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Agenda and PacketAGENDA PARK AND RECREATION COMMISSION TUESDAY, AUGUST 25, 2020 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD A.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 1.Approve Park & Recreation Minutes dated July 28, 2020 G.NEW BUSINESS 1.2020­21 Ice Skating Rink Recommendations 2.Review Park and Recreation Commission Bylaws 3.Discussion On New Park and Recreation Action Items H.OLD BUSINESS I.REPORTS J.COMMISSION MEMBER COMMITTEE REPORTS K.COMMISSION MEMBER PRESENTATIONS L.ADMINISTRATIVE PACKET M.ADJOURNMENT PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, August 25, 2020 Subject Approve Park & Recreation Minutes dated July 28, 2020 Section APPROVAL OF MINUTES Item No: F.1. Prepared By Name, Department/Position File No:  PROPOSED MOTION The Park and Recreation Commission recommends the City Council [enter motion text here]. Approval requires a simple majority vote of members present ATTACHMENTS: Summary Minutes Verbatim Minutes CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SUMMARY MINUTES JULY 28, 2020 The Park and Recreation Commission met prior to the regular meeting to tour Power Hill Park, Chanhassen Recreation Center and Pickleball/Tennis courts. Chairman Boettcher called the meeting to order at 7:36 p.m. MEMBERS PRESENT: Jim Boettcher, Joe Scanlon, Karl Tsuchiya, Matt Kutz, Haley Schubert, Sandy Sweetser, Jim Peck and Youth Commissioner Zoe Erpelding STAFF PRESENT: Jerry Ruegemer, Recreation Superintendent; Priya Tandon, Recreation Supervisor; and Jodi Sarles, Rec Center Manager APPROVAL OF AGENDA: Chairman Boettcher approved the agenda as published. PUBLIC ANNOUNCEMENTS: Jerry Ruegemer thanked commission members who attended Todd Hoffman’s retirement celebration and recapped speakers and accomplishments of Todd over his 33 plus year career with the City of Chanhassen. APPROVAL OF MINUTES: Tsuchiya moved, Schubert seconded to approve the verbatim and summary Minutes of the May 27, 2020 Park and Recreation Commission meeting as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. Tsuchiya moved, Sweetser seconded to approve the verbatim and summary Minutes of the June 23, 2020 Park and Recreation Commission meeting as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. ARBORETUM TRAIL UPDATE. Jerry Ruegemer provided an update on the status of the Arboretum trail project. REPORTS: 2020 4TH OF JULY CELEBRATION EVALUATION. Priya Tandon presented highlights from the 2020 4th of July celebration. FISHING ACADEMY TO GO EVALUATION. Priya Tandon presented highlights from the Fishing Academy To Go program which partnered with Chaska’s Fishing with Friends program. COMMISSION MEMBER COMMITTEE REPORTS. None. Park and Recreation Commission Summary – July 28, 2020 2 COMMISSION MEMBER PRESENTATIONS. Karl Tsuchiya discussed activities happening at Bandimere Park. ADMINISTRATIVE PACKET. Commissioner Tsuchiya asked for an update on the Highway 101 road project. Tsuchiya moved, Kutz seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 8 to 0. The Park and Recreation Commission meeting was adjourned at 8:15 p.m. Submitted by Jerry Ruegemer Recreation Superintendent Prepared by Nann Opheim CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING JULY 28, 2020 The Park and Recreation Commission met prior to the regular meeting to tour Power Hill Park, Chanhassen Recreation Center and Pickleball/Tennis courts. Chairman Boettcher called the meeting to order at 7:36 p.m. MEMBERS PRESENT: Jim Boettcher, Joe Scanlon, Karl Tsuchiya, Matt Kutz, Haley Schubert, Sandy Sweetser, Jim Peck and Youth Commissioner Zoe Erpelding STAFF PRESENT: Jerry Ruegemer, Recreation Superintendent; Priya Tandon, Recreation Supervisor; and Jodi Sarles, Rec Center Manager APPROVAL OF AGENDA: Chairman Boettcher approved the agenda as published. PUBLIC ANNOUNCEMENTS: Boettcher: Public announcements Jerry? Ruegemer: No just a thank you for the commissioners who came last night to Todd’s kind of retirement celebration I guess last night so it was a nice event. Had it out at the City Center Plaza by the water fountain last night so had a decent amount of people there. We had some speakers. Mayor Ryan did present Todd with a Key to the City. Proclamation was Todd Hoffman Day yesterday. A nice framed piece of art from one of the first February Festivals out at Lake Susan Park so Feb Fest and 4th of July, a lot of those events is obviously really near and dear to Todd’s heart and his family’s heart so they loved participating. Particular in Feb Fest. They’re crazy for ice fishing so every dog gone one of them are great fisher people so they love that event and Todd obviously was really the driving force to starting that event in 1994 so that was, it was really kind of a cool framed art with the logo and stuff on it and I know that meant a lot to him. He just wanted to obviously thank all of you for all your support through the years with projects and policy and all that type of thing so he just was very appreciative of present and past not only park and rec commissioners, City Council, Mayor type of things. Todd had a legacy. 33 plus year career with the City. Was instrumental in much of the park development that happened through whether it be acquisition or new playgrounds, ballfields, trail system. He had a great vision. Was a great leader for us and our department so he’ll be missed with that so I just wanted to thank everybody that was able to come out last night and wish him well so, Glenn Stolar one of our ex-Park and Rec Commission Chairs. He was on the commission from I think ’02 to 2011 I think it was. He was there and had some real nice, kind words to say about Todd so Todd I know appreciated that as well so just wanted to thank everybody again to come out last night and it was a beautiful night out. Had some cake and just trying to reflect so it was a nice event. Chanhassen Park and Recreation Commission – July 28, 2020 2 Boettcher: Yeah and Jerry was naturally there. I was there. Commissioner Schubert. One of the other things was the, when the Mayor said it was Todd Hoffman Day I said you know it’s 7:00 in the evening. We’re 19 hours through the day. Maybe you should have told him this at 12:01 a.m. or something like that but it was really, pretty much everybody cried who knows what a family man Todd is. His wife was there naturally. His four kids and his one sister. I guess she still lives down… Ruegemer: Yep. Boettcher: But there was a lot of tears in the family and I told someone afterward, I said you know I was tearing up too and he said really. I said yeah I got here and all they had was cake and no cookies…but it was a really good send off for Todd. Such a great guy. Everything that he’s done so really enjoyable. APPROVAL OF MINUTES: Boettcher: Alright looks like we have two months worth of Minutes here. Can we do this as one motion? Ruegemer: We should probably do separate please. Boettcher: You want to do separate? Ruegemer: Yes. Boettcher: Okay so those of you that looked at it, the May 27th Minutes. Sandy they’re no longer confusing you with Meredith. Sweetser: No I think we’re good. Kutz: I don’t think she was there Jim. Boettcher: Huh? Kutz: I don’t think Meredith was there. Boettcher: That’s what I’m saying. So if no one has any corrections or updates for the May Minutes can I get a motion to approve? Tsuchiya: So moved. Boettcher: Second? Chanhassen Park and Recreation Commission – July 28, 2020 3 Schubert: Second. Tsuchiya moved, Schubert seconded to approve the verbatim and summary Minutes of the May 27, 2020 Park and Recreation Commission meeting as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. Boettcher: And also for the June Minutes. Anyone have any changes, deletions, corrections for June’s Minutes? Hearing none motion to approve. Tsuchiya: So moved. Boettcher: And a second? Sweetser: Second. Tsuchiya moved, Sweetser seconded to approve the verbatim and summary Minutes of the June 23, 2020 Park and Recreation Commission meeting as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. ARBORETUM TRAIL UPDATE. Boettcher: New Business we have nothing, is that correct? Ruegemer: That is correct. For this month. Boettcher: For this month, okay. Old Business, Arboretum trail update. Jerry is this going to be you? Ruegemer: Yep we’re doing verbal here. So I just kind of wanted to give the commission an update. We’ve had a couple pre-con Zoom meetings here the last couple weeks here so kind of what’s happening right now is this week in particular, here’s the schedule for the week here. Just got that today so the White Companies is the company that was awarded the bid for the project. They’re in the process of kind of mobilizing this week so you’ll start to see a lot more activity. There’s a lot of utility companies that are out there kind of relocating underground utilities and marking utilities and everything so all that work is going to start here. So they’re going to have an off site construction site on site. What’s going to happen is they’re going to start on the west side of the Arboretum itself so kind of in the Chan/Victoria border. Start on that side and then work their way east okay so, so I know that representatives from the Arboretum and the construction company did walk through and the alignment is all set to go right now for that. What’s going to happen is that they’re in the process of mobilizing and getting erosion control and all that kind of stuff put down so probably in the next couple days there’ll be substantial clearing of the trail alignment so all that is kind of in the process right now so it will be, it will be Chanhassen Park and Recreation Commission – July 28, 2020 4 a long process to get that done. Completion, I think you look on the, it was in the Administration packet. It looks like it’ll probably be July of 2020, or I’m sorry 2021 will be the completion date for that right now so it will go in stages with that. It looks like the box culvert going underneath Highway 41 is probably going to be April-May of next year for that so that will include road closures on 41 to a certain degree so they’ll kind of do that hopefully as quick as they can with that but, so we’ll be doing weekly zoom kind of pre-con meetings so today was only like a 20 minute, 25 minutes so it’s just kind of a lot of updating at this point with that. They’ll do kind of a like 3 week schedule so it’ll be kind of going out with that so I’ll be more than happy to kind of share that progress with the commission as it comes up. So everybody knows the Arboretum trail did get approved by City Council with that. Obviously everybody knows, the commission probably knows that the trail cost exceeded what was in the CIP so the excess is what another $479,000 above the $1.2 million that was allocated for this project was now the County agreed then to kind of finance. Give the City essentially a 5 year note on that interest free for that so the thought is, is that as we have park development that comes in, Avienda, housing, residential areas, corporate centers, that type of thing, as that money comes in that replenish that CIP fund and make essentially the payment over the course of the next 5 years so hopefully that will be the case on that. So that’s kind of thought here. The County has been doing a lot of that you know kind of carrying the financing portion of a lot of these projects. The Lyman Boulevard road project. The County’s doing that as well for the City portion of that. The County I believe is doing also the Arboretum portion of their trail for the Arboretum trail so they seem to be in the, kind of the holding the funding on that which is fine so then that certainly was, certainly a topic of conversation on the council level with that but ultimately the council did pass the Arboretum trail and approve it 4 to 1 so we’re extremely happy. I know Todd was extremely happy. It’s really a project that’s been on the books for many, many years with that so that’s really an important corridor along a busy Highway 5. You know you back up and you look at the amount of entities that are involved in that project with the Arboretum and the State of Minnesota, you know Life Time Fitness, the County, the City. There’s a lot of people that really had a lot of cooperative agreements to make that happen and all the really the, the planets were aligned I guess on this project so it’s really, it’s a feel good. It’s going to, we’re going to have a little temporary pain with that so really our CIP projects through the course of the next 5 years or so are going to be pretty non-existent so obviously as a commission we’ll have to get creative on things that we’re going to be working on. Whether we certainly can look at things that don’t cost. Look to do in-house maybe for on the maintenance side of the equation. There’s new programming ideas. New policy that we’re kind of looking to do. Rec Center, Senior Center, up at City Hall type of thing. Ballfields. We certainly would, it’s time for us to kind of look at our ballfield allocation policies. That will be something coming down the line here as well so it gives us an opportunity, I guess I have to try to look at things positively so it gives us an opportunity to focus on a couple things, some other things that we haven’t been focusing on so. And hopefully we can still get our park replacement. We can still do some playgrounds and that sort of things here but that will remain to be seen throughout the course of time here so obviously with the road funding, with the COVID situation, people just around the state have not been driving as much so a lot of the gas tax and the revenue generated from that is, was way below projections so that affected a lot of the road funding that went to fund you know the Lake Lucy Chanhassen Park and Recreation Commission – July 28, 2020 5 or Minnewashta project. Lyman Boulevard so you know the City on those type of projects are over $2 million dollars short on that so. There’s a lot of discussions going at City Hall how we can balance everything and see through COVID times we saved a lot of money not doing what we normally do. We saved a ton of money on seasonal wages and program expenses. We didn’t do the 4th of July by and large so we saved a pretty good chunk of money there so everybody’s kind of really watching. Making revenue wherever we can type of thing so we’re going to be okay. Building permits are up. Or they’re doing pretty good so that’s going to kind of make us a lot better shape than what we thought we were going to be so, so all that kind of ties into the whole Arboretum trail project and CIP in the future type of thing but super excited about the Arboretum trail. It’s going to be a lot of work but you can all be very proud of that project and it’s going to be a fantastic project when it’s all said and done. I know Life Time Fitness is completely onboard with it so just a lot of people that are always really going the right direction with people working together and not charging people for right-of-ways and land acquisitions and that sort of thing here too that Arboretum certainly is looking forward to getting more people into their area and getting more visitors with that. It took certainly a change of leadership to get to that point with that so I just want to let everybody know that there is, this is, I’ll get you an official invitation as well but the groundbreaking ceremony for the Arboretum trail project is going to be next Tuesday, August 4th. 11:00 a.m. and I’ll shoot you an invitation. I think Marty Walsh is going to send that out from the County by the next day or two for that so you’re all invited. Right now I’ll get you more of a formalized invitation here when that becomes available so 11:00. And I’ll get the Life Time Fitness, kind of between the two corporate buildings out there right along Highway 5. There’s kind of a break in the parking right there between the two buildings that kind of butts up to the, along Highway 5 in the berm area so it’ll be kind of right in that area. Marty is going to include a map and an invitation so I’ll make sure I get that to you guys so it’s going to be kind of short and sweet but less than an hour so 11:00 to noon roughly on August 4th so if you guys have some time love to have you there and we’ll kind of go from there so it’s really kind of the start of it for that so we’re pretty excited about that. It’s going to be a great trail project for that so. Boettcher: There was one thing Jerry. It came up at a County Park Commission meeting that the County even agreed if we needed two additional years on top of the 5 would we get it? Ruegemer: Those are certainly discussions that are being, a lot of the terms in that conversation are all kind of, it’s kind of a global, kind of bigger conversation with the Lyman Boulevard road project so obviously with the County Administrator, Dave Hemze and Heather Johnston our Interim City Manager, all of our mayors, everybody is kind of, and the County Board, everybody’s kind of talking about this whole situation of you know what can work for the terms of that but so I know there has been conversations about if needed but all that would have to be kind of an updated joint powers agreement in language with that as well. Boettcher: Any other questions for Jerry? REPORTS: 2020 4TH OF JULY CELEBRATION EVALUATION. Chanhassen Park and Recreation Commission – July 28, 2020 6 Boettcher: Alright let’s go to, right into reports. We have the 2020 4th of July celebration evaluation. Priya this looks like it’s your’s. Tandon: Yep, thank you Chair Boettcher and thank you commissioners. So this year’s 4th of July celebration was the 37th year of the annual event. I know we’ve talked about it a lot but this year most of the events were either cancelled or held virtually or modified from what is normally done. Normally there, we estimate there are over 80,000 people enjoying at least one aspect of the celebration and this year we kind of had to modify that. So just going through what we did do. June 29th through July 4th, so that was the week proceeding the 4th of July which was on a Saturday. We had an online Business Expo… It was coordinated by the Southwest Metro Chamber of Commerce available for people on the website. Advertised on both of our social media pages for people to kind of enjoy and that was a modification of the typical business expo that occurs as part of the celebration. And then we also did a virtual chalk it up contest. That’s another component that normally happens in person but instead participants had the whole week prior to the 4th to draw their chalk drawings at home. Submit them and it was pretty good in terms of participation. We had 39 entries which was great and everyone was very excited about not running and there was a lot of positive feedback on the aspect of the celebration. And the most of our events happened on Saturday, July 4th. So we had the Chanhassen Farmers Market which runs every Saturday through October 3rd. Just happened to fall on a Saturday so that was great this year. Four vendors were present. They have local produce, fresh cut flowers, hand made goods. Normally at the farmers market there are more like 8 or 9 vendors but I think with the 4th of July, people being out of town that’s why it was around that 4 number. We also did the historic plane flyover that the Rotary Club of Chanhassen once again coordinated. That happened at 2:30 p.m. on July 4th. There were 4 historic World War II airplanes and they started kind of in southeast Chanhassen. Flew up north. Passed downtown and then looped around south and they did a few more loops than they’ve done previously just to make it a little bit more of event for people to enjoy. Ruegemer: Priya just to Haley, Pete Pemrick, Haley’s dad is very instrumental and responsible for that whole plane flyover so thank you to Haley and your family for making that happen. I know it doesn’t always happen but we appreciate your efforts on that so it’s very, very cool. It’s a great tradition. People love it. Tandon: Absolutely. Also a lot of positive feedback on that that people were very excited about it. And just in general the Rotary Club of Chanhassen’s a great partnering organization with their volunteer support and their financial support so hopefully we’ll be able to continue that in 2021 with the parade and the Taste of Chanhassen and the Beer Garden but still in a modified form very greatly appreciated. We did do the 2020 fireworks display. It was contracted through Pyrotechnics Display and was the first year of a three year contract. The display was about 20 minutes and the big thing with this of course was to remain in compliance with the current Executive Order. Greenwood Shores Park and Lake Ann Park were closed beginning at 5:00 p.m. to spectators. That all went great. At 5:00 p.m. people packed up. Left. Were very, very respectful. Really no problems at all with that so we were very pleased and impressed that Chanhassen Park and Recreation Commission – July 28, 2020 7 people you know were so very respectful. Two options were available for viewing the fireworks virtually. One was through Facebook Live on the City’s Facebook page and one was through the City website. Very similarly to the way people would view a City Council meeting. On Facebook Live at it’s high point over 470 Facebook accounts were watching the fireworks display so that was cool to see. People making use of that. Suggestions for 2021. Of course this depends on if event limitations exist. If they do people seemed to have positive responses to the virtual events or the modified events. I think they appreciated making the effort to keep the tradition and celebration of the 4th of July going even if things had to be modified. We can consider expanding upon that potentially with the Taste of Chanhassen or modified kiddie parade or any other ideas of course that the commission may have. And then no event limitations exist. Continue partnering with the Chanhassen Rotary, the Southwest Metro Chamber of Commerce, the Chanhassen Villager. All of our partnering organizations and then a few more event logistics that have been suggested previously. And then attached is then the expense report that shows unfortunately the no revenue that was brought in and then the expenses that we did incur this year to run the 4th of July. And that’s pretty much all. Boettcher: I was watching it live on the Twin Cities website and I was sitting out on the deck so I’ve got my tablet there and I’m watching the live and then looking at, I’m thinking well those were green and yellow and white and I’m looking at blues and reds. I finally realized it was about a one minute delay. The pops weren’t matching up. I mean we’re just over a half a mile away and I thought what’s going on here and I kept looking at, I was looking at the time of my watch and thinking oh okay. So I’ll see the yellow and the blue and the green in about, so the delay and trying to watch both venues. One live and one online but online it was great. I mean the photography and everything. Getting the close up’s and all it was really good. Schubert: I would say too the sheriff’s did a really good job. Eric and I were driving home right as it ended and traffic control, because everyone was parked along West 78th and they did a really good job with traffic control. I felt like no part got too crazy backed up at any given point so and there was one blanket and chair set up on the parade ground. I laughed, I saw that and I giggled. Ruegemer: Right. I certainly want to thank both Jodi and Priya. People probably don’t know, Priya was out on the dock, the rental dock at Lake Ann Park bundled up so the mosquitoes wouldn’t completely eat her alive with the tripod video taping or going Facebook Live at Lake Ann Park. Jodi was back at city hall. What time did you get there like quarter to 9:00-9:00? Sarles: Yeah. Ruegemer: On July 4th at city hall kind of doing the whole Granicus city web page thing so kudos to both these guys for making that happen. We had a little bit of minor glitch. Sarles: Jim you probably saw the glitch if you were watching the feed. Chanhassen Park and Recreation Commission – July 28, 2020 8 Ruegemer: Well at quarter to 9:00 we were scrambling to get the problem fixed on July 4th and you know through Priya and Jodi’s perseverance and help from Matt Kerr, one of our IT people at the city the problem, crisis was averted. We were back online and nobody ever knew but… But just you know like I said it takes a village around here. I mean we’re a small staff. We all need to kind of pitch in. These two did a fantastic job with that while I was sitting in the air conditioning in the emergency center here at Lake Ann Park so thank you for that. Appreciate that. But no just thanks again to all staff who participated and made a modified version of this annual event happen so. Boettcher: Good job. Anything else for Priya on this? If not we’ll move onto the fishing academy to go. FISHING ACADEMY TO GO EVALUATION. Boettcher: Priya this is still your’s. Tandon: Yep thank you Chair Boettcher and thank you commissioners. So the City of Chanhassen Parks and Recreation Department partnered with Chaska Area Fishing with Friends organization to present Fishing Academy To Go program. Chaska area Fishing with Friends put together 50 at home fishing kits that included a 5 foot fishing pole. A tackle box with bait and tackle. Or maybe just tackle. And then some informational booklets and put together a QR code for people to use to kind of get started with fishing. Kick off for those kids was Thursday, July 16th at the Chanhassen American Legion who is a sponsor of Chaska area Fishing with Friends so it was great to kind of pull them into it as well. Families were offered one of two time slots to pick up their kids. Either 10:00 a.m. to noon or 4:00 to 6:00 p.m. to try to accommodate you know various family schedules and just keep pick up contact lists. Masks were highly encouraged at the time of pick up. It worked out really well. Chaska area Fishing with Friends just had the parents open up their trunks or whatever and put the kids in the back seat so that worked really well. The program was extremely popular. All 50 kids were spoken for within pretty much a few days of opening registration and there was a wait list of 3 or 4 families. 40 of the 50 registrations were Chanhassen residents and 10 were non-residents and then in response to popularity of this program staff in the Chaska area Fishing with Friends are going to look into seeing if another one of this program or a similar program would be possible to hopefully get more families into the organization know what organization and getting started with fishing. And then attached was also the flyer that we used to promote the event. Boettcher: Good. Sounds like fun. Thank you Priya. Tandon: Thank you. COMMISSION MEMBER COMMITTEE REPORTS. None. COMMISSION MEMBER PRESENTATIONS. Chanhassen Park and Recreation Commission – July 28, 2020 9 Boettcher: Karl you’ve got something you… Tsuchiya: Been frequently going to Bandimere. Boettcher: There you go. Tsuchiya: Picking up over there. Was it Saturday? No, one of the weekend mornings there’s a fitness class that’s out there with their boom box going and they’re doing aerobics in the parking lot if it’s sunny because of the tree cover or in the hockey rink if it’s nice. Sweetser: Yeah they started doing that in the spring. We walk the dogs, I mean during the week too. Tsuchiya: Yean. Sweetser: They would meet really early in the morning and I’m like holy. Tsuchiya: I love seeing it. I walk my kid and my dog there in the morning if it’s cool and they go play in the playground for a while and I’m watching these people just do like an hour of aerobics like good on you. So that and I also see the soccer groups you know out there doing some small group training and some people in the ballfields doing small practicing so it’s nice to see some activity in the park. Sweetser: I did see a game there the other night too. Tsuchiya: Did you? Sweetser: Yeah it’s not MYSA I don’t think. It’s probably the other league. Ruegemer: It’s a combination of Chanhassen Athletic Association and the Minnetonka Baseball program is playing out there as well so they are doing a modified season. Started after the 4th of July and they’re going to go until about August 12th for that so kind of all the stuff that we had done prior to COVID. Had all the permits in. Everything was out. Everything was ready clicking away. We were waiting for the opening of the season and then things kind of happened so really all that was kind of turned upside down. We had to kind of start that process all over again so we have a lot of COVID preparedness plans. Pdf fil now. Everybody had to present all that how they’re going to keep everybody safe to the point, to Sandy’s point, you know we’ve got to watch from the outfield fence and look in when your kids are up to bat but you know I think everybody is kind of adapting to that. We’re doing adult softball out at Lake Ann Park Thursday nights through a lot of modifications for that so you know we certainly encourage people to wear masks if they would like to. Since it’s outdoors it’s not mandatory but social distancing as much as we can. We’re disinfecting balls. We’re…having teams, you know Team Chanhassen Park and Recreation Commission – July 28, 2020 10 A uses the same ball for their team. Team B uses their ball so there isn’t any softballs kind of cross contaminating so to speak so if a ball goes out of play the umpires will get it back in and disinfect it. We have like Jodi kind of said there’s rags of disinfectant. We wipe down everything. We wipe everything down and at night the dirty rags go into a dirty bucket so we’re trying to kind of do our part that we’re not having hot zones out there and certainly encouraging people to play their games and go. Go home. Did things differently as far as format this year. We’re not doing, typically in the past we’ve had teams change fields for two games for their double headers. We’re doing baseball double headers right now so you’re playing the same team twice so you’re not moving dugouts and everybody seems to be good. I got roasted on that a number of years ago like why are you doing that? You’re stupid you know. And so I changed it all. So other than that but now people seem to embrace it. I think they like not moving. Tsuchiya: You’re just a visionary. Ruegemer: Yeah. You know you do this business long enough it rotates a little… Boettcher: Is there still vending at Lake Ann Park? Ruegemer: There is not. No all the watercraft rentals and the concession stand was closed for the year. You know just kind of looking at that whole operation, it was really tough to kind of go through that whole process because the guidelines really for life jackets, I mean really by the State guidelines they should all be taken out of commission. Sprayed down with disinfectant. Let air dry for 3 days and then put back into rotation. Well we don’t have that luxury of doing that and just kind of with that whole process with disinfecting and the number of staff we had available and everything so we just elected not to do that. At that time so. But that’s sort of going on your evaluation or are we done with that? Tandon: Oh I think we’ve covered, all good. ADMINISTRATIVE PACKET. Boettcher: The last thing is administrative packet. I noticed that there was print out of the two items and it says Park and Rec Commission recommends. Was that just, there’s nothing we have to do to take action on the last two items? Ruegemer: No. Which one? Boettcher: Highway 5. Ruegemer: Yeah Trunk Highway 5. That was, this is our park secretary’s first packet so there might have been some oopsies up there so. Tsuchiya: I know Jerry I have a question. Do you have any update on the 101 project at all? Chanhassen Park and Recreation Commission – July 28, 2020 11 Ruegemer: The road project? Tsuchiya: Yeah. Ruegemer: Well I was down on the lower wye yesterday. Actually last weekend and I know that they’ve got substantial, not completion but pretty good part of the road project done going to the north. I know they’re, you can only get down to about Bluff Creek Drive right now so I don’t know where they’re at as far as percentage of completion but they’re moving along. Tsuchiya: Yeah I know 101’s closed because I had to get down to Shakopee for something and had to go around which is fine. Ruegemer: I made that same mistake. Actually I stopped at the farmers market and I was going to go down to Prior Lake on Saturday and I started going down 101. Got down by Halla Greens and it’s like oh that’s right so I had to back track a bit. Tsuchiya: Can’t you just flash your badge? Ruegemer: That doesn’t work. Don’t you know who I am? Boettcher: Alright with nothing else I’ll entertain a motion to adjourn. Tsuchiya moved, Kutz seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 8 to 0. The Park and Recreation Commission meeting was adjourned at 8:15 p.m. Submitted by Jerry Ruegemer Recreation Superintendent Prepared by Nann Opheim PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, August 25, 2020 Subject 2020­21 Ice Skating Rink Recommendations Section NEW BUSINESS Item No: G.1. Prepared By Priya Tandon, Recreation Supervisor File No:  PROPOSED MOTION Staff asks the Park and Recreation Commission to recommend that the City Council approve the following ice skating rink locations and warming house hours for the 2020­2021 season. Approval requires a simple majority vote of members present SUMMARY For the 2020­21 skating season, it is staff's recommendation to flood 11 ice rinks at 6 locations and maintain 5 warming houses. This is the same number of ice rinks and warming houses as the 2019­20 season. Locations Chanhassen Rec Center 1 ­ Pleasure Rink 2 ­ Hockey Rinks North Lotus 1 ­ Pleasure Rink 1 ­ Hockey Rink City Center 1 ­ Pleasure Rink 1 ­ Hockey Rink Bandimere Park 1 ­ Pleasure Rink 1 ­ Hockey Rink Roundhouse Park 1 ­ Pleasure Rink Pioneer Pass Park PARK AND RECREATION COMMISSION STAFF REPORTTuesday, August 25, 2020Subject2020­21 Ice Skating Rink RecommendationsSectionNEW BUSINESS Item No: G.1.Prepared By Priya Tandon, Recreation Supervisor File No: PROPOSED MOTIONStaff asks the Park and Recreation Commission to recommend that the City Council approve the following iceskating rink locations and warming house hours for the 2020­2021 season.Approval requires a simple majority vote of members presentSUMMARYFor the 2020­21 skating season, it is staff's recommendation to flood 11 ice rinks at 6 locations and maintain 5warming houses. This is the same number of ice rinks and warming houses as the 2019­20 season.LocationsChanhassen Rec Center1 ­ Pleasure Rink2 ­ Hockey RinksNorth Lotus1 ­ Pleasure Rink1 ­ Hockey RinkCity Center1 ­ Pleasure Rink1 ­ Hockey RinkBandimere Park1 ­ Pleasure Rink1 ­ Hockey RinkRoundhouse Park1 ­ Pleasure Rink Pioneer Pass Park 1 ­ Pleasure Rink *no warming house Warming House Hours Chanhassen Rec Center, North Lotus Park, Bandimere Park, and City Center Park Weekdays 4 pm – 9 pm                                                          Saturdays 10 am – 9 pm                                                        Sundays 1 pm – 7 pm                                                          No School Days 10 am ­ 9 pm  December 24 10 am ­ 3 pm  December 25 Closed December 31 10 am ­ 3 pm  January 1                10 am ­ 9 pm                   Roundhouse Park (limited hours) Weekdays Closed                                                        Saturdays 12 pm ­ 6 pm Sundays 1 pm – 7 pm                                                          No School Days 12 pm ­ 6 pm  December 24 10 am ­ 3 pm  December 25 Closed December 31 10 am ­ 3 pm  January 1 12 pm ­ 6 pm  BACKGROUND 2019­2020 Recorded Participants December January February March TOTAL City Center 338 596 173 0 1,107 Rec Center 950 2,143 689 0 3,782 North Lotus 280 636 326 0 1,242 Roundhouse 97 102 35 0 234 Bandimere 376 638 201 0 1,215 Total Usage 2,041 4,115 1,424 0 7,580 A total of 24 rink attendants were hired on a part­time/seasonal basis to staff the warming houses. Rink attendant wages totaled $19,719.69 with a total of 1,709.5 hours worked.  Expenses:Amount: Temporary and Seasonal Wages:                                            $  19,719.69 Warming House Rentals:                                                         $   6,060.88    Rink Maintenance:                                                                   $ 18,000.72  TOTAL:$  43,781.29 ATTACHMENTS: Totals & Expenses Past 5 Years Ice Rink Use Totals & Expenses 2019/2020 OPEN: Dec. 17, 2019 CLOSED: February 22, 2020 DAYS OPEN: 62 Expenses 2018/2019 OPEN: Dec. 14, 2018 CLOSED: March 9, 2019 DAYS OPEN: 67 Expenses 2017/2018 OPEN: Dec. 22, 2017 CLOSED: March 1, 2018 DAYS OPEN: 61 December January February March TOTAL City Center 338 596 173 0 1,107 Rec Center 950 2,143 689 0 3,782 N. Lotus 280 636 326 0 1,242 Roundhouse 97 102 35 0 234 Bandimere 376 638 201 0 1,215 Total Usage 2,041 4,115 1,424 0 7,580 Seasonal Wages $19,719.69 Warming Houses $6,060.88 Rink Maintenance $18,000.72 TOTAL $43,781.29 December January February March TOTAL City Center 143 403 257 38 841 Rec Center 439 849 430 117 1,835 N. Lotus 156 526 236 59 977 Roundhouse 36 22 12 3 73 Bandimere 255 446 230 25 956 Total Usage 1,029 1,800 1,165 242 4,682 Seasonal Wages $19,203.50 Warming Houses $8,557.78 Rink Maintenance $18,087.50 TOTAL $45,848.78 December January February March TOTAL City Center 365 487 216 1,068 Rec Center 438 1,411 714 2,563 N. Lotus 208 549 238 2 997 Roundhouse 52 52 41 145 Bandimere 312 644 199 1,155 Total Usage 1,375 2,499 1,408 2 5,928 Seasonal Wages $17,904.88 Warming Houses $6,019.45 Rink Maintenance $19,118.00 TOTAL $43,042.33 2016/2017 OPEN: Dec. 20, 2016 CLOSED: Feb. 12,2017 DAYS OPEN: 47 Expenses 2015/2016 OPEN: Jan. 6, 2016 CLOSED: Feb. 19,2016 DAYS OPEN: 40 Expenses December January February March TOTAL City Center 430 551 288 - 1,269 Rec Center 911 1,392 390 - 2,693 N. Lotus 450 707 207 - 1,364 Roundhouse 107 132 7 - 246 Bandimere 0 405 227 - 632 Total Usage 1,898 2,782 1,119 0 6,204 Seasonal Wages $11,624.50 Warming Houses $5,358.00 Rink Maintenance $13,449.58 TOTAL $30,432.08 December January February March TOTAL City Center - 1,472 75 - 1,547 Rec Center - 1,628 839 - 2,467 N. Lotus - 707 289 - 996 Roundhouse - 74 39 - 113 Total Usage - 3,881 1,242 - 5,123 Seasonal Wages $8,053.75 Warming Houses $3,462.00 Rink Maintenance $19,076.56 TOTAL $30,592.31 PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, August 25, 2020 Subject Review Park and Recreation Commission Bylaws Section NEW BUSINESS Item No: G.2. Prepared By Jerry Ruegemer, Park and Recreation, Park and Recreation Director File No:  PROPOSED MOTION The Park and Recreation Commission recommends the City Council approve the changes and modifications to the Park and Recreation Commission bylaws. Approval requires a simple majority vote of members present SUMMARY The Park and Recreation Commission bylaws call for review every five years at the first meeting meeting in April.  With the commission's meeting schedule up in the air due to the Covid 19 Pandemic this item has been schedule for the August 25 meeting.  The bylaws were last reviewed in April of 2015.  The City Council has asked that you review the existing Park and Recreation Commission bylaws and recommend any changes or modifications, or confirm that the current document is appropriate. DISCUSSION One item staff would like to discuss is the meeting start time of the Park and Recreation Commission.  As stated in Section 2.1 of the bylaws, Regular meetings of the Commission shall be held on the fourth Tuesday of each month at 7:30pm.  Currently the City Council, Planning and Economic Commissions all have start times of 7:00pm.  To stay consistent with the start times of City Council and other Commissions, the Park and Recreation Commission may want to consider adopting the 7:00pm start time.    ATTACHMENTS: Park and Recreation Commission Bylaws BYLAWS PARK AND RECREATION COMMISSION CITY OF CHANHASSEN The following bylaws are adopted by the Chanhassen Park and Recreation Commission to facilitate the performance of its duties and the exercising of its functions as a commission established by the City Council. Section 1: Duties And Responsibilities: 1.1 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. 1.2 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 to the plan to the City Council, as may become necessary or desirable. 1.3 To act in an advisory capacity to the Council in all matters relating to a park and recreation program in the City. 1.4 Establishment of Subcommittees: The Park and Recreation Commission may, as they deem appropriate, establish special subcommittees comprised solely of their own members. Section 2: Meetings: 2.1 Time: Regular meetings of the Commission shall be held on the fourth Tuesday of each month at 7:30 p.m. in the City Council Chambers, 7700 Market Blvd., unless otherwise directed by the Chairperson, in which case at least 24 hours notice will be given to all members. Regular meetings shall have a curfew of 10:30 p.m., which may be waived at the discretion of the chairperson. All unfinished business will be carried over to the next regular Park and Recreation Commission meeting. 2.2 Special meetings: Special meetings shall be held upon call by the chairperson or in his/her absence, by the Vice-Chairperson, or any other member with the concurrence of four other members of the commission, and with at least 48 hours notice to all members. Notice of all special meetings shall also be posted on the official city bulletin board. 2.3 Attendance: Park and Recreation Commission members shall attend not less than seventy-five (75%) percent of all regular and special meetings held during a given (calendar) year, and shall not be absent from three (3) consecutive meetings. Failure to meet this minimum attendance requirement shall result in removal from the commission. Section 3 Commission Composition, Terms and Vacancies: 3.1 Composition: The commission shall consist of seven (7) voting members. Additionally, the commission may also have one or two youth representatives who shall also be voting members. Commissioners shall be appointed by the Council and may be removed by the Council. 3.2 Terms and Vacancies: The council shall appoint members to the commission for staggered terms of three (3) years; however, youth commissioners shall serve one year terms. Vacancies C:\Program Files (x86)\neevia.com\docConverterPro\temp\NVDC\0CB86524-26D0-4C96-B352- 21BD06322109\Chanhassen.6853.1.PRC_Bylaws_2020.doc during the term shall be filled by the council for the unexpired portion of the term. All members shall serve without compensation. 3.3 Quorum: Half plus one (5) Park and Recreation Commission members shall constitute a quorum for the transaction of business. Whenever a quorum is not present, no final or official action shall be taken at such meeting. Section 4 Organization: 4.1 Election of Officers: At the first meeting in April of each year, the Park and Recreation Commission shall hold an organizational meeting. At this meeting, the commission shall elect from its membership a Chairperson and Vice-Chairperson. Each member shall cast its vote for the member he/she wishes to be chosen for Chairperson. If no one receives a majority, voting shall continue until one member receives the majority support. Vice-Chairperson shall be elected from the remaining numbers of the same proceeding. 4.2 Duties of the Chairperson and Vice-Chairperson: The Chairperson, or in his/her absence the Vice-Chairperson, shall preside at meetings, appoint committees from its own membership, and perform other such duties as ordered by the commission. The Chairperson shall conduct the meeting so as to keep it moving as rapidly and efficiently as possible and shall remind members, witnesses, and petitioners to preserve order and decorum and to keep comments to the subject at hand. The Chairperson shall not move for action but may second motions. Section 5 Procedure: 5.1 Parliamentary Procedure: Generally, or as appropriate, Parliamentary Procedure, governed by Roberts Rules of Order Revised, shall be followed at all regular meetings. At special work session meetings, and when appropriate, the commission may hold group discussions not following any set parliamentary procedures except when motions are before the commission. Section 6 - Public Hearings: 6.1 Purpose of Hearings: The purpose of a hearing is to collect information and facts in order for the commission to develop a rational recommendation for the City Council. 6.2 Hearing Procedure: At hearings, the following procedure shall be followed in each case: a. The Chairperson shall state the case to be heard. b. The Chairperson shall call upon staff to present the staff report. Required reports from each city department shall be submitted to the Park and Recreation Commission before each case is heard. c. The Chairperson shall ask the applicant to present his case. d. Interested persons may address the commission, giving information regarding the particular proposal. C:\Program Files (x86)\neevia.com\docConverterPro\temp\NVDC\0CB86524-26D0-4C96-B352- 21BD06322109\Chanhassen.6853.1.PRC_Bylaws_2020.doc e. Petitioners and the public are to address the Chairperson only, not staff or other commissioners. f. After all new facts and information have been brought forth, the hearing shall be closed and interested persons shall not be heard again. Upon completion of the hearing on each case, the Park and Recreation Commission shall discuss the item at hand and render a decision. The Park and Recreation Commission, if it so desires, may leave the public record open for written comments for a specified period of time. g. The Chairperson shall have the responsibility to inform all of the parties of their rights of appeal on any decision or recommendation of the Park and Recreation Commission. 6. 3 Schedule: At meetings where more than one hearing is scheduled, every effort shall be made to begin each case at the time set on the agenda, but in no case may an item be called for hearing prior to the advertised time listed on the agenda. Section 7 Miscellaneous: 7.1 Park and Recreation Commission Discussion: a. Matters for discussion which do not appear on the agenda shall be added to the agenda immediately following roll call. b. Matters which are added shall be discussed at an appropriate time in the agenda as assigned by the chairperson. 7.2 Suspension of Rules: The commission may suspend any of these rules by a unanimous vote of the members present. 7.3 Amendments: Amendment of these bylaws may be made at any regular or special meeting of the Park and Recreation Commission but only if scheduled on the meeting agenda in advance of the meeting. 7.4 Review: Every Five Years, at the first meeting in April or as deemed appropriate, these bylaws shall be read and adopted by the Park and Recreation Commission. Chairperson:__________________________________ Date: _______________________Updated 8/2020 PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, August 25, 2020 Subject Discussion On New Park and Recreation Action Items Section NEW BUSINESS Item No: G.3. Prepared By Jerry Ruegemer, Park and Recreation, Park and Recreation Director File No:  SUMMARY With the COVID­19 pandemic ever present in our daily lives, much has changed.  These changes certainly have made the City look at traditional community events, recreation programs, facility rentals, fitness, park­maintenance practices, and the operation of the senior center through a different set of eyes. As a park and recreation department, it gives us the chance to evaluate our youth/adult programs, facility policies, community events, etc., and look for new practices and opportunities that will better serve our residents in the future. This item is an exercise for the commission to have conversations and to share their perspectives and suggestions with staff.   We look forward to hearing from you!