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PRC Packet 4-22-14 Expansion Planning for Bandimere Community Park Documents:bandimere expansion.pdf P.M. C. Nomination and Appointment of 2014/15 Chair and Vice Documents:appoint chair and vice chair .pdf F. 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. Chanhassen Angel of Hope Statue Proposal, William's Wings Foundation (verbal) Approval of Minutes dated March 25, 2014 Documents:---prc-sum.pdf,---prc.pdf City Council Appointment of Steve Scharfenberg, Brent Carron and Year Commission Terms; and Tyler Year Commission Terms Documents:commission appointments.pdf City Council Documents:joint meeting topics.pdf 2014 Easter Egg Candy Hunt Evaluation (Verbal) Administrative Reports Chanhassen Arbor Day Event Documents:arbor day.pdf Red Birds Baseball Opening Day Documents:red birds.pdf c.Chanhassen Memorial Day Ceremony Documents: Commission Photo Documents:admin packet.pdf CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SUMMARY MINUTES MARCH 25, 2014 Chairman Kelly called the meeting to order at 7:30 p.m. MEMBERS PRESENT: Cole Kelly, Steve Scharfenberg, Elise Ryan, Brent Carron, Jim Boettcher, Rick Echternacht, and Luke Thunberg MEMBERS ABSENT: Jacob Stolar and Ryan Lynch STAFF PRESENT: Todd Hoffman, Park and Rec Director; Jerry Ruegemer, Recreation Superintendent;Jodi Sarles, Rec Center Manager; Susan Bill, Senior Center Coordinator; and Adam Beers, Park Superintendent PUBLIC PRESENT: Paul Olson8899 Flesher, Eden Prairie Alan Kramer531 Indian Hill Road Skip HoughtonMinnetonka Mark & Nancy Aulizia6927 Autumn Trail, Eden Prairie Barb Youngberg2035 Chicory Way Jerry & Carol Maas10578 Spyglass Way Orv Asueland2172 Elton Place, The Villages, Florida R.L. & Renee Carlson7606 Iroquois Street Jeanette June960 Daylily Drive, Victoria David Allan16528 Hidden Valley Road, Minnetonka Curt & Jane Goke17280 West 66 th Street Circle, Eden Prairie Warren Lester3715 Westview Drive, Deephaven Melinda Colwell3714 Westview Drive, Deephaven Bruce & Joyce Boje8193 Marsh Drive Steve & Linda Kloeckner18041 Evener Way, Eden Prairie Mimi Scribner5364 Miracle Lane, Minnetonka Ian & Adriana Astbury6875 Lake Harrison Circle Dave & Deb Tessman2313 Chateau Lane, Mound Sandy Hotvet26420 Edgewood Road, Excelsior Pam Schmillen112212 James Court, Chaska Randi Usher17628 South Shore Lane W, Eden Prairie APPROVAL OF AGENDA: The agenda was amended to include discussion of the Galpin Boulevard trail connection under New Business. PUBLIC ANNOUNCEMENTS:Chair Kelly congratulated Steve Scharfenberg, Brent Carron, Luke Thunberg and Jacob Stolar for their reappointment and Tyler Kobilarcsik for this appointment to the Park and Recreation Commission. VISITOR PRESENTATIONS: Jerry Maas, 10578 Spyglass Drive, Eden Prairie,speaking as the President of the Southwest Metro Pickleball Club and as an Ambassador of pickleball for the USAPA, provided background information on the club, benefits of pickleball and discussed a$40,000 grant Park and Recreation Commission Summary March 25, 2014 application to go towards pickleball courts at the Rec Center. Chairman Kelly asked about the condition of the current pickleball courts and needed maintenance work.Commissioner Scharfenberg asked about the ownership status of the tennis courts.Steve Kloeckner from Eden Prairie asked the commission to considerthat as seniors most of the court usage is during the day and does not interfere with other activities.Chair Kelly asked staff to include this item fordiscussionwiththe 2015 Capital Improvement Program. APPROVAL OF MINUTES:Carron moved, Thunberg seconded to approve the verbatim and summary Minutes of the Park and Recreation Commission meeting dated February 25, 2014 as presented and Work Session Minutes of the Park and Recreation Commission meeting dated March 11, 2014 as presented. PRESENTATION OF 2013 PARK AND RECREATION ANNUAL REPORT.Jerry Ruegemer reviewed highlights of the Park and Recreation Annual Report for 2013.Commissioner Ryan asked for an update on the Highover stair construction project. REVIEW ICE SKATING/HOCKEY RINK FLOODING AND MAINTENANCE POLICY. Jerry Ruegemer presented the staff report on this item. Commissioner Ryan asked about the earliest opening date for skating rinks. Commissioner Echternacht asked what year the rinks at Bandimere Park will open. After discussion between commission members and staff on flexibility around the opening and closing dates, the following motion was made. Carron moved, Ryan seconded that the Park and Recreation Commission approve the updated Skating Rink Policy to include operations at the Chanhassen Recreation Center beyond February 20 th. All voted in favor and the motion carried unanimously with a vote of 8 to 0. REVIEW BIDS FOR JULY 4 TH FIREWORKS CONTRACT, 2014-2016. Jerry Ruegemer reviewed the quote submitted by Pyrotechnic Display Inc. Carron moved, Thunberg seconded that the Park and Recreation Commission recommends that the City Council award a three-year contract (2014-2016) to Pyrotechnic Display, Inc. for the provision of 4 th of July fireworks in the amount of $23,000 per year, including the addendum prepared by the city attorney. All voted in favor and the motion carried unanimously with a vote of 8 to 0. GALPIN BOULEVARD TRAIL CONNECTION. Todd Hoffman discussed plans forconstruction of a 650 foot trail gap between Shorewood and Chanhassens trail system and asked that the commission consider this item with the upcoming CIP discussion.Commissioner Boettcher asked about the location of the trail and safety concerns with pedestrians crossing at the bottom of a hill. RECREATION PROGRAM REPORTS: 2013/14 ICE SKATING/HOCKEY RINK EVALUATION. Jerry Ruegemer stated he or Adam Beers or Todd Hoffman were available to answer questions. Commissioner Ryan asked about issues with the warming house supplier, Mod Space and safety concerns with the elevated warming houses. 2014 EASTER EGG CANDY HUNT. Jerry Ruegemer presented an update on the 2014 Easter Egg Candy Hunt being held on Saturday, April 19. th 2 Park and Recreation Commission Summary March 25, 2014 RECREATION CENTER REPORT. Jodi Sarles provided updates on facility issues over the winter with the sidewalk heaving and abroken basketball back board, facility usage, Dance for Fun program, Rec Center Sports and the SpringBoutique. SENIOR CENTER REPORT. Susan Bill provided updates on the Lifelong Learning Series, Senior Advisory Board elections and new brochure shes working on to use for marketing. PARK & TRAIL MAINTENANCE REPORT. Adam Beers provided updates on theice skating rinks, central irrigation plan, Sentence to Serve program and general maintenance issues. COMMISSION MEMBER COMMITTEE REPORTS. None. COMMISSION PRESENTATIONS.Commissioner Thunberg discussed the Pioneer Pass neighborhood meeting where playground equipment was discussed. ADMINISTRATIVE PACKET. Todd Hoffman discussed items in the Administrative Packet. Commissioner Echternacht asked for clarification of the Bandimere expansion plan and possible funding sources for future projects. Carron moved, Echternacht 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 9:10 p.m. Submitted by Todd Hoffman Park and Rec Director Prepared by Nann Opheim 3 CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING MARCH 25, 2014 Chairman Kelly called the meeting to order at 7:30 p.m. MEMBERS PRESENT: Cole Kelly, Steve Scharfenberg, Elise Ryan, Brent Carron, Jim Boettcher, Rick Echternacht, Luke Thunberg and Jacob Stolar MEMBERS ABSENT: Ryan Lynch STAFF PRESENT: Todd Hoffman, Park and Rec Director; Jerry Ruegemer, Recreation Superintendent;Jodi Sarles, Rec Center Manager; Susan Bill, Senior Center Coordinator; and Adam Beers, Park Superintendent PUBLIC PRESENT: Paul Olson8899 Flesher,Eden Prairie Alan Kramer531 Indian Hill Road Skip HoughtonMinnetonka Mark & Nancy Aulizia6927 Autumn Trail, Eden Prairie Barb Youngberg2035 Chicory Way Jerry & Carol Maas10578 Spyglass Way Orv Asueland2172 Elton Place, The Villages, Florida R.L. & Renee Carlson7606 Iroquois Street Jeanette June960 Daylily Drive, Victoria David Allan16528 Hidden Valley Road, Minnetonka Curt & Jane Goke17280 West 66 th Street Circle, Eden Prairie Warren Lester3715 Westview Drive, Deephaven Melinda Colwell3714 Westview Drive, Deephaven Bruce & Joyce Boje8193 Marsh Drive Steve & Linda Kloeckner18041 Evener Way, Eden Prairie Mimi Scribner5364 Miracle Lane, Minnetonka Ian & Adriana Astbury6875 Lake Harrison Circle Dave & Deb Tessman2313 Chateau Lane, Mound Sandy Hotvet26420 Edgewood Road, Excelsior Pam Schmillen112212 James Court, Chaska Randi Usher17628 South Shore Lane W, Eden Prairie APPROVAL OF AGENDA: Hoffman: Thank you Chair Kelly, members of the commission. Id like to add the Galpin Boulevard trail connection per our conversation. We can do that during reports. Kelly: During reports or should it be under new business number 4? Hoffman: Oh sure. Great. Kelly: Any other changes? Questions? Park and Recreation Commission March 25, 2014 PUBLIC ANNOUNCEMENTS: Kelly: Any public announcements Todd? Before we move to visitor presentations Id like to congratulate Steve, Luke, Brent and Jacob for their reappointment to the commission. Id also like to congratulate Tyler, do you want to pronounce the last name for me? Hoffman: Kobilarcsik I think. Kelly: His appointment to the commission. Then well move on to visitor presentations. VISITOR PRESENTATIONS: Kelly: Any visitor who comes up wed like your name and address where you are and come on up and approach and make a presentation. I understand we have a couple tonight. Jerry Maas: My name is Jerry Maas. I live at 10578 Spyglass Drive in Eden Prairie. Dont let that scare you.Im very familiar with Chanhassen and been out here a lot. Listen Id like to first of all thank the members of the commission for hearing us out. As you can tell by the number of people that play pickleballthat are interested in what we have to say to come and hear us as well, that this is really important to us. I start out by saying were used to people saying to us, whats pickleball because its not, its just a common question and I hope you all had occasion to look at the NBC piece that we kind of circulated to help you set a foundation for, for this meeting to save some of your time as well.Now Im the President of the Southwest Metro Pickleball Club and who are they?Well 3 years ago a half a dozen of us or more formed the club for the purpose of helping pickleball players gather together and to address problems like were going to talk about tonight kind of together so we didnt have 51 people going 49 different directions. Im also an ambassador for pickleball from the USAPA. Today the Southwest Metro Pickleball Club has in excess of 200 members.We primarily are from Eden Prairie, Chanhassen, Bloomington and Minnetonka. We have a few people outside of that but not many. All it takes to be a member is pay me $10 in dues and have a love for pickleball. We run a couple of tournaments every year. One in Eden Prairie in July and one in Bloomington in August and all, and all pickleball players are invited to participate. We do some social things as a group. Youll notice all the conversation you heard there, these people are more, are interested in each other more than just playing on the court. Theres a lot of social things take place. Weve been to Feed My Starving Children a couple of times and holiday parties. Thats what were all about. Its a social organization that plays pickleball. Now lets talk about the courts that we visited with Todd about in Chanhassen that obviously need some attention. Weve been talking about these things for several months and Ive found that there is an opportunity for some corporate grant money, if youre lucky I think. But Ive applied for a $40,000 grant and Ive cleared this all with the staff. Todd and his group so that I didnt say things that were not at least reasonable and rational and if we were to get that money approved of course it will go a long ways towards fixing up the courts that we have, that you have in Chanhassen next to the Rec Center so were really very supportive of the staffs recommendation to do something about those courts.First of all its a great location. Its currently frankly unusable generally. Weve got a couple courts on it but theyre really tough to use. Its laid out in such a way that it would work very well with a north/south orientation which is kind of important for pickleball because the sun gets in your eyes when you dont have the north/south orientation. Theres plenty of parking in that location. The Rec Center is very close. That means that theres flushies there and for guys my age thats kind of important. And theres water there. Its not close to any homes. Frankly pickleball can be noisy and neighbors sometimes dont take real kindly to that but this location is not even close enough to be of concern. The lights are already in place. The fencing thats there is fully adequate for our purposes, in fact more than what we would need so we would hope it could be re-used as is but Ill have to leave those kinds of questions to engineers that know more about that kind of stuff than 2 Park and Recreation Commission March 25, 2014 I do.The footprint thats there is plenty adequate. We dont know because I dont want to go out and tramp around in the snow and measure whether the thing is capable of 6 courts or 8 courts but thats really not necessary to know at this time. When we get ready to do something, laying it out in the best possible way and using it the most efficient is the best thing to do. Pickleball is growing. Weve had, as you can see from the growth of the Southwest Pickleball Club, weve had lots of different things. Currently we have 2, we have a traveling league that plays at the Chanhassen Rec Center Thursday afternoons. We had some time on Tuesdays that was available and we put out the word and lo and behold we had a ladies league sign up. It wasnt planned that way. It just happened that way and we were delighted because this game is almost gender neutral. The gals seem to take great delight in beating up on some of us guys and they do it quite effectively so the ladies league has just got through with their second session in Chanhassen and everybodys looking forward to playing outdoors so Im not sure how much longer thats going to go but it will, those gals have had a good time and are enjoying it.Young folks are coming out. Sunday night I played at Chanhassen and a couple of young guys 13 and about 10 taught be a few things. They can play the game as effectively as adults and they do very, very well. We have the Minnesota Senior Games have been played in Minnesota for several years. A couple years ago they added pickleball as one of their games, or one of the many games they play in the Minnesota Senior Games. The first year they did that about 30 players showed up. Last year over 90 players showed up. It is the largest contingent of athletes in the Minnesota Senior Games.The Minnesota Senior Games are played age specific so guys like me that are approaching 75, I dont have to play against 50 year olds. I get to play against other people of my age and thats, for me at least an advantage. Its growing in Chanhassen as well. I think we visited with Jodi a couple years ago to get started and we had trouble getting enough people to show up the first few weeks to make a game work. Pickleball unlike tennis is a social activity. Tennis traditionally what would happen is you would call up 2 or 3 or 4 people that you know and say hey, lets have a game and well meet at so and so and play you know whatever. And with pickleball you have a specific time, okay we play pickleball at Chanhassen from 9:00 to 11:00 Monday, Wednesday and Friday or whatever the days are and people just show up. They play with and against each other and so it is not like tennis in that respect. Lee Carlson has been a great help here. Lee has worked closely with Jodi to get us started in Chanhassen. He follows it very closely. Lee is one of the members of the Board of Directors of the Southwest Metro Pickleball Club and has been very helpful to make the whole thing work here.I dont know as I need to go into a great commercial with you about the value of exercise for seniors or anyone but its obvious that we need to have every opportunity we can. Pickleballs a fun sport. The commercial, or I mean the news story that we gave you would give you all the information I think you want and its fun at almost every level. We had a beginners thing at the Jewish Community Center in St. Louis Park today and somewhere between 12 and 15, I said little, short Jewish ladies showed up and had a grand time. I mean they were just great people and we had a great time with them so it will work. It gives us an opportunity, those of us my age to interface with younger folks when they show up and we enjoy that as well. With that Im going to shut up a minute because I could go on and on and on and Im going to entertain, if you have any questions and see if anybody else has something they want to add so that we get you up to speed with us what pickleballs all about. Kelly: I think you did a nice job of explaining pickleball and a number of us have been over and seen the courts that we do have so we do have an idea of what pickleball is because Jodi has been telling us about pickleball for the last year so its not new to us and I guess what, you know you came up and explained to us a lot about pickleball and you explained that you might be getting a $40,000 grant. What you really havent said is what are you looking at from the commission? What are you looking for us to do for you? Jerry Maas: Cole Im sorry, Im going to have to bow to your staff here whom have, weve met with and theyve talked about the fact that they need to do something with that court to get it up to acceptable standards on their behalf as well as playable, you know is what we would look for and our message to Todd and his group was that look, whatever you need, tell us how we can help you. 3 Park and Recreation Commission March 25, 2014 Kelly: Okay. Jerry Maas: And that was the reason I went to work and tried to find some corporate money if you will to help. Obviously thats not approved and I dont have the dollars in hand yet. When youre applying for these things theyre always kind of iffy but Im also optimistic enough that Im going to give it a shot. Did I say that right Todd? Hoffman: Absolutely. Scharfenberg: Jerry just, I have a question for you. In terms of that grant, when will you know whether or not that grant is approved? Do they have a timeline on that? Jerry Maas: Their website says they meet quarterly. I sent this thing in last week and so I can follow its progress online but I cant answer that question with any definitive. Ill follow it is about all I can tell you. The folks that approve those things said they meet quarterly and they gave me the ability to find out where it is all the time so. Scharfenberg: Okay. Kelly: Other questions for Jerry at the moment? Todd I think Ill have you speak to it unless you want Jodi to on the shape the courts are in. I know we have a sinkhole in the back of the courts over there and we have some issues with that and I do forget the number of courts we have over there right now and, 3. Thank you Lee. And what are we looking at cost wise for redoing it and how many courts can we fit in there and how do we settle, do we have a way to settle the sinkhole problem we have over there? Hoffman: Chair Kelly, members of the commission.At Chanhassen were always looking for opportunities to solve a problem and this has been a problem since the day this court was built so this, its 4 tennis courts. Theres 2 in the north bank and 2 in the south bank that are lit. This was a project between Independent School District 112 and the City of Chanhassen at the time.We did not want to accept the court. We knew it was going to continue sinking. The School District accepted it on our behalf, on the Citys behalf and it did continue to sink where it then became unplayable as a tennis court within 5 or 7 years of it being constructed. So we did not have a real incentive to repair it as a tennis court because the 2 courts that were there in existing good condition really satisfied the need for the tennis courts at that particular facility so we just let them fall into disrepair and become unplayable until pickleball came along and they could create 3 courts. You see the 2 courts here that are north and south and then theres one playing east and west just off of the left hand of the picture there. So they can play 3 courts on the abandoned tennis courts in its current configuration. But as the City of Chanhassen as a number one community were really not interested in continuing to have that sunken tennis court in the middle of our Chanhassen Recreation Center and so to have an opportunity to work with a group like pickleball where we have, we now do have an incentive to fix that court, we think this is a really nice opportunity. Their group was nice enough to go off and apply for potential grant monies through the General Mills Foundation. Thats the group? Jerry Maas: Right. Hoffman: And to see if they can secure those funds. If not well know whether or not those funds are available at the same time youre talking about your 2015 capital improvement program so now that I think you have an interested user group in front of you, you have a good incentive to have as a commission to talk about whether or not its a valuable investment to put dollars back into these courts to create not new tennis courts but to remodel them into pickleball courts for this user group that we have here in our community. Then they can really lock their teeth into the Rec Center with indoor pickleball in 4 Park and Recreation Commission March 25, 2014 the winter and outdoor pickleball in the summer and I think well have a nice facility at our really our number one community center, recreation center site in our city so thats our goal. If the grant doesnt come through we would like to ask the commission to talk about this remodel project as a part of your CIP for a future year. In 2015 or beyond. Kelly: So would the $40,000 grant take care of most of the money thats needed or how much more is needed beyond $40,000? Has staff looked at that yet? Hoffman: Its known at the present time but we think that would probably do it. Theres a number of different ways. You could excavate and repair that and so depending on you know how many dollars are set aside you know I think that $40,000 would accomplish but we dont know that exactly just yet. We need to have a feasibility study report done. Scharfenberg: Todd you had mentioned initially that this was built in conjunction with the School District. Is this part of the joint powers agreement or is this, are these courts solely within the Citys discretion in repairing and that? Hoffman: Theyre solely owned and operated by the City at this time.At that time they were the contractor. We were the owner but they were building them on our behalf. We were paying for them. Scharfenberg: Okay. Kelly: Any other questions for Jerry? Anybody else going to present or talk tonight? Jerry Maas: Did I leave something out? Kelly: Yes you may? Please step up. SteveKloeckner:One other thing to consider is that. Kelly: Excuse me, would you come up to the podium so everybody can hear. We need to know your name and your address please. Steve Kloeckner:My name is Steve Kloeckner. I also live in Eden Prairie. One thing to consider when youre looking at that, as seniors we use these courts during the day when nobody else is using them so its giving you more usage of a facility that you arent getting now. Were not going to interfere with a lot of the other families and groups that come in the evening, although we are going to want some night time play but at least youre going to be able to get more use out of the facilities and so its a good return on your investment. Kelly: Okay, thank you. Any other comments? Anybody else like to make a comment? Todd I think we should throw this on our agenda when we talk about our CIP this year for the next 5 years and put it on for the 2015 to be discussed. Jerry Maas: I appreciate your time and Id be remiss if I didnt invite you all to stop by the Chanhassen Rec Center and participate in pickleball as well. Youll be welcomed by this group of players and if you dont know how, trust me we all started not knowing how and well help you. Kelly: Thank you for your presentation Jerry. Hoffman: Thanks for coming out. 5 Park and Recreation Commission March 25, 2014 Kelly: Well wait a moment before we move on. Hoffman: We need to thank Sue as well. Sues been very involved in the pickleball group. APPROVAL OF MINUTES:Carron moved, Thunberg seconded to approve the verbatim and summary Minutes of the Park and Recreation Commission meeting dated February 25, 2014 as presented and Work Session Minutes of the Park and Recreation Commission meeting dated March 11, 2014 as presented. Scharfenberg: Say just before we get off the pickleball mania Todd will, in conjunction with Chairman Kellys request, will you be putting together something for us in preparation for that? I know you deal with the CIP all the time with costs and stuff like that so Im assuming that that will just be as part of the general projects that you have on there? Hoffman: Correct. Scharfenberg: Okay. Hoffman: As far as the, what well present is a concept proposal for the CIP. Well include the repair of those courts one way or the other, whether the grant money is there. We need a number, a dollar amount. Scharfenberg: Right. Hoffman: Weve done a variety of cost estimates over the years and really what we just need to understand is you know, if we just put a surface coat over the top, is it going to continue to sink and then weve gained nothing in that expenditure so we just have to figure out how were going to repairand take care of that so well get as close as we can without doing a full blown Ryan: And Todd the earliest this could be done would be 2015? Hoffman: Correct. Ryan: Okay. Hoffman: Theyve got the 3 courts there now that the parks crew worked with them installing and what was left. The east court sunk the worst and the west court was not playable. The tennis court, part of it was sinking but we could play in a smaller pickleball court in that location so. They werent picky and moved right in. Carron: One more clarification. Would this be coming out of the capital expense or the park and rec expense? Hoffman: Probably the capital because youre repairing an existing facility. Carron: Okay. PRESENTATION OF 2013 PARK AND RECREATION ANNUAL REPORT. Ruegemer: Thank you Chair Kelly. Our staff just completed this annual document that we produce through our department. The report identifies accomplishments and information related to all of our 6 Park and Recreation Commission March 25, 2014 divisions within our Park and Rec Department. The information certainly is used to, for us to look forwardinevaluating our performance not only this year but into the future as well for that so we can keep continuing to offer quality programs, customer service and you know look ahead to future facilities that we may need or desire so were going to go through that. Everybody has a copy of the full document within their park packet. Were going to get kind of a quick snapshot of each division and allocate and look at a couple highlights so were going to start off with that good looking group in front of you right there. Thats our 2013 Park and Rec Commission.This year we did add a couple youth commissioners with Ryan and Jacob with that so that was a new thing that we did for this year. Senior Center highlights, the Chan-o-laires, the music group down in the Senior Center celebrated their 20 th anniversary this year so thats been a successful group. They sing at many different functions and events throughout the city. Sue always has a lot of special classes and interest classes down in the Senior Center. Sues always very good at looking at and identifying new programs that certainly have interest down there. Meals on Wheels is always a very popular program down there so you can see we delivered over 3,300 meals this year. 509 volunteer hours and 4,900 miles driven with that so its a, people are very committed to volunteer for that program so its a great thing down in the Senior Center. And that picture was what Sue, the Tea Luncheon? Bill: It was. The Tea Luncheon and Fashion Show. Ruegemer: Rec Center highlights.You can see we have a lot of non-billable hours utilized not only through our city programs but also a lot of programs with the school district, other governmental agencies and athletic associations so the Rec Center is really a recreation hub for our community that we provide really a meeting place and focal point for many different organizations within our community so its really an asset for us and we couldnt do it without Jodi and her team out there. The Dance for Fun program continues to grow and is one of the most popular programs at the Rec Center. And really a highlight, we did increase over $6,600 in revenue from 2012 so its a good testament to what Jodi is doing out there so good job with that. Jodi always looks for new things to add and utilizes space at the Rec Center.Added the Spring Boutique and certainly is growing the Artisan Fair out there. We had a lot of visitors for that and Jodi increased the revenue over $8,300 from the previous year in 2013 so good job. Keep looking for those programs. Rec Center Sports has been a continued success for Jodi and her team out there. As you can see how many sessions we increased from 2012. We started with 13 and we increased it to 42 in 2013 so just keep continuing to increase in participation and again revenues increased over $8,300 from 2012 so that continues to be a very popular program with that age group and its been really a program that really is continuing to gain momentum throughout the year so. Youth programs. We have over 250 programs that we offer on an annual basis with 3,000 participants ranging from 17. From birth to 17 so we generate over $25,000 in profit for those programs. Certainly Summer Discovery Playground is a, is one of our most popular programs within that budget or program offerings. With that last year we had 22 sessions with over 400 participants in that and that will be starting again tomorrow. The registration will be starting at 12:01 tonight March 26 th so the Chan Connection will hit the papers, or hit the news mailbox I guess tomorrow so I delivered those to the annex today so hopefully theyll be out in everybodys mailboxes tomorrow and you can see a sampling of that in front of you tonight.Theres just really one thing that were really proud of within the youth program highlights is our volunteer program that we had for our youth this year. Really is the first year that we had offered it in 2013. We had over 272 hours of volunteer service within our community so they really helped out with programs that we have going. They helped out with senior activities with Sues different picnics and different events going on. They helped out with special events and different service projects so they were very busy all summer long. Painting underpasses or helping out you know clean parks or different things so its a program that was set up for kids that really arent old enough to get a job yet and just to kind of give back to the community. Kind of give them some, some skills that they can kind of parlay into a job into the future so, and it really helped us out tremendously as well so. Adaptive recreation programs that we have. We do contract through REACH for Resources. We have for a number of years now and theyre 7 Park and Recreation Commission March 25, 2014 always helping us out with different inclusions and other programs that we may need help with, with our residents that have special needs within our community. They host their annual picnic out at Lake Susan and they really enjoy that park just with the playground equipment and the picnic shelter being close to the lake so its a great partnership that we have through REACH and its really an effective way for us to have a nice contract for special needs within our community. Adult athletics. Between the two summer and fall softball last year we had 30 softball teams. 450 individuals participated within those leagues with revenue just a hair over $16,000. Our Easter Egg Candy Hunt, hopefully we wont repeat that picture this year. That was something having snow/ice on that. It was earlier last year but April 19 th will be the date for this years and well talk about that a little bit later. Great event. As always we did move that from the Rec Center back up here to City Center Park just to kind of you know, kind of pull focal point back into town here a little bit more and kind of spread out our recreation facilities a little bit more.Really one of the highlights continues to be our sponsorship program. We started that quite a few years ago and last year we had 57 sponsors that contributed over almost $32,000 in kind services, cash, and other things involved with that program so, you guys worked the Feb Fest. You know kind of how it works with all the donated prizes and that sort of thing so that really lowers our cost for our programs with that and I think we really do a great job on getting their information out on our community flyers. Our schedule of events. Our web page. We did a lot now with, if you get to a certain level of sponsorship well get your logo and stuff on all of our promotional materials so were really trying to take that up a next level and were doing a great job. Mitch does a great job with following up with the people and getting people to were sign up on the dotted line with that program so very proud of that.We did celebrate our 30 th anniversary of our 4 of July celebration in 2013. That was a great accomplishment. The KleinBank th Summer Concert Series continues to grow which was really one of our most successful seasons to date with over 400 people on average attending those events so were going to be doing the series again this year with Klein. Were going to be doing every Thursday starting in June and ending in late July, early August for 8 or 9 straight weeks this year so that will be very popular so every Thursday for the summer well have a concert, music going here at City Center Park. Facilities. Its always a really thing that people really enjoy within our division and our city. We did have a lot of people enjoy the ice skating. We had a great year last year.Our 8 outdoor rinks. We had a little bit less of a warm summer in 2013 as we did in 2012 but we still had over 21,000 swimmers enjoy Lake Ann and swim at the beach while the guards are on duty for that. We had a great year in rentals last year for picnic pavilions. We had 119. I think that might be the most thatwe ever had and thats just rentals. That isnt people using the shelters and choosing not to have a rental with that so, and we generated over $15,000 in revenue which is a really great thing for us.Aquatic invasive species highlights. You know that program continues to be a very kind of ahigh profile program within our community. The city inspection program included 3 lakes. Lake Ann, Lake Susan and Lotus Lake. You can see we had over 4,800 inbound and outbound inspections that were completed for an overall inspection rate of 1.57 inspections per hour so, and as of to date no zebra mussels were identified as being transported to or from any of the 3 boat accesses so I think we can be proud of that. Park maintenance. Adam and his crew were extremely busy, not only in 2014 but also in 2013. Adam and crew do great work and do a lot of work for the individuals that they have for that. Were spread pretty thin sometimes but we do maintain over 100 miles of pedestrian trails not only in the summertime with trimming trees and mowing grass but also in the wintertime with plowing. Plowing and more plowing with that so theyre always pretty busy with that. We have a lot of, over 500 acres of you know natural parkland and over 400 acres of developed parkland that we maintain so, and certainly the highlight, one of the highlights for 2013 was Dale Gregory retired after 42 years so certainly we can thank Dale for all he contributed to our organization for all those years.Park improvements certainly was highlighted by the Riley Ridge Park construction project. With that the neighborhood really rallied and put forth a great effort with that. The commission was down there to help as well with that so, and certainly be looking forward to Pioneer Pass Park getting done this year with the equipment. Last year Pioneer Pass certainly was graded, seeded and prepped for this years activity and for the playground and finish off that park. And really one of the highlights for 2013 really was to complete that Rice Marsh Lake trail with the City of Eden Prairie with that so a great accomplishment and people are really 8 Park and Recreation Commission March 25, 2014 enjoying that trail. Partnerships, really across all of our divisions. We maintain over 70 partnerships through Sue and the Senior Center and Jodi at the Rec Center, Adam park maintenance, recreation programs so were really continuing to grow that on an annual basis and that really helps us out tremendously with kind of how we operate our business and we really couldnt do it without them. As you can see theres just a, one example of the KleinBank partnership and we have a lot of those across our, all of our divisions so we couldnt thank them enough. Capital improvement, you know you can see in the picture was kind of the tire bumping day in October, 2013. Just what a beautiful day it was. The leaves were great color that day so we did accomplish 6 different project items ranging in cost from $10,000 to $350,000 in total cost. Project cost and with a total of $695,000 for 2013 so thats kind of a quick snapshot of the annual report. There certainly is much more information within that document that you all had received with that. Were very proud of the document that we produce every year. It will be posted on our City website after its approved by City Council. Thats coming up April 14 th so that, so it really gives us a pretty good view of what weve accomplished for 2013 so I will entertain any questions you may have. Kelly: Questions for Jerry? Its a very impressive document Jerry. Good job putting it together and nice explanation tonight, thank you. Ruegemer: Thank you Cole. Hoffman: And as a staff we want to thank you for all of your leadership and all of our special events throughout the year so. I think Jerry probably mentioned that a couple of times but its really your leadership that inspires us to continue on so thank you for that throughout the year. And you come out to a lot of special events and park board meetings and special meetings. Playground installations. Were going to lean on Luke here. Hes going to get his neighborhood rallied up. You know hes leading that charge with us so really proud of all the work that you do on an annual basis and I know Cole set up a congratulations again to the new appointees from last evenings meeting. We look forward to having you for another 3 years. I told this group youve got no lame ducks here tonight so hit them hard and put them to work for you so thank you. Kelly: Thanks Todd. Ryan: Excuse me. Could I, I just noticed on the park improvement, the list just the overview it mentions the Highover stair project. What, did the, whats the update on that? I thought that company had pulled out and. Hoffman: We hope not. They just didnt get the work done last year and so it was really our first project we wanted to finish in the spring but we had that excessively wet spring so it really didnt dry out until well after the July 4 th. Just around August 1 st and then the contractor said they were going to be there but they got busy with other jobs and they did not show up. We had a number of project meetings with the homeowners there and the contractor and so were currently working with Theis Construction again to see if we can get them out there this spring to fulfill that agreement with the City. Ryan: So it is going in. Just coming this spring. Hoffman: We hope so. Ryan: Okay, thank you. 9 Park and Recreation Commission March 25, 2014 REVIEW ICE SKATING/HOCKEY RINK FLOODING AND MAINTENANCE POLICY. Kelly: And I understand Mitch is in Norway so Jerry I guess youll be talking about the skating rink policy tonight. Ruegemer: I sure will be.Thank you again. Kind of the tail end of our February 25 th meeting the Park and Rec Commission had discussed the skating rink program and kind of asked is it a possibility of you know extending the season into, obviously we had kind of a different winter this year. It was really historic winter and cold and wind and snow and all that stuff here again so I know park maintenance crews were extremely challenged this year throughout the skating rink season so they really were kind of working on fumes kind of towards the tail end of the skating rink season so on February 29 th, following a pretty heavy snow storm, 9 to 11 inches the decision was made to close the rinks. All 8 hockey and family rinks for the season. You know even though the temperatures were cold enough to continue the season, we just didnt really feel that it was worth it with the amount of time, labor, equipment, fuel required to re-open the rinks for the kind of the tail end of that season with just the thought of the warmer weather coming. The sun angles and that sort of thing here so last meeting the commission did discuss kind of the merits of keeping one rink open beyond kind of the established calendar date which we had as February 20 th and if its favorable to do so, so staff kind of put that together. Some information for the commission to take a look at tonight.Staff is recommending, if we do continue beyond February 20 th of each year that the Chanhassen Recreation Center be the only functioning location with that just because of the popularity of the Rec Center for skaters that do use that location and also the permanent warming house that is currently located there. The portable warming houses then at City Center Park and North Lotus Lake Park then could be eliminated and returned saving the program expense that we dont need to take on.Certainly the Chan Rec Center could maintain the family rink and 2 hockey rinks as long as the favorable weather exists with that so below is our current rink flooding policy. With exception I did add down on the bottom of the policy kind of the wording or the verbiage that could support extending the season beyond February 20 th so basically the policy as it reads today just would end, the season will be cancelled if rinks are not opened by January 11 th and that is kind of, that takes care of the early part of the season. If warm weathers exist and rinks cannot be flooded until, thats kind of our, kind of our date identified to, kind of our drop dead date if we continue or not continue. So just to add after February 20 th, weather permitting the Chanhassen Recreation Center will be the only location maintained until the conclusion of the skating season, and certainly the commission can review any part of that policy. If theres any wording that youd like differently we certainly can look at that and entertain that tonight. Just to look at the costs associated with going past February 20. We can take a look at those, generally th kind of an estimate, a daily average would be 510 days for Adams crew to go out and sweep clean and flood. Thatd be about roughly about $510 per day at 7 days a week, it would be roughly just over $3,500 per week for the maintenance, park maintenance side of the equation.The expenses. And then rink attendant costs at 42 hours a week to staff the recreation center warming house at $8 an hour would be approximately $336. So just a hair over $3,900 per week to maintain the rinks for both park maintenance and labor costs associated with the rink attendants. Just to give the commission just a quick overview of the 2012-2013. So last winter season we did close after February, well we closed February 28 so we th stayed 8 days open I guess beyond that February 20 th that were proposing this year and we had a total of 274 participants at the Rec Center during that time. Just to give you kind of an idea of kind of the numbers that were talking about based on one years numbers of last year so, so if we look at that itd be roughly about $3,900 per week to maintain those and then just on that back page just has kind of all the 2013-14 ice rink expenses and that includes the, all of the Adams crews cost with fuel, labor cost for overtime for flooding rinks. Seasonal wages. Warming house rentals. Kind of all that would be included in there. For the Rec Center expenses for the $3,900 we did back out the other expenses for the warming houses and then also labor costs associated with staffing those other warming houses that we didnt need anymore so, so its staffs recommendation that the council, or excuse me the Park and Rec Commission approve the updated skating rink policy to include operations at the Chanhassen Recreation Center 10 Park and Recreation Commission March 25, 2014 beyond February 20 th. Kelly: Jerry is that January 11 date, is that the current policy also? th Ruegemer: Yes. Kelly: Okay, thank you. Other questions for Jerry? Ryan: What, I see that it starts approximately December 16 th. What historically, what is the earliest youve opened before? Ruegemer: I think it was this year wasnt it? I think it was this year. December 13 th so you know, thats on average its right around the holiday break. Just maybe the weekend before Christmas type of thing so dont normally open, you know about the second week in December. Scharfenberg: So theyre flooding before that. Theyre just not open until. Ruegemer: Correct. Scharfenberg: Until theyve got everything kind of set. Ruegemer: Right. Scharfenberg: Right. Depending, again depending on the weather. Echternacht: Bandimere, are we looking at the 15-16 season or are we looking at 14-15 of having rinks out there? Hoffman: Currently not scheduled or programmed yet. Echternacht: Okay. Well I would say that once thats opened we would want them to be, I would think we would want that to be the, at least left open besides the Rec Center. Kelly: Curious question. All the snow we got is, you made the decision on that date to shut down the rinks. Lets say the weather stayed the same but we didnt get all the snow on that date, what date would we have shut down most of the rinks do you think? Ruegemer: More than likely we would have went until either frost boils pop up or they became unskateableyou know around the boards. The north end of the boards typically melt first so really until conditions warranted us closing those so. Had it stayed cold like that and no snow, weve made it well intoa week or two into March in the past so there really isnt a you know a hard set date. It really is based on kind of the weather so just because it, if it is cold in future years, if February 20 th comes around. Were not just going to pull the plug and stop. Kelly: I mean that leads to my next question is, if basically it says on the 20 you know we only keep th open the Chan Rec Center. Lets say we have perfect weather for the kids to stay out. Are we limiting ourselves with this wording? And again I realize most years were not going to get to this date but are we limiting ourselves and is part of the reason is were going because of the cost we want to go with this date anyway? I mean what does staff feel about that? 11 Park and Recreation Commission March 25, 2014 Ruegemer: I just think kind of looking into the future I think it probably would be best just to focus energies and just go down to one location. A lot of times were focusing our efforts on widening trails or trimming trees, that sort of thing. I think the return on the investment would be better served if we went down to one location. Scharfenberg: And Jerry can you speak to the cut off date of February 20 th? Why was that date used? I dont know if there was any specifics. It was just kind of based on the average of the years, thats kind of when things kind of deteriorated? Ruegemer: Yeah thats kind of correct Steve with that. Just kind of based on averages. Hoffman: And interesting enough this year, if rinks could have been kept open after the 20 th, for about the next 10 days 3 of those days would have been closed because of cold so I mean thats how cold it was. And a number of communities go Feb 15 and they just shut them down no matter whats going on. This th year on the 20 th we were so just really out of energy. If given a normal year, if we were experiencing a normal year with snowfall and cold and other labor, we would open them right back up on the 20 th after that snow but given how many times we had battled the weather to re-open them, you know we were just done at that point and so this is a good compromise policy I think. It gives everybody a little bit of understanding on whats going to be open. Whats going to be closed. Whats going to be available and whats not. Carron: Jerry, I like the wording. I appreciate you guys taking a look at this and opening up a little bit and I might just throw one little more consideration to see what you might think about this but the wording the season will be cancelled if rinks are not opened by January 11. Is there any room with that th wording to possibly say after January 11 th, lets say there is cold weather. We can do it. To keep a rink open out at the Rec Center. Or at that point does flooding and everything else just get to the point where its not going to be feasible? Ruegemer: You know it really does depend on weather conditions, that sort of thing. I mean if you guys certainly want to discuss that further we certainly would entertain that but usually by January 11 th if we dont have rinks open, it does take a lot of effort and labor. You know certainly over the holiday break is really when the probably the most use continues to happen. When kids are home from school. That sort of thing so you know it starts to wane a little bit you know kind of come mid-January for that so it may not be worth the effort to get them all going or to get one going. Just really depends on weather. Hoffman: That policy was put in place by a past park board. Not a staff recommendation so that was put in place by a park commission that we had a really unusually warm winter and there was like a winter where you cannot flood. When does it make sense? At January 11 youre looking at potentially just 30 th days of ice in a number of seasons. If you study the opening and closing there are, most years we open and close multiple times throughout the season just because of warm weather typically and so youve got about that 3 month window but theres lots of variables. And its really the sun after February 20 that th really starts to give you the biggest challenges. Even at zero degrees after February 15 th the north side of the boards start to melt on a sunny day and its a challenge to keep that ice in playable condition and then you start having safety concerns in some areas after that. Ryan: And not to be a stickler, coming back to the beginning of the season but is there anyway that we can evaluate come December 1 st and to lengthen the season that way as opposed to waiting until the 15 th because of the sun? I mean we usually get the cold early and to get the season started a little bit earlier, excuse me.Might serve us well with the issues that we have come later in the season so, how many days does it take to flood? 12 Park and Recreation Commission March 25, 2014 Beers: I think it probably took a good week. Ruegemer: Yeah, usually about 7. 7 to 10 days of pretty consistent flooding. Beers: And youre going around the clock for about a week. Ruegemer: A lot of times it isnt, you know there may not be enough frost in the ground yet. The ground is still warm. I dont know what the magic number was for the ground temperature but a lot of times the water doesnt set up in the ground so typically like earlier December, sometimes the conditions arent right to flood and so they really have to be kind of the proper temperature and ground temperature. Hoffman: Yeah theres nothing precluding us from starting as early as we can. As early as conditions allow. Ryan: Okay. Hoffman: And so we always want to get the earliest opening date that conditions allow but we need to drive some frost into the ground so when you dump all that water on it, it doesnt take the frost back out and then the water just flows back down. Once we start this process its24/7 overnight shifts. Using a lot of equipment. A lot of fuel. A lot of labor so we want to make sure that its successful. The start up is successful and if you start that on the first cold snap and then it all melts away in you know say mid- December, then youre starting over. You really put your largest amount of investment in those overnight shifts early on in the season so we just want to make sure that we time that correctly as best we can. We always open as early as possible. Ryan: So even though that the numbers are in here, its not that youre not evaluating it come December 1 st saying maybe we can get the rinks open earlier, correct? Ruegemer: Absolutely. That conversation is happening daily with that so I mean park crews want to get out there as soon as they can and as long as the conditions are proper theyll get out there. Well open up December 1 if the conditions are right. st Hoffman: Not likely though. Ruegemer: Not likely. Ryan: Well see youre trying to appease all the crazies that are driving around early December looking for outdoor ice. Hoffman: Theres a reason you dont find it. Kelly: So does anybody want to put it to the question or put it to the question with wording changes? Carron: Well Ill make a motion to adopt staffs recommendation to approve the updated skating rink policy to include the operations at the Chanhassen Rec Center beyond February 20 if weather permits. th Kelly: Is there a second? Ryan: Second. Boettcher: Second. 13 Park and Recreation Commission March 25, 2014 Kelly: Its been offered and seconded. Carron moved, Ryan seconded that the Park and Recreation Commission approve the updated Skating Rink Policy to include operations at the Chanhassen Recreation Center beyond February 20 th. All voted in favor and the motion carried unanimously with a vote of 8 to 0. REVIEW BIDS FOR JULY 4 TH FIREWORKS CONTRACT, 2014-2016. Ruegemer:Taking a look at the 2014-2016 4 of July fireworks contract, were working on a new 3 year th contract with that. We just completed in 2013 our previous 3 year contract so in preparing for the upcoming 4 th of July celebration, quotes were solicited to 4 different companies to submit some quotes for our annual fireworks display out at Lake Ann Park. We did put out an RFP for quotes to those companies listed with that. With a budgeted amount identified as $23,000. Before the deadline staff member Johnson did talk to all the companies. They seemed interested in supplying those numbers and quotes to us for that 3 year contract. However when the deadline came and left us, we only really had gotten one quote from Pyrotechnic Display and that is the company that weve used for 20, over 20 years out at Lake Ann Park. They were the ones that submitted the numbers and a quote for a 3 year contract with that so were going to move on with their quote and look for you guys tonight to take a look at those contracts so 20 years out at Lake Ann Park. Theyve always again they supply the 4 th of July display for well over really displayed a high level of professionalism. Great safety record and always really offered a wide variety of quality shows and products. Theyre really easy to work with and come to expect. They know what to expect from us and we know what to expect from them. They really offer a good mix of large and small shells including really the biggest numbers really are the 6 inch, 8 inch and 10 inch shells so a lot of other companies may do a lot of 3 and 4 inch shells to kind of make up the shell count but we really do get a really nice variety of shells. The bigger shells that really have a lot more impact to our audiences throughout the park. They really throw out Chanhassen. We under estimate how many people view our show annually. Theyre parked all over. We have thousands and thousands within the park and theyre parked all over the county roads and across the industrial park, across Highway 5 so looking ahead for that. They did include a 15% bonus for the third year of the contract. Theyre always really good at you know kind of having a pre-teaser finale. A mid-season barrage and I think they always do a great job on the finale as well on that. So staff believes that Pyrotechnic Display has provided a very strong quote by fulfilling all the quotes. The quote requirements. Having a good variety and a good balance for the show that included the things that we really identified within that RFP so its staffs recommendation that the Park and Rec Commission recommend to the City Council to approve the 3 year 4 th of July contract for the years 2014 through 2016 with Pyrotechnic Display Incorporated in the amount of $23,000 per year. This amount is included in our Fund 1600 Recreation Program budget and the firework display will take place on the, this year on Friday, July 4 at 10:00 p.m. at Lake Ann Park so included with a cover memo th is the RFP. The quotes that were submitted back. The contract with Pyrotechnic Display and then just an addendum prepared by our city attorney Mr. Knutson. Kelly:Questions for Jerry. I take it they provide a certificate of insurance for us? Ruegemer: Absolutely. Echternacht: Jerry on $23,000 is a city number that we asked them to come in with? Ruegemer: Thats correct. Echternacht: Hows that number compared to the last 3 years? 14 Park and Recreation Commission March 25, 2014 Ruegemer: Its the same number for the last 3 years. Kelly: Anyone like to propose a motion? Other questions? Carron: Ill make a motion that the Park and Rec Commission recommend to the City Council the award of a 3 year contract to Pyrotechnic Display for the amount of $23,000 per year including the addendum prepared by the City Attorney. Kelly: Is there a second? Thunberg: Second. Carron moved, Thunberg seconded that the Park and Recreation Commission recommends that the City Council award a three-year contract (2014-2016) to Pyrotechnic Display, Inc. for the provision of 4 th of July fireworks in the amount of $23,000 per year, including the addendum prepared by the city attorney. All voted in favor and the motion carried unanimously with a vote of 8 to 0. GALPIN BOULEVARD TRAIL CONNECTION. Hoffman: Thank you Chair Kelly, members of the commission. The City of Shorewood is constructing a trail from Highway 7 south to the border of Chanhassen and Shorewood along Galpin Boulevard and so weve been made aware of that. Theres a 650 foot gap. When the City of Chanhassen built the Galpin Boulevard trail north it stopped at the bottom of thehill at Pheasant Drive and we knew someday that that trail may be extended when Shorewood did bring a trail back towards the city of Chanhassen so instead of leaving that 650 foot gap we would like to ask the City of Shorewood and their engineers, their consulting engineers to include that section in their contract that would be bid probably as an addendum. The City of Chanhassen addendum and then they would award the contract based on the unit quantity that theyre getting on their much larger project in Shorewood and then we would pay those, we would pay those dollars for that trail section. So we would like to include that in your CIP conversation for this year. See if we cant get a number included in there approved by the council and then the work will likely move forward sometime in 2014 and then that bill would be paid probably advance in 2014 and paid for with that 2015 CIP number. So 650 feet of trail, you know somewhere between $30,000 and $50,000 with the exception if theres significant walls. Retaining walls then that number would go up. But these are the kind of opportunities, when we constructed many of our trails to the north they led towards Shorewood but we didnt always reach their border. The one on Powers Boulevard as well. If their Mill Street in Excelsior, there was a trail brought down Mill Street, weve got about a one block gap there. Its probably about 300 feet at that location but you know when people bring trails we would like to match those and so thats staffs recommendation that the commission take a look at that as a part of your upcoming CIP process, and some of you are probably familiar with that location. Know where that gap would be. Kelly: Questions for Todd. Scharfenberg: So Todd, Shorewoods doing that this, theyre having that built this year? Hoffman: If their council approves the road project, its a road project and sewer and water and if thats all approved then they would be out there constructing that this year. Scharfenberg: Okay. And when will we know that? 15 Park and Recreation Commission March 25, 2014 Hoffman: Within the next month. Boettcher: How far would Shorewoods go? Would that go to old Chaska Road? Hoffman: Shorewoods would stop right at their corporate border with Chanhassen which is right in the middle of the wetland so its. Boettcher: Oh okay. Because from where it ends right now going along that hillside theres probably going to be retaining wall issues because. Hoffman: This trail will go on the east side so it will go up along the wetland. Boettcher: Oh it will go the east side? Hoffman: So right at the bottom of the hill youll cross at Pheasant Drive. Boettcher: Okay. Hoffman: There would be a trail crossing there. Pedestrian crossing and then you would continue on the east side into Shorewood. Boettcher: Will the crossing be up far enough because I see people flying down that hill, I mean for safety sake. For visibility. If you have it below the corner youre going to catch somebody in the middle of the street. Hoffman: Yep. Theyre just going, you know the crossings going to be where its going to be. Youre going to have to as you come down that hill youre going to have to stop and then take a right and so its not an ideal location for a trail crossing but it is you know, in a community full of hills sometimes thats where they end. Kelly: Other questions. Yeah Todd I think we should have it on our discussions for the CIP. Hoffman: Great, thank you. Kelly: Okay moving right along. I guess were now doing the ice rink evaluation and Jerry that falls on you. RECREATION PROGRAM REPORTS: 2013/14 ICE SKATING/HOCKEY RINK EVALUATION. Ruegemer: Thank you again Chair Kelly.Just, we probably wont be going through the whole report with that. Theres a lot of information to go through and just Ill kind of ask the commission if you guys have any specific questions on the program. Either I or Adam or Todd can answer specific questions. Ryan: Im just curious what happened with the warming house relationship. I know there were some issues this past year. Whats happening next year? Ruegemer: Good question. You know Mod Space that we had this year were very easy to work with with that. Obviously not having the mobile mini units that weve had in the past, those were more ground units. Mod Space was more elevated units that we had this year.Mod Space does have ground units 16 Park and Recreation Commission March 25, 2014 within their system but I think the closest ones were in Chicago or something at this point so it seemed like now that theres been requests for Mod Space to get some of these ground units up there, were certainly going to try to work into next year getting some more of those up into this region with that. Mobile Mini is really kind of hurting themselves in the market here because they really do have a great product with that. You know our customers certainly like the ground level units. Theyre much easier to get in and out of with that but you know Mod Space again were, you know I think they were brand new units this year. Very nice. Great to work with. They delivered when they were supposed to deliver. They picked them up when they were supposed to deliver so you know we have a very nice option with Mod Space and if it doesnt work out to get ground units then well more than likely continue to use the units that weve had this year. Ryan: Which is great. I just know from the times that we were there the elevated ones, and I had talked to Todd, were very difficult for kids to get up and down and a lot of kids slip and fall down so Im sure you got that feedback and have passed it along but I just want to reiterate the, you know the importance of trying to get the ground units and if not, you know I dont know what other safety features can be added to them because its, especially for little kids that are not comfortable on skates, its a little bit dangerous so just wanted to pass that along. Kelly: Thank you Jerry. And Jerry right back to you with the Easter Egg Hunt. 2014 EASTER EGG CANDY HUNT. Ruegemer:31 st annual coming up here April 19 th. Right here at City Center Park so hopefully well have great weather this year and if anybody would like to help out that day, well send an email out. We can attach your name to that. Love to have you and Ill entertain any questions. Kelly: Any questions for Jerry? Carron: Dont have any white eggs. Hoffman: Any snow. Kelly: Thank you Jerry. RECREATION CENTER REPORT. Sarles:Jerry did you want to give mine? Ruegemer: Yes Id love to. Kelly: Hes getting so used to this. Sarles: I know, I know. I miss all of my cheerleaders back here but you know Ill have to get them to come back again sometime. Greetings from the Rec Center. Weve had a challenging winter as long as everyone else has too. Kind of some facility stuff thats going on with us. We replaced the sidewalks last summer with our shutdown. Well come this winter, I think it was the week after Christmas, I came to work and you couldnt open the door so the sidewalks heaved at the entry point so it was right at the front door where typically our sidewalk heaves at the beginning of, or had in the past at the beginning of our kind of overhang there. So they came out or we got people, Adam contacted some folks to come out and grind down that sidewalk. My staff person left on a Thursday. Came back to work, he was the opener on Monday morning or Tuesday morning and couldnt get the door back open again so second 17 Park and Recreation Commission March 25, 2014 time they came out. Oh youll never have a problem. Were going to grind this thing down another inch or two. Sure enough next day its still moving and so then they made the decision just to take out that whole front slab right in front of the door. Fortunately these guys and the school district, either side built platforms for the time being and then were going to re-address the issues come summer when hopefully all the frost is out of the ground. But yeah weve had that issue and then just today it started moving again on the other end so well have further conversations with our contractor here so weather is, weather in just Minnesota is wrecking a little bit of havoc on us out there. Also has brought many people inside to the Rec Center. Weve been extremely busy, which is great to see. All the kids and families and seniors and everybody in so its been great out there. Earlier this month we actually had a broken back board. You know its just a circumstances, situation. Its the first in my tenure here at the Rec Center so I think the last one happened about 7 years ago. You know a young family had lowered the hoop and no sooner did they walk off the court did another junior or high school kid came running down and dunked on the hoop and just took down the, took it down so fortunately again Adam and his crew to the rescue along with the school district. We had a back up back board in storage and within 2 days it was up and running again and were back to full courts so, so its been some different things going on at the Rec Center lately. As far as facility usage, our community gym hours were turned over to the community. Anybody could bid for those times. All athletic organizations. The only one we got using this year was the West Metro Warriors which is a Special Olympics basketball team and they have 14 I think, or 38 Friday night hours so this year so its a great group. Theyve been working with us for 2 years now. And then of course youve seen the pickleballers talking about their two leagues that are running at the Rec Center now so thats fun to see them. Theyre extremely competitive. Theyre just a great group of guys and women too. Dance for Fun, were in our last session of dance for the 2013-14 season. Were going to have a big spring recital here May 10 th at the Chanhassen High School. Right now our 22 classes are continuing as well as a father daughter dance and not to be outdone this year we added a mother daughter dance so, so its a fun program to be running. Little update on Rec Center Sports. Logan Godfrey was hired as our Rec Center Sports Coordinator in January. He had worked previously with Osseo Community Ed. Has a Park and Rec Degree from Minnesota State Mankato and hes brought some great energy to the position here for us so we, the folks are over there playing basketball right now, or just finished up. But right now weve had about 12 sessions of Small Fry Sports this year with 139 kids.That was between soccer, football, track and field and basketball. And then were into floor hockey next, golf, soccer and t-ball upcoming. Its a great program. Thats one weve been able to over the past year really grow and increase time and usage for those little guys and little girls playing. Lil Star Sports, the age is 4 to 6. We had 32 kids play in the floor hockey group and now we have 80 kids playing basketball so thats a fun program and were already taking registrations for spring soccer so, I told them not to expect outdoors but well see. Depending. Again the Spring Boutique is going to, this is our 3 rd annual Spring Boutique. Its going to be April 26 th so thats one that anybody that does handcrafted items or commercial items, I think were over 20 vendors by now that have now registered for that program. And then Sunday, this Sunday as far as a big, my big commercial here is our indoor garage sale at the Rec Center so that runs from 11:00 a.m. to 2:00 p.m. Its free to attend. I think we have 25 tables right now so people selling things so its a nice little program for us and brings plenty of people in to see what the Rec Center is about. Like I mentioned the Spring Boutique and then the May 10 spring recital for the Dance for Fun so youre th welcome to come join for any and all activities here for the Rec Center. And with that Ill entertain any questions or comments you might have. Kelly: Questions for Jodi. Ryan: Well I think theres two, two offers of congratulations. One, great reporting. Great job on everything thats going on at the Rec Center. And the second congratulation is on your engagement. Sarles: Oh wow, thank you. Let that one out of the bag huh? Thank you. 18 Park and Recreation Commission March 25, 2014 Kelly: Thank you Jodi for the great job you continue to do over at the Rec Center. Sarles: Thank you. SENIOR CENTER REPORT. Kelly: Sue, youre on deck. Actually youre at the batters box. Bill:At the batters box, good. Well I was going to mention that a little funny story about Jodis engagement, I was on a trip with our seniors and were at the Day Trippers Theater in Richfield. A new venue and theyre announcing the different clubs and all of a sudden a gentleman gets up and he goes and wed like to congratulate Jodi Sarles on her recent engagement. Her mother Spike is in the audience and everyones cheering and so the word got out all around. Its big news with Jodi so, anyway. Weve heard a lot about the weather tonight. The winter took a toll on activities at the Senior Center. There were normal activities, people were just not coming out as much in addition to the people going south for the winter. There were attendance was lower at a lot of the regular activities. I think a few weeks ago, a nice Monday we had 3 weeks ago I went up to Todds office and Im like theyre back. Theyre back. It was Monday bridge and there were 13 tables. 52 people and that was high so really it got off to a slower start but our special events have been going good. I think Cole you were at our Annual Bake Potato Bar and, or was the JFK or? Kelly: Lincoln. Bill: Lincoln one and thats always a really popular event and once again KleinBank is sponsoring our Lifelong Learning programs. I think its the eighth year that theyre doing that and one of the representatives from KleinBank was there and it was really nice to have them. Our Senior Advisory Board elections were completed last week. There are 8 people on the Senior Advisory Board and they basically advise me on programs and activities theyd like to see at the Senior Center. They run on 2 year terms and I think we had 5 applicants this year which is a good number and out of those 5, 3 of them were people that have been new in the last couple years to the Senior Center so bringing that new blood in is always something that we welcome. And I had a mini-retreat last June with the Senior Advisory Board and its taken me a while but they suggested we develop a brochure that can be used for new people in town and at our last Advisory Board meeting a couple people volunteered to look into with the Welcome Wagons or get them to churches. Other things. Other places where seniors gathered so the winter, you know a little slower afforded me the opportunity to start drafting that brochure and hopefully Ill get it done within oh, the next month or so and then well use that for additional marketing in the community. So thats all I have to offer tonight. If anyone has any questions. Kelly: Questions for Sue. I know being at the Lincoln Assassination Luncheon, of course that was a full house that day and it was a wonderful program and thank you for all the wonderful programming youre doing. Bill: Thank you. PARK & TRAIL MAINTENANCE REPORT. Beers:Thank you Chair Kelly and the rest of the commission. Not to keep bringing up skating rinks and cold weather but Im going to start with a little bit of that. From a maintenance standpoint the rinks actually went pretty well. We had some cold weather early on which allowed us to get a good base started, which we were able to sustain throughout the winter which is always the goal so despite the you know never ending snowfalls, we were able to kind of keep at it so overall it was a pretty good year I 19 Park and Recreation Commission March 25, 2014 would say. Next Ive been kind of talking with Todd and a few other neighboring cities about central control irrigation systems so Ive been trying to do as much homework as I can to figure out how we can implement a system like that in Chanhassen so Ive been putting some numbers together. Meeting with some vendors. Talking about some options. I have a meeting tomorrow with the Superintendent from the City of Plymouth whos had a system like this in place for I think 6 or 7 years so interested to see how that plays out and some information I can gather from him.Sentence to Serve folks are going to be coming out second week of April tentatively, depending if we get some weather to work with us. Weve been staying in touch with them to make sure we can adjust schedules if we need to so thats always a huge labor saver for our staff. Focus on the fire station. City Hall. Library. It kind of helps us get a jump start on the spring clean-up. Other than that weve been pecking away at some just miscellaneous projects throughout the shop. Did a little spring cleaning at the Lake Ann facility, which always feels good. Get some nice weather and get the doors opened up. Jim has been going through some of our small equipment, getting all of our weed whips, vac back blowers, basically anything that were using throughout the summer months ready to go for the season.We are starting, weather depending again to attack some trail tree pruning. Just trying to get, allow some snow to melt down so its a little safer for our guys to get out there. And other than that like I said weve been just kind of pecking away at some smaller projects. Getting stuff ready for the changing of the seasons so, thats about all I got. Any questions? Kelly: Couple years ago Dale told us that the Sentence to Serve might go away because of the costs that the Sentence to Serve people had getting the people here and then it didnt go away and of course youre telling us its still here. Are you hearing any rumbles from them or is it going to stay a strong program or do you. Beers: I havent heard any rumblings yet. As far as I know weve been doing it for 20 plus years and its been going great so Im just going to keep pressing on until I hear otherwise. Kelly: Other questions? Transition going well for you? Beers: Its been going well. Everydays a new battle. Ive got a great staff around me with these guys and down at the public works building. Deans been a huge help. Having a guy like that with his experience has been, has made my life easier I guess.All the guys have been pretty supportive. Theyre a pretty well oiled machine when it comes to snow removal and the hockey rinks. I can just turn them loose and they know what to do so thats always, it helps getting through each day so. Kelly: Good. Im glad. Beers:.transition and Im glad to be here. Kelly: Good. Were glad youre here too. Thank you. Beers: Appreciate it. COMMISSION MEMBER COMMITTEE REPORTS. None. COMMISSION PRESENTATIONS. Kelly: Todd, I think were going to talk a little bit about the administration section tonight. Normally we dont. We had a meeting a couple weeks ago. It looks like you have information in there about that meeting. 20 Park and Recreation Commission March 25, 2014 Hoffman: I dont know if theres any other commission member reports. We had a playground meeting Luke, you want to talk about that? Thunberg: So I think Todd forwarded the email.Next time Ill include you guys in the first one. So on Thursday we are meeting with Bill Johnson from the playground equipment company. They were, his design was the chosen equipment at a neighborhood meeting a week or so ago. We had about 30 plus neighbors come in. Review the different proposals and pretty overwhelmingly selected the one, its the same company that built the Riley Ridge Park.And so were meeting with Bill on Thursday at 5:30 at the Legion. It sounds like hes able to present some color samples and kind of do things on his laptop to show it so the neighbors are invited again to come and help select the colors that will go in for the park and then I think from there, the process starts so youre welcome to join us if youd like at the Legion. Hoffman: Thursday at 5:30. Kelly: Thank you. ADMINISTRATIVE PACKET. Hoffman: In the administrative packet we have a variety of items from Feb Fest temperatures to the discussion on future programs which I think that sheet you can save for your CIP conversation. So theres been a variety of ideas that were generated at our meeting back earlier in the month, on the second Tuesday this past month so we have all the items listed and some general budget estimates included as a part of that. Also be an opportunity to talk with the City Council at your joint meeting coming up. Im not sure when thats scheduled just yet, to talk about some of these ideas. The Bandimere Park expansion isanother item thats not included in that list, and then Boulder Cove, if you take a look at that. That was a significant cash contribution to your park dedication fund. $179,800 and thats a nice new housing development thats going north of Highway 7 near the crossing with Minnewashta Parkway so these folks will have access to Cathcart Park, which is a park which is mutually presented by the cities of Shorewood and Chanhassen. Cathcart Park is owned by the City of Shorewood and generally maintained but we have done mowing and then trimming of the trees at that location since Chanhassen residents utilize the park as well. For many years Shorewood did all the maintenance and then they, about 20 years ago came to a park board meeting and said, your citizens use it as well. Would you offer some maintenance and so that was the agreement at that time. That we would mow the grass and trim the trees. Then about halfway through that agreement their park supervisor said, you know its just easier for us to mow. Were here so theyve been mowing it for now about the past 10 years but thats the park that these again Chanhassen residents will have direct access to. Its within about a quarter block from this site.And then Arbor Day, please come out to Riley Ridge Park on May 3 and plant some trees with the neighbors. So well be out rd there. Thats the last item on your Admin Packet. One other note, the interest of the commission on April 14 th, that will be a big night for our City Council at the work session with park and recreation items and so as a part of their key financial strategies, their KFS strategies they have athletic field lighting and the cost benefit analysis of that and so staff has prepared a report for that work session. Ill email that to you at the same time it goes out to the City Council and so well be presenting that cost benefit analysis. Generally what it shows very strongly is that, adding additional fields is costly. Over $500 per field over a 40 year lifespan.Whereas lighting is closer to about $75 per game per field and so really the best way to increase game availability in our community is to add additional light. Athletic field lighting. Not add additional fields. And if you study some national standards on how many fields we have, we currently have fields, typically well above the national standards so soccer fields, softball and baseball, the number of fields we currently have in our park system. So well take a look at that and then the other item is the neighborhood park shelter initiative which is an item that the council added to the budget so thats proposed for $100,000 per year in general fund excess dollars to build 14 picnic shelters across our community over the next 5 years and well be presenting an item on that topic that evening. And then on 21 Park and Recreation Commission March 25, 2014 the consent agenda for the regular meeting on April 14 th is the Pioneer Pass Park playground and park shelter budget and then the budget amendment increasing that overall budget by the $27,000. So if youre available April 14, the work session starts at 5:30. Youre welcome to sit in and listen to that th conversation with staff and the council and then the regular meeting starts at 7:00. Kelly: Todd I want to go backwards a little bit. Hoffman: Sure. Kelly: To what we had our discussion a couple weeks ago.About the idea list and then we actually had the big Bandimere presentation which we really havent talked about and of course this is just a summary because we werent taking, no one was taking notes but I think Rick has a question on the summary Minutes. Hoffman: Sure. Echternacht: Todd on the architect that was there, I was thinking he was going to go over to Lake Ann and take a look at where that dome maybe would go. I thought there was some conversation that you had mentioned to him to go take a look at the space but maybe I was incorrect in that. Hoffman: Yeah what, my comments at the end of the meeting was that the Bandimere expansion plan is in our current CIP. Echternacht: Okay. Hoffman: Talking about Lake Ann, doing any improvements is not at Lake Ann so that would just be something, a concept you would want to bring up to the City Council at your joint meeting. Echternacht: Okay. Hoffman: We currently have no planning dollars programmed to talk about a bubble or talk about expansions at Lake Ann so thats something we wont be doing. Echternacht: Okay. So were not talking. Then a referendum maybe or? Hoffman: Thats up to you. Thats up to your conversation with the City Council. You know thats a topic of conversation you want to have with the council at your work session so this list has been generated and you have the Bandimere expansion plan which is underway. Youve got that open house coming up with the neighborhood to talk about that so our charge out of that meeting will be to take your ideas that you talked about. Come up with a concept plan that includes all those ideas at Bandimere and then present those at the neighborhood open house. Youll hear from the neighbors. You know how do the neighbors respond to that?What do they think about those plans and then move that into a City Council conversation. It will come, after the neighborhood meeting the Bandimere conversation will come back to this room one more time with the park board. Youll make any modifications to that recommendation based on what you heard from the neighbors and then send that to the City Council whatever your final recommendation is. But the Lake Ann conversation would have to be something you would want to bring up at your joint meeting with the City Council to see if theyre interested in that topic or not. Echternacht: Okay. Because if we had, if there was a referendum would the Bandimere be rolled into that? Is that something that could be rolled in rather than using these other funds or? 22 Park and Recreation Commission March 25, 2014 Hoffman: The financing for Bandimeres currently unknown so it could be a variety of different funding sources. Currently unknown. It could be a referendum or it could be other dollars. Echternacht: Okay. Kelly: Yeah and I noticed on the list we did list an athletic dome as part of the wish list. Echternacht: Okay. Kelly: Any other questions? Anybody want to call the question? Carron moved, Echternacht 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 9:10 p.m. Submitted by Todd Hoffman Park and Rec Director Prepared by Nann Opheim 23