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PRC 2018 01 23CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING JANUARY 23, 2018 Chairman Scharfenberg called the meeting to order at 7:30 p.m. MEMBERS PRESENT: Steve Scharfenberg, Cole Kelly, Rick Echternacht, Jim Boettcher, Jennifer Hougham, Meredith Petouvis, and Lauren Dale MEMBERS ABSENT: Karl Tsuchiya, and Grant Schaeferle STAFF PRESENT: Todd Hoffman, Park and Rec Director; Jerry Ruegemer, Recreation Superintendent; Adam Beers, Park Superintendent; and Katie Matthews, Recreation Supervisor APPROVAL OF AGENDA: Scharfenberg: Do we have any changes to the agenda? Hoffman: None. Scharfenberg: I’m just going to add one item. Since Katie’s here tonight if we could just have a little rink update that would be appreciated. We’ll add that under reports. PUBLIC ANNOUNCEMENTS: Scharfenberg: Do we have anybody here tonight? It does not look like it. Otherwise Todd any announcements? Hoffman: Just one. Reminder that commission applications for all commissions are due by Friday, February 2nd and commissioners currently up for either retirement or re-application are Jim Boettcher, Jennifer Hougham and Grant Schaeferle. Scharfenberg: Thank you Todd. VISITOR PRESENTATIONS. None. APPROVAL OF MINUTES: Boettcher moved, Echternacht seconded to approve the verbatim Minutes of the Park and Recreation Commission dated December 12, 2017 as presented. All voted in favor and the motion carried unanimously with a vote of 7 to 0. RECOMMEND AWARD OF QUOTE, PURCHASE OF PICNIC SHELTERS FOR PRAIRIE KNOLL PARK, SUNSET RIDGE PARK AND MANCHESTER PARK. Park and Recreation Commission – January 23, 2018 2 Scharfenberg: Todd. Hoffman: It will be Adam. Scharfenberg: Adam. Beers: Thank you Chair Scharfenberg and commissioners. We are moving into our final year of the park shelter initiative of 5 years so it’s kind of a big step. 2018 we have two shelters left. They’re going to be going at Prairie Knoll Park and Sunset Ridge Park. I sent out this bid package and you’ll see in the report here, the CIP for this year contains $80,000 for the purchase of two shelters at Prairie Knoll and Sunset Ridge and I included a shelter for the new Manchester Park to try to you know capitalize on a better deal through our vendors so I sent quotes out to 3 with 2 returning. Northland Recreation and Midwest Playscapes. Two vendors that we’ve done a lot of business with in the past. This year we kind of flip flopped and Northland Recreation won the bid so I guess with that you guys have any questions? Scharfenberg: Any questions for Adam regarding the purchase of the two shelters? Hoffman: Three Chair Scharfenberg, yep. Scharfenberg: Oh three, I’m sorry. Hoffman: Thank you. Kelly: With no questions may I go ahead and propose a motion? Scharfenberg: I do have one question. Adam relative to the Sunset Ridge Park, that’s in my neighborhood and I know there’s been talk about replacing that equipment. Potentially that being kind of one of the first parks potentially that would have equipment replaced. And do you foresee any issues placing the shelter that close to the playground area? Beers: So we met on site with a landscape architect from Hoisington-Koegler. Todd and I met out there and we looked through a number of different options and if you can see on the drawing here. We’re going to remove a section of the existing border. Staff is going to do that in-house so forgive me for not knowing. I can’t think off the top of my head which year this location is due for the playground replacement but it is coming soon. Scharfenberg: It’s not yet but it’s kind of one of the top priority ones, yeah. Beers: So we picked this location to kind of center the new border and playground around in the future. Scharfenberg: Okay. Park and Recreation Commission – January 23, 2018 3 Beers: So you know we’re kind of in the process of having this be Phase 1 and then we’re going to build around that as kind of the staple piece for that park. Scharfenberg: So with the bituminous trail there, right now that ends at the beginning of or at the corner there of the start of the playground so that will be continued into about like halfway or three quarters right? Beers: Of that one corner, yep. Correct. Scharfenberg: Okay. And then additional bituminous, is that where those slash lines are? Some additional there to kind of like a walk up onto the shelter. Beers: Yep. So it’s, so from the existing bituminous trail this is actually. Scharfenberg: No I think that’s the wrong park. Beers: Oh I’m sorry. Alright we’ll start over. I’m looking at the wrong one. Scharfenberg: There you go. Beers: Okay, Phase 1. This is going to be temporary bituminous trail. Basically that’s going to get us through 2018 until we move into the playground replacement and eventually this will be concrete I believe is going to probably be the plan. Scharfenberg: For the border? Beers: Well yes, for the border. Hoffman: Very similar to what happened at Pioneer Pass. Scharfenberg: Okay. Beers: So there’ll be a 4 foot concrete sidewalk that goes around the entire structure. Scharfenberg: Oh okay. Okay. Beers: And then that will tie into the shelter structure itself. Scharfenberg: Okay. Any other questions for Adam? If there’s not do we have a motion? Park and Recreation Commission – January 23, 2018 4 Kelly: Yeah I’ll make, I’ll propose a motion that the Park and Rec Commission recommend that the City Council award the quote from Northland Recreation in the amount of $56,522 for the purchase of park shelters at Prairie Knoll Park, Sunset Ridge Park and Manchester Park. Boettcher: I’ll second it. Scharfenberg: We have a second from Commissioner Boettcher. Kelly moved, Boettcher seconded that the Park and Recreation Commission recommends that the City Council award the quote from Northland Recreation in the amount of $56,522 for the purchase of park shelters at Prairie Knoll Park, Sunset Ridge Park and Manchester Park. All voted in favor and the motion carried unanimously with a vote of 7 to 0. Scharfenberg: Thank you Adam. Beers: Yep. 2018 FEBRUARY FESTIVAL PREVIEW. Scharfenberg: Next up we have Katie for the Feb Fest preview. Katie. Matthews: Thank you Chair Scharfenberg and the commission. I’m here to talk about the 25th Annual February Festival so this year is a big year. We’re just marking the 25th anniversary so it started in 1994 and then 2018 will be the 25th year. So this is our schedule of events. They look very similar to the past few years. We do have some definite staple items and staple events that go on. The big one being the ice fishing contest. That goes from 1:00 to 3:00 but even before that we have door prizes. We’ve got sleigh rides, bon fires, sledding hills. We always have a skating rink and so it’s a really fun family event and I’ll get into a few different items that we’re going to have this year. And then we also have the medallion hunt which the first clue will be given out Monday next week and then each clue is given out the days leading up to February Fest. So the day always starts with our ticket sales. Here we’ve got a bunch of volunteers. We try to get volunteers from Chanhassen High School, Chaska High School, Minnetonka, Southwest Christian, Holy Family and just let anybody who, the Rotary Interact Club. They come and definitely help so these are just some of the high schoolers and some of the Rotary Interact group helping us with ticket sales. And we always have the hole drilling. The Rotary Club of Chanhassen has been a huge help in this. They come out bright and early in the morning and help drill over 1,000 holes. They do it so fast I’m always impressed with it and some people bring their dogs which is always nice and fun. This has become a tradition. I think a lot of the hole drillers have continued from year to year and we do get a few new faces every year. The Rotary also helps with our concession stand. Our concession sales so they have beer and some hot chocolate, apple cider and then they organize that Culver’s has come in the past and they will come this year and they have hamburgers, French fries and cheese curds. We do have live bait Park and Recreation Commission – January 23, 2018 5 for sale. The boy scouts always come out and sell the bait and the S’mores kit which are always a huge hit, especially around the bonfires. Scharfenberg: Hopefully they don’t mix and the S’mores. Matthews: Right, or maybe they do and it will keep things fun to see if the fish are biting on marshmallows this year. Here we go, we’ve got some of the S’mores kits in action. Adam crew always comes and helps set up and like these fires are always a huge hit, especially when it’s cold. We’ve got the sledding hill. Kenmar Farms is providing horse rides for the past 10 years. Kind of depending on the ice conditions. Sometimes Ken will do trail rides on the trail by, leading towards Greenwood Shores in Lake Ann and then if the ice is thick enough and he feels comfortable that it’s not too slippery he will bring a sleigh and then the horses will actually go out on the ice. We’ve got some ice skating. Here’s the medallion hunt. This is our winner last year. I don’t remember his name but then the Friends of Chanhassen Library help out and they usually donate a gift card to Barnes and Noble that helps go in our prize pack. See I wrote the clues this year hopefully thinking they were going to be tricky but sometimes I think I’m tricky and smart and like this is really going to be secretive and then some people are like, that’s right. I know exactly what that’s pointing to and I’m like dang it. So I have another person helping me too to make sure they’re actually tricky. This is our ice fishing contest. We’ve got a few of the winners from last year in those pictures. So there’s over $6,000 total in fish prizes. Last year we sold almost 800 tickets so we’re hoping for another year like that. We’ve got the door prize list. We have 96 different door prizes that are all donated from different organizations or businesses in the Chanhassen area so we’ve got a lot of Culver’s, Chick-fil-A. Some really fun prizes. ABC Toy Zone usually donates a basket so just a bunch of different variety of prizes. Merlin’s Ace Hardware, they help donate some of the door prizes and they donate a ton of the fishing prizes so they are a huge sponsor. We appreciate them. The door prizes we’ll begin drawing at 1:00 p.m. We try to have those done by the time the fishing prizes are starting to get announced and you do have to be present to win. So joining us again for 2018, this was new last year. Michael Cycles will be there. They have their fat tire bikes, there you go. They’re always fun to try out in the snow and then Carver County will be providing their kick sleds which is in the picture so it’s kind of like the back end of a dog sled so one person can sit on it or you can kind of push it and skate yourself. So we’ve got new for 2018. We’ve got the 25th Anniversary apparel like my sweatshirt and your hats. We also have long sleeves and hoodies. We have a field goal kicking. Adam’s crew built a field goal that actually goes out on the ice and so you can try your luck and try to kick it through the field goal and hopefully you guys are better than, like was it a few years ago, Blair Walsh missed it by. Our’s is just a regular one. Boettcher: It’s not going to lean to the left. Matthews: Well it’s not planning on leaning to the left. And then we’ve got a fun little touchdown toss for just some of the younger kids to try. And then a reach, it’s a Reach Chapter from the DECCA Chanhassen High School group. They are going the artic open ice golf course so they have a little 5 hole golf course that you can try. It is free for anybody to try and then they Park and Recreation Commission – January 23, 2018 6 are taking Goodwill donations that are going towards the prop shop. I think they have some fun prizes that they’re going to put if you, for people who try to do that. Scharfenberg: So monetary donations. Matthews: Yes. And then here are just some Feb Fest memories. I’m sure for those who have been there before you each have your own memories. It’s just a really fun family event. I know everybody, a lot of the community members look forward to and we get people from all over. Not just in the Chanhassen, Chaska, Eden Prairie area. So these are a list of our sponsors. We’ve got a total of 51 sponsors and then 25 sponsors that have donated over $1,000 in either monetary gifts, donations, gift cards. Sometimes just their time and volunteers too. And then here are some local celebrities you might recognize. If you guys are interested in volunteering here’s some pictures from last year. We do reach out to those organizations that I had talked about earlier but we are always looking for anybody who’s interested in helping with just the door prize distribution. We’ve got 96 door prizes and it is a big process of drawing them. Writing them up on the board. Ticket sales. We do have tickets for sale right now if you come into the City Hall or if you go online you can order them and then we mail them to you but I still say the large majority of our tickets are sold day of at the event so that’s when we ask volunteers so if you’re interested or have any free time and you want to come check it out, it’s a great Minnesota tradition going ice fishing. I know the person Annie who does our computer system she’s not from Minnesota and so she’s going to come help put the fish into this computer software but she’s actually looking forward to trying to get on the ice and ice fish. She has no idea what it’s about. I guess we just have a lot of thanks for everybody who helps. Does anybody have any questions about Feb Fest? Boettcher: I like the weigh in the fishing prizes for 50th place. Somebody can come in 50th with a .02 pound sunny. You get an 8 inch ice auger. I mean that’s great. Usually you think of all the prizes, you know the top 5, top 10 or whatever and it’s all junk after that. That’s good incentive to come in with that little see through thing. Matthews: Yeah we do try to, we get a lot of those little guys so it’s kind of like make sure you catch a fish no matter how big or small you bring it up and see if you can win something. Scharfenberg: Katie what are the prices on the stuff that you’re selling? Matthews: So the beanie’s are going to be $10 and then I have, I brought some stuff down to show you. The beanie’s are $10. Then we have long sleeves that are $15. Hoffman: A beanie’s a hat. Matthews: I beanie is a hat, sorry. My millennial lingo. And then we’ve got the crew neck which are going to be $20 and we also have hoodies that are $25. All with our Feb Fest logo. Park and Recreation Commission – January 23, 2018 7 Scharfenberg: And those will all be on sale at the? Matthews: Yep. So we have them. You can come into City Hall right now if you’re picking up your tickets you can buy them but we will have them on sale at the event as well. Scharfenberg: And are the long sleeve t-shirts just in black? Matthews: Just in black, yeah. Hoffman: Limited supply. Buy early if you want something. Matthews: And tell your friends. Scharfenberg: Alright, thank you Katie. And while you’re still there, how are things going at the ice rinks? SKATING RINK UPDATE. Matthews: They’re going really well at the ice rinks. They were closed today and yesterday due to the giant snow storm that we got but overall they’ve been going really well. They’ve been getting a lot of use, especially with the youth hockey associations. Jerry allocates times to different youth organizations 5:30 to 7:30 Monday through Thursday. That leaves an hour and a half kind of before those practices and after those practices in case anybody wants to use them. We have had to close a few times, only a handful due to either the weather being too cold. For those really cold days right around New Year’s and then on the opposite end when it gets too warm and the ice has started to soften and kind of have puddles. Just being here and seeing City Center Park there’s usually always people right out there. Either right after school or on those non-school days. We always get a group of kids that want to come out and play hockey so I think it’s a great way to have it right here next to City Hall. That way as people are kind of coming in or going to the post office they can see them and I know it feels more like a Minnesota winter when you see people out there on the ice rinks. Scharfenberg: How about the monitors at Bandimere? How are they reporting in terms of people out there? Is it getting used? Matthews: Yep, Bandimere is getting used. I’d say still our most popular one is going to be the Rec Center but Bandimere definitely is picking up from last year, especially since we got it opened the same time that we got all the other rinks open. I know that when I drive by Bandimere and there’s usually people out there. You can see them over the hockey rinks and using the open rinks. Scharfenberg: Okay. Park and Recreation Commission – January 23, 2018 8 Matthews: I’d say our least used one is Roundhouse but that’s no different than it always has been in the past. Echternacht: Have you had any problems getting monitors this year? Matthews: No. No, we got, I think I hired 23 monitors and now they’re starting, some of them were in college so we still have a few college kids left but those have gone so now we’re mainly onto keeping the high schoolers and we don’t seem to be having a problem filling shifts or swapping or anything like that. They’ve all been very good on time, ready to go so. Scharfenberg: Great, thank you Katie. Matthews: Thank you. Scharfenberg: Anybody else have anything else to discuss? Otherwise do I have a motion? Kelly moved, Echternacht seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 7 to 0. The Park and Recreation Commission meeting was adjourned at 8:00 p.m. Submitted by Todd Hoffman Park and Rec Director Prepared by Nann Opheim