pooling. Ms. Lawrence noted that the repair work that was done was completed by the contractor and there was no additional cost. 8. New Business 8.a Wentworth Park Pickleball Discussion Parks and Recreation Manager Meredith Lawrence stated that the City currently has 12 pickleball courts for residents to use within Mendota Heights at Friendly Hills and Marie Parks. She noted that the intent tonight is to discuss the potential to add pickleball courts within the hockey rinks at Wentworth Park and receive input from the public. She stated that a notice letter was sent to residents within 750 feet of the park boundary and noted that staff has not received any written comments prior to the meeting. She stated that she did meet two residents in person that were in favor of the project. She anticipated that the project would have a cost of about $30,000. Commissioner Sherer commented that the asphalt base is fairly new and therefore would seem to provide a good base. He asked the difference between the surfacing at Marie and Friendly Hills. Ms. Lawrence replied that Friendly Hills has not been repaved for some time, therefore when the acrylic surface was applied it was not as smooth. She noted that as they continue to apply the acrylic surface, that base will become smoother. Chair Blanks invited residents to provide input. Kevin Byrnes, 740 Wentworth, stated that he supports the addition of the pickleball courts but recognized that there are concerns with noise as that has become a hot topic as of late. He asked that staff and the Commission monitor usage and noise once the courts are installed. He was unsure when the lights would be used in the spring and fall and whether trees or other screening could be added if needed in the future. He asked if there have been any concerns with noise from the other parks with pickleball. Ms. Lawrence replied that there was one complaint received from a neighbor to Marie Park and no complaints from Friendly Hills. She stated that at this time there are not plans to utilize the lights at Wentworth Park and confirmed that would be a separate discussion. She stated that staff did discuss potentially adding trees along the trail to provide additional screening. Craig Schulte, 734 Wentworth, also spoke in favor of the project noting that he also enjoys pickleball. He stated that he shared the same concern with noise, noting that noise tends to travel quite far because of a lack of trees. He stated that they hear a lot from the hockey rink during the winter months. He asked if noise studies have been done at the other pickleball courts.  5 Ms. Lawrence replied that they have done a non-professional study at both locations and did not find the decibels to be at a rate that is higher than allowed by ordinance. She stated that has not been done at this site, but the homes are further away from the rinks at this location than at Friendly Hills. She confirmed that noise abatement measures were reviewed mainly for Marie Park, but determined not to be feasible and costly. She stated that staff is looking to plant additional trees at both Friendly Hill and Marie parks. Commissioner Hanson commented that she lives across from Marie Park and has played at the courts for several years. She stated that the pickleball courts have become a gem in the community, with people that have not exercised in decades began to play. She stated that people have become more active in the neighborhood and because of that sense of community, people tend not to complain about their neighbors. She hoped to see the resident on the courts in the spring. Mr. Schulte asked if the courts would have the same operating hours as the park. Ms. Lawrence replied that the courts would be open based on regular park hours. She commented that play typically begins around 8 a.m. at the other parks and ends naturally with dusk. Commissioner Sherer asked if hockey was part of the noise comparison done by staff, wondering whether that is louder than pickleball. Ms. Lawrence stated that the study compared tennis, pickleball, and basketball noise. She stated that hockey was not included but that could be attempted this winter season for comparison. She noted that Wentworth is the most used hockey rink during the winter months. Mr. Ruzek commented that the hockey rink is in a bit of a valley and staff hoped that would help to alleviate the noise. He commented that a hockey puck is probably a bit louder than pickleball, but it would be likely that they would hear some noise from pickleball as well. Commissioner Muller asked for clarification from the resident on whether they support the addition of the courts. Mr. Byrnes commented that generally he supports the addition of the courts, but is aware of the trend on the topic of pickleball noise and therefore wanted to ensure there would be some follow-up after the courts are installed. He stated that the road also generates noise so he was unsure how much noise would be heard from the courts. He stated that he does like the idea of people using the park more. Commissioner Muller commented that this seems to be a good location and the asphalt seems to be in good condition for the surfacing. She believed that this would become a popular location. Commissioner Sherer asked when they would get to the point of saturation. Chair Blanks commented that they do continue to see a desire for pickleball and therefore does not believe they have reached that point. He stated that the discussion tonight is whether this is the right location.  6 Commissioner Muller commented that this is a cost affordable project that would use special park fund dollars rather than tax dollars. Commissioner Toth felt that the hours of usage should be considered and whether that should be limited to something such as 10 a.m. to 7:30 p.m. Chair Blanks commented that typically the court hours align with the park hours and because lighting is not proposed, play will be guided by the hours of light available. Ms. Lawrence commented that the park hours are 6 a.m. to 10 p.m. and when the lights at Marie Park have been utilized those can be used until 9 p.m. She stated that she has not seen anyone play pickleball at 6 a.m. at Marie Park. She believed that it would be difficult to have park hours and then different hours for the courts. She commented that would be difficult to enforce. Mr. Ruzek noted that if court hours are going to be implemented at Wentworth, the same would be recommended for all courts. Commissioner Schifsky commented that there have not been complaints at the other courts that have generated those concerns. Chair Blanks stated that because there has not been an issue as of yet, he would not want to create rules for something that does not yet exist. He stated that if an issue arises, they could address the issue at that time. Commissioner Sherer stated that Wentworth is also used for youth baseball in the summer and that creates noise. He asked if there would be an issue with parking in those summer months when there is baseball. Mr. Ruzek replied that there is parking allowed on Wentworth Avenue or along the driveway and noted that there are parking stalls along the hockey rink. Commissioner Hanson commented on the times when the courts are busy at Marie Park, noting that often pickleball players walk to the courts from the neighborhood. Commissioner Muller asked about the lighting for winter. Ms. Lawrence stated that the lights will begin to utilize the push button system for lighting of the rinks, which are allowed to be on until 9 p.m. She stated that rink flooding occurs after 9 p.m., but staff utilizes lighting that faces away from the homes. Commissioner Schifsky commented that there will be signs with QR codes in the parks and if there are concerns, those can be used to provide feedback. Ms. Lawrence noted that residents can also call staff directly. Commissioner Toth commented that in the winter homes are closed up, whereas they are more open in the summer. He suggested pickleball play end at 8 p.m. He asked the distance of the rink to the homes.  7 Mr. Ruzek replied that the closest home is 140 feet. He stated that at Friendly Hills the closest home is 111 feet. Ms. Lawrence stated that the topography between the locations is also very different. Chair Blanks recognized that the surface is level between the rink and homes at Friendly Hills whereas the courts are more depressed compared to the homes at Wentworth. Ms. Lawrence commented that when complaints are received from residents, staff works to remedy those issues to the best of their ability. She commented that people that purchase homes near parks recognize that there will be noise from the parks. She stated that if concerns arise, staff would work with those residents. She believed that it would be difficult to put restrictions on the hours for this park when those do not exist for other parks. Mr. Byrnes commented that he believes that there will be more non-resident usage at Wentworth compared to the other parks. He was unsure if that would impact the usage profile differently than the other parks. Ms. Lawrence commented that some West St. Paul residents could use this park because of the proximity. She stated that non-residents do use other parks as well and Mendota Heights residents also use parks in other communities. Motion Blanks/second Schifsky, to recommend approval of the installation of six pickleball courts at Wentworth as presented, noting that staff has the ability to review if it becomes a nuisance. AYES 6: NAYS 0 8.b Park Bench Donation-Valley Park Chair Blanks recused himself from this discussion. Parks and Recreation Manager Meredith Lawrence stated that this donation is from the family of Chair Blanks. She provided information on the park bench donation program and stated that the City has received a donation from the Harper-Grace Memorial Fund for a bench to be installed at the Valley Park picnic shelter and bituminous trail, highlighting the proposed location. She stated that staff does not have any issues with the proposed location, noting that this park does not have a bench near this site. She read the proposed plaque language. She stated that the City is grateful for the donation and staff recommends approval. Commissioner Sherer stated that this looks like a fantastic location. Motion Schifsky/second Sherer to recommend approval of the park bench donation for Valley Park as proposed. AYES 5: NAYS 0 Chair Blanks rejoined the Commission. 8.c Approval of 2024 Meeting Schedule Parks and Recreation Manager Meredith Lawrence presented the proposed 2024 meeting schedule noting conflicts and proposed changes for January and August. Commissioner Hanson suggested that the group take one month off during the year to provide a break to staff.  8 Ms. Lawrence confirmed that could be done if there are no matters for the Commission to consider during a month. Motion Muller/second Toth to approve the 2024 meeting schedule. AYES 6: NAYS 0 9. Unfinished Business 9.a Parks and Recreation Strategic Planning Update Parks and Recreation Manager Meredith Lawrence provided a brief update on the progress on the items within the work plan. She stated that in January staff will bring forward a draft work plan for 2024. 10. Staff Announcements Parks and Recreation Manager Meredith Lawrence shared the following announcements: • Seasonal positions for warming house staff and rink related positions are available on the website • She reiterated that the outdoor rinks are weather-dependent, and the warmer temperatures are delaying use. Flooding will begin once feasible but she did not believe that the skating season would begin before the holiday break for students • Other events can be found on the City’s website 11. Student Representative Update None. 12. Commission Comments and Park Updates Commissioner Sherer • Commented on the success the Commission has had during this year • Looking forward to the winter skating season Commissioner Toth • Commented that it is good to be back on the Park Commission • Mendota Heights is a small community but is a good community with great amenities for its residents • Encouraged residents to wait for cooler temperatures to go out on the ice on the Rogers Lake Commissioner Muller • It has been great to continue to get out with the warmer temperatures and see more of the areas within and around the parks Chair Blanks • Visited Valley and Market Square parks today and both continue to look great • Encouraged residents to get out and enjoy the parks before the cold weather comes Commissioner Schifsky • Asked if there would be a recreational skating rink at Ivy Falls this year; there will not be • Excited about the new warming house at Wentworth  9 Commissioner Hanson • Commented that it has been a fun year on the Commission • People are still out, bringing their own nets at Marie Park to play pickleball • Has visited the dog park and has an idea of how the new bench could be placed 13. Adjourn Motion Muller/Second Toth to adjourn the meeting at 7:53 PM AYES 6: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc.  11 7a. __________________________________________________ REQUEST FOR COMMISSION ACTON MEETING DATE: January 16, 2024 AGENDA ITEM: Par 3 Update ITEM TYPE: ☒ Monthly Report ☐ New Business ☐ Unfinished Business CONTACT: Meredith Lawrence, Parks and Recreation Manager ACTION REQUESTED: Informational Item—No Action Requested BACKGROUND: Winter Months With the course being closed, staff is already planning for the 2024 season. Staff has deep cleaned the clubhouse and is ordering supplies for the 2024 season. Seasonal jobs for the golf course have been posted and staff will be working to get staff trained early for the potential of an early 2024 season. 2024 Capital Projects • Additional Patio Benches and Tables $12,000 • Greens Roller Replacement $16,000 • Fiber (Door Access/Cameras) $100,000 These projects are what staff proposed for 2024 and will need Council approval before moving forward. During budget work sessions, the City Council was unsure regarding the need for a few of the proposed capital items/projects. Financial Report—October In the month of October, the course had a total of 1,168 rounds of golf played and a total of $13,487 in monthly revenue. The 2023 year-to-date revenue total including October is $294,923. The course’s October expenditures totaled $20,161. The year-to-date expenditure total is $224,501. As of now the course is showing a $70,422 operating surplus. See the attached October financial report for additional details.  12 Fee Schedule Staff has included the Commission’s recommendation for the increase in golf fees in the Council’s fee schedule review at the second City Council meeting of the month. FISCAL AND RESOURCE IMPACT: None ATTACHMENTS: October Par 3 Financial Report ITEM RELATION TO COMMISSION GUIDING PRINICIPLES: ☐ Sustainable Source of Funding for Parks and Rec ☐ A Leading Community with Invested Partners ☐ Greater Connection to the Natural Environment ☒ Vibrant and Diverse Community Programming ☐ A Safe, Connected, and Walkable/Bikeable Community ☒ Active Recreation Facilities for All ☐ Effective Two-Way Communication with an Informed Community  13 7a1. MONTHLY EXPENDITURE REPORT OCTOBER 2023 MENDOTA HEIGHTS PAR 3 BUDGET TO ACTUAL REPORT October 2023 (83.33% OF YEAR) Oct REVENUES October YTD YTD YTD BUDGET 2023 2023 % 2022 GREENS, LEAGUE & TOURN FEES $150,000 $11,224 $209,659 139.77% $173,550 RECREATION PROGRAMS $45,000 $0 $49,038 108.97% $53,928 CONCESSIONS $22,500 $2,260 $36,090 160.40% $33,486 SUNDRY REVENUE $0 $2 $136 100.00% $425 INTEREST $450 $0 $0 0.00% $0 INSURANCE CLAIM $0 $0 $0 0.00% $0 PAR 3 FUND REVENUE TOTAL $217,950 $13,487 $294,923 135.32% $261,389 EXPENDITURES October YTD YTD YTD BUDGET 2023 2023 % 2022 CLUBHOUSE SALARIES $42,300 $4,239 $44,348 104.84% $43,152 ADMINISTRATIVE SALARIES $30,722 $2,481 $25,732 83.76% $20,437 FICA/PERA $12,952 $1,017 $9,414 72.69% $9,553 MEDICAL INSURANCE $7,187 $599 $5,990 83.34% $5,709 U/E & W/C INSURANCE $3,255 $0 $5,602 172.12% $3,103 RENTALS $6,000 $310 $6,277 104.61% $6,298 UTILITIES $14,495 $1,405 $11,383 78.53% $11,313 PROFESSIONAL FEES - AUDIT $2,990 $0 $3,304 110.50% $2,877 PROF FEES - CONSULTING FEES $1,100 $0 $61 0.00% $0 PROF FEES - GROUNDS MGMT $7,250 $0 $0 0.00% $3,728 PROF FEES - GROUNDS WAGES $25,000 $2,627 $21,462 85.85% $17,229 PROF FEES - TREE MAINTENANCE $1,500 $0 $2,779 185.25% $5,300 LIABILITY/AUTO INSURANCE $4,800 $0 $3,365 70.11% $3,885 OPERATING COSTS/SUPPLIES $8,850 $304 $9,417 106.41% $10,766 FUEL $2,600 $283 $2,000 76.94% $2,571 REPAIRS & MAINTENANCE $54,750 $5,410 $55,047 100.54% $39,355 SUNDRY/DUES/MILEAGE/CLOTHING $12,750 $560 $7,629 59.84% $3,196 CONTINGENCY $0 $0 $0 0.00% $0 ONLINE REG & CREDIT CARD FEES $7,975 $927 $10,690 134.05% $8,884 PAR 3 EXPENDITURES TOTAL $246,476 $20,161 $224,501 91.08% $197,356  14 7b. __________________________________________________ REQUEST FOR COMMISSION ACTON MEETING DATE: January 16, 2024 AGENDA ITEM: Recreation Program Update ITEM TYPE: ☒ Monthly Report ☐ New Business ☐ Unfinished Business CONTACT: Willow Eisfeldt, Recreation Program Coordinator ACTION REQUESTED: Informational item-no action requested BACKGROUND: Tour De Rec Update Mendota Heights staff and partners for Tour De Rec have been working to increase participation at Tour De Rec, staff are excited to announce that the January Tour De Rec event at the West St. Paul Dome for “Sports Spectacular” surpassed 100 participants. Tour De Rec will continue through the winter and spring on the first Thursday of each month at 6:00-7:00pm and proceed into the summer months on every Tuesday from 1:30-2:30pm. The following dates highlight upcoming Tour De Rec Events: • Thursday, February 1st: Cookies and Crafts at Harmon Park Neighborhood Center • Thursday, March 7th: Sledding at Southview Park • Thursday, April 4th : Obstacle Course Creations at Moreland Elementary Frozen Fun Fest Update The Mendota Heights annual Frozen Fun Fest is just under a month away. The schedule for Frozen Fun Fest is as follows; • Monday, February 5th: Medallion Hunt and Coloring Contest begin o Clues for the medallion hunt will be posted at 8:00am daily starting February 5th on the Mendota Heights Parks and Recreation Facebook Page as well as the Mendota Heights City Website: www.mendotaheightsmn.gov  15 • Friday, February 9th: Ice Block Party at Friendly Hills Park from 4:00-6:00pm o The ice block party will feature Kids Dance DJ, ice skating, snowshoeing, free s’mores and hot cocoa, food trucks and more! • Saturday, February 10th: Learn to Ice Fish at Roger Lake Park from 9:00-11:00am and Valentines in the Village at Market Square Park from 5:00-8:00pm o Learn to Ice Fish is a free event for kids 14 and under, registration is required as there are limited spots available. o Valentines in the Village will feature a family friendly magic show from 5-5:45pm, Cupid’s Crawl with local businesses, and live music. • Sunday, February 11th: Puzzle Competition at Mendota Elementary Gymnasium from 9am- Noon where teams of 3-4 can compete to complete a 500-piece puzzle first. Blade with the Blue Blade with the Blue in partnership with West St. Paul Parks and Recreation will be occurring on Saturday, January 27 from 1:00-3:00pm. Mark Your Calendars The following dates are upcoming program dates staff would like to highlight: • Summer program registration will begin Tuesday, February 27 at 9:00am. Registration will include Sport Skills Camps, Golf Lessons, Pickleball Lessons, Fascinating Fridays, Field Trips, Adult Bags League and more. • Free Cribbage Tournament on Friday, March 22 at 5:00pm • Kids Garage Sale is coming back on Sunday, April 28th at the Veteran’s Memorial Community Center in Inver Grove Heights. • Touch-A-Truck will be back on Saturday, May 11 from 10:00-Noon FISCAL AND RESOURCE IMPACT: None ATTACHMENTS: No attachments. ITEM RELATION TO COMMISSION GUIDING PRINICIPLES: ☐ Sustainable Source of Funding for Parks and Rec ☐ A Leading Community with Invested Partners ☐ Greater Connection to the Natural Environment ☒ Vibrant and Diverse Community Programming ☐ A Safe, Connected, and Walkable/Bikeable Community ☐ Active Recreation Facilities for All ☐ Effective Two-Way Communication with an Informed Community  16 7c. __________________________________________________ REQUEST FOR COMMISSION ACTON MEETING DATE: January 16, 2024 AGENDA ITEM: Park Improvement Project Update ITEM TYPE: ☒ Monthly Report ☐ New Business ☐ Unfinished Business CONTACT: Meredith Lawrence, Parks and Recreation Manager ACTION REQUESTED: Informational Item—No Action Requested BACKGROUND: 2023 Projects Outstanding • Roger’s Lake Skate Park Improvements: IN PROGRESS o Concrete work is complete o Features will be installed during the Spring of 2024 • Wentworth Park Tennis Court Resurfacing: IN PROGRESS o The Wentworth Park Tennis court was paved on October 31 with the first lift. The second lift will not be paved until the Spring of 2024. It will then have to cure for around 30 days before the acrylic can be applied so the court is not likely to be open until early summer. 2024 Project Update The projects included in the 2024 budget include the following: • Marie Park Hockey Rink Acrylic Surfacing for Pickleball ($30,000)—Fund Balance o Quote to Council on January 23 for consideration • Mendakota Fiber Installation—Cameras, Door Access ($89,032.50)—Special Parks Fund o Approved by Council—Camera Quote Still Outstanding (estimated $20,000) • Marie Park Dugout Addition ($30,000)—Special Parks Fund • Park System Master Plan ($85,970)—Special Parks Fund o Approved by Council • Wentworth Pickleball Installation in Hockey Rink ($30,000)—Special Parks Fund  17 o Quote to Council on January 23 for consideration • Marie Park Ball Field Resurfacing ($10,000)—General Levy Updates will be provided as projects move along. Special Park Fund Balance Currently the Special Parks Fund is showing an estimated balance of approximately $442,000 as of January 9, 2024. Approved projects for 2024 impacting the Special Parks Fund balance include the following: • Mendakota Fiber Project: $109,032.50 • Park System Master Plan: $85,970 Projects in the que to be considered by the City Council for SPF: • Wentworth Pickleball Installation in Hockey Rink: $30,000 Projects included in the FY2024 budget for SPF: • Marie Park Dugout Addition: $30,000 These projections once funded will leave the balance at approximately: $186,997.50 Warming House Update Staff is in the process of flooding rinks. The rinks have been flood twice a day since January 2. Staff anticipates opening warming houses on January 16, at the time of writing this memorandum on January 9. Staff will provide an update at the meeting with up to date information. FISCAL AND RESOURCE IMPACT: None. ATTACHMENTS: None. ITEM RELATION TO COMMISSION GUIDING PRINICIPLES: ☐ Sustainable Source of Funding for Parks and Rec ☐ A Leading Community with Invested Partners ☐ Greater Connection to the Natural Environment ☐ Vibrant and Diverse Community Programming ☐ A Safe, Connected, and Walkable/Bikeable Community ☒ Active Recreation Facilities for All ☐ Effective Two-Way Communication with an Informed Community  18 8a. __________________________________________________ REQUEST FOR COMMISSION ACTON MEETING DATE: January 16, 2024 AGENDA ITEM: Park System Master Plan Update ITEM TYPE: ☐ Monthly Report ☒ New Business ☐ Unfinished Business CONTACT: Meredith Lawrence, Parks and Recreation Manager ACTION REQUESTED: Informational Item—No Action Requested BACKGROUND: As part of the 2024 budget process, the Parks and Recreation Commission requested funding for the development of a city-wide Park System Master Plan. A Park System Master Plan is a common document found within cities and is a roadmap for the next 15 years in regards to the planning and development of park spaces, facilities, and recreational programs and services. The City of Mendota Heights currently does not have a Park System Master Plan. Staff worked with the Parks and Recreation Commission and the Park System Master Plan subcommittee to review master plans from other cities to determine what should be included in the Mendota Heights Request for Proposals (RFP). The City Council approved the release of the RFP at their November 21 meeting. Proposals were due on December 15 and the City received four strong proposals for the project. The Parks and Recreation Commission Master Plan subcommittee and key project staff reviewed the proposals and interviewed the four consultants on January 2. The subcommittee and key project staff recommended Confluence/PROS for the project. Confluence is a professional consulting firm that has local experience completing master plans for Bloomington, Hopkins, Shakopee, Edina, Burnsville and Apple Valley. In addition to having a local office, Confluence has offices nationwide which allow them the opportunity to pull parks and recreation data, trends and metrics from across the country. In partnership with Confluence, PROS consulting specializes in parks feasibility studies, needs assessments, financial planning and organizational development. Together, Confluence and PROS submitted a base proposal that includes the following plan elements:  19 • Existing Conditions and Opportunities Review • Recreation Programs, Services and Future Forecast • Community Engagement • Prioritization • Implementation • Final Document and Project Delivery • Meetings with Key Project Team The base proposal has a total project cost of $76,745. In addition, Confluence and PROS submitted bid alternates that includes the following: • Financial Sustainability Analysis • Park Concept Plan for Mendakota Park (2 options and 1 revision) • Consulting Team Attends Four Pop-Up Intercepts and 6 Community Events • Staff Extended Work Sessions (2 meetings) • Equity Analysis Staff and the subcommittee recommended to the City Council the base bid with the addition of the Financial Sustainability Analysis and the Equity Analysis. In addition, staff and the subcommittee determined that the community engagement for this project will be the most effective if it is a team approach between staff, the parks and recreation commission, and the consultant. The 2024 budget included $75,000 for this project from the Special Parks Fund. The base proposal costs are $76,745 and the additional bid alternates recommended included an additional $9,225. This resulted in a total project cost of $85,970. The City Council approved the Subcommittee and staff’s recommendation at their January 9 meeting. With the approval of the contract, staff will begin working on this project in partnership with Confluence and PROS. The first phase of this project will include data collection and review, asset management and capital improvement plan review, researching demographic and recreational trends, and the formation of a community engagement plan. Staff will bring forth an update on a monthly basis for this project. FISCAL AND RESOURCE IMPACT: None, as this project has been approved by the City Council. ATTACHMENTS: None.  20 ITEM RELATION TO COMMISSION GUIDING PRINICIPLES: ☒ Sustainable Source of Funding for Parks and Rec ☒ A Leading Community with Invested Partners ☒ Greater Connection to the Natural Environment ☒ Vibrant and Diverse Community Programming ☒ A Safe, Connected, and Walkable/Bikeable Community ☒ Active Recreation Facilities for All ☒ Effective Two-Way Communication with an Informed Community  21 9a. __________________________________________________ REQUEST FOR COMMISSION ACTON MEETING DATE: January 16, 2024 AGENDA ITEM: Parks and Recreation 2024 Work Plan Approval ITEM TYPE: ☐ Monthly Report ☐ New Business ☒ Unfinished Business CONTACT: Meredith Lawrence, Parks and Recreation Manager ACTION REQUESTED: The Parks and Recreation Commission is asked to review and discuss the 2024 Parks and Recreation work plan and direct staff to make any necessary changes. If changes are requested, staff will refine the document and bring it back for adoption at the February, 2024 meeting. BACKGROUND: In December, the Parks and Recreation Commission met in the form of a work session to discuss their 2024 goals and priorities. Building off the Parks and Recreation Strategic Plan, staff compiled the attached 2024 work plan, which directly relates back to the strategic initiatives outlined in the City’s Parks and Recreation strategic plan. The following action items are included in the 2024 work plan: • Completion of the Park System Master Plan • Finalize Sponsorship, Donation and Legacy Event Policy • Work with Businesses (Village and Plaza) for Event Engagement • Work with the City of West Saint Paul to Determine if a Joint Facility is Feasible • Create Trail CIP Program • Update Trail Maps to be More Accessible • Diversify Programming Offered (Senior and Teen Programming) • Coordinate Ongoing Community Engagement Plan for Commissioners • Continued Success of the Volunteer in the Park (VIP) Program  22 FISCAL AND RESOURCE IMPACT: None. ATTACHMENTS: 2024 Parks and Recreation Work Plan ITEM RELATION TO COMMISSION GUIDING PRINICIPLES: ☒ Sustainable Source of Funding for Parks and Rec ☒ A Leading Community with Invested Partners ☒ Greater Connection to the Natural Environment ☒ Vibrant and Diverse Community Programming ☒ A Safe, Connected, and Walkable/Bikeable Community ☒ Active Recreation Facilities for All ☒ Effective Two-Way Communication with an Informed Community  23 9a1. 2024 STRATEGIC GOALS ACTION ITEM STRATEGIC RESPONSIBILITY TIMELINE INITIATIVE Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec UPDATE Comple�on of Park System Master Plan All Parks and Recrea�on City Council approved professional services contract Manager with Confluence/PROS. Finalize Sponsorship, Dona�on, and Legacy Sustainable Funding Parks and Recrea�on Staff received preliminary direc�on from the Event Policy Source for Parks and Manager Council at their work session in November and will Recrea�on bring a dra� for the Commission to review in early 2024. Work with businesses (Village and Plaza) for A Leading Community Parks and Recrea�on Event Engagement with Invested Partners Manager/Recrea�on Program Coordinator Work with the City of West Saint Paul to A Leading Community City Administrator/ A survey was provided to Mendota Heights determine if a joint facility is feasible. with Invested Partners Parks and Recrea�on residents in late November/early December. Staff Manager will con�nue to work with West Saint Paul to finish the Feasibility Study. Create Trail CIP Program Greater Connec�on to Public Works Director the Natural Environment Update Trail Maps to Be More Accessible A Safe, Connected, Parks and Recrea�on The Senior Engineering Technician has received the Walkable and Bikeable Manager/Senior necessary informa�on from the Parks and Community Engineering Recrea�on Manager and is pu�ng finishes touches Technician on this to launch. This project should be complete in early 2024. Diversify Programming Offered (Senior and Vibrant and Diverse Recrea�on Program First ever Coffee, Cards and Cribbage series was Teen Programming) Community Coordinator hosted in January and February, 2023 and is taking Programming place in 2024. The Summer Adult Walking group took place in 2023 and will be con�nued in 2024. Summer 2024 will provide new opportuni�es for seniors and teens. Coordinate Ongoing Community Effec�ve Two-Way Commissioners Engagement Plan for Commissioners Communica�on with an Informed Community Con�nued Success of the Volunteer in the All Commissioners and Parks (VIP) Program Staff