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11-23-2021 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 October 26, 2021 G.GENERAL BUSINESS G.1 Establish 2022 Picnic Reservation Fees H.REPORTS H.1 Halloween Party Evaluation H.2 Tree Lighting Ceremony & Holiday Events Preview I.COMMISSION MEMBER COMMITTEE REPORTS J.COMMISSION MEMBER PRESENTATIONS AGENDA CHANHASSEN PARK & RECREATION COMMISSION TUESDAY, NOVEMBER 23, 2021 CITY COUNCIL CHAMBERS, 7700 MARKET BOULEVARD 1 K.ADMINISTRATIVE PACKET L.ADJOURNMENT 2 Park & Recreation Commission Item November 23, 2021 Item Approve Park and Recreation Commission meeting minutes dated October 26, 2021 Item No:F.1 Agenda Section APPROVAL OF MINUTES Prepared By Christine Lusian, Administrative Support Specialist SUGGESTED ACTION Approve Park and Recreation Commission meeting minutes dated October 26, 2021 SUMMARY BACKGROUND DISCUSSION RECOMMENDATION ATTACHMENTS PRC Minutes October 26, 2021 3 CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING MINUTES OCTOBER 26, 2021 Chairman Tsuchiya called the meeting to order at 7:01 p.m. MEMBERS PRESENT: Karl Tsuchiya, Sandy Sweetser, Jim Peck, Heather Markert, Scott Fischer, Don Vasatka, Youth Commissioner Alex Jerdee. MEMBERS ABSENT: Matt Kutz. STAFF PRESENT: Jerry Ruegemer, Park and Recreation Director; Priya Tandon, Recreation Supervisor; Mitchell Czech, Recreation Supervisor. PUBLIC PRESENT:None. The Park and Recreation Commission welcomed Youth Commissioner Alex Jerdee and each of the Commissioners and Staff shared a bit about themselves. APPROVAL OF AGENDA. Commissioner Peck moved, Commissioner Sweetser seconded to approve the agenda as presented. All voted in favor and the motion carried unanimously with a vote of 7 to 0. Mr. Ruegemer thanked the Commissioners who came to the ribbon-cutting ceremony for the Highway 5 trail the previous Tuesday. He noted they have a new Communications Department and showed a video of drone footage at Lake Ann. He shared that all of the departments are in the process of getting certified to be drone pilots. PUBLIC ANNOUNCEMENTS. None. VISITOR PRESENTATIONS. None. APPROVAL OF MINUTES. APPROVE PARK & RECREATION MINUTES DATED SEPTEMBER 28, 2021 Commissioner Peck moved, Commissioner Markert seconded to approve the Minutes of the Park and Recreation Commission Meeting dated September 28, 2021 as presented. All voted in favor and the motion carried unanimously with a vote of 7 to 0. GENERAL BUSINESS. 1. 2021 Picnic Season Evaluation 4 Park and Recreation Commission Minutes – October 26, 2021 2 Mitchell Czech, Recreation Supervisor, noted they wrapped up a successful picnic reservation season with many people excited to get outside and gather again. Paid reservations this year totaled 126 for a variety of events such as birthday parties, anniversaries, family reunions, weddings. The most popular site was the Klingelhutz Pavilion at Lake Ann followed by the Lakeside Pavilion at Lake Ann, and the Lake Susan Picnic Shelter. These reservations generated $19,357 in revenue and hosted over 11,100 picnickers. Mr. Czech shared that the City sends out a survey after each event to receive valuable feedback on things that are going well and things that could improve which he has attached for the Commissioners. Commissioner Markert noted in the survey responses several people mentioned fireplaces and asked if the City currently has them. Mr. Czech replied there is one at Lake Susan but it is not operational. Mr. Ruegemer noted that fireplace was beyond repair 15 years ago and the City closed it up as it would have been too costly to fix. He clarified it is against City Ordinance to have fires in parks. Chair Tsuchiya said someone noted that Chanhassen is double what Chaska costs and asked how the City ranks in other things, noting a Chaska resident pays $50. Mr. Czech replied it will be on the next month’s agenda to establish prices for the following year. He believes Chaska reserves in blocks while Chanhassen’s reservations are for the entire day. Mr. Ruegemer noted Chanhassen’s facilities are larger, as well, and can accommodate higher capacities. He noted they look at surrounding communities to see where they are at and try to be in the ballpark of everyone else. Commissioner Markert asked how many shelters are in Chanhassen. Mr. Czech stated they have three that they take reservations for, but other shelters are neighborhood parks are first come-first serve basis. Commissioner Fischer has personal experience as he rented the Lake Susan pavilion in September. He said it was great and would echo a comment about making reservations a bit more clear as when they arrived to set up there were a couple other families already picnicking there. He noted it was a great experience and they had a blast. 2. Severe Weather Guidelines Priya Tandon, Recreation Supervisor, shared that given the significant number of days over the summer that had high smoke and poor air quality, they thought it would be worthwhile to look at the Severe Weather Policy and incorporate air quality guidelines to that. A total of 25 days of 5 Park and Recreation Commission Minutes – October 26, 2021 3 the summer season were under an air quality alert and the City had to reduce physical activity for youth activities over 5 times due to air quality. She showed a chart with six air quality categories and ranges from good to hazardous with recommendations for actions to take in each category. Ms. Tandon noted the severe weather guidelines were last updated in 2010. She shared the addition they made: 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. Outdoor programs will be modified, relocated, or canceled when the AQI reaches a value of 151 or higher. The AQI values of 151 or 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. Ms. Tandon stated that addition to the policy allows Staff some flexibility depending on the activity to modify or move indoors. They want to keep programs running in a safe manner. Chair Tsuchiya asked if the AQI fluctuates throughout the day. Ms. Tandon replied yes, and she had airnow.gov pulled up throughout the entirety of the day and every hour the AQI was updated. She noted they would try not to cancel programs as much as possible if they could be run safely. Chair Tsuchiya asked who would be making these decisions? Ms. Tandon stated it would be the Staff member who oversees the program. They all talk to one another and communicate so it is really a team decision. Commissioner Vasatka moved, Commissioner Sweetser seconded that 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. All voted in favor and the motion carried unanimously with a vote of 7 to 0. COMMISSION MEMBER COMMITTEE REPORTS. None. COMMISSION MEMBER PRESENTATIONS. Commissioner Markert stated at the ribbon-cutting ceremony there was a lot of talk about signs, and she noted the trail connects so many different areas. She asked if they could include funding for the signs in the referendum. Mr. Ruegemer replied potentially. A sign package is quite a bit of money to purchase, acquire, and also maintain. It depends on how comprehensive it is. They currently have some directional signage but have not signed a lot of the areas. If the Commission would like to advance, Staff can provide information on that. 6 Park and Recreation Commission Minutes – October 26, 2021 4 Commissioner Markert noted Hennepin County trails have signage that is very well marked and many people can pull up their phones but it is helpful when one is biking or walking. Commissioner Vasatka showed a metal sign in Red Wing that has distance, time, walking, biking, and local attractions. Chair Tsuchiya asked with the new Communications Director, would it be possible to add QR codes on the signage for smart phones to pull up drone footage of the area. Commissioner Markert heard people asking at the ribbon cutting how to get to the other side of Highway 5. Mr. Ruegemer noted Staff can put something together and develop a plan. Commissioner Markert suggested doing a Park Passport, perhaps a print-at-home design to encourage residents to see how many parks they can cross off the following summer or year. Ms. Tandon noted they have done some smaller-scale things which have had great success. The bone adventure went really well with wooden bones throughout the parks. People would take a picture of their dog by the bones and bring it to Chuck and Don’s to receive a treat for their dog. There was also something around St. Patrick’s Day with painted rocks at the parks which also went well. Ms. Tandon believes the Park Passport idea would take and Staff can put something together for next year which would live on the new website. Commissioner Markert suggested they could also add a Chanhassen Passport such as dining at 5 restaurants, go to 5 parks…perhaps it adds up to 22 things because of the 2022 vote. Ms. Tandon said the Communications team is looking into doing a weekly park highlight which would fit really well with the passport idea. ADMINISTRATIVE PRESENTATIONS. None. ADJOURNMENT. Commissioner Markert moved, Commissioner Peck 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 7:54 p.m. Submitted by Jerry Ruegemer Park and Recreation Director 7 Park & Recreation Commission Item November 23, 2021 Item Establish 2022 Picnic Reservation Fees Item No:G.1 Agenda Section GENERAL BUSINESS Prepared By Mitchell Czech, Recreation Supervisor SUGGESTED ACTION The Park and Recreation Commission recommends that the City Council approve the 2022 picnic reservation fees for group picnics. Approval requires a simple majority vote of members present. SUMMARY BACKGROUND Annually, the Park and Recreation Commission reviews many aspects of group picnic reservations from total revenue, reservation categories, customer types, and other related items. A large-group fee for groups of 100 or more was implemented in years past to cover the additional expense related to these groups. The large-group fee has not been met with opposition and should continue. Reservation fee comparisons with local agencies showed that the City of Chanhassen's fees are comparable, and a majority of feedback found that customers believe the fees are reasonable. The City of Chanhassen's picnic reservation fees were last increased in 2020, and staff recommends not increasing the group picnic reservation fees for 2022. DISCUSSION RECOMMENDATION The Park and Recreation Commission recommends that the City Council approve the 2022 picnic reservation fees for group picnics. 8 ATTACHMENTS 2022 Chanhassen Picnic Information 9 CHANHASSEN PICNIC INFORMATION City of Chanhassen, 7700 Market Blvd., P.O. Box 147, Chanhassen, MN 55317 952-227-1121 LAKE SUSAN PARK SHELTER  Available April 30-October 2  Accommodates 50-200  Group receives exclusive use of the shelter area. All other park facilities are subject to use by the general public. Amenities 25’ x 45’ covered shelter has lights, electrical outlet, water spigot, bathrooms, picnic tables, trash receptacles, play area, sand volleyball court, ball field, basketball court, tennis courts, fishing pier and boat access. LAKE ANN PARK LAKESIDE PAVILION  Available April 30-October 2  Accommodates 25-175  Group receives exclusive use of the shelter area. All other park facilities are subject to use by the general public. Amenities 40’ x 40’ covered shelter has lights, electrical outlets, access to water, bathrooms, ball fields, play areas, gr ills, trash receptacles, swimming beach, boat access, fishing pier, boat rentals, concessions, tennis court, and birds eye view of Lake Ann. AL KLINGELHUTZ MEMORIAL PAVILION  Available April 30-October 2  Accommodates 100-400  Group receives exclusive use of the shelter area. All other park facilities are subject to use by the general public. Amenities 50’ x 100’ covered shelter with lights, electricity, picnic tables, grills, trash receptacles, por table restrooms, water spigot, ball fields, play areas, swimming beach, fishing pier, boat access, boat rentals, concessions, and tennis court. Group Reservation Rates (Including Tax) Type Monday-Thursday Friday-Sunday Resident $125 $150 Resident School $45 $50 Non-Resident $225 $275 Non-Resident School $100 $150 Non-Profit/Senior Group Discount 25% 25% Large Group Fee (100+ Guests) Chanhassen Resident $50 NR Chanhassen $100 10 Park & Recreation Commission Item November 23, 2021 Item Halloween Party Evaluation Item No:H.1 Agenda Section REPORTS Prepared By Priya Tandon, Recreation Coordinator SUGGESTED ACTION SUMMARY The 37th annual Halloween Party was held on Saturday, October 30th at the Chanhassen Recreation Center. A total of 390 children, ages 2-12, registered for the event. Registrants and their families enjoyed trick-or-treating, carnival games, snacks, crafts, a spooky room, hayrides, and a magic show. Listed below are comments regarding each component of the event, and expense report is attached. Special thanks to T-Mobile for sponsoring the 2021 Halloween Party. Trick-or-Treating Student volunteers and local businesses provided trick-or-treating for registrants. This was the second year we offered the option for local businesses to attend, and it was very well-received by the businesses. The kids enjoyed the extra candy and goodies received from the businesses. Carnival Games The Bluff Creek Elementary School gym was used for the carnival games, which are popular and had long lines for each activity. The games were staffed by student volunteers. Face Painting Face painters were hired from Maund Entertainment, which provided complimentary services to participants. Snacks Individually-wrapped Rice Krispie Treats and juice pouches were provided for participants. Feedback indicated adults missed the cookies & cider from previous years, which were removed due to COVID- related concerns in favor of individually-wrapped treats. 11 Crafts New this year, individually-wrapped crafts were offered for participants. This was a popular activity and all craft kits were made by the end of the event. Spooky Room Room 4 was transformed into a spooky, dark cemetery room. The room is a great feature for some of the older children to enjoy, but is also specifically designed with younger children in mind as to not truly scare any participant. Special thanks to our Park Maintenance team for their help and dedication to these rooms. Hayrides Hayrides continue to be a popular activity for participants. Once again we contracted with Ken Theis for this service. He provides one hay wagon pulled by two horses. The hayride is located in front of the Recreation Center where it receives high visibility as party-goers enter the building. Magic Show Brian Richards the magician performed his Spooky, not Scarrry Magic Show in the Rec Center Gym. The audience was entertained throughout the half hour show which was a good length of time. Both kids and adults gave positive reviews of the show. Photo Booth Back this year was a simplified photo booth. Families enjoyed this portion of the event and student volunteers helped families take photos to have a lasting memory after the event. Volunteers/Staff We had over 60 tremendous volunteers from the community. Special thanks to the Chanhassen and Chaska Key Clubs, Chanhassen NHS, Tonka Serves, Eden Prairie Key Club, and Chanhassen Students Today, Leaders Forever (STLF) for assisting with all aspects of the event. We could not hold this event without the support of our local volunteer organizations. General Comments/Recommendations for 2021 T-Mobile's title sponsorship of the event covered almost all expenses and allowed us to add activities such as the photo booth and crafts. Title sponsorship should be pursued every year for this event. Online registration was used for this first time this year for this event. This worked well in reducing lines day-of and for estimating the number of attendees. The photo booth was a hit with participants, was easy to develop, and should be done next year as well. A post-event survey was used for the first time this year to gather parent input on the event. This feedback is valuable and the survey should be continued in future years. Many comments came back on the layout of the event, and how crowded the Rec Center space was. Due to the popularity of the event and the current layout, staff will explore options to adjust the layout in the future to make for a more positive experience for families at the event. BACKGROUND DISCUSSION 12 RECOMMENDATION ATTACHMENTS Expense Report 2021.pdf 13 2021 Halloween Party Expense Report REVENUE T-Mobile Title Sponsorship $ 3,000.00 Registrations 390 @ $6.00 $ 2,340.00 TOTAL $ 5,340.00 EXPENSES 101-1614-4130 (Budget: $1,500) Crafts $ 134.32 Carnival game prizes $ 423.63 Candy $ 620.95 Individually-wrapped snacks $ 326.05 Decorations $ 104.97 Pizza for volunteers $ 175.20 TOTAL $ 1,785.12 101-1614-4300 (Budget: $1,400) Hayrides $ 575.00 Face Painters $ 575.00 Brian Richards – Magic Show $ 295.00 TOTAL $ 1,445.00 101-1614-4340 (Budget: $500) Chanhassen Villager front-page Ad $ 263.20 PeachJar flyers $ 125.00 TOTAL $ 500.00 Total Revenue $ 5,340.00 Total Expenditures $ 3,730.12 $ 1,609.88 The Halloween Party is the last of four events under the Community Event Sponsorship Program. Over 60 businesses have contributed approximately $55,769.64 in cash and goods in 2020/2021 to support these four events. 14 Park & Recreation Commission Item November 23, 2021 Item Tree Lighting Ceremony & Holiday Events Preview Item No:H.2 Agenda Section REPORTS Prepared By Priya Tandon, Recreation Coordinator SUGGESTED ACTION SUMMARY Tree Lighting Ceremony This year's annual Tree Lighting Ceremony will be held on Saturday, December 4 at 5:00 p.m. on the plaza at City Center Park. The event will run for approximately one hour with the park holiday lights being lit around 5:10pm. Activities included in this year's event are refreshments, bonfires, s'mores, gingerbread house displays, live reindeer, a Toys for Tots donation station, and a visit from Santa Claus. The event is free and open to all ages. This annual event is expected to draw approximately 300-400 attendees. Promotion will occur on the city's website, on city social media accounts, around town via signage, and in the Chanhassen Villager. Special thanks to BuyChanhassen, the SouthWest Metro Chamber of Commerce, the Mustard Seed Landscape and Garden Center, and SouthWest transit for sponsoring this event. Thanks to our Park Maintenance department for stringing the multitude of holiday lights that will decorate City Center Park throughout the season! Tour of Lights For the second year, residents of Chanhassen will be able to register their home holiday light displays to help create a beautiful driving tour of residential holiday lights throughout our city. The tour will last December 4-31, with displays being lit from 5-8pm. An interactive map will be available on the website beginning December 4 of the home light displays and the community can use the map to design a personalized driving tour of the displays. Registration is free and each home that registers will be entered to win a holiday prize pack. 15 Gingerbread House Decorating Contest The all-ages gingerbread house decorating contest will be accepting submissions from Tuesday, November 30 - Thursday, December 2. Submissions cost $5 per entry and prizes will be awarded for the most difficult and most creative houses. All gingerbread houses will be displayed at the December 4th Tree Lighting Ceremony. COVID-19 All holiday events will comply with the most current state mandates and city policies surrounding health, safety, and COVID-19. BACKGROUND DISCUSSION RECOMMENDATION ATTACHMENTS 16