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02-28-2024 PRC Agenda Packet A.6:00 P.M. - CALL TO ORDER B.ROLL CALL C.APPROVAL OF AGENDA Commissioners may postpone or remove items at this time. Commissioners may discuss adding items to a future agenda during Commissioner Member Presentations. 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. E.1 Invasive Species Management Application F.APPROVAL OF MINUTES F.1 Meeting Minutes: January 23, 2024 G.GENERAL BUSINESS G.1 Lake Ann Lifeguard Update H.REPORTS I.COMMISSION MEMBER COMMITTEE REPORTS J.COMMISSION MEMBER PRESENTATIONS K.ADMINISTRATIVE PACKET AGENDA CHANHASSEN PARK & RECREATION COMMISSION WEDNESDAY, FEBRUARY 28, 2024 CITY COUNCIL CHAMBERS, 7700 MARKET BOULEVARD 1 L.ADJOURNMENT 2 Park & Recreation Commission Item February 28, 2024 Item Invasive Species Management Application Item No:E.1 Agenda Section VISITOR PRESENTATIONS Prepared By Jamie Marsh, Environmental Resource Specialist SUGGESTED ACTION SUMMARY Staff will present information regarding the introduction of the city's Vegetation Management Application. BACKGROUND Chanhassen residents have shown interest in removing invasive species from city property. Vegetation management on city property can only take place if it's approved prior to the work being done. In response to the desire to improve public land by removing invasive species, city staff is implementing a process where residents can apply and submit their plan online. The application will be similar to what Eden Prairie has on their website: Vegetation Management Plan Application (wufoo.com) DISCUSSION RECOMMENDATION ATTACHMENTS 3 Park & Recreation Commission Item February 28, 2024 Item Meeting Minutes: January 23, 2024 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 January 23, 2024. SUMMARY BACKGROUND DISCUSSION RECOMMENDATION Approve the Park & Recreation Commission meeting minutes dated January 23, 2024. ATTACHMENTS Park & Recreation Commission meeting minutes dated January 23, 2024 4 CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING MINUTES JANUARY 23, 2024 Chair Vasatka called the meeting to order at 6:00 p.m. MEMBERS PRESENT: Don Vasatka, Chair; Heather Markert, Vice Chair; Dan Eidsmo; Matt Kutz; Jim Peck; Rob Swanson; Scott Pharis; and Youth Commissioner Nischay Pattanashetty. MEMBERS ABSENT: None STAFF PRESENT: Jerry Ruegemer, Park and Recreation Director; Priya Tandon, Recreation Manager; Mitchell Czech, Recreation Supervisor. PUBLIC PRESENT: Judy Harder. APPROVAL OF AGENDA: Commissioner Peck moved, Commissioner Eidsmo seconded to approve the agenda as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. PUBLIC ANNOUNCEMENTS: Jerry Ruegemer, Park and Recreation Director, reminded the Commissioners that the Park and Recreation Commission applications are due on Friday by Noon. VISITOR PRESENTATIONS: None. APPROVAL OF MINUTES: 1. Approve Park & Recreation Minutes dated December 12, 2023 Commissioner Pharis moved, Commissioner Swanson seconded to approve the minutes of the Park and Recreation Commission meeting dated December 12, 2023 as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. GENERAL BUSINESS: 1. Lake Ann Lifeguards Mitchell Czech, Recreation Supervisor, provided an update on lifeguards at Lake Ann Park during summer months. The service was previously provided by Minnetonka Public Schools 5 Park and Recreation Commission Minutes – January 23, 2024 2 until the contract was terminated due to insurance issues and the city now must decide how to move forward. Priya Tandon, Recreation Manager, shared results from the FlashVote survey regarding Lake Ann lifeguards. Mr. Czech stated that the city looked into contract opportunities for lifeguards, but there are no viable service options available. Mr. Czech shared the four options for this summer: Option one is no guard or monitor with new signage. Option two would include a beach monitor and new signage, but no guards. Option three is reduced hours for in-house lifeguards. Option four would provide the same level of guarded hours with in-house lifeguards. He shared how other area cities have handled lifeguards in the last several years. Chair Vasatka asked if other cities’ beach usage has changed with the different lifeguard service options. Mr. Czech stated that he discussed this with Bloomington, who saw their beach usage increase by twenty-five percent after lifeguard removal. Other cities received initial negative feedback with lifeguard removal but that it quickly tapered off. Commissioner Markert asked if option three would require the city to update or change its insurance. Mr. Czech answered that lifeguards would need to be added to the insurance policy but did not know the specific insurance cost. Commissioner Markert asked if Lake Minnewashta Beach was also impacted. Mr. Czech responded that Carver County is undergoing the same process of creating a new lifeguard plan, as they were also impacted by the lifeguard service change. Mr. Ruegemer stated that Carver County is opting to have unguarded beaches this summer. Commissioner Pharis asked why this conversation was not held this fall before the 2024 budget establishment. Mr. Czech answered that they weren’t aware of the need for a change until fall and didn’t have time to compile the necessary information. Commissioner Pharis inquired how the leftover funds would be used if option two was selected. Mr. Ruegemer answered that if there was a surplus, it would be returned to the general fund and be reallocated to appropriate projects. He communicated that there have also been ongoing lifeguard shortages. He clarified that there was no indication of the contract termination prior to October. Chair Vasatka questioned whether all these options could realistically be staffed. Mr. Czech indicated it will be a challenge based on recent years and local trends. If the City of Chanhassen elects to use lifeguards, there are criteria and quotas that need to be met. 6 Park and Recreation Commission Minutes – January 23, 2024 3 Commissioner Markert asked for clarification on the water depth near the buoys and ropes. Mr. Ruegemer stated that the water depth is approximately six feet. Commissioner Markert asked if school groups would be able to utilize the beach with options one or two. Mr. Czech responded that school groups would not be able to use the beaches without lifeguards. Chair Vasatka inquired if Lake Ann Camp utilized the beach. Ms. Tandon answered that Lake Ann Camp does utilize the beach, but they would need to consider additional options if no lifeguards were present. Commissioner Pharis clarified that there would be no liabilities if lifeguards were not present. Mr. Czech stated that the insurance provider said there would be no additional liabilities if the proper signage was posted. Commissioner Pharis asked if there have been any incidents when lifeguards weren’t present. Mr. Ruegemer confirmed there were water incidents without lifeguards present in the 1990s or early 2000s when the raft was present. If the city manages risk and posts proper signage, there will be no additional liabilities. Mr. Czech shared that surrounding cities that do not have lifeguards on duty have removed additional water features, such as rafts. Commissioner Swanson asked if there are any plans for an indoor aquatic center for the Chanhassen Bluff Sports Complex. Mr. Ruegemer answered that there is not. Commissioner Markert asked if other communities who changed from guards to beach monitors before moving to unstaffed saw benefits in the phased transition. Mr. Czech stated that this is dependent on the population and the usage of the beach. There is visible staff on the beach with the concession workers. Some cities found value in the beach monitor position initially. Commissioner Markert inquired if any rules would change at the beach. Mr. Czech responded that this would be an in-house decision moving forward. Commissioner Swanson inquired whether there would need to be no lifeguard on duty signs posted with option two. Mr. Czech confirmed that signs would need to be posted and this cost is included in the budget. Commissioner Peck asked whether we would pick an option for an extended period. Mr. Czech answered we would revisit the options based on the success and community feedback. Commissioner Kutz stated that he would like to see option three explored since the previous lifeguard contract is in the 2024 budget. Commissioner Eidsmo said that he would like to see option three explored since the FlashVote survey highlighted the importance of safety. 7 Park and Recreation Commission Minutes – January 23, 2024 4 Commissioner Swanson commented that option four would be the best possibility for safety if the staffing could be secured. Commissioner Pharis remarked that the safety incidents are few and far between and was in favor of exploring option one. Mr. Czech remarked that the City of Bloomington noticed a false sense of security with parents/guardians when lifeguards were present. Without lifeguards, guardians are more attentive. Chair Vasatka clarified that the Fire Department is now staffed 24 hours a day, seven days a week, so their response time to emergencies is faster. Commissioner Markert asked if Minnetonka Aquatics would be willing to share a previous roster of lifeguards. Mr. Czech stated that he would not expect Minnetonka Aquatics to provide this information. Commissioner Markert voiced favor for option three but recommended pursuing a back-up plan if this option was not feasible. Chair Vasatka commented that there could be flexibility in which days lifeguards would be provided to allow families to plan beach attendance if there are staffing constraints. Commissioner Eidsmo asked what the time frame would be for hiring lifeguards and if there could be a backup plan in place. Mr. Czech shared that summer hiring begins soon. Ms. Tandon commented that the process would need to start immediately so lifeguards could complete mandatory training within a certain time frame. Mr. Ruegemer stated that the Commission’s decision will be discussed at the City Council work session on February 12 and staff would need to proceed with the recommended direction after this meeting. Youth Commissioner Pattanashetty voiced favor for option two based on his experience working at Lake Ann Camp. Commissioner Markert suggested eliminating option four. Commissioner Pharis agreed. Commissioner Peck asked if the positions aren’t filled, how will the city respond. Mr. Czech commented that they would proceed in a similar way as previous years: share when the beach would be staffed. The Commission discussed the days they want staffed lifeguards and decided to try staffing lifeguards with a backup plan of a beach monitor if the city isn’t able to hire and train enough staff. Commissioner Markert moved, Commissioner Pharis seconded to recommend to the City Council to staff lifeguards Thursday to Sunday, which would be a modified option 3. If this 8 Park and Recreation Commission Minutes – January 23, 2024 5 is not doable, proceed with option 2 with a beach monitor and updated signage. All voted in favor and the motion carried unanimously with a vote of 8 to 0. REPORTS: 1. 2024 February Festival Preview Ms. Tandon stated that the 2024 February Festival is canceled based on ice conditions and the extended forecast. The medallion hunt will still take place. Commissioner Markert thanked Ms. Tandon for the work completed for the February Festival. Commissioner Eidsmo asked about cancellation fees. Ms. Tandon commented that the fees would be refunded. 2. Lake Ann Park Preserve Update Jerry Ruegemer, Park and Recreation Director, provided an overview of the bid package for Lake Ann Park Preserve. Mr. Ruegemer commented on the nine bids received and explained construction challenges, including lead times on material. Commissioner Swanson asked whether the contracts have been awarded. Mr. Ruegemer explained that the contract should be finalized by the end of the week. The contractor will most likely miss the opportunity for winter construction. He displayed images to help explain the boardwalk construction process. He provided insight into how certain boardwalk and trail options could be completed outside of winter construction season. Commissioner Markert asked if nearby residents have been informed about the paths the construction companies will use. Mr. Ruegemer confirmed that they have been informed of the project and they will continue to receive regular communication. Mr. Ruegemer provided an update that bid submission for bid package number two will be available in the coming weeks. He reviewed the plan for the parking lot construction at Greenwood Shores Park. There have been many phone calls and emails with the neighborhood residents about this parking lot. He displayed multiple parking lot options and explained the preferred option based on the degree of slope and ADA requirements. He described the water collection ponding based on soil testing based on best management practices to prevent water runoff at Lake Ann. Commissioner Kutz asked about the construction's impact on trees. Mr. Ruegemer answered that very few trees would be impacted. He also shared the relocation of the bathroom to accommodate the collection ponds. 9 Park and Recreation Commission Minutes – January 23, 2024 6 Mr. Ruegemer outlined the permit process for this construction with the watershed district. He reviewed the discussion with the watershed district to best meet requirements and regulations. He outlined the remaining permits that need to be filed for construction and explained the permit application process. He reviewed the updated legal description for the easement agreement for the property with Met Council. The City of Chanhassen received a grant to complete this project through the Minnesota Department of Natural Resources. Mr. Ruegemer shared that this grant triggered the State Historical Preservation Society, which will require the city to complete field observation through a hired archeologist to determine the size and scope of previously identified lithographs before trail installation. Chair Vasatka clarified that if lithographs were found, it could impact the construction completion. Mr. Ruegemer confirmed this information but noted there are options to complete this project in 2024. COMMISSION MEMBER COMMITTEE REPORTS: None. COMMISSION MEMBER PRESENTATIONS: None. ADMINISTRATIVE PRESENTATIONS: None. ADJOURNMENT: Commissioner Kutz moved, Commissioner Markert seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 8 to 0. The Park and Recreation Commission meeting was adjourned at 7:50 p.m. Submitted by Jerry Ruegemer Park and Recreation Director 10 Park & Recreation Commission Item February 28, 2024 Item Lake Ann Lifeguard Update Item No:G.1 Agenda Section GENERAL BUSINESS Prepared By Mitchell Czech, Recreation Supervisor SUGGESTED ACTION SUMMARY Staff will provide an update on lifeguards at Lake Ann Beach from the February 12 City Council meeting. BACKGROUND DISCUSSION RECOMMENDATION ATTACHMENTS 11