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05-25-2021-prc-sumCHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING MINUTES May 25, 2021 Chair Tsuchiya called the meeting to order at 7:01 p.m. via Zoom. MEMBERS PRESENT: Karl Tsuchiya, Sandy Sweetser, Matt Kutz, Jim Peck, Heather Markert, Don Vasatka, and Scott Fischer MEMBERS ABSENT: Youth Commissioner Chaehyun Lee OTHERS PRESENT: Mayor Elise Ryan STAFF PRESENT: Jerry Ruegemer, Park and Recreation Director; Priya Tandon, Recreation Supervisor; Mitchell Czech, Recreation Supervisor; and Laurie Hokkanen, City Manager PUBLIC PRESENT: None. ROLL CALL APPROVAL OF AGENDA. Commissioner Peck moved, Commissioner Sweetser seconded to approve the agenda. All voted in favor and the motion carried unanimously with a vote of 7 to 0. PUBLIC ANNOUNCEMENTS. Recreation Supervisor Czech stated that a Memorial Day ceremony would be held at City Center Park at noon on Monday, May 31, 2021. Park and Recreation Director Ruegemer shared that there would be a food drive to collect food for the Chaska Bountiful Basket Food Shelf on June 3, 2021. VISITOR PRESENTATIONS. None. APPROVAL OF MINUTES. APPROVE PARK & RECREATION MINUTES DATED APRIL 27, 2021 Commissioner Markert moved, Commissioner Sweetser seconded to approve the Minutes of the Park and Recreation Commission Meeting dated April 27, 2021 as presented. All voted in favor and the motion carried unanimously with a vote of 7 to 0. Park and Recreation Commission Minutes – May 25, 2021 2 NEW BUSINESS. 2021-2024 STRATEGIC PLAN UPDATE Park and Recreation Director Ruegemer introduced Mayor Ryan and City Manager Hokkanen who presented information on the newly adopted Strategic Plan. Ms. Hokkanen reviewed that the Strategic Plan was a living document that would be reviewed annually each January. The Strategic Plan will assist Council and staff in defining goals and priorities. Ms. Hokkanen outlined the vision, mission, and values. She highlighted an emphasis on innovation, embracing technology, and engagement. The strategic plan summary will act as a guide over the next three years and provide policy direction as well as targets and strategic initiatives. Parks and Recreation is a big component of capital and amenity needs and Chanhassen residents often request changes in this area. Asset management addresses maintaining items the City owns. One tool the City uses is Cartegraph which tracks maintenance costs, schedules, and assets. Having this information electronically helps when employees retire or move on and new employees are hired. An estimated 50% of Chanhassen’s 80 full-time employees have started within the past five years. Operational excellence addresses employee morale and connectedness and seeks to re-engage employees so that they understand “the why”. Improved technology will help streamline processes so that the City can meet the same level of service without adding significant staffing. Ms. Hokkanen introduced a new complaint tracking system, SeeClickFix. SeeClickFix is an app- based complaint reporting system where concerned citizens can photograph and report problems allowing staff to be more responsive and save time. Ms. Hokkanen reviewed the importance of communication and outlined a new tool, FlashVote, which can be used to send short surveys to residents. Commission member Tsuchiya asked if the City was addressing lack of internet services in light of an increase in people working from home. Ms. Hokkanen stated that the City is working on a franchise agreement with a broadband internet service provider, MetroNet. This service will be offered alongside current internet provider Mediacom. Mayor Ryan added that there are some businesses who have expressed a desire for fiber before developing in Chanhassen. Park and Recreation Commission Minutes – May 25, 2021 3 Commissioner Peck asked about the project cost of implementing the Strategic Plan. Ms. Hokkanen stated they were not at the cost stage yet. Mayor Ryan added that the City would like to conduct a Facility Study to better understand the cost of investments such as parks or recreational facilities. Mayor Ryan added that financial sustainability is a component of the Comprehensive Plan. The City has had low taxes for many years but that has impacted infrastructure. Having a Strategic Plan shows how tax dollars are tied to improvements and are an investment in the community. There may be a tax increase involved. Commission member Kutz stated that he has been on the Park and Recreation Commission for three years. He recalls that a bond referendum was proposed for $10 million to improve Lake Ann, the Rec Center, and other parks. He feels that residents want some of the improvements that they are seeing in surrounding communities. Is the referendum still being considered? Ms. Hokkanen stated that the Council will discuss the referendum at their June 28, 2021 work session. They would work together with a referendum task force and the Park and Recreation Commission if that is something the Council would like to pursue. It would not likely happen in 2021 due to timing and the fact that Chanhassen holds even-year elections. Ms. Hokkanen asked the Park and Recreation Commission for feedback on two questions: What they saw in the plan that they were excited about as well as any parts where they were hesitant or concerned. She asked the Commission members to submit comments to her via email. Chair Tsuchiya asked if SeeClickFix was anonymous. Ms. Hokkanen stated the City was in the process of setting up this tool and anonymity was an option. The disadvantage of anonymity is that there is no opportunity to follow up or correct an error. Complaints are protected government data. The City would be able to see this information but would not be allowed to share it with the public. SeeClickFix replaces a request tracker that was part of the CivicPlus website that the City implemented around 2008. Commission member Tsuchiya asked how the City will create awareness for SeeClickFix. Ms. Hokkanen stated that the City is in the process of hiring a Communications Manager. That person will use communication channels such as social media and promotion at events to inform the public of the new tool. Ms. Hokkanen added that, if the Park and Recreation Commission would like to see a specific report, they could request it and it could be provided on a more frequent basis. Park and Recreation Commission Minutes – May 25, 2021 4 OLD BUSINESS. None. REPORTS. INTRODUCTION OF 2021 OLD NATIONAL BANK SUMMER CONCERT SERIES Recreation Supervisor Tandon gave an overview of the 2021 Old National Bank Summer Concert Series. The concert series will feature nine performances over eight weeks starting June 10 through August 5. July 1 will not have a performance and there will be an additional performance on July 29. Concessions will be available and the concerts are free to attend. Old National Bank of Chanhassen has provided $3,000 to sponsor the concert series. Promotional magnets will be available with concert dates and advertisements will go out via social media. Typically, concert attendance is between 150 and 450 people. 2021 SUMMER PROGRAMS Recreation Supervisor Tandon gave an overview of 2021 Summer Preschool, Youth, and Family programs. The most popular event was Lake Ann Adventure Camp which filled within 10 minutes. More information on summer programs can be found on the City’s website or in the 2021 Spring/Summer Chanhassen Connection. Commission member Markert stated she found it difficult to find fishing camps. Ms. Tandon stated that, in the past, Chanhassen has partnered with the group Fishing with Friends. She will look at a potential partnership with this group in 2021 or 2022. 2021 LAKE ANN PARK SUMMER PROGRAMS Recreation Supervisor Czech stated concession and water craft rental will open on Saturday, May 29, 2021 and will be open from 11:00 a.m. to 7:00 p.m. each day. Rentals include paddleboards, paddle boats, canoes, and kayaks. The City is partnering with Grey Duck Outdoor for paddleboard rentals and revenue will be shared between Grey Duck and the City. Mr. Czech will share concession stand duties with the Park and Recreation intern as there was no concession manager hired for summer. Mr. Czech has been processing picnic shelter requests and shelters are booked through June, most of July, and into August. There are 115 shelter reservations thus far which should generate $15,000. Chanhassen has two shelters at Lake Ann and one shelter at Lake Susan. Park and Recreation Commission Minutes – May 25, 2021 5 Lifeguards, contracted through Minnetonka Aquatics, will begin working at Lake Ann beach on June 5, 2021 and will be present from 11:00 a.m. to 6:00 p.m. weather permitting. Commission member Kutz commented that the City could use money from a referendum to increase the number of picnic shelters. Commission member Vasatka asked if the Park and Recreation Commission can use the FlashVote surveys to survey residents with park questions. Mr. Ruegemer confirmed that the Commission can use the FlashVote system. COMMISSION MEMBER COMMITTEE REPORTS. None. COMMISSION MEMBER PRESENTATIONS. None. ADMINISTRATIVE PACKET. Commission member Vasatka asked if the attendees could give a brief introduction to new commission members. Current commission members and staff introduced themselves to new Commissioners. Commissioner Kutz asked if sports associations could attend Park and Recreation Commission meetings and give a presentation. Commissioner Markert asked the best way to share new ideas with the Commission. Chair Tsuchiya responded that Commissioners could email Mr. Ruegemer to be added to the agenda or add the item to the agenda at the beginning of a meeting. Commissioner Markert had a suggestion to create park passports for the 6-7 community parks as well as the 21 neighborhood parks. The passport could be a free printable on the city website. Chair Tsuchiya added that each park could have an embossed stamp, a rubbing, or a password to make a phrase that participants could “collect”. He added that, when Lake Ann is renovated, perhaps there could be QR codes that people could scan for information or short videos. Commissioner Markert added that there could be a way to take a picture and upload it to the passport. Commissioner Markert suggested an idea of creating videos of park amenities so that people who are unfamiliar with Chanhassen parks could see what they contain. Amenities could be highlighted online every week or once a month. She added that, when she worked for Park and Recreation Commission Minutes – May 25, 2021 6 Minnetonka schools, their student media groups looked for real world projects and created videos as part of their school assignments. Mr. Ruegemer expressed an interest in increasing video communications. Chair Tsuchiya added a desire for drone footage. ADJOURNMENT. Commissioner Kutz moved, Commissioner Markert seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 7 to 0. The Park and Recreation Commission meeting was adjourned at 8:42 p.m. Submitted by Jerry Ruegemer Park and Rec Director Prepared by Kim Meuwissen