04-25-2023 PRC Agenda Packet
A.7:00 P.M. - CALL TO ORDER
A.1 Oaths of Office
B.ROLL CALL
B.1 Nomination and Appointment of 2023/24 Chair and Vice-Chair
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: March 28, 2023
G.GENERAL BUSINESS
G.1 Recognize City Council Appointments to the Park and Recreation Commission
G.2 Review Park and Recreation Commission Bylaws
H.REPORTS
H.1 Easter Egg Candy Hunt Evaluation
AGENDA
CHANHASSEN PARK & RECREATION COMMISSION
TUESDAY, APRIL 25, 2023
CITY COUNCIL CHAMBERS, 7700 MARKET BOULEVARD
1
I.COMMISSION MEMBER COMMITTEE REPORTS
J.COMMISSION MEMBER PRESENTATIONS
K.ADMINISTRATIVE PACKET
L.ADJOURNMENT
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Park & Recreation Commission Item
April 25, 2023
Item Oaths of Office
Item No:A.1
Agenda Section 7:00 P.M. - CALL TO ORDER
Prepared By Kim Meuwissen, City Clerk
SUGGESTED ACTION
City Clerk Kim Meuwissen will administer the oaths of office to Rob Swanson, Scott Pharis, and
Jim Peck.
SUMMARY
The City Council appointed Rob Swanson and Scott Pharis and reappointed Jim Peck to the Park &
Recreation Commission for three-year terms ending March 31, 2026.
BACKGROUND
Per State Statute 358.05, the oath of office to be taken by members and officers of either branch of the
legislature shall be that prescribed by the Constitution of the State of Minnesota, Article IV, Section 8.
Every person elected or appointed to any other public office, including every official commissioner, or
member of any public board or body, before transacting any of the business or exercising any privilege
of such office, shall take and subscribe the oath defined in the Constitution of the state of Minnesota,
Article V, Section 6.
DISCUSSION
RECOMMENDATION
ATTACHMENTS
Rob Swanson Oath of Office
Scott Pharis Oath of Office
3
Jim Peck Oath of Office
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OITY O[ OIIAI{IIASSII{
Chanhassen is a Community for Life - Providrng for loday and Planning for Tomorrow
OATH OF OFFICE,
I, Rob Swanson, do solemnly swear to support the Constitution of the United States, the
Constitution of the State of Minnesota, and to discharge faithfully the duties of the office of Park
& Recreation Commissioner of the City of Chanhassen, Minnesota to the best of my judgment
and ability, so help me, God.
Rob Swanson
Date: April 25,2023
STATE OF MINNESOTA
COLINTY OF CARVER
Subscribed and sworn to before me this
-
day of 2023
Notary Public
PH 952,227.1 I 00 . www.ci.cha n hassen.mn.us . FX 952.227. I I I 0
)
(
)
SS
77OO MARKET BOULEVARD . PO BOX I47. CHANHASSEN . MINNESOIA 553I7 5
OITY OT CIIAI'IHASSEN
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
OATH OF OFFICE
I, Scott Pharis, do solemnly swear to support the Constitution of the United States, the
Constitution of the State of Minnesota, and to discharge faithfully the duties of the office of Park
& Recreation Commissioner of the City of Chanhassen, Minnesota to the best of my judgment
and ability, so help me, God.
Scott Pharis
Date: April 25,2023
STATE OF MINNESOTA
COUNTY OF CARVER
Subscribed and sworn to before me this _ day of 2023
Notary Public
PH 952.227,1 I 00 . www.ci.chan hassen.mn.us . FX 952.227. I I I 0
)
(
)
SS
77OO I'lARKET BOULEVARD.PO BOX I4T.CHANHASSEN .I'lINNESOTA 55317 6
OITY O[ OIIAI{IIASSIN
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
OATH OF OFFICE
I, Jim Peck, do solemnly swear to support the Constitution of the United States, the
Constitution of the State of Minnesota, and to discharge faithfully the duties of the office of Park
& Recreation Commissioner of the City of Chanhassen, Minnesota to the best of my judgment
and ability, so help me, God.
Jim Peck
Date: April 25,2023
STATE OF MINNESOTA
COUNTY OF CARVER
Subscribed and sworn to before me this dav of 2023
Notary Public
PH 952.227.1100 . www.ci.chanhassen.mn.us . FX 952.227.1110
)
(
)
SS
77OO MARKET BOULEVARD . PO BOX I47. CHANHASSEN . MINNESOTA 55317 7
Park & Recreation Commission Item
April 25, 2023
Item Nomination and Appointment of 2023/24 Chair and Vice-Chair
Item No:B.1
Agenda Section ROLL CALL
Prepared By Jerry Ruegemer, Park and Recreation Director
SUGGESTED ACTION
Nomination and Appointment of 2023/24 Chair and Vice-Chair
SUMMARY
Park and Recreation Commission bylaws specify that the commission shall select from among its
membership a chairperson and vice chairperson. The excerpt below describes the procedure for electing
these officers and the roles for each. Commissioners Don Vasatka and Heather Markert have expressed
interest in being nominated for Chair and Vice-Chair. Commissioner Markert will not be present at the
April meeting so another commissioner will need to nominate her. If any other commissioners have an
interest, the commission will need to work through those nominations until one person receives a
majority vote.
BACKGROUND
DISCUSSION
Section 4 Organization:
4.1 Election of Officers: At the first meeting in April of each year, the Park and Recreation Commission
shall hold an organizational meeting. At this meeting, the commission shall elect from its membership a
chairperson and vice chairperson. Each member shall cast its vote for the member he/she wishes to be
chosen as chairperson. If no one receives a majority, voting shall continue until one member receives
the majority support. Vice chairperson
shall be elected from the remaining numbers of the same proceeding.
4.2 Duties of the Chairperson and Vice Chairperson: The chairperson, or in his/her absence the vice
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chairperson, shall preside at meetings, appoint committees from its own membership, and perform other
such duties as ordered by the commission. The chairperson shall conduct the meeting so as to keep it
moving as rapidly and efficiently as possible and shall remind members, witnesses, and petitioners to
preserve order and decorum and to keep comments to the subject at hand. The chairperson shall not
move for action, but may second motions.
RECOMMENDATION
Nomination and Appointment of 2023/24 Chair and Vice-Chair
ATTACHMENTS
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Park & Recreation Commission Item
April 25, 2023
Item Meeting Minutes: March 28, 2023
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 March 28, 2023.
SUMMARY
BACKGROUND
DISCUSSION
RECOMMENDATION
Approve the Park & Recreation Commission meeting minutes dated March 28, 2023.
ATTACHMENTS
Park and Recreation Commission meeting minutes dated March 28, 2023
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CHANHASSEN PARK AND
RECREATION COMMISSION
REGULAR MEETING
MINUTES
MARCH 28, 2023
Chairman Tsuchiya called the meeting to order at 7:00 p.m.
MEMBERS PRESENT: Karl Tsuchiya, Heather Markert, Don Vasatka, Dan Eidsmo, Jim Peck
(arrived at 7:10 p.m.)
MEMBERS ABSENT: Matt Kutz, Scott Fischer, Youth Commissioner Alex Jerdee.
STAFF PRESENT: Jerry Ruegemer, Park and Recreation Director; Priya Tandon, Recreation
Manager; Mitchell Czech, Recreation Supervisor; Jodi Sarles, Recreation Center Manager;
Adam Beers, Park Superintendent.
PUBLIC PRESENT: None.
APPROVAL OF AGENDA:
Commissioner Vasatka moved, Commissioner Markert seconded to approve the agenda as
presented. All voted in favor and the motion carried unanimously with a vote of 4 to 0.
PUBLIC ANNOUNCEMENTS:
Park and Recreation Director Ruegemer shared about the Arbor Day Celebration and invited the
Commissioners to the event on Saturday, May 6, 2023.
VISITOR PRESENTATIONS: None.
APPROVAL OF MINUTES:
APPROVE PARK & RECREATION MINUTES DATED FEBRUARY 28, 2023
Commissioner Markert moved, Commissioner Eidsmo seconded to approve the Minutes of
the Park and Recreation Commission Meeting dated February 28, 2023 as presented. All
voted in favor and the motion carried unanimously with a vote of 5 to 0.
GENERAL BUSINESS:
1. Don Schwartz Recognition
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Park and Recreation Commission Minutes – March 28, 2023
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Recreation Supervisor Czech stated on behalf of the Park & Recreation Department, he would
like to recognize Don Schwartz for his service and dedication to the City’s Adult Softball
League. He noted Mr. Schwartz worked 4,506 softball games during his 29-year umpire career.
He spent 23 years in Chanhassen as an umpire and served as the Adult Softball Umpire
Coordinator for 32 years. Mr. Czech noted the leagues truly would not have been possible
without Mr. Schwartz. Mr. Schwartz was presented with a plaque in recognition of his service.
2. Receive 2022 Park and Recreation Department Annual Report
Park and Recreation Manager Tandon gave a presentation and shared the 2022 Annual Report
with highlights, including the Rec Center Community Day, 55+ Senior Expo, and expanded
youth program offerings. She shared about park, trail, and facility projects, community events,
and youth, adult, and senior programming. She noted the full Annual Report will be available on
the City website in April.
Commissioner Eidsmo noted it is very impressive regarding what the City and Park and
Recreation Department can do. He thanked them for their work.
Commissioner Vasatka moved, Commissioner Eidsmo seconded to approve the Park and
Recreation Commission recommend that the City Council receive and approve the 2022
Park and Recreation Annual Report. All voted in favor and the motion carried
unanimously with a vote of 5 to 0.
3. Erhart Farms Future Trail Alignment
Park and Recreation Director Jerry Ruegemer gave an overview of the future trail plan showing
illustrations on screen. He shared about Foxwood Preserve with natural trails and a ghost plat
noting the Erhart Farms development will also have natural features with outlots and permanent
open space. Mr. Ruegemer shared about future phasing, connecting trails, and showed a ghost
plat of the development and trail system on screen. The developer would like the trail alignment
to go through the Foxwood Preserve, and staff would like to continue the trail to the south. Mr.
Ruegemer shared about difficulties in connecting to the south, and that potential retaining walls
and boardwalk due to a wetland would be expensive.
Commissioner Eidsmo asked if the developer will pay for any of it or if it would be City
expense.
Mr. Ruegemer noted it would be City expense and showed a layout on screen that had been
discussed. He noted currently there is not an identified funding source. Staff recommends
remaining on the corridor they are looking at on the ghost plat near Eagle Ridge Road and the
southern corridor; he noted the northern alignment could be connected at some point in the future
if the City saw fit and had funding. Mr. Ruegemer stated the property is very beautiful and he is
excited to continue the trail.
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Park and Recreation Commission Minutes – March 28, 2023
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Commissioner Vasatka explained his avid use of trails in the City noting he prefers to use trails
that are not just adjacent to roads. He would rather have one trail than send his kids on a trail that
has 50+ driveways and crosses multiple roads. He would like to look at all options and give the
City flexibility to get something through to Foxwood Preserve.
Mr. Ruegemer agreed and stated if the City comes up with additional funding for the boardwalks
they could definitely look at that in the future.
Commissioner Vasatka asked if it is possible to make the trail with natural elements such as
wood chips.
Mr. Ruegemer replied in the affirmative noting that could be done with a 6-foot nature or turf
trail and that could be done in-house; they could gain access to that area and connect it to the
existing Foxwood Preserve.
Commissioner Vasatka asked about the timeline and whether the Commission can discuss it
again.
Mr. Ruegemer noted they do have some time as the first phase will be starting in the spring but it
is already earmarked for the trail alignment.
Commissioner Vasatka thinks the first phase makes a lot of sense.
Commissioner Markert asked if the trail went to the south of the body of water, would that need
to be a boardwalk?
Mr. Ruegemer replied the City does not currently have that property for access. He thinks the
topography in that area is a little steeper but he can look into it.
Chair Tsuchiya asked if the developer would be open to a discussion on the southern side of the
body of water as an alternative.
Mr. Ruegemer would be happy to have that conversation with the developer.
Commissioner Markert agrees with Commissioner Vasatka’s comment regarding the trail and the
driveways that make it feel less like a trail. It would be helpful to know how many people it
would impact or be helping to put some merit behind the cost.
Mr. Ruegemer clarified this is a ghost plat and is not set in stone. If the Commission would like
to have the southern corridor, the ghost plate would probably change.
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Park and Recreation Commission Minutes – March 28, 2023
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Commissioner Eidsmo moved, Commissioner Vasatka seconded, to table action on the item
for further discussion. All voted in favor and the motion carried unanimously with a vote of
5 to 0.
REPORTS:
1. Easter Egg Candy Hunt Preview
Recreation Manager Tandon shared about the Easter Egg Hung at City Center Park and draws
between 500-800 children and families. Tickets are $6 per child and accompanying adults are
free, the City offers pre-registration as well as registration the day of the event. She thanked the
Chanhassen Fire Department and local Key Clubs for volunteering at the event.
2. 4th of July Celebration 40th Anniversary Commissioned Logo
Recreation Manager Tandon shared the 40th Anniversary logo designed to celebrate this
historical milestone and 40 years of the City's most highly-anticipated community event. Artist
Adam Turman was commissioned to design the 2023 4th of July Celebration event logo. Mr.
Turman is a well-known Minnesota artist based in Minneapolis. He is an illustrator, muralist, and
screen printer whose bold illustrations "celebrate a distinctive Midwestern love of the great
outdoors." She stated merchandise with the artwork will be available prior to the celebration and
shared a sneak preview of the logo with the Commissioners.
3. Chanhassen Recreation Center Quarterly Update
Recreation Center Manager Sarles gave an update noting the movable walls are scheduled for
installation on April 26-28, she shared about HVAC updates, and new controllers within the
facility. She explained daily fees and punch card fees, and shared program updates including
Dance for Fun, Rec Center Sports, Super Hero Party, Bunny Yoga, Painting classes, Fit for Life,
and Pickleball lessons.
4. Park Maintenance Quarterly Update
Park Superintendent Beers gave an update noting park maintenance staff has completed all
routine maintenance on the small equipment fleet, crews have been getting ready for spring start-
up, the City works with Sentence to Serve to assist with trash collection and mulching, and the
department is in the process of hiring seasonal staff for the upcoming summer season. They are
currently hiring a full-time staff member to replace John Wickenhauser who transferred to the
streets division. Mr. Beers also shared about the Roundhouse Park playground dismantling and
assembly of the new playground.
5. 2022-2023 Ice Rink Season Evaluation
Recreation Supervisor Czech gave an update noting it was a challenging year, but overall this
year's ice skating rink season ran from December 27, 2022 to February 21, 2023. During the
season, the warming houses were open for 50 days and closed for 7 days due to large amounts of
snow. Roughly 5,293 participants were recorded during supervised hours. Mr. Czech shared
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Park and Recreation Commission Minutes – March 28, 2023
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about warming houses, rink attendants, recorded participants, and expenses throughout the ice
rink season.
6. Senior Center Quarterly Update
Mr. Ruegemer gave an update for Mary Blazanin, noting the Senior Center has many weekly
programs. He shared about the Coffee with the Cops Sessions, Meals on Wheels, trips to the MN
Vikings Museum and St. Cloud Paramount Theater, lunch celebrations, and lifelong learning
classes.
7. Recognized Outgoing Park and Recreation Commissioners Karl Tsuchiya and Scott
Fischer
Mr. Ruegemer recognized Karl Tsuchiya for serving on the commission since 2017 and thanked him for
his work on Lake Ann and having served the community well. Mr. Ruegemer thanked Scott Fischer for
his term on the commission, his contributions, and having served the public well.
Mr. Ruegemer mentioned that Scott Pharis and Robert Swanson were appointed to the Park and
Recreation Commission, and that Jim Peck was reappointed as well.
COMMISSION MEMBER COMMITTEE REPORTS: None.
COMMISSION MEMBER PRESENTATIONS: None.
ADMINISTRATIVE PRESENTATIONS: None.
ADJOURNMENT:
Commissioner Vasatka moved, Commissioner Peck seconded to adjourn the meeting. All
voted in favor and the motion carried unanimously with a vote of 5 to 0. The Park and
Recreation Commission meeting was adjourned at 8:45 p.m.
Submitted by Jerry Ruegemer
Park and Recreation Director
Prepared by Amy Weidman
Administrative Support Specialist
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Park & Recreation Commission Item
April 25, 2023
Item Recognize City Council Appointments to the Park and Recreation
Commission
Item No:G.1
Agenda Section GENERAL BUSINESS
Prepared By Jerry Ruegemer, Park and Recreation Director
SUGGESTED ACTION
SUMMARY
On Monday, March 20, 2023, the City Council appointed Scott Pharis and Rob Swanson to three-year
terms, and Jim Peck was re-appointed to a three-year term.
Please join staff in welcoming our newly appointed commissioners.
BACKGROUND
DISCUSSION
RECOMMENDATION
ATTACHMENTS
16
Park & Recreation Commission Item
April 25, 2023
Item Review Park and Recreation Commission Bylaws
Item No:G.2
Agenda Section GENERAL BUSINESS
Prepared By Jerry Ruegemer, Park and Recreation Director
SUGGESTED ACTION
The Park and Recreation Commission Reviews and Adopts Changes Of Their Bylaws
SUMMARY
The current Park and Recreation Commission bylaws call for review every five years at the first
meeting in April. The bylaws were last reviewed and updated at the August 25, 2020 meeting. In order
for the Park and Recreation Commission to make sure all aspects of the bylaws are relevant, staff is
recommending the review and updating occur annually instead of every five years at the first meeting in
April. Please review the existing Park and Recreation Commission bylaws and recommend any changes
or modifications, or confirm that the current document is appropriate.
BACKGROUND
DISCUSSION
There are a few things that the Park and Recreation could consider and discuss when updating and
reviewing the bylaws. They are as follows:
One item staff would like to discuss is the meeting start time of the Park and Recreation
Commission. As stated in Section 2.1 of the bylaws, regular meetings of the Commission shall be
held on the fourth Tuesday of each month at 7:00 p.m. Currently, the Planning Commission has
changed the start time to 6:00 p.m. and the Economic Development Commission changed the
start time to 5:30 p.m. Does the Park and Recreation Commission want to consider adopting the
6:00 p.m. or any other start time?
Adding Agenda Item - If any of the Park and Recreation Commissioners would like to add an
item to an agenda, they first should discuss the item on the "Commission Member Presentations"
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portion of the agenda. After discussion and if the commission would like to add the item, they
will need to make a motion and vote to add the item to a future meeting. A majority vote
applies.
Update Section 7.4 to reflect an annual review of commission bylaws.
RECOMMENDATION
The Park and Recreation Commission reviews and adopts changes to their bylaws.
ATTACHMENTS
PRC Bylaws 2020
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BYLAWS
PARK AND RECREATION COMMISSION
CITY OF CHANHASSEN
The following bylaws are adopted by the Chanhassen Park and Recreation Commission to facilitate the
performance of its duties and the exercising of its functions as a commission established by the City
Council.
Section 1: Duties And Responsibilities:
1.1 To hold meetings of its members, to consider such matters pertaining to parks and public
recreation programs in the City as shall be referred to the Commission by the Council, or as the
members of the Commission themselves deem proper.
1.2 To prepare a comprehensive plan for the future development of the City park and recreation
system, to be submitted to the City Council for implementation, and to maintain said plan, and
recommend amendments to the plan to the City Council, as may become necessary or desirable.
1.3 To act in an advisory capacity to the Council in all matters relating to a park and recreation
program in the City.
1.4 Establishment of Subcommittees: The Park and Recreation Commission may, as they deem
appropriate, establish special subcommittees comprised solely of their own members.
Section 2: Meetings:
2.1 Time: Regular meetings of the Commission shall be held on the fourth Tuesday of each month
at 7:00 p.m. in the City Council Chambers, 7700 Market Blvd., unless otherwise directed by the
Chairperson, in which case at least 24 hours notice will be given to all members. Regular
meetings shall have a curfew of 10:00 p.m., which may be waived at the discretion of the
chairperson. All unfinished business will be carried over to the next regular Park and Recreation
Commission meeting.
2.2 Special meetings: Special meetings shall be held upon call by the chairperson or in his/her
absence, by the Vice-Chairperson, or any other member with the concurrence of four other
members of the commission, and with at least 48 hours notice to all members. Notice of all
special meetings shall also be posted on the official city bulletin board.
2.3 Attendance: Park and Recreation Commission members shall attend not less than seventy-five
(75%) percent of all regular and special meetings held during a given (calendar) year, and shall
not be absent from three (3) consecutive meetings. Failure to meet this minimum attendance
requirement shall result in removal from the commission.
Section 3 Commission Composition, Terms and Vacancies:
3.1 Composition: The commission shall consist of seven (7) voting members. Additionally, the
commission may also have one or two youth representatives who shall also be voting members.
Commissioners shall be appointed by the Council and may be removed by the Council.
3.2 Terms and Vacancies: The council shall appoint members to the commission for staggered
terms of three (3) years; however, youth commissioners shall serve one year terms. Vacancies
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during the term shall be filled by the council for the unexpired portion of the term.
All members shall serve without compensation.
3.3 Quorum: Half plus one (5) Park and Recreation Commission members shall constitute a quorum
for the transaction of business. Whenever a quorum is not present, no final or official action
shall be taken at such meeting.
Section 4 Organization:
4.1 Election of Officers: At the first meeting in April of each year, the Park and Recreation
Commission shall hold an organizational meeting. At this meeting, the commission shall elect
from its membership a Chairperson and Vice-Chairperson. Each member shall cast its vote for
the member he/she wishes to be chosen for Chairperson. If no one receives a majority, voting
shall continue until one member receives the majority support. Vice-Chairperson shall be elected
from the remaining numbers of the same proceeding.
4.2 Duties of the Chairperson and Vice-Chairperson: The Chairperson, or in his/her absence the
Vice-Chairperson, shall preside at meetings, appoint committees from its own membership, and
perform other such duties as ordered by the commission.
The Chairperson shall conduct the meeting so as to keep it moving as rapidly and efficiently as
possible and shall remind members, witnesses, and petitioners to preserve order and decorum and
to keep comments to the subject at hand.
The Chairperson shall not move for action but may second motions.
Section 5 Procedure:
5.1 Parliamentary Procedure: Generally, or as appropriate,Parliamentary Procedure, governed
by Roberts Rules of Order Revised, shall be followed at all regular meetings. At special work
session meetings, and when appropriate, the commission may hold group discussions not
following any set parliamentary procedures except when motions are before the commission.
Section 6 - Public Hearings:
6.1 Purpose of Hearings: The purpose of a hearing is to collect information and facts in order for
the commission to develop a rational recommendation for the City Council.
6.2 Hearing Procedure: At hearings, the following procedure shall be followed in each case:
a.The Chairperson shall state the case to be heard.
b.The Chairperson shall call upon staff to present the staff report. Required reports from each
city department shall be submitted to the Park and Recreation Commission before each case
is heard.
c.The Chairperson shall ask the applicant to present his case.
d.Interested persons may address the commission, giving information regarding the particular
proposal.
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e.Petitioners and the public are to address the Chairperson only, not staff or other
commissioners.
f.After all new facts and information have been brought forth, the hearing shall be closed and
interested persons shall not be heard again. Upon completion of the hearing on each case,
the Park and Recreation Commission shall discuss the item at hand and render a decision.
The Park and Recreation Commission, if it so desires, may leave the public record open for
written comments for a specified period of time.
g.The Chairperson shall have the responsibility to inform all of the parties of their rights of
appeal on any decision or recommendation of the Park and Recreation Commission.
6. 3 Schedule: At meetings where more than one hearing is scheduled, every effort shall be made to
begin each case at the time set on the agenda, but in no case may an item be called for hearing
prior to the advertised time listed on the agenda.
Section 7 Miscellaneous:
7.1 Park and Recreation Commission Discussion:
a.Matters for discussion which do not appear on the agenda shall be added to the agenda
immediately following roll call.
b.Matters which are added shall be discussed at an appropriate time in the agenda as assigned
by the chairperson.
7.2 Suspension of Rules: The commission may suspend any of these rules by a unanimous vote of
the members present.
7.3 Amendments: Amendment of these bylaws may be made at any regular or special meeting of
the Park and Recreation Commission but only if scheduled on the meeting agenda in advance of
the meeting.
7.4 Review: Every Five Years, at the first meeting in April or as deemed appropriate, these bylaws
shall be read and adopted by the Park and Recreation Commission.
Chairperson:__________________________________Date: _______________________Updated
8/2020
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Park & Recreation Commission Item
April 25, 2023
Item Easter Egg Candy Hunt Evaluation
Item No:H.1
Agenda Section REPORTS
Prepared By Priya Tandon, Recreation Manager
SUGGESTED ACTION
SUMMARY
The 40th annual Easter Egg Candy Hunt was held on Saturday, April 8 in two waves at City Center
Park. The first wave was held at 9 a.m., and the second at 10 a.m. Over 2,000 people (870 children)
attended the event this year.
In total, 870 children registered for the event, which is the highest number of participants we have seen
to date. Of the total registrations, 706 were pre-registrations and 164 were day-of. Of the day-of
registrations, 39 were processed with the Square card-reading technology. The weather was in the 40's
and sunny, one of the first nice days of the year, which likely contributed to the high participation.
Due to wet and muddy field conditions left from the melting snow, the event was moved from the
soccer fields north of City Hall (where the event is typically held) to the parking area west of City Hall.
The parking lot space was approximately 50% of the size of the normal hunt area, which resulted in
some crowding, but overall the switch in location provided for a more positive participant experience.
All participants received a goodie bag to collect candy and eggs, and were divided into three age groups
for the candy hunt: 4 & under, 5-8, and 9-12. In addition to candy and eggs, they had the opportunity to
hunt for free custard tokens donated by Culver's Chanhassen, and "golden eggs" that were redeemable
for prizes. Prizes for this year's hunt were generously donated by kiddywampus, Mathnasium, Be Well
Chiropractic, Pizzaioli, Chick-fil-A, and Lunds & Byerly's, all in Chanhassen.
Special thanks goes to our Community Event Sponsors that made this possible. Special thanks also goes
to kiddywampus in Chanhassen for donating prize baskets, and the Chanhassen Fire Department and
Chanhassen, Chaska, and Eden Prairie Key Clubs for volunteering at the event.
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Coloring Contest
The annual Easter Coloring Contest was also run as part of the 40th annual Easter Egg Candy Hunt.
Prizes were awarded in 10 age categories based on originality and neatness. Forms were available
online, at City Hall, and the Rec Center, and could be submitted online, at City Hall, the Rec Center, and
at the Easter Egg Candy Hunt. A total of 162 coloring contest entries were submitted to this year's
contest.
Recommendations for 2024
Adjust the middle two age groups to: age 5-7 and age 8-12. This will more evenly distribute
crowds and supplies at the event.
Eliminate the "goodie bag" component of the event and utilize the funds to purchase more candy
and egg supplies. This will help accommodate the growing number of participants that attend this
event.
BACKGROUND
DISCUSSION
RECOMMENDATION
ATTACHMENTS
Expense Report 2023
Historical Participation 2016-2023
23
REVENUE AMOUNT
Registrations (870 x $6)$5,220.00
Total $5,220.00
EXPENDITURES
101-1611-4130 (Budget: $1,700)
Candy $948.84
Pre-filled eggs $694.40
Goodie bags $80.95
Trinkets $566.45
Cones $440.00
Total $2,730.64
101-1611-4340 (Budget: $400)
PeachJar promotion $75.00
Southwest Publishing (Front-page ad)$158.64
Total $233.64
TOTAL REVENUE: $5,220.00
TOTAL EXPENSES: $2,964.28
BALANCE: $2,255.72
2023 Easter Egg Candy Hunt
Expense Report
*The Easter Egg Candy Hunt is the second of four events under the Community
Event Sponsorship Program. Thirty-six businesses have pledged $35,516.70 in
cash and goods for 2023 to support these four events.
24
Year Participation
2016 342
2017 247
2018 217
2019 471
2020 0
2021 461
2022 828
2023 870
342
247 217
471
0
461
828 870
0
100
200
300
400
500
600
700
800
900
1000
2016 2017 2018 2019 2020 2021 2022 2023Participation (children)Year
Easter Egg Candy Hunt Participation
25