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Agenda and PacketAGENDA PARK AND RECREATION COMMISSION TUESDAY, FEBRUARY 27, 2018 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD A.6:30 COMMISSION INTERVIEWS 1.Interview Applicants for the Park & Recreation Commission B.7:30 CALL TO ORDER C.ROLL CALL D.APPROVAL OF AGENDA Commissioners may add or delete items at this time. E.PUBLIC ANNOUNCEMENTS F.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. G.APPROVAL OF MINUTES 1.Approval of Minutes dated January 23, 2018 H.NEW BUSINESS 1.Determine Discussion Topics for April 9, 2018 Joint Meeting with City Council I.REPORTS 1.2018 February Festival Evaluation 2.2018 Daddy/Daughter Sweetheart Dance Evaluation J.COMMISSION MEMBER COMMITTEE REPORTS K.COMMISSION MEMBER PRESENTATIONS L.ADMINISTRATIVE PACKET 1.Administrative Packet AGENDAPARK AND RECREATION COMMISSIONTUESDAY, FEBRUARY 27, 2018CHANHASSEN CITY HALL, 7700 MARKET BOULEVARDA.6:30 COMMISSION INTERVIEWS1.Interview Applicants for the Park & Recreation CommissionB.7:30 CALL TO ORDERC.ROLL CALLD.APPROVAL OF AGENDACommissioners may add or delete items at this time.E.PUBLIC ANNOUNCEMENTSF.VISITOR PRESENTATIONSCommission Procedures allow for presentations from the audience at this time.  If a motion isrequired, the item will be forwarded to the next available agenda to allow for publication and reviewprior to consideration.G.APPROVAL OF MINUTES1.Approval of Minutes dated January 23, 2018H.NEW BUSINESS1.Determine Discussion Topics for April 9, 2018 Joint Meeting with City CouncilI.REPORTS1.2018 February Festival Evaluation2.2018 Daddy/Daughter Sweetheart Dance EvaluationJ.COMMISSION MEMBER COMMITTEE REPORTSK.COMMISSION MEMBER PRESENTATIONSL.ADMINISTRATIVE PACKET 1.Administrative Packet M.ADJOURNMENT PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, February 27, 2018 Subject Interview Applicants for the Park & Recreation Commission Section 6:30 COMMISSION INTERVIEWS Item No: A.1. Prepared By Annie Lundell, Park and Recreation Admin Support File No: A­146g Commission Applications/Appointments SUMMARY 6:30pm ­ Adam Smith 6:45pm ­ Joe Scanlon 7:00pm ­ Bethany Collins Note: PRC applicant Jennifer Chou is unable to attend PRC interview BACKGROUND PARK & RECREATION COMMISSION POSITIONS AVAILABLE Two 3­year positions The terms of Commissioners Jim Boettcher and Jennifer Hougham are expiring.Incumbent Jim Boettcher has reapplied.Four (4) new applications were received. One or two 1­year youth positions The terms of Lauren Dale and Grant Schaeferle are expiring.Lauren is no longer eligible to reapply, and Grant has chosen not to reapply.No youth applications have been received. ATTACHMENTS: City Code, Section 2­46. Appointment to city committees and commissions Adam Smith commission interview questionnaire Joseph Scanlon commission interview questionnaire Bethany Collins commission interview questionnaire Page 1 ARTICLE IV. - BOARDS AND COMMISSIONS[4] Footnotes: --- (4) --- Cross reference— Park and recreation commission, § 14-16 et seq.; planning commission, § 15-16 et seq. State Law reference— Authority to establish advisory boards and commissions, M.S. § 412.621(2). DIVISION 1. - GENERALLY Sec. 2-46. - Appointment to city committees and commissions. All vacancies on committees, commissions, and boards shall be advertised to seek applicants. The city council may interview applicants before making appointment. With the exception of the housing and redevelopment authority, all appointments shall be by majority vote of the city council. Once appointed, an applicant shall serve until removed, with or without cause, by a four-fifths vote of the city council, until the expiration of the term of appointment and following appointment of the applicant's successor. Vacancies during a term shall be filled for the unexpired portion of the term. Sec. 2-46.01. - Same—Generally. The council determines the duties and exercises the powers of administrative boards or commissions. However, the council may establish boards or commissions as set forth in this article to investigate subjects or to perform quasi-judicial functions. Additional administrative boards or commissions shall be established as required by law or for the administration of a municipal function jointly shared with another political subdivision. (Ord. No. 363, § 4, 1-12-04) Sec. 2-46.03. - Planning commission. (a) Commission established. The planning commission is established pursuant to the Minnesota Municipal Planning Act, and has the powers and duties assigned to it by that Act, by this Code, and state law. The planning commission is hereby designated the planning agency of the city pursuant to the Municipal Planning Act. (b) Membership. The planning commission consists of seven members appointed in the manner set forth in this subsection. Members of the commission are appointed by the council for staggered terms of three years, expiring on March 31 of each year. (c) Officers; meetings. The chairperson and vice chairperson of the planning commission are appointed by the commission from among its membership for the term of one year. The commission shall adopt its own bylaws with the approval of the city council. All members of the commission may vote on all questions before the commission. No member of the commission may vote on any question in which the member has fiduciary interest, either directly or indirectly. The commission shall determine in its bylaws the date and time of its meetings and shall set such public hearings as are necessary and desirable, or as required by law or this Code. Page 2 (d) Powers and duties. The planning commission shall have the powers and duties allowed under state law, including: (1) To prepare a comprehensive plan for the future development of the city that is submitted to the council for implementation and to recommend amendments of the plan to the council from time to time as may be necessary or desirable. (2) To initiate, direct, and review, from time to time, a study of the provisions of the zoning code and the subdivision regulations and to report to the council its advice and recommendations with respect thereto. (3) To study applications and proposals for amendments to the zoning code and applications for special permits and to advise the council of its recommendations thereon. (4) To study preliminary plats and to advise the council of its recommendations thereof. (5) To act in an advisory capacity to the council in all matters wherein powers are assigned to the council by state law concerning comprehensive planning, zoning, platting, changes in streets, and other matters of a general planning nature. (e) Reports. The commission shall make an annual written report to the council, not later than March 31 of each calendar year, containing the commission's recommendations for the ensuing year. (Ord. No. 363, § 5, 1-12-04) Sec. 2-46.05. - Park and recreation commission. (a) Creation. There is established a park and recreation commission for the city. (b) Membership. The park and recreation commission consists of seven members appointed in the manner set forth in this subsection. Members of the commission are appointed by the council for staggered terms of three years expiring on March 31 of each year. Additionally, the commission may also have one or two youth representatives who shall also be voting members. Youth representatives shall be appointed for one-year terms. (c) Officers; meetings. The chairperson and vice chairperson of the park and recreation commission are appointed by the commission from among its membership for the term of one year. The commission shall adopt its own bylaws with the approval of the city council. All members of the commission may vote on all questions before the commission. No member of the commission may vote on any question in which the member has fiduciary interest, either directly or indirectly. The commission shall determine in its bylaws the date and time of its meetings and shall set such public hearings as are necessary and desirable or as required by law or this Code. (d) Powers and duties. The park and recreation commission shall have the following powers and duties: (1) To hold meetings of its members, to consider such matters pertaining to parks and public recreation programs in the city as shall be referred to the commission by the council, or as the members of the commission themselves deem proper. (2) To prepare a comprehensive plan for the future development of the city park and recreation system, to be submitted to the city council for implementation, and to maintain said plan, and recommend amendments of the plan to the city council, as may become necessary or desirable. (3) To act in an advisory capacity to the council in all matters relating to park and recreation in the city. (e) Reports. The commission shall make an annual written report to the council, not later than March 31 of each calendar year, containing the commission's recommendations for the ensuing year. (Ord. No. 363, § 6, 1-12-04; Ord. No. 582, § 1, 4-22-13) Page 3 Sec. 2-46.07. - Board of adjustments and appeals. Pursuant to M.S. § 462.354, a board of adjustments and appeals is hereby established. The planning commission shall serve as the board of adjustments and appeals. (Ord. No. 363, § 7, 1-12-04) Sec. 2-46.09. - Environmental commission. (a) Commission established. The environmental commission is established to provide the residents of Chanhassen with opportunities to improve the quality of their environment, address issues that affect the city's natural resources, provide environmental education to the public, bring a comprehensive perspective to environmental issues, and advocate the benefits and necessity of Chanhassen's natural resources. (b) Membership. The environmental commission consists of seven members appointed in the manner set forth in this subsection. Members of the commission are appointed by the council for staggered terms of three years expiring on March 31 of each year. (c) Officers; meetings. The chairperson and vice chairperson of the environmental commission are appointed by the commission from among its membership for the term of one year. The commission shall adopt its own bylaws with the approval of the city council. All members of the commission may vote on all questions before the commission. No member of the commission may vote on any question in which the member has fiduciary interest, either directly or indirectly. The commission shall determine in its bylaws the date and time of its meetings and shall set such public hearings as are necessary and desirable or as required by law or this Code. (d) Powers and duties. The environmental commission has the following powers and duties: (1) The environmental commission shall serve as an advisory body to the city council and planning commission in addressing the needs of the environment as directed by the city council. All final decisions are to be made by the city council. (2) The environmental commission will consider and make recommendations at the direction of the city council regarding environmental issues. (3) The environmental commission will make recommendations at the direction of the city council regarding funding for environmental projects. (4) The environmental commission may propose studies to the city council and make recommendations according to the results. (5) The environmental commission will coordinate services with other governmental and private agencies for related issues. (e) Reports. The environmental commission shall make an annual written report to the council, not later than March 31 of each calendar year, containing the commission's recommendations for the ensuing year. (Ord. No. 363, § 8, 1-12-04) Sec. 2-46.11. - Senior commission. (a) Commission established. The senior commission serves as an advisory body to the city council in addressing the special needs of people over age 55 living in Chanhassen. They consider and make recommendations to the city council regarding the special needs of seniors in the areas of transportation, information and assistance, independent living in the home, social and recreational Page 4 programs, senior center and senior housing, but are not limited to these issues. All final decisions are made by the city council. (b) Membership. The senior commission consists of seven or eight members appointed in the manner set forth in this subsection. Members of the commission are appointed by the council for staggered terms of three years, expiring on March 31 of each year. (c) Officers; meetings. The chairperson and vice chairperson of the senior commission are appointed by the commission from among its membership for the term of one year. The commission shall adopt its own bylaws with the approval of the city council. All members of the commission may vote on all questions before the commission. No member of the commission may vote on any question in which the member has fiduciary interest, either directly or indirectly. The commission shall determine in its bylaws the date and time of its meetings and shall set such public hearings as are necessary and desirable or as required by law or this Code. (d) Powers and duties. The senior commission shall have the following powers and duties: (1) They make recommendations to the city council regarding funding for special services to be provided for citizens over age 55. (2) They may propose needs studies for this age group where necessary and make recommendations to the city council based on the results. (3) They coordinate services with other governments and private agencies for this age group. (e) Reports. The commission shall make an annual written report to the council, not later than the last day of March of each calendar year, containing the comm ission's recommendations for the ensuing year. (Ord. No. 363, § 9, 1-12-04; Ord. No. 581, § 1, 4-8-13) Sec. 2-46.15. - Resignations and removal from commissions. Commissioners may resign voluntarily or may be removed from office by a majority vote of the city council. Vacancies on any advisory board or commission shall be filled by appointment with a majority vote of the city council. Vacancies shall be announced in the city's official newspaper and posted within city hall. Applications shall be available at the city clerk's office and shall be forwarded to the city council within the time prescribed. (Ord. No. 363, § 10, 1-12-04) Sec. 2-46.17. - Compensation. Commissioners shall serve without compensation. (Ord. No. 363, § 11, 1-12-04) Secs. 2-47—2-55. - Reserved. COMMISSIONER INTERVIEW QUESTIONNAIRE Name: Adam Smith Commission Desired: Park & Recreation Commission Alternate: None 1. What special qualities do you bring to the Commission? 2. What are your reasons for applying to the Commission? 3. What are the biggest problems you foresee facing Chanhassen in the future? 4. What do you believe are the community’s greatest assets? 5. What planning issues are you particularly concerned about? 6. What do you believe are the biggest concerns of your neighbors? 7. What do you believe the Commission does? 8. Are you involved with any other community organizations? 9. Do you understand the time commitments it takes to be a member of the Commission, and are you comfortable with that? COMMISSIONER INTERVIEW QUESTIONNAIRE Name: Joseph Scanlon Commission Desired: Park & Recreation Commission Alternate: None 1. What special qualities do you bring to the Commission? 2. What are your reasons for applying to the Commission? 3. What are the biggest problems you foresee facing Chanhassen in the future? 4. What do you believe are the community’s greatest assets? 5. What planning issues are you particularly concerned about? 6. What do you believe are the biggest concerns of your neighbors? 7. What do you believe the Commission does? 8. Are you involved with any other community organizations? 9. Do you understand the time commitments it takes to be a member of the Commission, and are you comfortable with that? COMMISSIONER INTERVIEW QUESTIONNAIRE Name: Bethany Collins Commission Desired: Planning Commission Alternate: Park & Recreation Commission 1. What special qualities do you bring to the Commission? 2. What are your reasons for applying to the Commission? 3. What are the biggest problems you foresee facing Chanhassen in the future? 4. What do you believe are the community’s greatest assets? 5. What planning issues are you particularly concerned about? 6. What do you believe are the biggest concerns of your neighbors? 7. What do you believe the Commission does? 8. Are you involved with any other community organizations? 9. Do you understand the time commitments it takes to be a member of the Commission, and are you comfortable with that? PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, February 27, 2018 Subject Approval of Minutes dated January 23, 2018 Section APPROVAL OF MINUTES Item No: G.1. Prepared By Nann Opheim, City Recorder File No:  ATTACHMENTS: Summary Minutes Verbatim Minutes CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SUMMARY MINUTES 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: Chairman Scharfenberg approved the agenda with the addition of an update on ice rinks under Reports. PUBLIC ANNOUNCEMENTS: Todd Hoffman reminded commission members that applications to serve on commissions are due Friday, February 2, 2018 and that the terms are expiring for Jim Boettcher, Jennifer Hougham and Grant Schaeferle. 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. Adam Beers presented the staff report on this item. Chairman Scharfenberg asked about the placement of the picnic shelter in Sunset Ridge Park. 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. 2018 FEBRUARY FESTIVAL PREVIEW. Katie Matthews presented the staff report on this item. Park and Recreation Commission – January 23, 2018 2 SKATING RINK UPDATE. Katie Matthews provided on update on the conditions of the city’s ice skating rinks. 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 CHANHASSEN 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 PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, February 27, 2018 Subject Determine Discussion Topics for April 9, 2018 Joint Meeting with City Council Section NEW BUSINESS Item No: H.1. Prepared By Todd Hoffman, Park and Recreation Director File No:  SUMMARY The Park and Recreation Commission's joint meeting with the city council has been scheduled for Monday, April 9, 2018 starting at 6:00 p.m. The meeting will take place in the Fountain Conference Room located in the lower level of city hall. These meetings are most productive if the commission assembles a list of discussion items prior to the meeting.  Upon assembly of your discussion points, staff will deliver them to the city council in preparation for the joint meeting. For reference, please find attached the 2017 list of discussion items.  BACKGROUND Annually, each city commission participates in a joint meeting with the city council to discuss commission goals and work plans.  RECOMMENDATION It is recommended that the Park and Recreation Commission establish a discussion list of 2018 goals and work plan items for a joint meeting with the city council. ATTACHMENTS: 2017 CC and PRC Spring Meeting Discussion Points CC Memo MEMORANDUM TO: Todd Gerhardt, City Manager FROM: Todd Hoffman, Park and Recreation Director DATE: April 10, 2017 SUBJ: Joint Meeting Between the City Council and Park and Recreation Commission 2017 Discussion Points The Park and Recreation Commission is looking forward to meeting with the Mayor and City Council to discuss ongoing projects and plans. Parks and Recreation System Plan The community is currently engaged in the development of the city’s first Parks and Recreation System Plan. We are eight months into a 14-month planning timeline. (See attached Request for Proposal.) The goal is to assess the current parks and recreation system, identify the recreational opportunities citizens desire, interpret demographic and recreational trends, and provide a guide to maintaining and growing a high performing and sustainable parks and recreation system for the next 20 years and beyond. Last fall citizens were surveyed and the feedback was impressive with 1,400 surveys completed, 200 social pinpoint comments, eight pop-up information exchanges, and two stakeholder meetings. Here are some of the key findings that the Commission would like to discuss with the City Council. • The city has developed a comprehensive park and trail system with few significant gaps in access or distribution. • In comparison to other cities, Chanhassen meets or exceeds the amount of outdoor facilities and athletic fields. • There is a desire for an improved state-of-the-art Recreation Center. • Expanded Recreation Center options are available in adjacent communities; residents expressed an interest in “a facility of our own!” Todd Hoffman CC, PRC Joint Meeting Discussion Points April 10, 2017 Page 2 C:\Program Files (x86)\neevia.com\docConverterPro\temp\NVDC\048A3888-E8FC-4B30-877B- 5637E59DF1DB\Chanhassen.413.1.2017_CC_and_PRC_Spring_Meeting_Discussion_Points_CC_Memo.docx • Seniors appreciate the existing Senior Center offerings, but there is a desire for expanded services and facilities. • Residents want to acquire more open space, particularly around Lake Ann. • Interest in the city providing more programming, such as aquatics, to meet the needs of those who cannot afford private facilities. • Trails are the most popular facility provided in the community. • Expanded awareness is needed that ongoing investments will be required to maintain the quality system currently in place and any future additions. In closing, the Park and Recreation Commission would like to acknowledge the City Council’s leadership in helping to guide the continued expansion and maintenance of the city’s park, recreation, and trail facilities. ATTACHMENTS 1. Parks and Recreation System Plan and Comprehensive Plan Park and Open Space Chapter Request for Proposals c: Park and Recreation Commission PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, February 27, 2018 Subject 2018 February Festival Evaluation Section REPORTS Item No: I.1. Prepared By Katie Mathews, Recreation Supervisor File No:  SUMMARY The 25th annual February Festival was held on Saturday, February 3 from 12­3pm at Lake Ann. It is estimated that over 1,000 people attended this year’s event. Food and Drink Concessions The Rotary Club of Chanhassen and Culver’s coordinated and operated the concessions at this year’s festival. The Rotary sold a variety of beverages including hot cocoa, pop, water, spiked drinks, and beer, while Culver’s sold burgers, fries, and cheese curds. Both areas were well staffed to keep the lines to a minimum, and sales were good throughout the day. We appreciate the service of the Rotary Club of Chanhassen and Culver’s and are looking forward to partnering with them at future events.  Bonfires Similar to last year, two bonfires were placed on opposite ends of the contest area. Because of the cold temperatures, both were very popular throughout the day. There always seemed to be a crowd around them and it is recommended that we continue to have two fires. City staff monitored the fires throughout the event. S’more Cookout/Bait Sale Chanhassen Boy Scout Troop #330 had another successful year selling s’more kits and live bait. Many people take advantage of the bait sales on the ice, and we appreciate the service of Troop #330 and warmly welcome them back next year. Skating Rink The skating rink was a popular attraction at the festival. People of all ages utilized the ice rink throughout the day and it allowed for an alternate activity within view of the fishing contest area. Wagon Rides The horse­drawn wagon rides continue to be extremely popular and provide another family activity not related to the fishing contest. Throughout the day, the wagon was full, as the horses made a large loop on the trail towards Greenwood Shores Park. It is a fun family event that should continue in the future. Fat Tire Bike Demonstration  Capturing the excitement of fat tire biking, Michael’s Cycles provided six fat tire bikes for February Festival participants to try out free of charge. Bikers could ride the Lake Ann beach area and on the lake. Staff will continue to build on the success and look at the possibility of offering a fat tire event or race in the upcoming years.  PARK AND RECREATION COMMISSION STAFF REPORTTuesday, February 27, 2018Subject2018 February Festival EvaluationSectionREPORTS Item No: I.1.Prepared By Katie Mathews, Recreation Supervisor File No: SUMMARYThe 25th annual February Festival was held on Saturday, February 3 from 12­3pm at Lake Ann. It is estimated thatover 1,000 people attended this year’s event.Food and Drink ConcessionsThe Rotary Club of Chanhassen and Culver’s coordinated and operated the concessions at this year’s festival. TheRotary sold a variety of beverages including hot cocoa, pop, water, spiked drinks, and beer, while Culver’s soldburgers, fries, and cheese curds. Both areas were well staffed to keep the lines to a minimum, and sales were goodthroughout the day. We appreciate the service of the Rotary Club of Chanhassen and Culver’s and are lookingforward to partnering with them at future events. BonfiresSimilar to last year, two bonfires were placed on opposite ends of the contest area. Because of the cold temperatures,both were very popular throughout the day. There always seemed to be a crowd around them and it is recommendedthat we continue to have two fires. City staff monitored the fires throughout the event.S’more Cookout/Bait SaleChanhassen Boy Scout Troop #330 had another successful year selling s’more kits and live bait. Many people takeadvantage of the bait sales on the ice, and we appreciate the service of Troop #330 and warmly welcome them backnext year.Skating RinkThe skating rink was a popular attraction at the festival. People of all ages utilized the ice rink throughout the day and itallowed for an alternate activity within view of the fishing contest area.Wagon RidesThe horse­drawn wagon rides continue to be extremely popular and provide another family activity not related to thefishing contest. Throughout the day, the wagon was full, as the horses made a large loop on the trail towardsGreenwood Shores Park. It is a fun family event that should continue in the future.Fat Tire Bike Demonstration Capturing the excitement of fat tire biking, Michael’s Cycles provided six fat tire bikes for February Festival participants to try out free of charge. Bikers could ride the Lake Ann beach area and on the lake. Staff will continue to build on the success and look at the possibility of offering a fat tire event or race in the upcoming years.  Kick Sled Demonstration  The kick sled demonstrations, sponsored by Carver County Parks, were a big hit. A kick sled is similar to the back end of a dog sled. They work perfectly on the ice rink that was created. The city will continue to partner with Carver County to offer new and fun events.  Medallion Hunt This year, city staff, with assistance from the Friends of the Chanhassen Library, organized the annual Medallion Hunt. Daily clues were posted online during the week leading up to Feb Fest, and the medallion was found on Wednesday February 7th in the Chanhassen Nature Preserve. This is the first time that the medallion has been found after February Festival. The winners received a gift basket from the Friends of the Chanhassen Library valued at over $500. It is recommended that we continue to improve upon the overall efficiencies of the medallion hunt. It is an exciting event that creates an exciting buzz the week leading up to the event.  Ice Fishing Contest A total of 662 fishing tickets were sold for the contest; 112 tickets were sold in advance and 550 were sold on the ice at the event. Similar to last year, there was online registration for purchasing fishing tickets. Online registration will continue to gain momentum and staff will continue to accept online sales for future contests. Over $6,000 in prizes were awarded for the top 50 fish caught by weight. A computer system was used to tally the results. Overall, the contest went very well with around 150+ fish caught, weighed, and released!  Door Prizes The door prize format continues to be separate from the fishing contest. Everyone in attendance received a free door prize ticket when they entered the event, for a chance to win over $3,000 in prizes. The Chanhassen High School Key Club, Chaska High School Key Club, and the Interact Club provided volunteers to sell fishing tickets and distribute door prize tickets on the ice. They were very helpful and staff would like to publicly recognize them for their efforts. General Comments/Suggestions Train multiple people on the computer system to input and sort data, and tweak a few more details of the program. Overall, the process was much improved. Have volunteers work from 10am­3pm, and remind them to dress appropriately for the weather conditions. The Rotary Club of Chanhassen once again volunteered to drill over 1,000 holes for the ice fishing contest. This was very generous and the Rotary plays a very important role in the success of February Festival. The city appreciates their partnership. Continue to plow additional parking spots throughout the park to expand parking closer to the lake. Utilize parking attendants to help direct traffic. Look for new family events that are separate from the fishing contest. Enhance online and pre­sales of the fishing tickets. ATTACHMENTS: 1. Expense Report 2018 FEBRUARY FESTIVAL Expense Report REVENUE AMOUNT Ticket Sales $ 6,620.00 Apparel Sales $ 525.00 Total $ 7,145.00 EXPENDITURES 101-1611-4130 (Budget: $3,000) Cabin Fever Sporting Goods $ 2,026.17 Event Sound and Lighting $ 139.35 Minnesota Trophies $ 41.28 Spectrum Screening $ 3,444.24 Miscellaneous Supplies $ 55.52 Total $ 5,706.56 101-1611-4300 (Budget: $1,600) Minnesota DNR Fishing Permit $ 120.00 Riverfront Printing $ 140.00 Hayrides $ 600.00 Party Unit $ 650.00 Total $ 1,510.00 101-1611-4340 (Budget:$1,500) Southwest Publishing (est) $ 1,900.00 Total $ 1,900.00 101-1611-4400 (Budget: $500) Imperial Porta-Palace $ 350.00 Total $ 350.00 101-1611-4410 (Budget: $1,500) Ultimate Events $ 1,189.01 Waste Management (est) $ 600.00 Warning Lites $ 276.00 Epic Event Rental $ 92.65 Total $ 2,157.66 TOTAL REVENUE: $ 7, 145.00 TOTAL EXPENSES: $ 11,624.22 BALANCE: $ (4,479.22) *February Festival is the first of four events under the Community Event Sponsorship Program. Over 51 businesses have contributed approximately $34,252.41 in cash and goods in 2018 to support these four events. PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, February 27, 2018 Subject 2018 Daddy/Daughter Sweetheart Dance Evaluation Section REPORTS Item No: I.2. Prepared By Katie Mathews, Recreation Supervisor File No:  SUMMARY The Daddy Daughter Sweetheart Dance was held on Friday, February 9 at the Recreation Center. A total of 80 dads and daughters participated at this year’s event. It continues to be successful with many attendees returning each year.  Dinner This year the event was catered by Davanni’s of Chanhassen. The menu included noodles with alfedo and marinara sauce, lasagna, garlic bread and a cupcake for dessert. Staff received numerous positive compliments on the food, and the price and service were outstanding. It is highly recommended to use them again in the future. To save on costs, the city supplied the dessert and beverages for the event. Dance DJ Paul Young provided the music and entertainment for the dance. He did an excellent job keeping the participants engaged and dancing the whole night. Along with the dance, he also provided soft music during dinner. Staff would definitely recommend using his services again next year. Activities Several different games and activities were offered throughout the night. Annual favorites are the heart count and candy guess games. Staff decorates the room with hearts and participants have to search and guess how many there are. Participants remain very enthusiastic about these games! Staff also setup a craft table where participants could make valentine­themed projects to take home. This was very well received and should continue in the future. A carnival game was also available as well as coloring sheets at each of the dinner tables. Staff also organized door prize drawings for both the daughters and the dads. ABC & Toy Zone of Chanhassen donated a gift basket; Pizzaioli, Lunds & Byerlys, and Houlihan’s supplied gift cards; Culvers and Chick­Fil­A donated value baskets; and the Chanhassen Dinner Theatre provided a certificate for dinner and a show for two. At the conclusion of the event, each child received a heart shaped balloon and a pink carnation to take home. Entertainment Face painter Lynda Volavka was at the event and did a great job providing valentine­themed paintings for each of the girls. There seemed to be a constant line for this activity, so staff recommends using their services again next year. PARK AND RECREATION COMMISSION STAFF REPORTTuesday, February 27, 2018Subject2018 Daddy/Daughter Sweetheart Dance EvaluationSectionREPORTSItem No: I.2.Prepared By Katie Mathews, Recreation Supervisor File No: SUMMARYThe Daddy Daughter Sweetheart Dance was held on Friday, February 9 at the Recreation Center. A total of 80 dadsand daughters participated at this year’s event. It continues to be successful with many attendees returning each year. DinnerThis year the event was catered by Davanni’s of Chanhassen. The menu included noodles with alfedo and marinarasauce, lasagna, garlic bread and a cupcake for dessert. Staff received numerous positive compliments on the food, andthe price and service were outstanding. It is highly recommended to use them again in the future. To save on costs, thecity supplied the dessert and beverages for the event.DanceDJ Paul Young provided the music and entertainment for the dance. He did an excellent job keeping the participantsengaged and dancing the whole night. Along with the dance, he also provided soft music during dinner. Staff woulddefinitely recommend using his services again next year.ActivitiesSeveral different games and activities were offered throughout the night. Annual favorites are the heart count and candyguess games. Staff decorates the room with hearts and participants have to search and guess how many there are.Participants remain very enthusiastic about these games!Staff also setup a craft table where participants could make valentine­themed projects to take home. This was verywell received and should continue in the future. A carnival game was also available as well as coloring sheets at each ofthe dinner tables.Staff also organized door prize drawings for both the daughters and the dads. ABC & Toy Zone of Chanhassendonated a gift basket; Pizzaioli, Lunds & Byerlys, and Houlihan’s supplied gift cards; Culvers and Chick­Fil­Adonated value baskets; and the Chanhassen Dinner Theatre provided a certificate for dinner and a show for two.At the conclusion of the event, each child received a heart shaped balloon and a pink carnation to take home.EntertainmentFace painter Lynda Volavka was at the event and did a great job providing valentine­themed paintings for each of the girls. There seemed to be a constant line for this activity, so staff recommends using their services again next year. Photographer FotoGenic MN provided a portable, inflatable photo booth where couples could take unlimited photos throughout the night. The photos were all printed onsite and given to participants. Staff highly recommends inviting them back again next year. General Comments/Suggestions Continue to offer a variety of beverages including caffeine­free pop and bottled water throughout the event. Many couples are returning for multiple years, thus staff will continue searching for new and innovative ideas to keep the event fresh. ATTACHMENTS: 1. Expense Report 2018 Daddy Daughter Sweetheart Dance Expense Report REVENUE AMOUNT Registrations $ 1,958.00 EXPENSES AMOUNT Davanni’s $ 682.29 Face Painting $ 150.00 DJ $ 200.00 FotoGenic MN $ 390.00 Chanhassen Floral $ 137.50 Dessert $ 103.30 Ballons/ Decorations $ 100.64 Total Expenses $ 1,763.73 TOTAL REVENUE: $ 1,958.00 TOTAL EXPENSES: $ 1,763.73 BALANCE: $ 194.27 PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, February 27, 2018 Subject Administrative Packet Section ADMINISTRATIVE PACKET Item No: L.1. Prepared By Annie Lundell, Park and Recreation Admin Support File No: N/A ATTACHMENTS: 1. Temporary Outdoor Event Permit 2. Thank You Letter to CAA for Donation 3. February Festival ­ 50 Top Fish Results