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PRC 2017 09 26 CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SEPTEMBER 26, 2017 Acting Chair Hougham called the meeting to order at 7:30 p.m. MEMBERS PRESENT:Rick Echternacht, Jennifer Hougham, Karl Tsuchiya, Meredith Petouvis, Lauren Dale and Grant Schaeferle. Cole Kelly arrived during approval of Minutes. Jim Boettcher arrived during reports. MEMBERS ABSENT:Steve Scharfenberg STAFF PRESENT:Todd Hoffman, Park and Rec Director; Jerry Ruegemer, Recreation Superintendent; Katie Matthews, Recreation Supervisor;Adam Beers, Park Superintendent; and SusanBill, Senior Center Coordinator PUBLIC PRESENT: Todd Neils990 Saddlebrook Curve APPROVAL OF AGENDA:Echternacht moved, Tsuchiya seconded to approve the agenda as published. All voted in favorand the motion carried unanimously with a vote of 6 to 0. PUBLIC ANNOUNCEMENTS.None. VISITOR PRESENTATIONS.None. APPROVAL OF MINUTES: Hougham: Are there any changes to the Minutes from last month? Echternacht: Yes. It states that I was present and I was not present at the last meeting. Hougham: Okay, thank you. Echternacht: And with that being said…every place there was a vote it says 9 to 0. It should be 8 to 0. Page 1 where it says approval of the minutes, that would have been 8 to 0. On page 2 there’s two, actually three places with votes. All three be 8 to 0. On page 3… Hoffman: We’ll find them all. Park and Recreation Commission –September 26, 2017 Echternacht: Okay, there’s about 7 of them. Hoffman: Would have been hard for you to be here. Echternacht: …take care of this. Hougham: Thank you. Any other changes other than that? Alright do we have a motion? Echternacht: I move that the approval of the Minutes be made with the exception… Hougham: Perfect. Can I get a second? Tsuchiya: Second. Echternacht moved, Tsuchiya seconded that the verbatim and summary Minutes of the Park and Recreation Commission meeting dated August 22, 2017 be approved with the change reflecting that Rick Echternacht was not present. All voted in favor and the motion carried unanimously with a vote of 7to 0. Hougham: For the record we now have Commissioner Kelly present. 2017-18 ICE SKATING RINK LOCATION RECOMMENDATIONS. Matthews: Thank you Commissioners. Staff recommends that the following ice rinks be locations and warminghouses be maintained for the 2017-2018 season. These are the same locations and warming houses that we have had in the past. I just want to point out that the addition to Bandimere, the one pleasure rink and one hockey rink was, last year was the first year and it opened a little bit later than the rest so we’re expecting it to pick up in popularity if you look at the numbers on the back because it will be opening at the same time as all the other skating rinks this year. Does anybody have any questionsabout our skating rink locations and warming houses? Tsuchiya: I guess I’m curious, I know this is probably weather dependent but I don’t know, when do they typically open? Matthews: So we try to open them the middle of December, close to when school is on their holiday break so that they’re open for the kids to use during the holiday break and then they go til the end of February. Tsuchiya: Okay. Matthews: All weather dependent. Sometimes they open later. Sometimes they close sooner or stay openlater. 2 Park and Recreation Commission –September 26, 2017 Tsuchiya: Thank you. Matthews: Yep. Hougham: Alright, thank you Katie. Oh looks like we have a motion. Would somebody like to make the motion? Kelly: I’ll move that the staff recommendation for the following ice rink locations be maintained for the 2017-18 season. Hougham: All approve say aye. Kelly: We need a second. Hougham: Thank you… Oh okay. We had a motion made by Commissioner Kelly. Seconded by Echternacht. Kelly moved, Echternacht seconded that the Park and Recreation Commission recommends that the following ice skating rink locations and warming house hours be maintained for the 2017-18 season: Locations Rec Center North Lotus City Center BandimereRoundhouse 1–Pleasure Rink 1 –Pleasure Rink 1 –Pleasure Rink 1 –Pleasure Rink 1 –Pleasure Rink 2–Hockey Rinks 1 –Hockey Rink 1 –Hockey Rink 1 –Hockey Rink Warming House Hours Bandimere Park, Rec Center, North Lotus Park, City Center Park* Roundhouse Park (limited hours) Weekdays4 pm –9 pmWeekdaysClosed Saturdays10 am –9 pmSaturdays12 pm –6 pm Sundays1 pm –7 pmSundays1 pm –7 pm December 2410 am –3 pmDecember 2410 am –3 pm December 25ClosedDecember 25Closed December 26-3010 am –9 pmDecember 26-3012 pm –6 pm December 3110 am –4 pmDecember 3110 am –4 pm January 110 am –9 pmJanuary 112 pm –6 pm No School Days10 am –9 pm 3 Park and Recreation Commission –September 26, 2017 All voted in favor and the motion carried unanimously with a vote of 7 to 0. LAKE SUSAN PARK BALLFIELD LIGHTING PROPOSAL. Hougham:Moving onto old business. The first topic tonight is the Lake Susan Park ballfield lighting proposal. Hoffman: Thank you Commissioner Hougham and members of the Park and Recreation Commission. This is a second conversation of this item that was presented to the Park and Recreation Commission in visitor presentations by Mr. Todd Neils who is here this evening as well. The recommendation is that, well we switch a year from the 2018 to 2019 based on the additional information that was presented to the City about when the cash would come in from the Athletic Association and so the three installments.2017 $19,000, first quarter of 2018 $19,000 and then the final payment the first quarter of 2019 $17,000.Reviewing the offer to make thatcontribution and then produce the CIP item with our Finance Director Greg Sticha and then the City Manager Todd Gerhardt, they did not feel that a recommendation should be forwarded to the City Council to essentially offer a loan of $17,000 to the athletic association. That they would like to see all the cash in hand before the product was ordered and the project approved so that’s staff’s recommendation is that instead of financing this project in 2018 that the project is held over until 2019 to allow for all the cash to be contributed from the athletic association. Obviously the commission has the ability to change that recommendation. You can ask the City Council to givethe athletic association that loan if you feel that’s appropriate. If you feel they’ll go along with it or you can confirm and agree with staff’s recommendation so I’d be happy to answer any additional questions and if Mr. Neils would like to speak we’d like to hear what he has to say as well. Kelly: Yeah Todd what other organizations have donated $19,000 or more to Park and Rec Association? Hoffman: In the past the Chanhassen Legion and the Chanhassen Lions and that’s it. Kelly: And what did they donate roughly? Hoffman: Lions made a contribution. Well they made a pledge of some $70,000. They paid about $44,000 of it and then did not pay the rest. And the Legion pledged a shelter at Lake Ann which they provided the structure and then they failed to install it and so the City was left to install that so in both those cases both of those organizations did not go through with all of their contributions. Some of that history plays into why this recommendation is being made but more likely our current finance director was not here at that time so he just feels like we should have the cash in hand. 4 Park and Recreation Commission –September 26, 2017 Kelly: So with a total of $55,000 from the Chanhassen Athletic Association that should take them to well over $100,000 that they have donated to the Park and Rec I believe. Over the years. Does that sound correct? Hoffman: Or more. Kelly: Or more, right. So I guess I’m in disagreement with delaying it. If we delay it a year our cost go up. Also you didn’t explain in here where it went to $245,000 under other costs. Are we putting in cost over runs? Hoffman: Yeah, checking with, there should be an explanation. Kelly: I didn’t see it. Maybe I missed it when I went through it. Hoffman: Second page. Bottom of the paragraph. First paragraph. To account for potential additional costs in the project including upgrading electrical service, minor site improvements associated and restoration so I’ve been having that three conversations or more with Xcel Energy and they have not yet decided if they’re going to charge additional dollars to upgrade or install a new transformer in the park to accommodate this so until they design it they can’t tell us how much it’s going to cost if anything. Kelly: And I think we’re better serving our constituents and people who live in Chanhassen if we did the lights a year earlier than a year later especially once we get the apartment with Aldi. That’s going to put more kids in town. More pressure. We’re going to get all the buildings on Avienda. There’s more pressure and more needs. More than this is going to need to have so I either propose a motion where either A, we accept the payment program and upon receipt of the first $19,000 we order it or B, we just accept $19,000 from the Chanhassen Athletic Association. If they want to donate more great. I don’t know how the commission feels about that but those are my two thoughts tonight. Echternacht: The second thought there… Kelly: Oh, well since they don’t, since the City doesn’t want to have money in arrears just say we’ll accept $19,000. If any more comes in great but we’re not expecting it. And then upon receiving the $19,000 we order the lights. And then what that means we have to add back $36,000 to our CIP budget. Hougham: Could we say thatbut for the first two payments? So like the payment for 2017 and 2018. Kelly: Well if we don’t order it this year it doesn’t get done next year. It doesn’t matter. 5 Park and Recreation Commission –September 26, 2017 Hougham: But for like the finance manager’s issue with it was that part of the money wouldn’t be coming in until 2019 but if part of it came in to 2018. That would be. Kelly: Right but if we, that would be the first quarter. You know when’s the cut off for ordering lights this year for them to go up next year? Hoffman: I don’t know. Kelly: Todd do you have an answer for that? Todd Neils: I may. Hougham: Please come forward and state your name and address. Todd Neils: Todd Neils, 990 Saddlebrook Curve on behalf of the Chanhassen Athletic Association and Dugout Club. Idon’t have a firm guess. I did talk to the folks at Muska Lighting who did say they will hold their pricing through the end of 2018. So in terms of what the increase would be in 2018 I can’t answer that question necessarily and I’m not sure that Muska Lighting can either. Kelly: Okay so the pricing is firm through 2017 and we don’t know what happens after January st ? 1 Todd Neils: That is correct. Kelly: Okay. Thank you Todd. But you don’t know when the latest we can order it? Like if we st . Your second check comes in the first order it, let’s say your check comes in on March 31 quarter of next year and then we put the order in with the lighting company, what is their turnaround at that point? I’m assuming you don’t have that answer. Todd Neils: Again I don’t have that answer. I would say that the earlier we do order it the more likely we can get it in earlier in the year and benefit for a full season. The lighting company did in fact say that if we ordered it in 2017 they would even be digging footings in the, well when the ground is frozen and preparing the site for installation of the lights prior to the snow even being gone. Tsuchiya: What would that do to costs?Installation during, I know it’s much more expensive and labor intensive to excavate during the winter months when the ground is frozen. Todd Neils: Right. From what I understand in talking to Muska Lighting the all in cost for the lights is $220,000 turnkey. Tsuchiya: Okay so it’s a fixed fee in this case. 6 Park and Recreation Commission –September 26, 2017 Todd Neils: It’s up to Muska Lighting to absorb that cost if in fact it costs more to drill during the frozen months. Tsuchiya: Okay. And then correct me if I’m wrong Todd but was there discussion in earlier meetings about when the bill would come due? A delay if we, not until the completion of the project or did they want installment payments or do they want money up front Muska Lighting? Todd Neils: There are two ways in which to finance the project. One is a lump sum check which will come due one year after installation so in fact the monies would not be due to Muska Lighting until 2019 in their entirety. The second was a financed option that the City could take on so they could finance it over a 3 to 10 year period. Making installments over that time. From what I understand from Mr. Hoffman as well as the finance manager the City is not inclined to finance and pay the 5 percent interest necessary to finance that project. Tsuchiya: Okay. So if I understand the timeline correctly if we were to order in ’17 and then they complete sometime in ’18. Todd Neils: Correct. Tsuchiya: From that day in 2018 we would, there would be a one period where the bill would be due and that bill would not change during that one year. There wouldn’t be a financing charge or anything on that. Todd Neils: Correct.And that is why I think it became a more attractive option because it was allowed to slide into the 2019 area in the CIP rather than where the 2018 dollars were a little tighter. Tsuchiya: Okay, so if we do follow that then maybe I’m reading this incorrectly but that mean the proposed motion could work finance wise? If the 3 installment payments from the Chanhassen Athletic Association were made in that time then the final bill for the lights wouldn’t be due in 2019 which is, you know depending on the final completion date in 2018, the bill may not be due in 2018. In 2019, excuse me until, and the final payment, the third payment may come before that final bill date depending on the time line here. Todd Neils: That would be correct. Tsuchiya: Okay. Todd Neils: If because the final payment or because the payment is not due until 2019 the athletic association would in effect have made their final payment in advance of the City having to make the total payment to the lighting company so in effect the City would not be loaning any money to the association for those, for that purpose. 7 Park and Recreation Commission –September 26, 2017 Tsuchiya: Okay, thank you. Hougham: Todd does that work? Can installation be done in 2018 with the bill due in 2019 and it being in our CIP for 2019? Hoffman: Yeah there’s a variety of things you want to consider. So if the City enters into a contract with Muska we’re going to have to pay the entire bill and we don’t have the money from the athletic association yet so it’s not going to pacify the Finance Director. He’s still, and if the City Council asks him his recommendation he’s not going to make the recommendation. He’s going to say he doesn’t agree with that and so you know, a CIP item in talking about how are they going to bill us. When are they going to bill us? Can we build it in 2018? Can we order it in 2018 and pay for it 2019? That can all be, staff can arrange that based on the motion that you make this evening but if you make a motion this evening for 2018 or 2019, the 2018 CIP is not approved until December and so the earliest, unless directed by City Council staff does not order things in 2017 for a 2018 CIP. And so we can sit and chat about all the different scenarios that might make this attractive to either the athletic association or the park board but there are things that can and cannot be done as far as purchasing at the city level. Todd Neils: I’m not sure that’s an appropriate framework. The City’s not purchasing in 2018. The City’s not actually purchasing until 2019. Hoffman: You’re ordering. You’re entering into a contract which is a purchase. Petouvis: Is the athletic association in a position to alter their preferred financing of installments? Would you, would the association be able to provide the donationearlier is what I’m asking. Todd Neils: I’m not sure about that. I would say that the most advantageous for the association in an effort to make sure that they can make their payments is the installment payment that’s laid out. It gives us another year or two of tournaments to hold and so on and so forth in which we can raise those funds. Kelly: Todd, excuse me. This Todd, Neils. Could the athletic association write out a check for $25,000? Todd Neils: I believe that they could. Kelly: Okay. So well here’s what I’m getting at if I change the motion so we accept a donation of $25,000 instead of $55,000 to help the City finance not be on the hook for anything, could you write out that check? And then if you want to continue and donate afterwards that would be up to the Chanhassen Athletic Association. 8 Park and Recreation Commission –September 26, 2017 Todd Neils: I am happy to propose that. I would suspect that it would be accepted at the CAA level if that is going to be in effect cancel the remaining $30,000 that we’ve offered. Kelly: Any comments? You want me to make a motion? Hougham: I guess if we went that route would that require a motion or would that, would we change it and review it again next month once Mr. Neils has talked to his association. Echternacht: …offer a motionand then they would be donating $25,000, not $55,000. Kelly: Correct. And if they wanted to donate. Echternacht: …off the hook for. Kelly: Right they’d be off the hook. Echternacht: …and offer to any of the additional $30,000. Kelly: Right. Echternacht: And the City would be responsible for it. Kelly: Yep. Todd Neils: Wasn’t a large part of our consideration of this project the inducement of the cost. Hougham: Yes. Tsuchiya: I mean originally it was $220,000. But I mean $25,000 was added on because of unknowns right now so it was originally $220,000 with a $55,000 donation from the athletic association. And now with Commissioner Kelly’s proposal if it’s $245,000 minus the $25,000 they’re going to propose then it’s still $220,000 on our CIP. Petouvis: And I think my understanding is that funding isn’t going to loosen up or our, the commission’s ability to fund projects is not going to get easier as time goes by… Tsuchiya: You’re saying money into the CIP. Additional funding, yes. Petouvis: Yeah. Echternacht: My take on it, I mean I would love to see the lights and use that field…but I don’t think we as a commission… 9 Park and Recreation Commission –September 26, 2017 Kelly: On the other hand it’s $25,000 we don’t have to pay as, out of our CIP. So then the other question is,is do we say, then I’ll make a motion or we accept the $55,000. We accepttheir payment plan and we order it right away for 2018. Upon receiving the first check from the Chanhassen Athletic Association. Echternacht: As the City would they go along with a payment plan like that? Kelly: If the City Council directs them to they have to. Tsuchiya: But it sounds like the Finance Director is going to recommend against it. So we can reasonably anticipate that that’s going to happen so the council’s going to hear, go for it from us and the Finance Director’s going to say no. So he’s going to, they’re going to get conflicting views on the whole project here. So it’s not a guarantee which way they’re going to go. Todd Neils: If I may. I will be at the work session in October for the City Council when I believe the CIP is being presented and am happy to sharpen our pencil so to speak if the City Council does in fact make that request. I would encourage the commission to put forth the proposal as Commissioner Kelly suggested for order in 2017 or as close to the end of the year as possible for installation in 2018 and then you know, we came in good faith with a 25 percent donation to this project in hopes to move it along. It’s been a 4 year running conversation and at this point I think we need to, pardon my forwardness but move it onto the City Council so they can make a determination as to whether $17,000 is going to hold up a 25 percent donation to this project. Because that’s effectively what we’re discussing right now. Hougham: I would like to see us at least put it to the City Council. I mean from the sounds of it we would all like to see the lights go in. Yes the funding in came in with an issue. Two of the installments would be made before we paid. Todd Neils: All three would be in. Hougham: Before we pay. Todd Neils: All three would come before we pay. Hougham: Yep, two would be made before they were installed. Todd Neils: Correct. Hougham: So we would have that money you know before the installation was made. If worst case scenario the City Council says no, thenwe put it on our CIP for 2019. Kelly: Todd Hoffman, I believe last time we put it in our CIP for 2018. I see you put it in the proposed motion for 2019. Is that because that’s when the payment is due? 10 Park and Recreation Commission –September 26, 2017 Hoffman: Correct. Kelly: Or would the, so that’s the reason for putting it in 2019. It’s just that’s when the payment’s due to the lighting company. Hoffman: No. It’s to await for full collection of the $55,000 from the athletic association. Kelly: Okay. So you want me to put together a motion where we take all $55,000 accept it in payments? Okay. I’m going to propose a motion that the Park and Recreation Commission recommends to the City Council approve a 2018 capital improvement program, Lake Susan Ballfield Lighting in the amount of $245,000. Furthermore that a donation of $55,000 from the Chanhassen Athletic Association be accepted on a payment plan as discussed. $19,000 in December of 2017. $19,000 first quarter of 2018 and $17,000 first quarter of 2019. Essentially bringing theCity’s share of the project down to $190,000. On this basis we expect the City will order the lighting upon receipt of the first check from the Chanhassen Athletic Association. Hougham: There’s been a motion. Is there a second? Echternacht: I’ll second that motion. Hougham: We have a second. Kelly moved, Echternacht seconded that the Park and Recreation Commission recommends that the City Council approve a 2018 capital improvement program, Lake Susan Ballfield Lighting in the amount of $245,000.Furthermore that a donation of $55,000 from the Chanhassen Athletic Association be accepted on a payment plan as discussed. $19,000 in December of 2017,$19,000 first quarter of 2018 and $17,000 first quarter of 2019bringing the City’s share of the project down to $190,000. On this basis the City will order the lighting upon receipt of the first check from the Chanhassen Athletic Association.All voted in favor, except for Petouvis and Tsuchiya who opposed. The motion carried with a vote of 5 to 2. Hougham: Did you two vote aye? Okay. The motion is passed 5 to 2. Todd Neils: Thank you. CITY COUNCIL REVIEW OF PARKS AND RECREATION SYSTEM PLAN. th Hoffman: Thank you Chair Hougham, members of the commission. On September 11the Chanhassen City Council reviewed the final draft of the City’s Parks and Recreation System Plan. Following that presentation the council discussed the plan and determined that they would like additional time to review the full extent of the document. The next review was originally 11 Park and Recreation Commission –September 26, 2017 thrd scheduled for Monday, October 9. That has since been postponed until Monday, October 23 and that will be at a City Council work session. Not at the regular meeting so I just want to let rd everybody know that that will be the next review.October 23at the City Council meeting work session and you’re welcomed to attend. Hougham: Thank you Todd. th Kelly: Todd the CIP is still for the 9, Monday? Hoffman: Correct, work session. First review. That will likely go a couple of times if that’s the first review. Kelly: Right. Hougham: Alright. Kelly: Thank you. RECREATION PROGRAM REPORTS: 2017 HALLOWEEN PARTY PREVIEW. Hougham: We have the rec program reports. rd Matthews: Thank you Commissioner Hougham and other members of the commission. The 33 th annual Halloween Party will be held on Saturday, October 28at the Chanhassen Rec Center. This is the final of four community events held throughout the year and it’s open to children ages 12 and under. There’ll be a lot of, a variety of events there. Hayrides, carnival games. We have Will Hale and the TadpoleParade will be performing along with trick or treating in our spooky th rooms. The event flyer will be in the October 12edition of the Chanhassen Villager. You can find that on the back of the report. We also have information on our Facebook page and the City’s website. And then new again this year we’ve had a lot of success with our signaging and opening that up to the public. If you’re interested in volunteering for the event we always love volunteers. You can either contact me or if you know maybepeople who, you know if you have any kids or neighbors who need volunteer opportunities you can point them to the website. All the information is on there. I think as of today we have 18 volunteers already signed up. I sent out the information to the Chanhassen Key Club, the Chaska Key Club, Minnetonka National Honor Society and another volunteering program in Minnetonka so we’re hoping to have another great turnout. The pre-registration is encouraged for this event. It just helps you kind of get th but you can register at the door through the door quicker. It will be opened up until October 27 and it is $5 per child and adults are free. Does anybody have any questions about this? 12 Park and Recreation Commission –September 26, 2017 Petouvis: I just have one comment on your excellent selection of photographs for the flyer, particularly Snow White and Captain America. They’re mine. They’ve very excited… Matthews: Good, good. Hougham: Will Mr. Incredible be making an appearance this year? Kelly: Yes, please pencil, or I mean please ink in Mr.Incredible and the Good Witch this year. Matthews: They are always a favorite and we’re always happy to have them. Kelly: Thank you Katie. 2017 LAKE ANN PARK CONCESSION/BOAT RENTAL EVALUATION. Ruegemer: Thank you Chair Hougham and the rest of the commission. 2017 again was a popular destination out at Lake Ann for the concessions again. We had a couple good months in June and July. August tailed off a little bit with the weather. We had a little bit of cool weather but overall we had a reallygood season again with revenues. Both boat rental and food sales out there so you kind of see a breakdown of the total revenue collected with watercraft and food sales. We do owe 30 percent of the paddleboard rentals to Twin City Paddleboard for supplying the paddleboards and then with sales tax our total revenue for the summer is over $25,600 which is a nice year again for us so. Again this is our I think fourth season with Twin City Paddleboard to provide the stand up paddleboards out at Lake Ann for that. They’ve been extremely popular. By far our number one choice for rentals out there so again the arrangement is that we do a revenue split. Twin City Paddleboard supplies all the boards and does the repairs on those so we don’t have to have any capital outlay for the paddleboards so we supply kind of the storing and locking those and the labor to rent. And then again the revenue split, the City gets 70 percent, Twin City Paddleboard is 30 percent so they’re extremely happy with the agreement and asare we with that so it seems to work out for everybody. Jeff’s a great guy to work with, with Twin City Paddleboards and if we need anything, if a fin is broken off he’s down there immediately and getting it fixed up so it’s been a really, really great partnership that we have with them so. Also we always look for ways to improve. Just one of the things we did this year is we added all new LED lighting inside the concession building itself. Our plan is to do the both bathrooms, the men’s and the women’s bathroom for prior to next year. We already have the lights purchased and we’re going to do the hallway as well for that so with more efficient lights. It’s brighter in there. It livens it up a little bit. Quite a bit more in there so we’re just trying to make you know kind of small improvements every year. This year, this summer we kept those bathrooms open all summer long. Spring and summer long so they’re open 24/7 right now with the lights on so people can, if people are out using the park throughout the course of the day they don’t have to use portable restrooms if they would not choose to so it’s been great. We haven’t had to my knowledge any vandalism out there and we’ve done the same at Lake Susan as well so, for people using the playgroundsand the beaches and that sort of thing so we took a leap of faith and 13 Park and Recreation Commission –September 26, 2017 it paid off and it seems to be working out just great on that regard so. Just looking ahead obviously we’re going to make those small improvements and look at different menu options. We’ve had a lot of requests for a 2 person kayak so that’s something we’re going to take a look at to purchase for 2018 out of our operating budget with that. We had a popcorn machine that was about 3 to 4 years old. That gave up the ghost I guess in June sometime so we did purchase th a new popcorn machine this year so that was much needed right before the 4of July so that worked out really well. We’re kind of at the aging out of our trolling motors. Those are getting to be tired. They get a lot of use and abuse I guess so those are one things we’re going to be replacing as well. I did mention that LED lighting so those lights will be a lot more energy efficient as well and put off more light and it’s going to be a really nice upgrade for that out there so. Attached is the 2017, kind of the day by day sales for that. Hours that staff has worked out there as well as the kind of watercraft totals kind of by day on that so, and the vendors. The vendors cost with the ice cream and the soft drinks and those type of things here so if you look on I guess second page it kind of has a breakdown of all the boat rentals for the last couple years. You can kind of see where we’re at for paddleboat and paddleboard rentals. Kayaks, canoes, that sort of thing. Kind of where we were for overall revenue in 2016. Expenditures for supplies and hours for that. One thing we did do this year as well, I mean the boat rentals are really, really popular on the weekends. We’ve had big company picnics and family reunions, that sort of thing so what we did is we started scheduling an overlap kind of from the opening shift to the closing shift. We overlap in the middle of the shifts about, we raised it to 3 hours this year so that really helped having 2 people there that we could improve our customer service and make sure we get people through the lines quicker and get their rentals through quicker so I think that really has helped out with our overall customer experience as well as helping out with our revenue. Increased revenue so we can get the boats rented out quicker. We can make more money so, which is good. That helps staff out as well so they’re not alone during those busy times out there during the middle of the day so. So we had another good year when it’s all said and done with our expenses and our revenues are quite a bit higher than they used to be so we’re pretty happy with that. Hougham: Great, thanks Jerry. Sounds like you made some good improvements this year. Any questions for Jerry? Echternacht: Sure. Jerry first of all congratulations… Ruegemer: Oh thank you. Echternacht: Question on how of those paddleboards do we use… Ruegemer: The paddleboards? Echternacht: Yeah. Ruegemer: Usually between 7 and 8. 14 Park and Recreation Commission –September 26, 2017 Echternacht: 7 and 8. And looking at here…times when we could have used another one. Ruegemer: Absolutely. We do get requests that you know we have family in town. We’d like to book all 8 and go on a family excursion but we haven’t done that just to try to be fair to the rest of the,you know kind of the people that are trying to use those so you know we’ll certainly have that conversation. We have the ability to, maintenance personnel can make another I guess lockable rack for the wintertime if we would like to increase that number so we’ll have to kind of balance that out so. Echternacht: Thank you. Kelly: Jerry I’ve got to say when I was reading through this earlier it’s a very impressive report and from where we were a few years ago I’m, it seems every change you’ve made has worked well. I was down at the concession stand earlier this year and I met Charlie and Charlie seems like he’s a really good worker. Nice kid and I’m sure those, having those kind of employees help what we’re doing down there but every move you make seems to be right so keep making the moves. Ruegemer: Well there’s always room for improvement Commissioner Kelly so we’ll keep striving to do better so. Boettcher: What you lose a bet? …say anything nice about anybody. Hougham: Now present is Commissioner Boettcher. Kelly: You came in 2 minutes too early. Hougham: Alright, thank you Jerry. Ruegemer: Thank you. RECREATION CENTER UPDATE. Hoffman: I’d be happy to fill in for Jodi this evening. We’d like to note under capital improvements there’s a Recreation Center revitalization program that was approved in 2015. It included $25,000 for 5 years. 2015 through 2019. As Jodi noted she just finished the 2017 improvements but I’d like to let the commission know that in 2018 and 2019 at least it’s the City Manager’s recommendation that those 2 years be eliminated to balance the CIP and so if that recommendation is accepted by the City Council the $50,000 that was allocated in 2018 and 2019 would not be available for capital improvement projects. Renovations, remodeling at the Recreation Center. So more to come on that. You’ll see more in October and then by the end of the year we’ll know if that recommendation has been approved or not by the City Council. The 15 Park and Recreation Commission –September 26, 2017 rest of the report I’d like to go to the back page and talk about things that are in the future. So st we have Fit for Life trial class on Tuesday, October 31and then the annual Artisan Fair which th is the ninth annual. That takes place on Saturday, November 4from 10:00 to 2:00 and then the last item in the future noted here in the report is the 2017 Holiday Boutique scheduled for nd Saturday, December 2so make note of those. Tell your families and friends and neighbors so you make it out to those events. If you have any questions about the Recreation Center I’ll be happy to address those. Hougham: A question for you about that change to the $50,000. What were the improvements that that money was going to go towards? Hoffman: So it’s been purchasing new fitness equipment, tables, blinds. Some minor remodeling in the restrooms. Countertops and those type of things so there was specific items that are designated in 2018 and 2019 and those will no longer be able to be financed. Kelly: Todd the personal trainers, were they added last year in 2016 or in 2017? I know they’re fairly new. Hoffman: Personal trainers have been around a long time. We havesome new ones but they’ve been going for quite some time. Kelly: Okay because I hadn’t, I guess we hadn’t been told. I don’t remember being told about them before last year so, I mean if they sold 174 one hour sessions that looks like it’s. Hoffman: Doing very well. Kelly: Doing pretty well. Okay. Thank you. Hoffman: Yep. Hougham: Any other questions? Alright. PARK MAINTENANCE OPERATIONS UPDATE. Beers: Thank you Chair Hougham and commissioners. I’d just like to give you guys a little snapshot of what park maintenance has been working on throughout 2017. Coming into the fall here so we’re starting our fertilizing process which we’ve been workingon for the last couple weeks just to get things for the winter. Kind of each season we work with Jerry Ruegemer and decide which soccer field needs to be taken out of rotation so we can do a little extra maintenance. Some extra cultural practices like aerification and over seeding just to try to kind of bolster the field for the following year so Bandimere field 1 has been chosen for the field to be rested this year. Be ready to go in the spring of 2018. Today we actually were taking all the buoys out of the swimming beaches which is the firs kind of step in the process of shutting down 16 Park and Recreation Commission –September 26, 2017 th all of our outdoor facilities. They were supposed to come out the 20but with that extra 90 degree weekend we thought it’d be nice to leave them in there so staff wasout today pulling things apart and getting things put back in the shop so just want to note that. As far as projects go obviously you can see we’ve got a big mess outside of City Hall and things have been going fairly well. We’ve ran into some issues with some weather and just normal construction issues I guess. Won’t get into the too crazy details but things are progressing. We should be able to hit th our target date of the 27of October, assuming we get good weather between now and then. Shelters are coming along pretty well. We just finished the seeding 2 weeks ago out at Minnewashta Heights. All the paving’s done and the concrete work is done so we’re just going to be doing a little bit of kind of spot treatments and seeding so we should be sitting in a pretty good position the next couple weeks. The concrete will be poured, the final pour I should say is being done tomorrow morning at Herman Field and then we’re going to be adding over the next 2 weeks all of the, oh the picnic and garbage cans and the wood fiber that’s going to go in the playgrounds so we’re kind of rounding the corner on finishing that one and then hopefully we get a good couple weeks coming up here and then we’ll be able to start South Lotus which is a much smaller site to work with so there’s not as much, it shouldn’t take as long I guess is what I’m trying to get at. So that’s kind of what we’ve been working on. I’d like to just kind of make special note for you guys to know that our seasonal staff is now done. All the college kids have gone back to school and just so you guys know how grateful we are to have them and just how much them being here in the season allows us to get done what we can so without them we wouldn’t be able to pull this off so just kudos to those guysand the 20 or so that seasonal staff that come in and help each year so. That’s all I got for park maintenance. If you guys have any questions I’d be glad to answer anything you have. Kelly: Adam I haven’t heard anything about the Sentence to Serve people. Has that kind of gone away? Beers: No, that’s usually a springtime is where we connect with them so. Kelly: Springtime. So we did have this spring? Beers: Yep. Kelly: Okay, and that’s still working out well? Beers: Absolutely. Kelly: Okay, thank you. Echternacht: …rested for the year… Beers: Absolutely. Yep, Jerry and I work together and he’s communicating with them long before we decide which field is going to be taken out of circulation. 17 Park and Recreation Commission –September 26, 2017 Hougham: Great, thanks Adam. Thank you for everything your team has done this season. Beers: Yep. SENIOR CENTER UPDATE. Bill: Thank you. I’ll give you a quick update and snapshot of what life is like at the senior center. Busy place. I’m amazed at the continual new people that move into Chanhassen that visit the senior center. Not only do they wander in alone. They come in with family members. Living with children and the majority of them are moving to Chanhassen. They’re either widowed. They’ve been south and now they’re moving back to Chanhassen to be nearer to family. With all of those new people coming that made we think of a program I offered this fall, Kate our Community Development Director offered a program on senior housing. Proposed senior housing in Chanhassen. A lot of talk about different projects and I get those questions constantly so she did a really nice job. Not only presenting what it takes for a project to go from conception to ground breaking and it really gave people an understanding of all the steps that were involved, as well as all the new housing options that were going on. 48 people on a Monday morning attended to listen to Kate and they walked away with a lot of knowledge so I was very happy to have that. Once again kind of a broken record, Senior Learning Network programs are going really strong. Got the first one coming this Thursday. Keeping our fingers crossed. We’ve had some problems with our technology. Hopefully we’ll know Thursday morning if we can connect and have our two way conversation.There again those got 40 plus people at every one of them so they really enjoy them. What else do I want to talk about? We had our tenth overnight trip. We discovered Austin and boy there’s a lot more to Austin than the Spam Museum. Austin, Minnesotawouldn’t be what it was without the generous contributions that not only the Hormel family but the Hormel company has made. People were awed at everything we did. Highlight Cancer Research Institute that they recently built. Had a great time so our tenth annual trip and in the 10 years we’ve been able to keep the cost between $200 and $215 and that includes everything so people really, really appreciated that. And lastly I didn’t have this on the, my report but November is Alzheimer’s Awareness Month and we’ve got an Act on Alzheimer’s committee and just last Friday we firmed up the last 5 activities that will be offered throughout the month of December. I’m really proud of the variety of activities and programs we’ll be offering. We’ve got a program specifically designated for caregivers. An educational program. We’ve got a memory screening program where people can come in and do a very simple memory screen. We’ve got a neurologist from Ridgeview that will be coming to talk. We have an agency thatcan provide support services for family in the community and then we will be having a showing of a movie. The Chanhassen Cinema will be made available I think th for a movie called My Neighbor Phil that we’re inviting the community to on November 18 attend so we’re really proud of those 5 activities and the thought of the Act on Alzheimer’s committee is yes, November is Alzheimer’s Awareness Month but we want to keep the momentum going all year so a lot happening at the senior center. Busy place and a lotof happy people come in the door every day. 18 Park and Recreation Commission –September 26, 2017 Hougham: Great. Thanks. I do have a question. Was your Austin trip a mystery trip or was it? Bill: No it wasn’t this year. It was not. Hougham: Did you have the same turnout? Bill: We had, no. We did not and it wasn’t because it was Austin. It was earlier than normal and I know 8 people went on an extended trip that normally would have gone on this trip so it was not a mystery. Hougham: I only have like 30 more years before I can go so. Bill: Maybe you can run it. I have a feeling I won’t be here in 30 years. Kelly: She’s going to work for a long time yet. Bill: Well thank you. I get great pleasure out of seeing all the programs we can offer and the things that occur in the senior center. Hougham: Thank you Sue. COMMISSION MEMBER COMMITTEE REPORTS.None. COMMISSION MEMBER PRESENTATIONS.None. ADMINISTRATIVE PRESENTATIONS. Kelly: Can I bring up something that in the park inventory system first? Hougham: Now would be the time. Kelly: Thank you. Say Todd on page 7, I just happened to notice where it says Chanhassen Recreation Center it says basketball court full and they don’t have anything there. They don’t have anything there. However if you do turn over to the Chanhassen Recreation Center when they have the full page they do have the two full courts listed there so you might want to make that correction. That’s all I have on this. Hougham: Thank you. Hoffman: Speaking of the Recreation Center I have those listed items for you now…deleted 2018 includes window treatments for the Lake Susan and Lotus Lake rooms. That’s to replace the blinds that were installed in 1995. Replacement countertops for the locker rooms. Ten 19 Park and Recreation Commission –September 26, 2017 padded chairs and five 8 foot tables. One stair climber and two elliptical machines so that’s 2018. Those items would not be purchased. In 2019 the items that would be cut would be window treatments for the fitness center, studio, which is the dance studio and conference room. Ten padded chairs. Four 6 foot tables and 5 round. Five foot round table. And one elliptical machine, one treadmill and one recumbent bike. And those are the type of items that have been acquired for the past 3 years. Hougham: And what was the background behind the removal of the money? Hoffman: To balance the CIP budget from approximately $1.1 million to $800,000 for those years. Obviously the $50,000 didn’t balance the whole thing or the $25,000. Hougham: Thank you. Hoffman: Just one of many items. Hougham: Okay. Moving onto the administrative packet. Any questions about the administrative packet? Any specific call out’s from staff? Hoffman: You can see we’re favored for pickleball. First graph. Chanhassen and Eden Prairie. Far out in the lead of the remaining communities. We’re much stronger in outdoor summer but also have a strong following in the winter. Roundhouse is taking some of that overflow and then there’s groups that are forming just to play at Roundhouse aswell and you know many of these folks are not Chanhassen residents but that’s not a bad thing. That’s part of what local recreation does is bring people to your community to spend money and a lot of people become interested in our community and eventually move here because of what we have to offer in parks and recreation so we think it’s a good thing. Lots of picnic evaluations which we’re very glowing for the most part. A few things that have to do with cleanliness and so that’s just the nature of the business when you’re in outdoor parks and recreation. Hougham: Alright, thank you. It looks like that’s everything we had tonight. Does anyone want to put it to a motion? Boettcher moved, Kelly seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 8 to 0. The meeting was adjourned at 8:30 pm. Submitted by Todd Hoffman Park and Recreation Director Prepared by Nann Opheim 20