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04-27-2021-prc-sumCHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING MINUTES April 27, 2021 Park and Recreation Director Jerry Ruegemer called the meeting to order at 7:02 p.m. via Zoom. MEMBERS PRESENT: Karl Tsuchiya, Sandy Sweetser, Matt Kutz, Jim Peck, Heather Markert, Don Vasatka, and Scott Fischer MEMBERS ABSENT: Youth Commissioner Chaehyun Lee STAFF PRESENT: Jerry Ruegemer, Park and Recreation Director, Priya Tandon, Recreation Supervisor, Mitchell Czech, Recreation Supervisor, and Adam Beers, Park Superintendent PUBLIC PRESENT: None. ROLL CALL NOMINATION AND APPOINTMENT OF 2021/22 CHAIR AND VICE-CHAIR Mr. Ruegemer asked for nominations for Chair and Vice-Chair. Commissioner Kutz moved, Commissioner Sweetser seconded to appoint Karl Tsuchiya as Chair of the Park and Recreation Committee. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Commissioner Peck had technical difficulties. Commissioner Tsuchiya abstained. Chairman Tsuchiya moved, Commissioner Kutz seconded to appoint Sandy Sweetser as Vice-Chair of the Park and Recreation Committee. All voted in favor and the motion carried unanimously with a vote of 6 to 0. Commissioner Peck had technical difficulties. APPROVAL OF AGENDA. The agenda was approved by general consensus of the Commission. PUBLIC ANNOUNCEMENTS. Mr. Ruegemer introduced Recreation Supervisor Mitchell Czech who filled the position vacant since July 2020. Park and Recreation Commission Minutes – April 27, 2021 2 Mr. Czech gave a summary of his background. As a Recreation Supervisor, he will oversee scheduling, work with athletic associations, and assist with special events. VISITOR PRESENTATIONS. None. APPROVAL OF MINUTES. APPROVE PARK & RECREATION MINUTES DATED MARCH 23, 2021 Commissioner Kutz moved, Commissioner Vasatka seconded to approve the Minutes of the Park and Recreation Commission Meeting dated March 23, 2021 as presented. All voted in favor and the motion carried unanimously with a vote of 6 to 0. Commissioner Peck had technical difficulties. NEW BUSINESS. AWARD LOW QUOTE, PHEASANT HILLS PARK AND CARVER BEACH PARK CONCRETE BORDER AND LAKE SUSAN BASKETBALL COURT IMPROVEMENTS Park Superintendent Adam Beers gave an overview of the equipment replacement process. In 2018, the Park and Recreation Commission and Council worked on a Park Master Plan. Until that time, there was no funding allocated to replace park infrastructures. The Council approved $250,000 a year for replacing equipment. Three parks were replaced in 2019 and another three in 2020. Replacements could include playground equipment, basketball courts, or other types of infrastructure. The 2021 budget includes $245,000 for a variety of items including concrete, engineered wood fiber, base material, playground equipment for Pheasant Hills Park and Carver Beach Park, and reconstruction of the basketball court at Lake Susan. Mr. Beers added that the City has been providing funding from excess general fund revenue. As of 2022, there will no longer be a dedicated source of funding. Mr. Ruegemer is working with the finance department to find a source of revenue for future infrastructure improvements. Commissioner Vasatka asked about the discrepancy in pricing between the bids for concrete borders. Mr. Beers stated he was surprised by the amount as well; however, Curb Masters has done great work for the City in the past. Commissioner Vasatka asked if the City publishes the RFP or asks specific contractors. Mr. Beers stated that, since the project was under $100,000 it did not need to be published; therefore, he sent the RFP directly to 3-5 companies that have done work for the City in the past. Park and Recreation Commission Minutes – April 27, 2021 3 Commissioner Sweetser moved, Commissioner Markert seconded the Park and Recreation Commission recommendation that the City Council award low quotes to Bituminous Roadways for $32,509 for Lake Susan Park basketball court improvements, and Curb Master, Inc. for $15,804.15 for concrete playground border at Pheasant Hills Park and Carver Beach Park. All voted in favor and the motion carried unanimously with a vote of 6 to 0. Commissioner Peck had technical difficulties. APPROVE PURCHASE, PARK EQUIPMENT REPLACEMENT SCHEDULE FOR PHEASANT HILLS PARK AND CARVER BEACH PARK Mr. Beers gave information on the type of playground equipment scheduled for replacement at Pheasant Hills Park and Carver Beach Park. In the past, the City has set a dollar amount and sent out an RFP for park designs asking companies to be as creative as possible within the amount allocated. After submissions were received the City would hold an open house where residents could vote for their favorite design. Due to COVID-19, the City posted the design options online for residents to vote on. After RFPs were sent out, the cost of materials increased but staff recommends moving forward with the current prices since the amount was within the budget. Chairman Tsuchiya asked about the response to online voting. Mr. Beers stated there were more than 250 resident votes on the playground designs. Commissioner Vasatka asked how the response compared to in-person open house meetings. Mr. Beers stated that past open houses have drawn around 75 people. Mr. Vasatka asked if there could be a discount if the City went with the same vendor for both parks. Mr. Beers stated that was not in keeping with residents choosing their favorite design. The City has worked with both playground equipment companies in the past. Mr. Beers will send the selected parks to the Commissioners following the meeting. Commissioner Markert asked if the City may continue to use an online voting method since there was a higher response rate. Mr. Beers would like to see a combination of open house and online voting in the future depending on COVID-19 restrictions. He added that he sends two mailers within a radius of Park and Recreation Commission Minutes – April 27, 2021 4 homeowners near the park as well as posting information on social media to encourage as many people as possible to be involved in the process. Chairman Tsuchiya asked if there was any verification that online voters were Chanhassen residents. Mr. Beers added that voters were required to fill in a Chanhassen address to vote for their preferred playground design. Commissioner Markert asked about the timeline of installation. Mr. Beers stated the item would be put on the May 10, 2021 Council meeting agenda. If approved, it will take six weeks to order the equipment. Once the equipment is received, park maintenance staff will assemble the playground with supervision of the playground company. The installation would likely take a month with good weather including restoration and clean up. Commissioner Vasatka moved, Commissioner Sweetser seconded the Park and Recreation Commission recommendation that the City Council award quotes to Midwest Playscapes for $75,801 and Minnesota Wisconsin Playground for $21,232.71 for playground equipment at Pheasant Hills Park and Carver Beach Park. Funds for the project are included in the 2021 Capital Improvement Program. All voted in favor and the motion carried unanimously with a vote of 7 to 0. RECOGNIZE CITY COUNCIL APPOINTMENTS TO THE COMMISSION Mr. Ruegemer welcomed new Commissioners Heather Markert, Don Vasatka, and Scott Fischer and asked them to give a brief introduction. Park and Recreation Department staff members Recreation Supervisor Priya Tandon, Park Superintendent Adam Beers, and Park and Recreation Director Jerry Ruegemer introduced themselves. RECEIVE 2020 PARK AND RECREATION DEPARTMENT ANNUAL REPORT Ms. Tandon gave the 2020 Park and Recreation Department annual report. Revenue, expense, program offering, and participation is down, in part because the Senior Center and Rec Center were closed during parts of 2020 due to COVID-19. In 2020, the Senior Center served 2,000 residents who attended weekly clubs, field trips, and listened to virtual speakers. In addition, over 3,000 Meals on Wheels were delivered to Chanhassen residents. Park and Recreation Commission Minutes – April 27, 2021 5 The Rec Center facilitated over 250 sports participants and 300 Dance for Fun participants, which is lower attendance than in the past. The City contracts with Reach for Resources to provide adaptive recreation. They were able to serve 10 participants in 2020. Youth programming was down from 250 programs in a typical year to 140 programs in 2020. Adult athletics included eight softball teams with 130 individuals. In 2019 there were 20 teams. Typically, Chanhassen hosts over 16 community events but in 2020 they were able to host four modified events with over 6,000 participants. The Community Event sponsorship program includes donations from local businesses, organizations, and individuals. There were 52 donations amounting to more than $45,000 in cash and merchandise. Residents enjoyed the swimming beaches, skating rinks, skate park, picnic areas, over 66 miles of pedestrian trails and sidewalks, 28 parks, and 14 preserves. The playground at Lake Ann Park swimming beach and Power Hill Park were replaced. Mr. Ruegemer gave information about Park and Recreation staff members Senior Coordinator Mary Blazanin and Recreation Center Manager Jodi Sarles to the new Commissioners. Commissioner Markert moved, Commissioner Sweetser seconded to recommend that the 2020 Park and Recreation Department annual report is received and approved. All voted in favor and the motion carried unanimously with a vote of 6 to 0. Commissioner Peck had technical difficulties. OLD BUSINESS. None. REPORTS. 2021 EASTER EGG CANDY HUNT EVALUATION Ms. Tandon gave a review of the 2021 Easter Egg Candy Hunt event. Participants were required to pre-register for the event. The event was held in three waves with 1,000 people attending and 461 kids registered. 75% of attendees were pre-registered and walk- in participation was not permitted. The cost was increased by $1 per child to cover the software needed to register online. Kiddywampus in Chanhassen donated prizes and the Chanhassen Fire Department, Chanhassen, Chaska and Eden Prairie Key Clubs, and other volunteer organizations assisted in the event. Park and Recreation Commission Minutes – April 27, 2021 6 The coloring contest had 166 submissions and was judged in 10 age categories. Staff recommendations for future Easter Egg Hunt events include continuing a relationship with the Chanhassen Fire Department, continuing to offer the coloring contest online, hiding more golden eggs, continuing to off online pre-registration and consider continuing to hold the event in waves. Ms. Tandon also noted that all online postings for the event were changed to “event full” as soon as possible which helped reduce confusion. Commissioner Sweetser agreed that pre-registration was a good idea to help with preparation and planning. COMMISSION MEMBER COMMITTEE REPORTS. None. COMMISSION MEMBER PRESENTATIONS. Commissioner Vasatka asked if the next agenda could include introductions of current commissioners. ADMINISTRATIVE PACKET. None. ADJOURNMENT. Commissioner Kutz moved, Commissioner Sweetser 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 8:04 p.m. Submitted by Jerry Ruegemer Park and Rec Director Prepared by Kim Meuwissen