10-26-2021 PRC Agenda Packet
A.7:00 P.M. - CALL TO ORDER
B.ROLL CALL
C.APPROVAL OF AGENDA
Commissioners may add or delete items at this time.
D.PUBLIC ANNOUNCEMENTS
E.VISITOR PRESENTATIONS
Commission Procedures allow for presentations from the audience at this time. If a motion is
required, the item will be forwarded to the next available agenda to allow for publication and
review prior to consideration.
F.APPROVAL OF MINUTES
F.1 Approve Park and Recreation Commission meeting minutes dated September 28, 2021
G.GENERAL BUSINESS
G.1 2021 Picnic Season Evaluation
G.2 Severe Weather Guidelines
H.REPORTS
I.COMMISSION MEMBER COMMITTEE REPORTS
J.COMMISSION MEMBER PRESENTATIONS
K.ADMINISTRATIVE PACKET
AGENDA
CHANHASSEN PARK & RECREATION COMMISSION
TUESDAY, OCTOBER 26, 2021
CITY COUNCIL CHAMBERS, 7700 MARKET BOULEVARD
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L.ADJOURNMENT
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Park & Recreation Commission Item
October 26, 2021
Item Approve Park and Recreation Commission meeting minutes dated
September 28, 2021
Item No:F.1
Agenda Section APPROVAL OF MINUTES
Prepared By Christine Lusian, Administrative Support Specialist
SUGGESTED ACTION
The Park and Recreation Commission approves the minutes from its September 28, 2021 meeting.
SUMMARY
BACKGROUND
DISCUSSION
RECOMMENDATION
ATTACHMENTS
PRC Meeting Minutes September 28, 2021
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CHANHASSEN PARK AND
RECREATION COMMISSION
REGULAR MEETING
MINUTES
SEPTEMBER 28, 2021
Vice-Chair Sweetser called the meeting to order at 7:00 p.m.
MEMBERS PRESENT: Sandy Sweetser, Matt Kutz, Jim Peck, Heather Markert, Don
Vasatka, and Scott Fischer
MEMBERS ABSENT: Karl Tsuchiya and Youth Commissioner Chaehyun Lee
STAFF PRESENT: Jerry Ruegemer, Park and Recreation Director; Priya Tandon, Recreation
Supervisor; Jodi Sarles, Rec Center Manager; Mitchell Czech, Recreation Supervisor; Adam
Beers, Park Superintendent; and Mary Blazanin, Senior Center Coordinator
PUBLIC PRESENT: None.
APPROVAL OF AGENDA. Commissioner Vasatka moved, Commissioner Fischer
seconded to approve the agenda as presented. All voted in favor and the motion carried
unanimously with a roll call vote of 7 to 0.
PUBLIC ANNOUNCEMENTS. None.
VISITOR PRESENTATIONS. None.
APPROVAL OF MINUTES.
APPROVE PARK & RECREATION MINUTES DATED AUGUST 24, 2021
Commissioner Kutz moved, Commissioner Markert seconded to approve the Minutes of
the Park and Recreation Commission Meeting dated August 24, 2021 as presented. All
voted in favor and the motion carried unanimously with a roll call vote of 7 to 0.
NEW BUSINESS.
Park and Recreation Director Ruegemer noted they would switch Items 1 and 2 this evening.
1. 2021 Lake Ann Park Concession/Boat Rental Evaluation
Mitchell Czech, Recreation Supervisor, stated Lake Ann Park is a very popular area and in the
summer time they have many users utilizing the beach, as well as concessions and water rentals.
He gave a recap of rentals noting the excitement and weather helped for another very successful
year. Mr. Czech gave a presentation of revenue breakdowns for rentals and concessions, as well
as expenses, noting there were some food supply issues this year and with the shortages it
allowed Mr. Czech to bring in new offerings. Moving forward, they would like to consider a
form of electronic payment as it is currently cash or check only and there are a lot of missed
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Park and Recreation Commission Minutes – September 28, 2021
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sales. He shared they did not have a concession manager this year and Mr. Czech helped fill that
role; they are looking at reinstating a concession manager the following year.
2. Youth Association Presentations
Mr. Czech noted they invited Bobbi Hoebelheinrich this evening to give some background and
insight on the population that uses Chanhassen Parks.
Ms. Hoebelheinrich is the Executive Director for Tonka United and gave a presentation noting
the association serves ages 4-19. They run camps, clinics, and a tournament, as well as a
recreation program, competitive program, and an elite program. On average 2,500 kids play
throughout the year, and many of their events bring business into the City of Chanhassen. She
shared about the programs, fields, indoor soccer, and future dreams for the association.
OLD BUSINESS. None.
REPORTS.
1. Halloween Party Preview
Priya Tandon, Recreation Supervisor, shared that the 37th Annual Halloween Party will be held
on Saturday, October 30, 2021 at the Chanhassen Recreation Center from 5:30-7:30 p.m. The
event will be in its typical format this year and they will again invite local businesses to
participate in the event. There will be carnival games, trick-or-treating, snacks, live
entertainment, and spooky rooms. Event cost is $6 per child which is an increase from previous
years and the extra fee covers online registration which has not been offered in the past. T-
Mobile is the title sponsor of the event for the second year and is contributing $3,000 to cover
the vast majority of costs for the event. Although the event will be held inside this year, Ms.
Tandon noted they will be following the most current mandates surrounding Covid; therefore all
staff and volunteers will be masked for the event and masks will also be available for the
unvaccinated, including children. They will have hand sanitizer available between each carnival
game, gloves will be worn by staff handling refreshments, and a refund will be given to anyone
registered that has a Covid exposure and cannot attend.
2. Park Maintenance Quarterly Update
Adam Beers, Park Superintendent, updated the Commission noting it has been a challenging year
to get equipment as manufacturing prices due to Covid has made everything extremely
challenging. It looks like they will be able to get everything done this fall and not need to bump
anything to the spring. Staff has been working on fall maintenance including fertilizing, trail
pruning, and getting ready for the winter plowing schedule.
3. Senior Center Quarterly Update
Mary Blazanin, Senior Center Coordinator, shared that the Senior Center has been at full-run
since July and kicked off the first full month of programming since the pandemic. They have
had great turnouts for programs and many new people and younger seniors checking things out.
In the past quarter they have served over 400 people including special events, large events, day
trips, instructional classes, regular special interest groups, and educational classes. Ms. Blazanin
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Park and Recreation Commission Minutes – September 28, 2021
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shared one patron’s family very generously created a memorial fund on her behalf and all of it is
going back into programming.
4. Recreation Center Quarterly Report
Jodi Sarles, Rec Center Manager, noted the Rec Center is under construction and the walls were
torn down so it is challenging to get functional space right now. The contractor thinks they will
be able to get the steel to create the walls in October so they can host things in the same way as
the past. She noted they were able to add some facilities supervisors to help and they are excited
to have expanded hours for activities. Ms. Sarles gave updates about various programs including
dance, sports, and special events.
COMMISSION MEMBER COMMITTEE REPORTS. None.
COMMISSION MEMBER PRESENTATIONS. None.
ADJOURNMENT.
Commissioner Kutz moved, Commissioner Markert 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 8:01 p.m.
Submitted by Jerry Ruegemer
Park and Recreation Director
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Park & Recreation Commission Item
October 26, 2021
Item 2021 Picnic Season Evaluation
Item No:G.1
Agenda Section GENERAL BUSINESS
Prepared By Mitchell Czech, Recreation Supervisor
SUGGESTED ACTION
SUMMARY
We had another successful picnic reservation season in 2021, with paid picnic reservations totaling 126.
The picnic sites hosted family reunions, weddings, anniversaries, graduations, birthdays, baptisms,
school groups, and company parties. The most popular site this season was the Klingelhutz Pavilion at
Lake Ann (48) followed by the Lakeside Pavilion at Lake Ann (46) and the Picnic Shelter at Lake Susan
(32). The 126 reservations generated $19,357 in revenue. These paid reservations resulted in the city
hosting over 11,100 picnickers. Many other picnics take place weekly at all locations, as some groups
choose not to make a reservation. We are pleased that the community is utilizing the picnic facilities for
multiple programs, special events, camps, and picnics.
Attached is a summary of all picnics held in 2021, including reservation categories, facility breakdown,
the type of customer making the reservation, and the day of the week reserved. This information is
needed to review future facility improvements, fee structures, and operational procedures.
Upon completion of every picnic, staff sends out evaluation forms seeking feedback from park users.
Responses from these evaluation forms are attached as well. The information collected is largely
positive with comments relating to facility processes and fees. Staff reviews all comments and works
together to address any concerns or issues our customers may have.
In an effort to continue the availability of parking, staff has continued the practice of not scheduling the
Lakeside and the Klingelhutz pavilions during the months of June and July when athletic tournaments
have been scheduled. These tournaments have been larger in scale and have put pressure on the existing
infrastructure at Lake Ann Park. The Lake Susan Park Picnic Shelter is not scheduled for reservations
on the Sundays that we host Adult Liga Latina De Beisbol games.
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The 2021 picnic reservation season was successful, with the overwhelming majority of our guests
having a positive experience. Staff welcomes any input or ideas from the commission on ways to
improve our procedures and facilities to ensure our customers have a good experience and seek to
return in the future.
BACKGROUND
DISCUSSION
RECOMMENDATION
ATTACHMENTS
2021 Picnic Reservations by Category
2021 Picnic Survey Responses
2021 Attendance Revenue Reservations Summary
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Lakeside PavilionMondayTuesdayWednesdayThursdayFridaySaturdaySundayTotalResident 1 2 4 3 2 10 10 32Resident School District 112/276 0 2 100003Non‐Resident 11 1 204211Non Resident School District 00 0 00000Total 2 5 6 5 2 14 12 46Lake Susan Picnic ShelterMondayTuesdayWednesdayThursdayFridaySaturdaySundayTotalResident 42 2 418021Resident School District 112/276 0 1 111004Non‐Resident 00 0 12205Non Resident School District 00 1 10002Total 4 3 4 7 4 10 0 32Klingelhutz PavilionMondayTuesdayWednesdayThursdayFridaySaturdaySundayTotalResident 11 3 438525Resident School District 112/276 0 6 1420114Non‐Resident 00 0 10528Non Resident School District 00 1 00001Total 1 7 5 9 5 13 8 48126Total Paid Picnic Reservations2021 Picnic Reservations by Category9
10
11
12
13
14
15
16
17
18
19
2014 17,000
2015 14,000
2016 15,200
2017 13,000
2018 10,700
2019 11,000
2020 759
2021 11,100
0
2,000
4,000
6,000
8,000
10,000
12,000
14,000
16,000
18,000
2014 2015 2016 2017 2018 2019 2020 2021
Picnic Attendance
Total Attendance 2014-2021: 92,759
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2014 $17,200
2015 $15,200
2016 $15,250
2017 $16,600
2018 $16,400
2019 $15,445
2020 $3,080
2021 $19,357
$0
$5,000
$10,000
$15,000
$20,000
$25,000
2014 2015 2016 2017 2018 2019 2020 2021
Picnic Revenue
Total Picnic Revenue 2014-2021: $118,532
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2014 131
2015 125
2016 122
2017 125
2018 122
2019 118
2020 32
2021 126
0
20
40
60
80
100
120
140
2014 2015 2016 2017 2018 2019 2020 2021
Picnic Reservations
Total Picnic Reservations 2014-2021: 901
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Park & Recreation Commission Item
October 26, 2021
Item Severe Weather Guidelines
Item No:G.2
Agenda Section GENERAL BUSINESS
Prepared By Priya Tandon, Recreation Coordinator
SUGGESTED ACTION
The Park and Recreation Commission recommends that the City Council approve the updated Park
& Recreation Severe Weather Guidelines, including an addition outlining air quality protocols.
SUMMARY
Given the significant number of days with high smoke cover and poor air quality during the summer
2021 program season, the Severe Weather Guidelines were updated to include guidelines surrounding
air quality, measured by the U.S. Air Quality Index (AQI).
BACKGROUND
The summer 2021 Park & Recreation programs season ran from late May to August 2021. Outdoor
programs included youth programs and sports, adult softball, the Old National Bank Summer Concert
Series, and concessions, boat rentals, and lifeguarded beach at Lake Ann Park.
A high number of days with significant smoke/haze, as reported by the National Weather Service,
occurred this year in June (2 days), July (13 days), and August (10 days), with a total of 25 days of the
summer season having significant smoke/haze. Evening activities, including a Concert Series
performance, Lake Ann concessions, watercraft rental, the lifeguarded beach, and adult softball were
cancelled on Thursday, July 29, 2021 due to extremely poor air quality and a state air quality alert.
Physical activity was reduced at outdoor youth programs over five times in 2021 due to poor air quality
and state air quality alerts.
Air quality is measured by the AQI, which is the Environmental Protection Agency's (EPA's) index for
reporting air quality. It is calculated based on averages of all pollutant concentrations in the air. The
AQI is divided into six categories, each of which corresponds to a different level of health concern (see
attached chart). More information on the AQI can be found online at Airnow.gov.
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The Severe Weather Guidelines were last updated in 2010. Given the time since the last update and the
most recent summer season's smoke events, the Severe Weather Guidelines are being updated to include
guidelines surrounding air quality, measured by the AQI.
DISCUSSION
The Severe Weather Guidelines were updated to include guidelines surrounding air quality, as
measured by the AQI. The addition to the guidelines can be found below:
5. Air Quality
Outdoor programs will run with decreased strenuous physical activity when the AQI, according to
Airnow.gov, reaches a value of 101-150 (orange category). Outdoor programs will be modified,
relocated, or cancelled when the AQI reaches a value of 151 or higher (red, purple, and maroon
categories). The AQI values of 151 and above are unhealthy for everyone, even individuals who are not
in sensitive groups or at risk. Cancellations of special events will made on a case-by-case basis.
This addition to the guidelines allows staff flexibility to modify or move programs, if able, when air
quality becomes poor, while giving staff, participants, and guardians a guideline and expectations as
well.
RECOMMENDATION
The Park and Recreation Commission recommends that the City Council approve the updated Park &
Recreation Severe Weather Guidelines, including an addition outlining air quality protocols.
ATTACHMENTS
Severe Weather Guidelines (updated 2021).pdf
AQI Category Chart
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City of Chanhassen Severe Weather Guidelines
The City of Chanhassen will use the following guidelines to cancel recreation activities when severe weather events
occur.
In general, programs will be cancelled when the National Weather Service has issued a severe weather warning
(blizzard, tornado, lightning or thunderstorms) that includes Carver County. A severe weather warning is an alert issued
to warn an area that severe weather may be imminent. It can be issued after severe weather has already been spotted,
or if there are radar indications that severe weather may be possible. Programs will run as scheduled in the event of a
severe weather watch.
If weather sirens are sounded during a program, all recreation activities are cancelled immediately. Participants should
leave the park, be picked up, or seek shelter immediately.
In addition to the guidelines listed above, the guidelines below are to be used in specific severe weather events, or when
a recreation program is already in progress.
1. Thunderstorms and Lightning
If lightning is seen or thunder is heard, program activity must cease and participants should take shelter. After a
30 minute wait period, the program may resume only if it has been determined that the lightening or thunder is
no longer a threat. It does not have to be raining for lightning to be a threat; lightning can strike over large
distances.
2. Tornadoes
In the event of a tornado warning or sirens, outdoor programs will be cancelled. Seek the best possible shelter
immediately. If no suitable structure is nearby, lie flat in the nearest ditch or depression and use your hands to
cover your head.
3. Extreme Cold, Snow, and Blizzard Conditions
Ice rink warming houses will close and outdoor programs will be moved inside or cancelled when the actual or
wind chill temperature reaches -20oF or below. Special event cancellations, as well as warming house closures
and program cancellations due to snow accumulation and/or blizzard conditions, will be made on a case-by-case
basis.
4. Extreme Heat
Outdoor programs will be cancelled when the actual temperature or heat index reaches 110oF or above.
Cancellations of special events will be made on a case-by-case basis. Participants in any city program should take
breaks from activity periodically and stay hydrated in times of extreme heat.
5. Air Quality
Outdoor programs will run with decreased strenuous physical activity when the Air Quality Index (AQI),
according to Airnow.gov, reaches a value of 101-150 (orange category). Outdoor programs will be modified,
relocated, or cancelled when the AQI reaches a value of 151 or higher (red, purple, and maroon categories). AQI
values of 151 and above are unhealthy for everyone, even individuals who are not in sensitive groups or at-risk.
Cancellations of special events will be made on a case-by-case basis.
When the weather is questionable and you’re wondering if events or programs are cancelled, call the appropriate
weather hotline for the latest update:
Adult Softball 952-227-1410 Special Events 952-227-1128
Summer Playground Programs/Warming Houses 952-227-1411 Chan Rec Center Youth Sports 952-227-1408
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