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11-22-2022 PRC Agenda Packet A.7:00 P.M. - CALL TO ORDER B.ROLL CALL C.APPROVAL OF AGENDA Commissioners may add or delete items at this time. D.PUBLIC ANNOUNCEMENTS E.VISITOR PRESENTATIONS Commission Procedures allow for presentations from the audience at this time. If a motion is required, the item will be forwarded to the next available agenda to allow for publication and review prior to consideration. F.APPROVAL OF MINUTES F.1 Meeting Minutes: October 25, 2022 G.GENERAL BUSINESS H.REPORTS H.1 Halloween Party Evaluation H.2 Tree Lighting Ceremony & Holiday Events Preview I.COMMISSION MEMBER COMMITTEE REPORTS J.COMMISSION MEMBER PRESENTATIONS K.ADMINISTRATIVE PACKET AGENDA CHANHASSEN PARK & RECREATION COMMISSION TUESDAY, NOVEMBER 22, 2022 CITY COUNCIL CHAMBERS, 7700 MARKET BOULEVARD 1 L.ADJOURNMENT 2 Park & Recreation Commission Item November 22, 2022 Item Meeting Minutes: October 25, 2022 Item No:F.1 Agenda Section APPROVAL OF MINUTES Prepared By Amy Weidman, Admin Support Specialist SUGGESTED ACTION Approve the Park & Recreation Commission meeting minutes dated October 25, 2022. SUMMARY BACKGROUND DISCUSSION RECOMMENDATION Approve the Park & Recreation Commission meeting minutes dated October 25, 2022. ATTACHMENTS October 25, 2022 Park and Recreation Commission Meeting Minutes 3 CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING MINUTES OCTOBER 25, 2022 Chairman Tsuchiya called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Karl Tsuchiya, Don Vasatka, Scott Fischer, Dan Eidsmo, Matt Kutz, Heather Markert, Youth Commissioner Alex Jerdee. MEMBERS ABSENT: Jim Peck. STAFF PRESENT: Jerry Ruegemer, Park and Recreation Director; Priya Tandon, Recreation Coordinator; Mitchell Czech, Recreation Supervisor. PUBLIC PRESENT: None. APPROVAL OF AGENDA: Commissioner Markert moved, Commissioner Eidsmo seconded to approve the agenda as presented. All voted in favor and the motion carried unanimously with a vote of 7 to 0. PUBLIC ANNOUNCEMENTS: None. VISITOR PRESENTATIONS: None. APPROVAL OF MINUTES: APPROVE PARK & RECREATION MINUTES DATED SEPTEMBER 27, 2022 Commissioner Kutz moved, Commissioner Fischer seconded to approve the Minutes of the Park and Recreation Commission Meeting dated September 27, 2022 as presented. All voted in favor and the motion carried unanimously with a vote of 7 to 0. GENERAL BUSINESS: 1. 2022 Lake Ann Park Preserve Update Park and Recreation Director Jerry Ruegemer gave an update and shared the results of the recent open house with the Commission. Prior to the open house, the City sent 230 postcards to the neighborhoods abutting the preserve. The City Facebook page did eight posts, reached over 3,100 people, and had 50 likes, comments, or shares. There was a link to the Parks project page 4 Park and Recreation Commission Minutes – October 25, 2022 2 on the website with the information regarding the feasibility study and design. He shared about Instagram and Twitter posts, Chan-Happenings, and analytics regarding the number of people reached on those platforms. Mr. Ruegemer noted 50% of the people that received information opened the email or looked at the information which is far above the U.S. average of 10-19% open rate. This tells the City that their community is very engaged, and in-all on social media the City reached over 6,000 people. Mr. Ruegemer noted they are looking to give people the information and allow them to have a voice; 35 people attended the open house including Task Force and Park and Rec Commissioners, as well as neighborhood representatives. The online survey stayed open for one week after the open house to solicit more input. The key takeaway from the open house is to keep that area the way it is; people like the natural feel, enjoy unplugging, and being in a nature setting. Another takeaway is the desire for the trail to go all the way around Lake Ann which shares the City’s vision for future development of the trail. Mr. Ruegemer shared about the wetland delineation noting the report should be done in the next couple weeks. Design work has been in process and they are looking at trail alignment; he clarified 60% of that design work needs to be done before the City starts applying for permits, which should happen in November. They would like to have a pre-agency meeting with the Riley Purgatory Watershed District, the DNR, Army Corps of Engineers, and Met Council to demonstrate what the City is thinking, then those agencies can review the project for compliance. Once permits are in-hand they are valid for three years, and the City can apply for a one year extension if needed. Staff and consultants talked about priorities with the goal of better connection, a phased approach utilizing $1,300,000 of ARPA funding allocated from the City Council, and the main focus will be the access point. Other improvements include rebuilding the main trail from Lake Ann Park to Greenwood Shores, reconstructing the trail on the north side, habitat enhancements, and interpretation signage which will be part of a future phase. Next steps are the bituminous trails, boardwalks, and a bridge with paving done in 2023-2024. Chair Tsuchiya noted many of the feedback concerns regarded safety. He asked if Mr. Ruegemer can confirm the claims of “illicit activity” in the area. Mr. Ruegemer noted they are probably thinking about the Greenwood Shores area and during Covid there were some high school kids back there partying. In looking at comments, a lot of it had to do with speed within the neighborhood and narrow streets, which does not have anything to do with the Lake Ann project. Commissioner Fischer asked about the farmland and whether there is a reason for the increased No Trespassing signage. Mr. Ruegemer does not know that it has been increased and acknowledged the property owners have had those signs up for years. He noted the boundary is very well-defined in that area and it may be a bit proactive on the owners’ part to establish that line. 5 Park and Recreation Commission Minutes – October 25, 2022 3 Commissioner Kutz spoke about the southwest boardwalk area and asked why they would want to cut through the marsh area instead of going around. Mr. Ruegemer showed a map on screen and noted that area is not the City’s property. Commissioner Kutz thinks they may want to plan for that in the future if it does ever become the City’s property. He feels it is a pretty big expense to go across the marsh. Commissioner Markert asked about signage. Mr. Ruegemer noted there are grants available for signage and they are currently looking for partners to share expenses. REPORTS: 1. Halloween Party Preview Recreation Coordinator Tandon shared that the 38th Annual Halloween Party will be held Saturday, October 29th at the Chanhassen Recreation Center from 5:30-7:30pm. This is the final of four community events held throughout the year and is open to kids ages 12 and under, plus their families. Typically around 350-400 kids attend the Halloween party, with 800 total including family members. Events include trick-or-treating, carnival games, face painting, hayrides, refreshments, a spooky room, and a magic show. There are eight local businesses participating in the Halloween Party this year. Ms. Tandon shared the City will be utilizing the Square processing system for payment, as well as cash/check. Many volunteers are helping with this event, and although they have 40-50 volunteers, more are needed for the event. 2. 2022 Picnic Season Evaluation Recreation Supervisor Czech noted they had a successful picnic season with 138 reservations in total. The most popular site this season was the Klingelhutz Pavilion at Lake Ann, (50 reservations) followed by the Lakeside Pavilion at Lake Ann, (49) and the Picnic Shelter at Lake Susan (39). The reservations generated $19,456.25 in revenue. These paid reservations resulted in the city hosting over 10,704 picnickers. Mr. Czech stated this year they utilized an online reservation system with approximately 98 reservations submitted online. At the conclusion of a picnic the City sends out a survey for feedback on the process, and the majority of guests had a positive experience. Survey results are attached and roughly 29% of people completed the feedback with common critiques being full garbage/recycling cans, difficult online reservation system, and inadequate signage. 6 Park and Recreation Commission Minutes – October 25, 2022 4 3. Establish 2023 Picnic Reservation Fees Recreation Supervisor Czech stated that the Park and Recreation Commission reviews many aspects of group picnic reservations, such as: total revenue, reservation categories, customer types, and other related items on an annual basis. A large-group fee for groups of 100 or more was implemented in years past to cover the additional expense related to these groups. The large- group fee has not been met with opposition and should continue. Reservation fee comparisons with local agencies showed that the City of Chanhassen's fees are comparable, and a majority of feedback found that customers believe the fees are reasonable. The City of Chanhassen's picnic reservation fees were last increased in 2020, and staff recommends not increasing the group picnic reservation fees for 2023. Commissioner Vasatka noted they saw $19,000 in revenue the previous year and asked about the added expense for the maintenance portion. Mr. Ruegemer replied it is roughly $2,300-$3,000. Commissioner Vasatka asked if the extra money goes into the Parks Budget or general City funds. Mr. Ruegemer replied general City funds. Commissioner Kutz moved, Commissioner Eidsmo seconded that the Park and Recreation Commission recommends the City Council to approve the 2023 picnic reservation fees for group picnics. All voted in favor and the motion carried unanimously with a vote of 7 to 0. COMMISSION MEMBER COMMITTEE REPORTS: Commissioner Vasatka asked how much buckthorn was taken out during the removal day. Mr. Ruegemer replied there was a lot of buckthorn removed and the people who were there expressed interest in multiple events. He noted they chipped the buckthorn and hauled it away. Mr. Ruegemer also shared that a contract for the walls at the Rec Center was approved at a City Council meeting. Commissioner Vasatka asked if the company can use the existing tracks for the walls. Mr. Ruegemer replied in the affirmative. COMMISSION MEMBER PRESENTATIONS: None. ADMINISTRATIVE PRESENTATIONS: None. 7 Park and Recreation Commission Minutes – October 25, 2022 5 ADJOURNMENT: Commissioner Kutz moved, Commissioner Eidsmo 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 8:14 p.m. Submitted by Jerry Ruegemer Park and Recreation Director Prepared by Amy Weidman Administrative Support Specialist 8 Park & Recreation Commission Item November 22, 2022 Item Halloween Party Evaluation Item No:H.1 Agenda Section REPORTS Prepared By Priya Tandon, Recreation Coordinator SUGGESTED ACTION SUMMARY The 38th Annual Halloween Party was held on Saturday, October 29th at the Chanhassen Recreation Center. A total of 462 children, ages 2-12, registered for the event. Registrants and their families enjoyed trick-or-treating, carnival games, snacks, crafts, a spooky room, hayrides, and a magic show. Listed below are comments regarding each component of the event, and an expense report is attached. Trick-or-Treating Student volunteers and local businesses provided trick-or-treating for registrants. This was the third year sponsors attended the Halloween Party, and we had 8 fantastic local businesses come out. This is fun for the kids and adds a nice community feel as well. Carnival Games The Bluff Creek Elementary School gym was used for the carnival games, which are popular and had long lines for each activity. The games were staffed by student volunteers. Face Painting & Hayrides Face painters and hayrides were contracted, and provided complimentary services to participants. Both of these event components are very popular. Snacks Cookies and beverage refreshments were provided for participants. Fruit snacks were provided as an 9 allergen-friendly option for participants and were well-received. Allergen-friendly options will continue to be offered as part of the event. Crafts This is the second year crafts were provided at the event, and they were again well-received. Crafts will continue to be offered as part of the event moving forward. Spooky Room Community room #1 was transformed into a spooky, dark cemetery room. The room is a great feature for some of the older children to enjoy and provides variety for participants. The room is designed for all children in mind, as to not truly scare any participant. Special thanks to our Park Maintenance team for their help and dedication to setting up this room. Magic Show Brian Richards, the magician, performed his Spooky, not Scarrry Magic Show in the Rec Center Gym. The audience was entertained throughout the half hour show, and both kids and adults gave positive reviews of the show. Photo Booth Back this year was a simplified photo booth. Families enjoyed this portion of the event, and student volunteers helped take photos to have a lasting memory after the event. Volunteers We had over 40 tremendous volunteers from the community. Special thanks to the Chanhassen Students Today, Leaders Forever Club, and the Chanhassen, Chaska, and Eden Prairie Key Clubs for assisting with all aspects of the event. We could not hold this event without the support of our local volunteer organizations. General Comments/Recommendations for 2023 This year's Halloween Party had the highest participation to date, with 462 participants. With their families, it totaled approximately 900 people. See attached for full attendance analysis from 2016-present. Continue to provide allergen-friendly refreshments for participants with dietary restrictions to feel included. Research feasibility of a "sensory room" or a "quiet zone" as part of the event. These rooms are available to participants with diverse sensory needs (i.e. autism) to provide a space to regulate emotions in a high-stimulus environment. These facilities are gaining popularity in both permanent facilities and special events throughout the Twin Cities. Special thanks to The Mustard Seed Landscaping & Garden Center, Chick-fil-A Chanhassen, Culver's Chanhassen, kiddywampus, Old National Bank, Code Ninjas, Children of Tomorrow Learning Center, and Traci Preciado, Keller Williams Realty Elite for helping with trick-or- treating. BACKGROUND 10 DISCUSSION RECOMMENDATION ATTACHMENTS Expense Report Attendance Analysis 2016-2022 11 REVENUE Registrations 462 @ $6.00 $2,772.00 Business sponsorship 2 @ $50.00 $100.00 Total $2,872.00 EXPENDITURES 101-1614-4130 (Budget: $1,500) Candy $825.95 Carnival game supplies $427.00 Refreshments $198.54 Volunteer dinner $180.42 Craft kits $59.96 Decorations $47.25 Total $1,739.12 101-1614-4300 (Budget: $1,400) Hayrides $650.00 Face Painting $575.00 Magic Show $320.00 Total $1,545.00 101-1613-4340 (Budget: $500) Chanhassen Villager front-page advertisement $374.00 PeachJar elementary school flyers $75.00 Facebook boosted advertisement $20.00 Total $469.00 TOTAL REVENUE: $2,872.00 TOTAL EXPENSES: $3,753.12 BALANCE: -$881.12 **The Halloween Party is the fourth of four events under the Community Event Sponsorship Program. Forty-four businesses have pledged $33,385.00 in cash and goods for 2022 to support these four events. 2022 Halloween Party Expense Report 12 Attendance 2016-2022 Halloween Party Attendance Levels 13 Park & Recreation Commission Item November 22, 2022 Item Tree Lighting Ceremony & Holiday Events Preview Item No:H.2 Agenda Section REPORTS Prepared By Priya Tandon, Recreation Coordinator SUGGESTED ACTION SUMMARY Each year, the City of Chanhassen hosts a variety of holiday events throughout the season, including the Holiday Boutique, Tree Lighting Ceremony, Tour of Lights, and Gingerbread House Decorating Contest. More information on holiday programs can be found on the City's website at chanhassenmn.gov/treelighting. Holiday Boutique: December 3 Taking place at the Chanhassen Recreation Center from 10am-2pm on December 3, the Holiday Boutique features a variety of commercial and handcrafted arts & crafts, jewelry, collectibles, food items, home decor, toys, and trinkets available for purchase. This free event is a great time to find unique and special gifts for the holidays, as well as support local artisans and businesses. Tree Lighting Ceremony: December 3 This year's annual Tree Lighting Ceremony will be held on Saturday, December 3 at 5:00 p.m. on the plaza at City Center Park. The event will run for approximately one hour with the park holiday lights being lit around 5:10pm by Mayor Elise Ryan and family. Activities included in this year's event are refreshments, bonfires, s'mores, gingerbread house displays, live reindeer, a Toys for Tots donation station, and a visit from Santa Claus. The event is free and open to all ages. This annual event is expected to draw 400-600 attendees. Special thanks to BuyChanhassen, the SouthWest Metro Chamber of Commerce, The Mustard Seed Landscaping and Garden Center, and 14 SouthWest Transit for sponsoring this event. Also, thanks to our Park Maintenance department for stringing the multitude of holiday lights that will decorate City Center Park throughout the season! Tour of Lights: December 3-31 For the third year, residents of Chanhassen will be able to register their home holiday light displays to help create a beautiful driving tour of residential holiday lights throughout our city. The tour will last December 3-31, with displays being lit from 5-9pm. An interactive map will be available on the website beginning December 3 of the home light displays, and the community can use the map to design a personalized driving tour of the displays. Registration is free, and each home that registers will be entered to win a holiday prize pack. Gingerbread House Decorating Contest: November 29-Decemeber 1 The all-ages gingerbread house decorating contest will be accepting submissions from Tuesday, November 29 - Thursday, December 1. Submissions cost $5 per entry and prizes will be awarded for the most difficult and most creative houses. All gingerbread houses will be displayed at the December 3rd Tree Lighting Ceremony. Santa's Workshop & Letters to Santa Mailbox: November 23-December 23 The Santa's Workshop house, along with a 'letters to Santa' mailbox, will be present at City Center Park plaza from November 23 through December 23. Santa's Workshop is a popular photo location for families, and the mailbox is a popular drop-off spot for kids' letters to Santa Claus throughout the holiday season. BACKGROUND DISCUSSION RECOMMENDATION ATTACHMENTS 15