11-26-2024 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.
F.APPROVAL OF MINUTES
F.1 Meeting Minutes: October 22, 2024
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 26, 2024
CITY COUNCIL CHAMBERS, 7700 MARKET BOULEVARD
1
L.ADJOURNMENT
2
Park & Recreation Commission Item
November 26, 2024
Item Meeting Minutes: October 22, 2024
Item No:F.1
Agenda Section APPROVAL OF MINUTES
Prepared By Kate Vogt, Admin Support Specialist
SUGGESTED ACTION
Approve the Park & Recreation Commission meeting minutes dated October 22, 2024.
SUMMARY
BACKGROUND
DISCUSSION
RECOMMENDATION
Approve the Park & Recreation Commission meeting minutes dated October 22, 2024.
ATTACHMENTS
PRC Minutes 10-22-24
3
CHANHASSEN PARK AND
RECREATION COMMISSION
REGULAR MEETING
MINUTES
OCTOBER 22, 2024
Chair Peck called the meeting to order at 6:01 p.m.
MEMBERS PRESENT: Jim Peck, Chair; Dan Eidsmo; Rob Swanson; Scott Pharis; Kristin
Fulkerson; Michael Leisen; Sean Morgan; Aayan Shrestha, youth; and Clara Christenson, youth.
MEMBERS ABSENT: None.
STAFF PRESENT: Jerry Ruegemer, Park and Recreation Director; Priya Wall, Recreation
Manager; and Luke Kegley, Recreation Supervisor.
PUBLIC PRESENT: None.
APPROVAL OF AGENDA: Commissioner Fulkerson moved, Commissioner Swanson
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: None.
VISITOR PRESENTATIONS: None.
APPROVAL OF MINUTES:
1. Approve Park & Recreation Minutes dated September 24, 2024
Commissioner Pharis moved, Commissioner Leisen seconded to approve the minutes of the
Park and Recreation Commission meeting dated September 24, 2024, as presented. All
voted in favor and the motion carried unanimously with a vote of 8 to 0.
GENERAL BUSINESS:
1. 2024 Picnic Season Evaluation
Luke Kegley, Recreation Supervisor, summarized the reservations that occurred at the three paid
picnic shelters. He reviewed the process for online reservations.
Chair Peck asked if the reservation system ever turns someone down.
4
Park and Recreation Commission Minutes – October 22, 2024
2
Mr. Kegley answered that someone would not be able to make a reservation if another event was
ongoing.
Jerry Ruegemer, Park and Recreation Director, stated that residents treated the facilities well.
Mr. Kegley reviewed the constructive feedback received from the picnic shelter survey. The fee
for the shelter reservation was viewed favorably. He explained different problems that occurred
at the facility, including the operation of the lights. He said that he would create a how-to guide
for the 2025 picnic season. He stated that the reservations increased from 2023 to 2024.
Priya Wall, Recreation Manager, explained that weather impacted reservations in 2023 for
different corporate events.
Commissioner Morgan asked about public comments related to the reservation system.
Mr. Ruegemer answered that the staff must ensure that reservations are completed correctly.
They are considering a docu-sign to streamline the reservation process.
Commissioner Swanson asked about plans to update the bathrooms.
Mr. Ruegemer answered that the bathrooms are open 24 hours a day. The staff clean the
bathrooms every day, but other users might make a mess. He stated that the Lake Ann bathrooms
were built in 1993 and are the newest. He noted that the bathrooms could use updating and they
are trying to find funding to modernize the bathrooms. He explained the difficulties of updating
with the glazed cinder blocks.
Commissioner Fulkerson asked about non-profits not being able to complete the reservations
online.
Ms. Wall explained the reservation process for non-profits.
Mr. Ruegemer stated Item 3 will be considered next since it is interconnected with Item 1.
3. Establish 2025 Picnic Reservation Fees
Luke Kegley, Recreation Supervisor, reviewed the 2025 picnic reservation fees. The last increase
was in 2020. He summarized the current fee scale for the picnic reservations for different groups.
He commented that users requested half-day rentals, but this request would be difficult with
current staffing to clean up between events.
Commissioner Leisen asked when the last time the rates changed.
Mr. Kegley answered that rates changed in 2020.
5
Park and Recreation Commission Minutes – October 22, 2024
3
Chair Peck asked a question.
Commissioner Morgan asked an additional question about the rates.
Commissioner Fulkerson moved, Commissioner Pharis seconded to approve the Park and
Recreation Commission Staff’s recommendation to the City Council to approve the 2025
picnic reservation fees for group picnics. All voted in favor and the motion carried
unanimously with a vote of 8 to 0.
2. Lake Ann Park Preserve Update
Jerry Ruegemer, Park and Recreation Director, provided an update to the Lake Ann Park
Preserve construction update. He explained the two grants received from Great River Greening
to restore natural areas and address invasive species. He noted that the city would have to invest
$42,000 over four years and would receive $350,000.
Commissioner Morgan asked if the grant had to be used specifically for invasive species.
Mr. Ruegemer answered that it was to manage invasive species. He provided examples of how
the grant could be utilized to help with buckthorn and emerald ash borer. He explained how the
buckthorn was previously treated.
Commissioner Morgan asked about the shorelines and lake accessibility.
Mr. Ruegemer answered that the Green River Greening grant would include buckthorn removal
along the shoreline. He summarized the archeological sites that were identified and explained the
different potential recommendations for sites one, two, and three. He explained that any redesign
work would need to return to phase one for additional survey work. He summarized potential
options for the section of the trail on the FS-03 site. He noted the different action items for each
option and the estimated costs. He requested a contract amendment of $50,000 from the City
Council to conduct phase two to identify the archeological findings and whether they are
significant. The results would provide a definitive path forward. He hoped that the survey work
could be completed in 2024.
Commissioner Swanson asked what objects were found and whether there were pictures.
Mr. Ruegemer responded that the findings were flat rocks. They are trying to identify cultural
travel of Native American tribes.
3. Establish 2025 Picnic Reservation Fees
This item was considered following Agenda Item 1.
6
Park and Recreation Commission Minutes – October 22, 2024
4
REPORTS:
1. Halloween Party Review
Priya Wall, Recreation Manager, summarized the activities provided at the Halloween party. She
noted that there were between 800 to 900 attendees at the Recreation Center. She commented
that pre-registrations are decreasing, and instead, most registrations happen at the door. They
have a square card reader to assist with registration fees. The event is being advertised online
through email and social media and fliers were sent out through the schools. She commented that
sponsorships and registration fees helped cover the costs of the event. She thanked South Lake
Agency Insurance for sponsoring this year’s event and for providing a photo booth.
Mr. Ruegemer stated that there were stormwater challenges at the entry of the recreation center.
They are starting a construction project on these areas on Thursday before the Halloween party.
They are building a temporary two-way road between Bluff Creek Elementary and the recreation
center. The normal recreation center entrance would be closed. This construction would also
impact traffic during election day.
COMMISSION MEMBER COMMITTEE REPORTS: None.
COMMISSION MEMBER PRESENTATIONS: None.
ADMINISTRATIVE PRESENTATIONS:
Mr. Ruegemer talked about the Bluff Creek community center on the ballot. Some voters were
disappointed since no swimming pool was included. He said that the city staff provided
information about the recreation center.
ADJOURNMENT:
Commissioner Pharis moved, Commissioner Morgan 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 7:04 p.m.
Submitted by Jerry Ruegemer
Park and Recreation Director
7
Park & Recreation Commission Item
November 26, 2024
Item Halloween Party Evaluation
Item No:H.1
Agenda Section REPORTS
Prepared By Priya Wall, Recreation Manager
SUGGESTED ACTION
SUMMARY
The 40th Annual Halloween Party was held on Saturday, October 26 at the Chanhassen Recreation
Center. A total of 322 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 live comedy
show. Listed below are comments regarding each component of the event.
Trick-or-Treating
Student volunteers and local businesses provided trick-or-treating for registrants. This was the fifth year
sponsors attended the Halloween Party, and we had 15 fantastic local businesses come out. This is fun
for both the kids and parents and adds a nice community feel as well.
Carnival Games
The Bluff Creek Elementary School gym was used for the carnival games, which were popular and had
long lines for each activity. The games were staffed by student volunteers.
Hayrides
Hayrides were contracted and provided complimentary services to participants. This event component is
very popular, especially with younger children.
Snacks
Cookies and beverage refreshments were provided for participants. Fruit snacks were provided as an
allergen-friendly option for participants and were well-received. Allergen-friendly options will continue
to be offered as part of the event.
Crafts
8
This is the fourth 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 with
all children in mind, to not truly scare any participant. Special thanks to our Park Maintenance team for
their help and dedication to setting up this room.
Comedy Show
A Touch of Magic Entertainment performed the Treasure Beyond Measure comedy show in the Rec
Center gym. This was the second year that A Touch of Magic performed at the Halloween event. It is
recommended to change the live entertainment in 2025 to keep the event fresh and engaging for repeat
participants. Staff is exploring the option of a DJ or an obstacle/challenge course.
Title Sponsor
Local Chanhassen business South Lake Agency Inc. was this year's title sponsor. South Lake Agency
generously donated $1,500 towards event costs, provided trick-or-treating, and ran a photo booth for
event participants. South Lake Agency has expressed interest in returning as a title sponsor next year
and we are excited to have them back as part of the event.
Volunteers
We had over 65 tremendous volunteers from the community. Special thanks to the Chanhassen, Chaska,
and Eden Prairie Key Clubs, and the Chanhassen National Honor Society for assisting with all aspects
of the event. We could not hold this event without the support of our local volunteer organizations.
Post-Event Survey
2024 is the second year a post-event survey was conducted. The survey was sent to all parents &
guardians who pre-registered online at was advertised at the event. The purpose of the survey is to
provide information staff can use to improve future events and to provide insight into marketing and
how attendees are hearing about our events. This year, 8 survey responses were received. In 2023, 24
responses were received. An overview of survey responses from both years is included as attachments.
General Comments
This year's Halloween Party had decreased participation compared to recent years, with 322
registered youth participants. With their families, attendance totaled approximately 700 people.
See the attachment for an attendance analysis from 2017-present.
Explore new event components and activities for 2025 to continue to engage repeat event
participants.
Special thanks to our business sponsors who helped support this year's event:
South Lake Agency Inc.
Xfinity
kiddywampus
Kiddie Academy
The Mustard Seed Landscaping & Garden Center
Automotive Unlimited
Chick-fil-A Chanhassen & Eden Prairie
Mathnasium of Chanhassen West
Americana Community Bank
9
O2B Kids
Culver's Chanhassen
Ridgeview Medical
New Horizon Academy
Chanhassen Chiropractic
Traci Preciado, Pemberton Homes Realty
BACKGROUND
DISCUSSION
RECOMMENDATION
ATTACHMENTS
Expense Report 2024
Attendance 2017-2024
Survey Results 2024
Survey Results 2023
10
REVENUE (Target: $2,400)
Registrations: 322 @ $6.00 $1,932.00
Business sponsorship $100.00
Title sponsorship $1,500.00
Total $3,532.00
EXPENDITURES
101-1614-4126 (Budget: $1,300)
Candy $892.95
Carnival Game Prizes $448.28
Craft kits $190.06
Trick-or-Treat Bags $69.95
Total $1,601.24
101-1614-4130 (Budget: $650)
Refreshments $274.85
Decorations $174.85
Refreshment servingware $153.69
Activity supplies $59.02
Msc. supplies $54.09
Total $716.50
101-1614-4345 (Budget: $1,600)
Hayrides $675.00
Comedy show $697.00
Volunteer dinner $161.03
Total $1,533.03
101-1614-4340 (Budget: $400)
PeachJar elementary school ads $150.00
Sponsored Meta ads $50.00
Total $200.00
TOTAL REVENUE: $3,532.00 (Target: $2,400)
TOTAL EXPENSES: $4,050.77 (Budget: $3,950)
BALANCE: -$518.77 (Target balance: -$1,550)
**The Halloween Party is the fourth of four events under the Community Event Sponsorship Program. Forty-four businesses have pledged $48,136.00
in cash and goods for 2024 to support these four events.
2024 Halloween Party
Expense Report
11
Halloween Party Attendance Levels
Attendance 2017-2024
12
Halloween Party Survey Results
How did you first hear about this event?
13
Halloween Party Survey Results
What are all the ways you saw this event advertised?
14
Halloween Party Survey Results
What was your favorite/least favorite part of the event?
15
Halloween Party Survey Results
How did you first hear about this event?
16
Halloween Party Survey Results
What are all the ways you saw this event advertised?
17
Halloween Party Survey Results
What was your favorite/least favorite part of the event?
18
Park & Recreation Commission Item
November 26, 2024
Item Tree Lighting Ceremony & Holiday Events Preview
Item No:H.2
Agenda Section REPORTS
Prepared By Priya Wall, Recreation Manager
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/holiday.
Santa's Workshop & Letters to Santa Mailbox: November 28-December 23
The Santa's Workshop house, along with a 'letters to Santa' mailbox, will be present at City Center Park
from November 28 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.
Due to Civic Campus Project construction, Santa's workshop has been moved to the athletic field north
of City Hall.
Gingerbread House Decorating Contest: December 3-5
The all-ages gingerbread house decorating contest will be accepting submissions from Tuesday,
December 3 - Thursday, December 5. 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 7
Tree Lighting Ceremony.
Holiday Boutique: December 7
Taking place at the Chanhassen Recreation Center from 10 a.m. - 2 p.m. on Saturday, December 7, 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. All attendees
are encouraged to bring a non-perishable food item or donation to Bountiful Basket Food Shelf.
19
Tree Lighting Ceremony: December 7
This year's annual Tree Lighting Ceremony will be held on Saturday, December 7 at 5:00 p.m. at City
Center Park. Due to Civic Campus Project construction, the event has been moved to the athletic fields
north of City Hall. The holiday light display has also been moved north of City Hall, and trees on the
athletic field and family ice rink area will be decorated with holiday lights. The display will remain lit at
night through mid-January.
The Tree Lighting event will run for approximately one hour with the park holiday lights being lit
around 5:10 p.m. by Councilmember Haley Schubert and family. The event is free and open to all ages.
Activities included in this year's event are refreshments, bonfires, s'mores, caroling, gingerbread house
displays, live reindeer, and a visit from Santa Claus. If able, attendees are encouraged to bring a food
item or cash donation to support the Bountiful Basket Food Shelf in Chaska.
This annual event is expected to draw 300-500 attendees. Special thanks to BuyChanhassen, the
SouthWest Metro Chamber of Commerce, The Mustard Seed Landscaping and Garden Center, and
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 7-31
For the fifth 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 7-31, with displays being lit from 5-9 p.m. An interactive map will be available on the
website beginning December 7 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.
BACKGROUND
DISCUSSION
RECOMMENDATION
ATTACHMENTS
December 7 Holiday Events
Tree Lighting Ceremony Map
20
Tree Lighting CeremonyHoliday Boutique
10 AM-2 PM | FREE 5 PM | FREE
Chanhassen Recreation Center
City Center Park
Shop local artists and businesses for your
holiday gift needs! Vendors feature crafts,
jewelry, collectibles, food items, home
décor, toys, trinkets and more.
Enjoy bonfires, treats, s’mores, carolers,
live reindeer, a special visit from Santa,
and the annual lighting of City Center
Park’s holiday lights!
952.445.6555
HOLIDAY EVENTS
Saturday, December 7
ChanhassenMN.gov/Holiday
If you are able, please bring a non-perishable food item or cash donation
to these events to help support Bountiful Basket Food Shelf. Visit
bountifulbasketfoodshelf.org for a list of Bountiful Basket’s current needs.
21
22