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Agenda and PacketAGENDA PARK AND RECREATION COMMISSION TUESDAY, OCTOBER 27, 2020 CHANHASSEN RECREATION CENTER, 2310 COULTER BOULEVARD A.7:00 P.M. ­ CALL TO ORDER B.ROLL CALL C.APPROVAL OF AGENDA Commissioners may add or delete items at this time. D.PUBLIC ANNOUNCEMENTS E.VISITOR PRESENTATIONS Commission Procedures allow for presentations from the audience at this time.  If a motion is required, the item will be forwarded to the next available agenda to allow for publication and review prior to consideration. F.APPROVAL OF MINUTES 1.Approve Park & Recreation Minutes dated September 22, 2020 G.NEW BUSINESS 1.Youth Association Presentations H.OLD BUSINESS I.REPORTS 1.2020 Picnic Season Evaluation 2.Chanhassen Park and Recreation Scholarship Program Review J.COMMISSION MEMBER COMMITTEE REPORTS K.COMMISSION MEMBER PRESENTATIONS L.ADMINISTRATIVE PACKET M.ADJOURNMENT PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, October 27, 2020 Subject Approve Park & Recreation Minutes dated September 22, 2020 Section APPROVAL OF MINUTES Item No: F.1. Prepared By Nann Opheim, City Recorder File No:  PROPOSED MOTION The Park and Recreation Commission approves the Park and Recreation Commission Minutes dated September 22, 2020. Approval requires a simple majority vote of members present ATTACHMENTS: Park and Recreation Commission Summary Minutes dated September 22, 2020 Park and Recreation Commission Verbatim Minutes dated September 22, 2020 CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SUMMARY MINUTES SEPTEMBER 22, 2020 Chairman Boettcher called the meeting to order at 7:00 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, Park and Rec Director; Priya Tandon, Recreation Supervisor; Adam Beers, Park Superintendent; Jodi Sarles, Rec Center Manager; and Mary Blazanin, Senior Center Coordinator APPROVAL OF AGENDA: Peck moved, Kutz seconded to approve the agenda as presented. All voted in favor and the motion carried unanimously with a vote of 6 to 0. Karl Tsuchiya and Zoe Erpelding arrived after the previous motion. PUBLIC ANNOUNCEMENTS. Jerry Ruegemer announced that on Monday, September 28th at 7:00 the City Council will recognize the Chanhassen Red Birds for their third consecutive Class B State Championship with cake and Mayor Ryan reading a proclamation. VISITOR PRESENTATIONS. None. APPROVAL OF MINUTES: Kutz moved, Sweetser seconded to approve the verbatim and summary Minutes of the Park and Recreation Commission meeting dated August 25, 2020 as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. NEW BUSINESS. None. OLD BUSINESS. None. PARK MAINTENANCE QUARTERLY REPORT. Adam Beers provided an update on park maintenance projects such as replacing the pavers at City Center Park, the playground equipment replacement program, and fall maintenance of ballfields and parks. Chairman Boettcher asked that Adam Beers thank his staff for the good work they provide. CHANHASSEN REC CENTER QUARTERLY UPDATE. Jodi Sarles provided an update on improvements being made to the HVAC system at the Rec Center, how the Rec Center is approaching sanitizing protocols and class sizes due to COVID, and programming that is making Park and Recreation Commission Summary – September 22, 2020 2 a come back. Commissioner Peck asked the limit of 5 people in the fitness room. Chairman Boettcher asked for clarification on how the Rec Center is marketing programs. SENIOR CENTER QUARTERLY REPORT. Mary Blazanin provided an update on activities and program being offered through the Senior Center. 2020 HALLOWEEN PARTY PREVIEW. Priya Tandon outlined the schedule of events planned for the 2020 Halloween celebration. COMMISSION MEMBER COMMITTEE REPORTS: None. COMMISSION PRESENTATIONS: None. ADMINISTRATIVE PACKET: None. Tsuchiya moved, Schubert seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 8 to 0. The meeting was adjourned at 8:00 p.m. Submitted by Jerry Ruegemer Park and Rec Director Prepared by Nann Opheim CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SEPTEMBER 22, 2020 Chairman Boettcher called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Jim Boettcher, Joe Scanlon, Matt Kutz, Karl Tsuchiya, Haley Schubert, Sandy Sweetser, Jim Peck, and Youth Commissioner Zoe Erpelding STAFF PRESENT: Jerry Ruegemer, Park and Rec Director; Priya Tandon, Recreation Supervisor; Adam Beers, Park Superintendent; Jodi Sarles, Rec Center Manager; and Mary Blazanin, Senior Center Coordinator APPROVAL OF AGENDA: Peck moved, Kutz seconded to approve the agenda as presented. All voted in favor and the motion carried unanimously with a vote of 6 to 0. PUBLIC ANNOUNCEMENTS. Ruegemer: So public announcements I just have one. Just wanted to let the commission know that the City Council is going to be recognizing the Red Birds next Monday night at the City Council meeting. Mayor Ryan will be reading a proclamation for the Red Birds for their three- peat. So 3 in a row Class B Champion so we’ll have a cake there that night. We’re going to do the kind proclamation reading and kind of celebration outside like we did with Todd’s retirement. That way we can get a few more people in. We don’t have to kind of limit numbers inside the council chambers so we’ll be doing that. 7:00 next Monday night, the 28th and that will be right kind of right by the fountain south of City Hall so please feel free to attend. We’d love to see you there so just wanted to make everybody aware of that. VISITOR PRESENTATIONS. None. APPROVAL OF MINUTES: Kutz moved, Sweetser seconded to approve the verbatim and summary Minutes of the Park and Recreation Commission meeting dated August 25, 2020 as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. NEW BUSINESS. None. OLD BUSINESS. None. PARK MAINTENANCE QUARTERLY REPORT. Boettcher: We’ll start with park maintenance quarterly report with Adam Beers, our Park Maintenance Supervisor. Park and Recreation Commission – September 22, 2020 2 Beers: Thank you Chair Boettcher. It’s been a while since seen everyone so this is my first meeting outside of council chambers so glad to be here. Just going to provide you guys a little update on what maintenance staff has been working on and where we’re at with some of our capital improvement projects. So don’t know if anyone’s been bumming around City Center Park and noticed the new pavers. Glacial Ridge just finished that about a week and a half ago so the project went really, really smooth. Ran into just very minor things right on the first day. We had to change a little base course but after that the project just, it just never stopped so we were fortunate to have good weather and nobody, we had no issues with working around Mary’s senior center or the library so it was a good opportunity to get that taken care of and we were able to address the worst of the worst so I think depending on the appetite for the park board and the council this could kind of pacify us for a while. So it’s exciting to get that taken care of and we can see the improvement. We’ve been working on the park equipment replacement schedule which included a new playground at Power Hill Park and Lake Ann Beach. Two playgrounds that were about 26-27 years old so they were in desperate need of an overhaul. We finished the Power Hill Park early this spring, or early this summer I should say and staff just finished pouring concrete at Lake Ann this last Friday so we’ll move into tomorrow and the concrete crews were there today to pull all the forms and get all of their equipment out so now we’re going to move back in and start doing some of the dirt work around the new container and start building away so that’s kind of what we’ve been working on for the big projects. Ruegemer: So kind of waited for the Lake Ann Beach equipment after the beach season. Obviously with COVID going on Lake Ann Beach was extremely busy this year so we didn’t really want to interrupt the flow of the beach area so Adam and crew made a choice to kind of wait until after Labor Day to kind of start that project here just to make sure that people had an opportunity without interruption down there so they’ll start making a lot of progress right now. It’s all poured and kind of ready to go and they can start kind of assembling now so really a great addition to that park. Beers: Yeah it’s going to be a huge improvement that’s for sure. Ruegemer: And if the container’s a little bit bigger than it was before so. Beers: Yep. It went from 90 feet to 107 so, not a lot but enough. It’s a small footprint down there. We’re kind of landlocked with obviously the lake and big hill behind us so, anyway it’s going to be a great improvement. You guys should, if anyone’s available to stop down and take a look… Ruegemer: We’ll see how the weather is in October. We may go and take a look prior to this meeting and kind of check out the finished product so we’ll kind of play that by ear and I’ll let you know by email if we’re going to do that change of schedule. Park and Recreation Commission – September 22, 2020 3 Beers: I can keep everyone up to date too on progress. Some of the other items staff’s been working on. Ball fertilizing. We started mid-September so we’re actually pretty close to wrapping that up. Every year we try to address the community parks first and then we kind of go in rotation geographically for the neighborhood parks and so that process is getting close to being done. Our irrigation shut down finished today which has been, it’s usually about a month process so we were able to get some good kind of weather to do it so we didn’t get burned on getting too hot again so feel comfortable kind of putting everything to bed now for the season. It’s been a weird year with the COVID so we, you know where we would normally spend more time working, you know spending on the fields and working with the associations, we’ve been actually able to work on a lot of just miscellaneous projects that kind of got put to the wayside so we’ve had a lot of drain tile. Had a lot of different places worked with the street department on patching. So yeah to kind of wrap it up we know a few months ago we started, usually about July we start getting into our winter trail pruning so that way we can get through the entire infrastructure of the entire trail system before plowing season starts so that all of vehicles can get down and things are safe for everybody so we’re just wrapping that up as well. In the next couple weeks we should have that finished and we’ll kind of cruise into the fall here so. That’s kind of what we’ve been working on with the bigger projects and just the daily routine things. I would like to just throw a little nod in the cap to our seasonal staff. You know every year these guys and gals provide a huge service to help just with the day to day operations with weed whipping, and push mowing, and doing the dead heading of the flower beds and cleaning the restrooms and just gives us an opportunity with our full time staff to work on projects so I just want to let you guys know how much we appreciate their help and their work. There’s only a few left so getting down to the end. So that’s what I had up to offer but if you have any questions I’d like to be able to answer. Ruegemer: Just to let the commission know too, Adam was down not quite half but he was down quite a few seasonals this year that weren’t hired because of COVID so obviously we’re trying to reduce expenditures across the board. Not only in Adam’s division but certainly everybody’s division here so with that so the crew that Adam have on full time and seasonal kids, not kids but workers are not just kids but did a great job and really tried to step up and really work across the board and we really did a lot with less this year so just a hats off to Adam and his crew for getting that done with that so it was a different year. Beers: And just getting more strange it seems as we go. Boettcher: So what is your normal number for seasonals and what did you have this year? Beers: We normally have 18 and kind of fluctuated between, I think we were up to 9 for like 2 weeks and then one had to self quarantine and just never came back so we were 8 was mostly what we had so. Boettcher: What’s their normal, like May to September? Is that pretty much? Park and Recreation Commission – September 22, 2020 4 Beers: Pretty close. They start to trickle back, the college kids attending, it’s a little big staggered but we still were able to keep some of our retirees that do a lot of mowing and then our full time staff jumps in to help with the cleaning of trash. So now we’re working on projects and kind of carrying the coat tails I guess to try to finish up the season. Tsuchiya: They’re doing a good job. Beers: I let them know every day. Tsuchiya: I go to Bandimere and ride the ridge all the time with my kids and those places look great so. Beers: Glad to hear it and I’ll pass that along. Boettcher: I know everybody appreciates it. I drive by Lake Ann Park probably 4 or 5 times a week and I just can’t pick, everything just looks good. I try to find something to complain about. Beers: Oh I’m sure we could find something. Boettcher: Eventually maybe but thank you Adam and tell everyone everybody appreciates the job they do very much. Beers: Absolutely. CHANHASSEN REC CENTER QUARTERLY UPDATE. Boettcher: Ms. Jodi Sarles. Sarles: Thank you Chair Boettcher. Welcome back to the Rec Center. We’re happy to host you guys here so it’s fun to bring you out and at least we’ve got a little bit of activity going on right now so that’s good. I think my heater right here probably introduced my first item that’s coming up here so. We are undergoing some significant HVAC repairs this year and next year and we’ve got a system they can no longer service or we can’t find parts. It’s obsolete so we’re kind of re-tooling things and they’re going to be a much larger change next year that we’ve started to budget. We added in the budget for next year. So basically right now what we’re doing is the heat comes on to try to balance some of the humidity in the building. It gets ridiculous when it’s 95 degrees outside and you walk into this room and the heat starts blaring at you but apparently there is a reason for it. I haven’t found it yet so hoping that we see improvements next year once those operating controls get updated. We also just were recharged. This was really just for about $17,000 worth of…because it was down that far and it had never been replaced over the years so, so that should help us to help throughout the winter. And then they have modified things for COVID so now we no longer recirculate indoor air so we’re going to notice a little more heat in the summer and a little more, or a lot more cooler in the winter because we’re going Park and Recreation Commission – September 22, 2020 5 to be only bringing in fresh air so, so that’s kind of the one big things that’s going on here. And then of course just we’re all between us and the school district, we’re all just increased our cleaning and sanitizing protocols where you disinfect multiple times throughout the day. All the equipment that gets used gets sprayed down and rotated. Spray down again so we are really, really trying hard to well to stay open and keep a safe environment for classes and things. And talking about classes and I’m sure Priya and Mary will talk about this as well but basically our days are spent making plans and changing plans and then making those plans all over again tomorrow because it didn’t quite match what we had anticipated so, if you go down to the dance studio there are giant squares on the floor. Each danger has a square in their space that is so far away from the next dancer. The gym has that same set up going on for Fit for Life class and for Tae Kwon Do so just trying to give as much possible room. Keep it as safe as we possibly can. Of course we have all the disinfecting and sanitizing materials everywhere you can go. We’ve got additional masks behind the front desk so if somebody doesn’t have one when they come in we’ll get it for them so just, you know just trying our best to be good community partners out here and then working with the school district on what their needs are right now so between our Fit for Life class and the school district gym classes, it gets a little dewy in the grass still. They’re going out into the hockey rinks so they do a lot of the gym program out there so they can do all sorts of kid games all day long so if you’re around this building you’ll see more kids than you ever thought outside. Is every class a gym class? …outside space for giving that to the kids. It’s going to change probably next week but for now we’re happy with that. And with that we kind of reduced class sizes so we have a smaller dance group run program. We offer classes Monday, Tuesday, Thursday, Saturdays out here. We were doing two rooms. Now we’re down to just the one room so we can just use the studio for that class and meetings have shrunk. They can only have 10 people in one room so we’ve had to do a lot of adjustments with our space in here just to meet those COVID protocols. So kind of going on there. We also have a back up plan for that program so anybody who is nervous can stay home. If they’ve tested positive they can follow the class via Zoom so it’s just one other way that we kind of keep in touch with our dancers. And we also that addition for the Fit for Life class so we’re able to offer that to folks and it’s appreciated so it’s a nice back up plan for us but you know everybody would rather be here in person of course. We started back our Rec Center Sports programs so you may have seen fall t-ball it started a few weeks ago so the kids are out there playing and everything has started small. So right now we’ve got a few teams out there going and just a whole different feeling right now trying to, we can’t necessarily space 3 and 4 year olds and when you try to it gets, and I think it gets worst and worst but we have our bubbles and we walk around. We sanitize that bat every time. We change the helmets. We sanitize everything so all sorts of protocols we’ve put in place and parents and kids are really appreciative because just getting back to something that’s almost normal so if you look out there all staff that are with kids have to wear masks and those things. The coaches have to wear masks but the kids are able to at that age participate without, and I talked about Fit for Life. That group they’re happy to be in the gym or outside so it’s just a nice group to get back together and they were missing, definitely each other so it was nice to be able to bring them back. And my pickleball players, they’re a funny group but I’m sure you saw those guys coming in but we added a whole new protocol for them. They tend to like to arrive in mass when they come inside so just now we have created a reservation system for them to sign Park and Recreation Commission – September 22, 2020 6 up for a spot during that 2 hour session. We’ll have up to 20 people available to come into the gym but that’s it. Then we also can track them easily that way too so you know we’ll see how it works out. Right now the reservations we opened them up this week and it’s been a beautiful week so 2 people have signed up but they don’t want to play inside anyway so that’s how that one goes. And then kind of the last one I’ll put here. We’ve got a bunch of other programs that are going on as well but Pilates are, and this was supposed to start this spring during COVID but our yoga instructor is fantastic and she was certified last fall to teach Pilates. So finally her first session here started 2 weeks ago and it’s a full class. We had to expand the space so she could add a few extra people in there so it’s been another really good program and people have been really appreciating coming inside. I think what we’re seeing now is a lot of people did drop gym memberships and the classes they missed they’re starting to come back to try to take so Zumba’s added a few more people than we normally had seen in the past. It’s all coming back just a little weak but it’s coming back so that’s good to see. So that’s my report so if anybody has any questions. Peck: Do you still limit the workout room to 5 people? Sarles: Yes. Yep and we’re at that 25 percent so that kind of fits the bill there. We haven’t set up reservations yet for that. Right now the only time we really get in trouble with the 5 person limit is when personal trainers come so they are allowed to train here but some resident wants to come and use the facility the first person out of the fitness center is that personal trainer and they usually end up in the gym doing different exercises in there so, we really are trying to work hard with people to give them their space and making sure they’re safe too so that’s where we at with the fitness center. Boettcher: You said for the indoor pickleball masks are required while they’re playing? Is that right? Sarles: Not while they’re playing but while sitting in the bleachers and if you walk by there we’ve got giant blue squares that all throughout the bleachers so we measured it out 6 feet or actually 7 feet I think in there and they each have a section and we will use that once we bringing Rec Sports inside…so we keep our pods using that. Boettcher: What is participation like? I mean pickleball was climbing and climbing and climbing every year. Is it still, do you still see an increase? Sarles: Yes. Boettcher: This year with COVID did it drop or not? Sarles: Well it did not drop but they do not want to come inside. You’ll see every park is full right now so here or at Roundhouse, they’re always up there. Park and Recreation Commission – September 22, 2020 7 Boettcher: I almost had to park on the street as I was coming in. It’s like the mall on Black Friday so I backed out and I don’t know where these 3 cars came from but all 3 of them were shooting in front of me and there was a big traffic jam. I’m like okay I have a meeting here…but I can see the aggressiveness out there. Sarles: They’re a fun group. Boettcher: Right. Sarles: They’re a vocal group and they love the sport so it’s great to see. I love to have people out there being active and doing different things around here but boy you’ve got to give them their pickleball. They thought we were taking down those nets this spring and boy, I got emails. Boettcher: So all the new programs they come up, your advertising there such that you would do, is that only on the City website? Do you have flyers? Do you do word of mouth? What works the best for you? Sarles: So right now we, everything goes out in the Chanhassen Connection and currently a quarterly publication here. We then also will back that up with a lot of website updates or email blasts and then our Facebook page and Instagram so right now we’re not doing a lot of flyers just because of paper so basically anything that’s paper has come down. Anything that’s posted is laminated here so that we can clean and spray but yeah so it’s, it’s tricky because you have a population that really wants to come out and participate and have somewhat of a normal life and you have another population that you’re not going to risk anything and they’re going to stay home so I’ve got some young, which really surprised me. 3 and 4 year old dancers participating in their first dance class via Zoom so it’s, just so they are safer and whoever in the family has a problem then too that they stay safe as well. So yeah it’s just a whole different world right now. It’s hard some days to get your head around trying to introduce something new or even what you currently do has now shifted. You know 3 times I have to walk out and remember shoot, I didn’t grab that sanitizing bottle for the bat and the rages that we need to wipe it down. I’ll back inside or send the kids back inside for something so it’s just you know, it’s all a learning process right now. Boettcher: I’ve got a little mileage on my shoes this year from turning around and going back… people at Cub must think I’m psychotic. I go into the door and I turn and go back. Ruegemer: Just to let that, they kind of go on maybe Jim’s kind of question of Jodi. The City is really taking more of a kind of a proactive approach now to really enhance our communication out to not only our residents but also to city staff as well and other valued community members so staff from our department and other departments have been meeting at least once every couple three weeks to a month on a communications committee so we’re really trying to look at and formulate some policy related to you social media. You know website design content. Branding is going to be kind of a big thing and kind of be consistent with our message as far as look and I Park and Recreation Commission – September 22, 2020 8 guess format of how it is so we’re really trying to do a lot of enhancements for that so you kind of steer people towards our web page and kind of go and maybe start to look at going away from some of the Connection information to kind of go a little bit more paperless to save some money that way. It seems like a lot of our constituents and residents are really kind of more web and text savvy that way so they’re really getting their information. We’re doing a lot of Next Door and Insta and Twitter and Facebook. A lot of those type of things. We’re really trying to get the information out in a lot of different platforms with that as well so we have a lot of staff that are here that are working on that as well and really trying to enhance really our hold out with the community so really trying to get a lot of information out there so we’re trying to be keep working on more and more transparency and getting information out there so make it easy for people to find and to get, Priya could give an example of the, you know the fishing kits for the Chaska area you know. She had created a social media post on Facebook and I think in a day and a half all the spots were filled or a couple days. Tandon: I think it was like a half an hour. Ruegemer: And to Priya’s credit that was not in the Connection. That was kind of one of those kind of last minute type of things to try to think outside the box and create some more programming during the COVID time and Priya headed up that program. Got the information out there and like you said, within a short period of time that class was filled so that’s what we’re trying to do is really get that information. Work on the serves and information Jodi talked about. Kind of our distribution list through Active and so really trying to kind of address those types of kind of new things with the City and get that information out so you know I think in COVID times it wasn’t a bit surprise that I think there was some deficiencies with the City. I think we’re all adult enough to admit that and so we’re really trying to correct those type of things with communications to our residents and really kind of learn from the situation. I hope to that we never have to go through a pandemic again but it’s much different than you know a natural disaster. A tornado, a flood type of thing where there’s kind of a start and an end so to speak so we’re working out all kinds of new contingency plans and phasing and a lot of different things with the City so that will see more of that in the future here coming up but, so it’s been busy around city hall with a lot of different things with that so we’re really trying to work. Heather’s really steering the ship very well and gathering department heads and other staff members to do better with that so it’s been a big challenge for us. All of us and to go through this process and we can be better for it so. So anyway an update. Boettcher: Anyone else have any questions for Jodi? Great job as always. I guess one other thing I have with the election coming up. Is most of the stuff, as far as sanitation, so the workers in the meeting rooms take care of it as people come in to vote? Are they taking care of cleaning everything? The voting booths and stuff like that. Your crew does not have to get involved with that is that right? Sarles: No my crew does not get involved so, and we’re going to rework a little bit. This voting site so just knowing that there’s going to be a lot more people voting this fall and we’re in the Park and Recreation Commission – September 22, 2020 9 primary. We’re going to move one precinct into the gym and have the rooms for the other one. That will be able, we won’t have two lines of people going down the hallway facing each other. We’ll be able to do a little bit more, much more space to utilize in the gym. Just trying to anticipate the crowds and how we can maintain that so if you were here before and we basically had stations in front of all the voting, you know the doors for each precinct and lots of sanitizer of course. Sanitizer up front but just really trying to make sure we can maintain some distance and getting, anticipating what’s going to come so fortunately we do have a lot of people getting their mail in ballots so that’s going to help out. Peck: The absentee ballot thing is huge. Sarles: Yep it is huge. Peck: I did mine yesterday. I decided I’d hand deliver the thing so I went down to the courthouse in Chaska and I was 10th in line standing outside because they were doing it one at a time to verify that you said was correct. That you were the person. Sarles: Yeah and the other thing we noticed is last Friday I think it was absentee voting or started. Well we had 3 people come in the 7:00 hour and I was working the desk at the time and looking to vote here so that’s why when you come in you’ll see the signs that say you need to Carver County. So I had it happen here. Mary had it over at the senior center and I’m not sure who else was getting barraged by early voters but it’s good to get people out. We want to make sure we’re doing it right and safe for everybody but yeah we will be out and cleaning as much as we possibly can that day. There’s whenever there’s election nothing else is going on here so that’s what we’re just trying to kind of help out with the madness that comes with those days. Peck: Their cleaning staff looked like it was all election volunteer people. It wasn’t Carver County employees as best as I could tell. Sarles: Yeah. Boettcher: Alright thank you very much Jodi. SENIOR CENTER QUARTERLY REPORT. Boettcher: Mary, looks like you’re next. Senior Center quarterly update. Blazanin: Yeah thank you Chair Boettcher, commissioners. So we also have opened with slow gradual reopening. As you can probably guess the people I serve are much more resonant to show up at anything but I do have a handful of folks who really are just anxious to see other faces and so I’ve opened up and made the space available but we’re pretty limited. The big senior center space can only hold 15 people so I’m trying to rethink, just been working hard at rethinking how can I offer things and reach the most people possible. The other challenge that I Park and Recreation Commission – September 22, 2020 10 have is that population group I serve aren’t so tech savvy and many don’t even own computers. Several seniors have contacted me. They don’t have internet service. It’s interesting thing with the COVID is families who are concerned about their seniors, rightfully so, have done a great job of getting technology into their parents or grandparents hands but they don’t have…and so I think when I first opened up I can’t even tell you how many folks came in with cell phones in hand saying I need help. Can you just help me put this together. Figure this out. All I want to do is call my daughter, whatever so I…but I did reconnect with…who is a senior in high school who put together a make your phone your friend class for me last spring. We started it. We got one class in and then COVID hit. We had to cancel so we’ve been rerunning that. We’re on our third session now and that’s been hugely popular. He devised a class and to Android versus iPhone and people bring their phones in and he tapes four hour and a half sessions and just walks them through the basics. Even you know just how to turn the phone on. How to turn it off. Texting. Everything to do with just managing the phone and that’s been a really popular class but again I’m limited. We typically got 8 or 10 folks coming per time which is a good amount because if he has to do any one on one, you know you need to space everybody out enough to make that happen. He’s also going to run two classes in October with PC’s again at the beginning of next year. One on how you use Facebook. How you sign up for it. How to use it and also how you use other video conferencing apps including Zoom because that’s a popular thing right now. And also how to better take photos and share photos and also just to figure out where…so it feels good to be able to set up classes like that. We’re really helping these seniors learn to be able to do these things. Communicate. Reach out. Stay in touch with families on this technology that most of us just take for granted so it’s nice. So at this point in time we’re not allowing any card groups or game groups to come in and play. We just haven’t figured out a safe way to play cards. Plus it’s really hard to be 6 feet apart and play game of cards. I get calls weekly from groups begging, begging to please let them come back. We just have not figured out a safe way to do that and most of the senior centers in the state have not figured out a way to do that. I am working on a system for being able to play Mahjong. I think that’s more doable and we do have a few groups that are interested in trying, kind of testing the waters with me on that. I do have a woman now teaching Mahjong class and she’s like everybody has to bring their own set and they have to sit separately and she’s basically just teaching them from beginning what the tiles are and how they work. That’s going really well. And then hopefully in November we’ll be able to move in to actually playing to 4 person games with a lot of hand sanitizer on the table. So games and Chan-o-Liers, the singing group were also really anxious to get back. They’ve been actually going to the parks. Has anybody caught them? They’ve been going to Lake Ann. Spreading out as far as they can singing as a group. They’re going to do that as long as they possibly can and then once they have to come indoors what they’re going to do is break down into smaller groups. They won’t be able to sing in the senior center. They’ll at least be able to come in and be with each other. Kind of make those connections. So that’s, those kind of groups are figuring out but we’ve been, I’ve been working hard on putting together events that are safe. Jodi has been gracious to give me a lot of space here at the Rec Center to host some gatherings and first one will be our Octoberfest concert. We can have up to 40 people in the space. Typically we serve a meal at that but we won’t do that this year. We’ll be instead just handing out probably pretzels and some root beer but I do have a band that, a polka band Park and Recreation Commission – September 22, 2020 11 that’s coming to play and so again we have folks that are just anxious to be doing something to get out of their homes and others who are still reticent to show up anywhere. Right now I think I have about 18 people signed up for that event. It’s not bad. We can have up to 40. We still have a little bit of time. We will be doing a Veterans Day Pancake Breakfast on November 10th that Mayor Ryan has graciously said she will come and help out and do a little speech which will be nice. Again we’re limited to 40 but we are also opening this up so folks can do a drive up option so if they want to take meals, pancake sausage meals we’ll have a take out option for them. So we’re working on the details of how we’re going to make that happen. You know getting it out to the cars, things like that but I have had a handful of people already sign up for that option so again I think people are just looking for something safe that they can do and be a part of. American Legion Auxiliary is sponsoring that one so all, any veteran that signs up will get that for free. I also will be doing a holiday celebration in the December. On December 3rd. Normally this one we pull in about 125 folks. Again we’ll have to keep it to 40 and this one I do have a catering company who will be serving food for us. They are COVID compliant. We’ve already talked to her about specifics on that. I think that is doable. We will have music there too. So we’ll see. You know we’ll just see how folks, how my patrons how willing they are to try to these things. I keep telling them to put everything in pencil on your calendar. If for some reason we have to pull the pin on it we will but just to give us something to look forward to… The other thing that we’ve been doing is I’ve been trying to focus on three things really. Meeting needs, providing information and assistance and then just having fun so we started up our...they meet once a month. Our foot care nurse clinic, we have two nurses that come in twice a month. Those have been very popular. People come in one on one for one on one care. I have a flu clinic happening next Tuesday. We have over 20 people signed up for that and Cub Pharmacy holds that with us. And then our home delivered meals program, we continue to get new people each week and I think those numbers will just keep going up as we…as people find out about it. Encouraging people to tell their neighbors. To make sure people, I think Jim has been using it a little bit. Peck: Yep, my wife’s laid up with a broken foot. Blazanin: It’s a nice option, yeah. Peck: It’s been very, very good. Blazanin: Yeah. One of the most popular classes that we’ve been running are the drug safety classes. That was something AARP for many, many years has been running directing these classes to allow people to get discounts on their insurance and they have quit doing that through COVID and I don’t know when they’re going to restart. They’re not running their classes at least to the end of the year but the Minnesota Safety Council continues to run their classes so I partnered up with them and they are doing them all remotely by Zoom. Many of my seniors it’s like they don’t have the capability so I open up the senior center for up to 15 folks to come in and watch it on Zoom on big screen and then other folks who are comfortable using Zoom can join us from home and so far every class is filled. We’ve done one or two each month and we Park and Recreation Commission – September 22, 2020 12 have reached over 75 people so far with those classes so that’s been going really well. Medicare information classes, we have several of those coming on. There’s open enrollment coming up soon for folks so we allow for questions about that and that also again is done by Zoom and people are going to watch it at the center or they can operate from home. Veterans benefits presentation will be held here next week. That class actually filled up and just now we’re only allowing folks to join by Zoom. And then we created some memory kits for our Memory Café folks who, I’ve just shut down Memory Café until further notice because there’s just no safe way to run that right now. But we did put together some home care kits. One is a…one is a music theme, one is birding theme and it’s just a box of books and CD’s and movies and just stuff that they can do in their own home because the caregivers now are caregiving 24/7 because a lot of the day programs have been shut down and people who have been relying on other help to kind of get them through a day aren’t there anymore so they’re full time caregiving and they’re just looking for something to do so we work together with the Act on Alzheimer’s team to pull those kits together and yeah, the word hasn’t gotten around yet that we’ve got them but we have a handful of people who use them and they really enjoy them so we’re going to keep pushing those. And then just for fun like I said we have the Mahjong. We started an Aging with Gusto class. It started last Friday. It’s a 3 part series and Carver County is covering the cost of that through their SHIFT funding. We’ve invited the commissioners and…several housing directors from Chanhassen to join us. Instead of pilot classes they’re learning how to do it via Zoom and we offer…and the whole class has just reached, helping people rethink what aging should look like. Trying to cut through stereotypes. Helping folks come up with a plan so that they themselves can age with gusto. This is their pilot program…and next year they’ve offered to supply the funds again so that we an run 3 sessions of Aging with Gusto class so one in the winter. One in the summer. One in the fall again. That will be open to the general community so… One of the funnest things we did and these guys helped out on September 11th we did a drive inn ice cream social and concert right out here in the parking lot. The Lions Club sponsored it. The Lions Club covered the ice cream treats. T-Mobile covered the band and all the other expenses. It was a little bit of a cool day but it didn’t slow people down in coming in. We had, we ended up serving 96 folks with ice cream. We parked over, almost 50 cars and it was just a lot of fun. It was a lot of fun. Some people got out and sat in their chairs. Socially distanced but I got a lot of very, very nice comments. That was just nice. Just nice to get out and I had one woman call and she thanked me and she said you know I’ve been really nervous about this virus. This is the first time I’ve actually left my apartment since we shut down in March. Everything she’s been getting was delivered… She said I think this was the perfect way for me to just get out and be safe and be in my car. Get some ice cream…so it was a fun, fun day. The Lions Club normally hosts the summer picnic for the senior center and we had to cancel that this year. They had so much fun though. They said I think next year we should do the picnic and drive in social so who knows. Who knows. So yeah I’m just keeping busy trying to come up, think outside the box. Trying to find things that will get more folks get connected with each other and be available for them. Any questions for me? Boettcher: I think it’s pretty awesome with everything going on you still have this many activities. I was going to say for the ice cream social if you need testers for the different flavors Park and Recreation Commission – September 22, 2020 13 the fourth Tuesday of every month we do meet you know so we would gladly sample 2 ounce, 4 ounce sample sizes. Blazanin: They hired an ice cream truck that was called the Whale of a Treat and so she had a lot of options. A lot of options for people. Boettcher: That’s good. Great job as always Mary. Anyone have any other questions? Thank you very much. 2020 HALLOWEEN PARTY PREVIEW. Boettcher: And Priya it looks like we’re getting a 2020 Halloween preview. Tandon: Yeah. Boettcher: Everyone already has masks. Tandon: Yep. Thank you Chair Boettcher and thank you commissioners. So typically as you all know the City does a Halloween Party that normally draws like 700 to 800 people which will not be happening this year and so we really wanted to modify the party to still have it and provide an option for parents and kids and I guess people of all ages to celebrate Halloween in a safe way if we could. So we kind of did 3 Halloween programs to replace the Halloween Party of the past with like a Halloween part of this year. So the first element of that is the Trick or Trail event which you have the flyers in front of you. Didn’t make it into your report but essentially we’re inviting kids and families to come to the Chan Rec Center here and walk along that trail that’s out past the ballfields so they’ll start by the warming house and walk in one direction down that trail in a loop and trick or treat and local businesses right now we have 15 of them. We’re hoping to get more local businesses, service organizations, volunteers will be along the trail giving candy and trinkets and things of that nature for the trick or treating. There will also be a few social distance activities along the trail. Nothing that would really provide contact but things that kids can kind of do in their lines down the trail like count the pumpkins. Unscramble this word. Get a prize at the end, things like that and then we will have a food truck at the event that will have mini donuts available for purchase. They’re gluten free so if anyone’s gluten free that’s a bonus. We are charging $3 per child. That is different than what is in the report. Speaking to Jodi’s point on how you try to plan something and it changes due to X, Y, Z reasons. Event will be held on Saturday, October 24th from 1:00 to 3:00 p.m. In terms of COVID safety arrival times are going to be staggered so when parents register their kids they’ll choose 1 of 4 arrival times in like half hour blocks and they can arrive anytime during that time to still give them flexibility and hopefully spread people out going down the trail so there’s never like a line of people waiting to go trick or treating. There will be dots all the way along the trail 6 feet apart. Anyone handling candy will be wearing masks, gloves. Signs you know encouraging to wear their masks down the trail. Stay home if you’re sick. We’re really encouraging pre- registration for this just to make sure our capacities are at the right level because we will have to Park and Recreation Commission – September 22, 2020 14 cap it on day of at 250 people which is the current guideline. Let’s see. And then yeah in the event that COVID-19 guidelines change to where the event can’t be run safely we can make it a drive through pretty easily and line the businesses off along the outside of the parking lot. Have kids and families drive through. Or if it even goes more extreme we could modify it to run like an as your own program in the park in the week ahead which is kind of a benefit so it’s really awesome that we got so many businesses agree to participate because they’ll provide the candy which takes a huge cost away from us and why we’re able to do it because we’re trying to have all of our bags be completely budget neutral just because of the situation we’re in. Like I said we’re looking for more, so if you know of anyone who would be interested in that let me know or if you’d like to volunteer but it should be a fun event. The other two pieces of the Halloween celebration, we’re doing a new Boo your Neighbor program so people can purchase these boos. They’re like Halloween goody baskets for $10 dollars. Not $12 as in the report because we had a sponsor step up since writing this and they’re going to cover a lot of the costs so we can take that down which is great. It’s T-Mobile who has sponsored a lot of things for us in the past few months so awesome. Basically you can order a $10 boo and we’ll personalize it to say here’s a boo for Priya from Anna and then you’ll pick it up at the Chan Rec Center. Bring it to the person. Ring their door bell and it’s this fun goody basket that you can either gear towards kids and families or adults so that will hopefully interest people who maybe don’t have the comfort level of going out to a physical event but may still want to participate in something. And then we’re also doing a completely virtual Halloween costume contest on Facebook so participants can email in a photo of their 2020 Halloween costume. Then we’ll put them all on Facebook the week prior to Halloween and then the 3 submissions with the most number of likes in the individual and group costume categories will win a prize and with that one we want to just speak to the people who completely want to stay home and don’t want contact so give them something to do so we’ve got in person, semi-in person, semi-not and then completely virtual to hopefully create like a well rounded Halloween celebration since we can’t do our normal Halloween party. And there was oh, speaking to your point about the masks. There is a best mask like bonus prize so that’s kind of fun. And advertisement for all this began today. A little bit yesterday and also speaking to Jerry’s point, none of this is in the Connection so we’re kind of relying on social media, the website. Hopefully getting some good features in the paper. Flyers to school via Peach Jar. Signs around town. Things of that nature to get the word out. Facebook events are really great for this sort of thing because you know you can invite your friends. People can share it on their Facebook pages. Just get the word out that way. Schubert: This literally just popped in my head. Since you guys are doing so much more marketing on Facebook it might be worth doing like a quick one pager on how people can put you as like what is it the favorite or like top interest so that Chanhassen posts always show up at the top of the feed because I have that first few serve groups that I wanted to make sure I don’t miss posts on and then that way all the residents have a higher ability to see all the posts you guys put out. Tandon: Yeah that’s a great idea. I had not thought of that, thank you. Park and Recreation Commission – September 22, 2020 15 Boettcher: So there will still be Halloween. Tandon: There will still be Halloween, yes. Boettcher: It is not cancelled. Tandon: No, Trick or Treating’s not cancelled. It will be a little different but it’s going to happen. Schubert: Is Market Square doing their Trick or Treating this year like they usually do with their stores? Tandon: Yeah so I talked to them and I believe they’re unsure. I think they’re planning as of right now to do it and they want to. Their’s would be on Halloween. Our’s is on the 24th so we did check with them and make sure there was no time conflicting. Schubert: Overlap. Tandon: To you know make sure hopefully both of us are successful and allow families and parents like multiple events to go to. Not two events from 1:00 to 3:00 on the same day. But I think they’re planning on it as of now. Schubert: Okay. Tsuchiya: How are the Boo Baskets for adults? Tandon: Well instead of if you want specifics, instead of like a treat pail it’s a basket. The kid theme they have balloons. Like helium balloons. The adults do not. More like practical stuff that adults would use like Halloween theme napkins and plates set like disposal versus like…a Slinky that’s plastic. Like you know we’re not trying to create clutter but things of that. More adult theme candies. Ruegemer: A liter of Fireball. Tsuchiya: Can you partner with Total Wine? Tandon: I wouldn’t be opposed to that. Tsuchiya: You know for a couple three bottles in there. Boettcher: Do you want me to send you one Karl so you don’t feel left out? Tsuchiya: If you deliver it I’d be happy… Park and Recreation Commission – September 22, 2020 16 Boettcher: Alright, any other questions for Priya? Sounds like it’s going to be a great event Priya. Thank you very much. And that looks like that’s pretty that’s all the reports. COMMISSION MEMBER COMMITTEE REPORTS: None. COMMISSION PRESENTATIONS: None. ADMINISTRATIVE PACKET: None. Boettcher: Nothing in the administrative packet so looks like the end of business. I’ll take a motion to adjourn. Ruegemer: Hey real quick before we adjourn Chair Boettcher. Tsuchiya: So moved.t Ruegemer: I hate to interrupt you but I just wanted to give a huge shout out to all those folks sitting over there as it was evident tonight in all their reports, they are thinking outside the box. They’re trying to be budget neutral. They’re looking for new sponsors. Square peg, round hole. They’ve been resilient. Creative. Inspiring. So I just want to say thank you to each one over there. You guys are going a great job of thinking outside the box. Making it happen. It was evident like I said throughout the reports, we’re really trying to scratch and claw our way back into normalcy right so we’re obviously very COVID aware. Really looking at what can we do to make our numbers work here at the Rec Center, Senior Center? Adam and crew have been very aware of kind of what’s going on out in the park system for those type of things as well and just being creative and thinking of new ways to kind of pack for the Halloween Party for example. Just there’s millions of examples of that so just really kudos to staff. They’re working extremely hard and have been since March. You know this thing was really thrown at us here and really dumped us upside down with that so just really just trying to get protocols in place. Just to be open by June 15th took really a lot of effort to do that so as Jodi kind of made a reference, it’s been a lot of you create. Throw it out the window. Recreate it. Throw that out the window. And do this all over again because it constantly changes with the Executive Orders and different things that kind of came down the line with contact tracing. Signing in. Hand sanitizer. We were you know doing everything from the helmets to the bats over and over and over again. Our adult softball program. Umpires with rags and disinfectant with foul balls that go out of play so we wipe them all down before they go, so all of that takes extreme amounts of effort so we’re just trying to get out in the community again and I think it’s evident by the numbers that we have for Mary’s program with the drive in movie theater and the Lions and T-Mobile’s been a great sponsor as of late. And these guys have really been shaking the bushes to try to go out and find out new sponsors to make these budget neutral. They’re doing a fantastic job so I just wanted to thank them all and just to make everybody aware of it. It was very evident through their reports Park and Recreation Commission – September 22, 2020 17 tonight everybody’s doing a great job trying to get this through so we’re doing more with less for sure so thanks again. That’s it for me. Boettcher: Are you taking credit for some of it? Ruegemer: I am not. Boettcher: Okay. Ruegemer: Just trying to walk out in my little world. Boettcher: I’m trying to do the same thing with my fishing. If I catch a fish I go somewhere else and try to catch another one in that area. Ruegemer: Do you disinfect it before you put it back in the water? Boettcher: I won’t kiss them. So on that note I’ll take a motion to adjourn. Tsuchiya moved, Schubert seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 8 to 0. The meeting was adjourned at 8:00 p.m. Submitted by Jerry Ruegemer Park and Rec Director Prepared by Nann Opheim PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, October 27, 2020 Subject Youth Association Presentations Section NEW BUSINESS Item No: G.1. Prepared By Jerry Ruegemer, Park and Recreation Director File No:  DISCUSSION The local Chanhassen­area youth athletic associations have provided a great service to our residents and the surrounding communities for many years, dating back to the 1970s.  Most of the associations' many facets are organized and run by parent volunteers who wish to give back and be involved with their community.  It would be beneficial for the Park and Recreation Commission to hear firsthand the history of the organizations, population served, sport offerings, growth projections, and facilities used, etc.  During the next couple of Park and Recreation Commission Meetings, staff will invite two to three local associations to make presentations to familiarize the Commission with their activities.  The first two associations to present will be Tonka United Soccer Association and the Chanhassen Athletic Association.  Both associations have served our community for many years, so this should be informative to the Commission.       PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, October 27, 2020 Subject 2020 Picnic Season Evaluation Section REPORTS Item No: I.1. Prepared By Priya Tandon, Recreation Supervisor File No:  SUMMARY The 2020 picnic reservation season was significantly shorter than previous seasons, due to the ongoing COVID­19 pandemic and restrictions on social gathering size. Paid picnic reservations totaled 32, with the picnic season running from July 21st through October 3rd. The 32 reservations generated $3,080 in revenue. Many other picnics and small gatherings took place weekly at all locations, as some groups chose not to make a reservation. We are pleased that the community is utilizing the picnic facilities, especially as COVID­19 has limited other options of recreation.  BACKGROUND In typical years, Chanhassen's picnic reservation season runs from May 1 through October 1. This year, the first portion of the picnic season fell under the Stay Home MN order and Phases 1 & 2 of Minnesota's Stay Safe reopening plan, which either discouraged any social gathering or limited numbers of gatherings to 10 or less people. In past years, the vast majority of picnic shelter reservations were for groups of over 10 people.  Phase 3 of the Stay Safe reopening plan provided the guideline that outdoor gatherings in social settings should be limited to 25 people or less. Phase 3 began on June 10, 2020. In past years, many picnic shelter reservations were for groups of over 25 people.  DISCUSSION The 2020 picnic reservation season ran from July 21 through October 3, and consisted of 32 paid picnic reservations and a total of $3,080 in revenue. To remain compliant with CDC and state safety guidelines, capacity for all picnic shelter reservations was limited to 25 people.  Response to COVID­19 For picnic reservations that fell during the Stay Home MN order and Phases 1 & 2 of the reopening plan, groups were notified of their reservation cancellation and issued a full refund of their reservation fee. They were also allowed the option to reschedule their event for later in the picnic season. Groups with reservations during Phase 3 of the reopening plan were notified that their capacity would need to reflect the current guideline of 25 people or less, and given the option to either adjust their capacity, reschedule their event, or cancel with a full refund.  42 picnic reservations were cancelled this year, resulting in a $6,063.75 loss in revenue.  To remain compliant with CDC and state safety guidelines, capacity for all picnic shelter reservations during the 2020 PARK AND RECREATION COMMISSION STAFF REPORTTuesday, October 27, 2020Subject2020 Picnic Season EvaluationSectionREPORTS Item No: I.1.Prepared By Priya Tandon, Recreation Supervisor File No: SUMMARYThe 2020 picnic reservation season was significantly shorter than previous seasons, due to the ongoing COVID­19pandemic and restrictions on social gathering size. Paid picnic reservations totaled 32, with the picnic season runningfrom July 21st through October 3rd. The 32 reservations generated $3,080 in revenue. Many other picnics and smallgatherings took place weekly at all locations, as some groups chose not to make a reservation. We are pleased thatthe community is utilizing the picnic facilities, especially as COVID­19 has limited other options of recreation. BACKGROUNDIn typical years, Chanhassen's picnic reservation season runs from May 1 through October 1. This year, the firstportion of the picnic season fell under the Stay Home MN order and Phases 1 & 2 of Minnesota's Stay Safereopening plan, which either discouraged any social gathering or limited numbers of gatherings to 10 or less people. Inpast years, the vast majority of picnic shelter reservations were for groups of over 10 people. Phase 3 of the Stay Safe reopening plan provided the guideline that outdoor gatherings in social settings should belimited to 25 people or less. Phase 3 began on June 10, 2020. In past years, many picnic shelter reservations were forgroups of over 25 people. DISCUSSIONThe 2020 picnic reservation season ran from July 21 through October 3, and consisted of 32 paid picnic reservationsand a total of $3,080 in revenue. To remain compliant with CDC and state safety guidelines, capacity for all picnicshelter reservations was limited to 25 people. Response to COVID­19For picnic reservations that fell during the Stay Home MN order and Phases 1 & 2 of the reopening plan, groupswere notified of their reservation cancellation and issued a full refund of their reservation fee. They were also allowedthe option to reschedule their event for later in the picnic season. Groups with reservations during Phase 3 of thereopening plan were notified that their capacity would need to reflect the current guideline of 25 people or less, andgiven the option to either adjust their capacity, reschedule their event, or cancel with a full refund. 42 picnic reservations were cancelled this year, resulting in a $6,063.75 loss in revenue.  To remain compliant with CDC and state safety guidelines, capacity for all picnic shelter reservations during the 2020 season was limited to 25 people. Groups were asked to practice social distancing and hygiene, according to guidelines current at that time. Reservations were limited to one per day, as appropriate cleaning measures could not be taken each day between reservations.  Reservation Breakdown Picnic sites hosted family reunions, wedding receptions, anniversaries, graduations, birthdays, and school groups. The most popular site was the Klingelhutz Pavilion at Lake Ann (17), followed by the Lakeside Pavilion at Lake Ann (10), and the Lake Susan Picnic Shelter (5). The 32 reservations generated $3,080 in revenue and resulted in the city hosting over 700 picnickers.  Attached is a summary of all picnics held in 2020, including reservation categories, facility breakdown, type of customer, and day of the week reserved. This information is important to review future facility improvements, fee structures, and operational procedures.  At the end of the picnic season, staff sent out an evaluation form seeking feedback from park users. The information collected was largely positive. Comments and suggestions included fees and hope for an online reservation system. Staff reviews all comments and works together to address any concerns or issues.  In an effort to continue the availability of parking, staff will continue the practice of not scheduling the Lakeside and the Klingelhutz pavilions during the months of June and July when athletic tournaments have been scheduled. The Lake Susan Park shelter is not scheduled for reservations on the Sundays that we host Adult Liga Latina De Beisbol games.  The 2020 picnic reservation season was successful given the challenges faced as a result of the COVID­19 pandemic. Staff welcomes any input or ideas from the commission on ways to improve our procedures and facilities to ensure our customers have a good experience and seek to return in the future.  ATTACHMENTS: 2020 Attendance, Revenue, and Reservations Summary 2020 Picnic Reservation Categories 2012 11,000 2013 12,000 2014 17,000 2015 14,000 2016 15,200 2017 13,000 2018 10,700 2019 11,000 2020 759 0 2,000 4,000 6,000 8,000 10,000 12,000 14,000 16,000 18,000 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 Picnic Attendance Picnic attendance 2020: 759 2012 113 2013 119 2014 131 2015 125 2016 122 2017 125 2018 122 2019 118 2020 32 0 20 40 60 80 100 120 140 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 Picnic Reservations Picnic reservations 2020: 32 2012 $14,000 2013 $15,000 2014 $17,200 2015 $15,200 2016 $15,250 2017 $16,600 2018 $16,400 2019 $15,445 2020 $3,080 $0 $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 $14,000 $16,000 $18,000 $20,000 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 Picnic Revenue Picnic revenue 2020: $3,080 c:\program files (x86)\neevia.com\docconverterpro\temp\nvdc\807edac9-ea7e-405a-bf28- 2f5153a53854\chanhassen.7186.1.2020_picnic_reservation_categories.docx 2020 Picnic Reservation Categories Lakeside Pavilion Mon Tues Wed Thurs Fri Sat Sun Total Resident 0 1 0 0 1 3 2 7 Resident School District 112/276 0 0 0 0 0 0 0 0 Non-Resident 0 0 0 0 0 1 2 3 Non-Resident School District 0 0 0 0 0 0 0 0 Total 0 1 0 0 1 4 4 10 Lake Susan Shelter Mon Tues Wed Thurs Fri Sat Sun Total Resident 0 0 0 0 0 3 0 3 Resident School District 112/276 0 0 1 0 0 0 0 1 Non-Resident 0 0 0 0 0 1 0 1 Non-Resident School District 0 0 0 0 0 0 0 0 Total 0 0 1 0 0 4 0 5 Klingelhutz Pavilion Mon Tues Wed Thurs Fri Sat Sun Total Resident 0 5 0 2 0 2 3 12 Resident School District 112/276 0 3 0 0 0 0 0 3 Non-Resident 0 0 0 0 1 0 1 2 Non-Resident School District 0 0 0 0 0 0 0 0 Total 0 8 0 2 1 2 4 17 32 Total Picnics Paying Fees PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, October 27, 2020 Subject Chanhassen Park and Recreation Scholarship Program Review Section REPORTS Item No: I.2. Prepared By Jodi Sarles, Recreation Center Manager File No:  SUMMARY A formal scholarship program for the Parks and Recreation Department was established in 2009. The City offers this program for residents who request financial assistance to participate in recreation programs. Under Chanhassen’s current program, applicants receive up to $100.00 per person per year, with a family maximum of $350.00 annually.A minimum program co­payment of 20% is required to register.Exclusions to this program include; trips, day camp, punch cards, Skyhawks/Sports Unlimited camps, shelter and facility rentals and personal training. Each recipient may use funding for a total of four programs annually with a limit of three summer programs.  Since 2009, nearly $4,000 in scholarship funds have been granted. An analysis of area recreation financial assistance programs was completed. Chanhassen offers similar assistance dollars in scholarship funds; however, our co­payment is typically 30% less with higher restrictions. Staff recommends the following changes to the Park & Recreation Scholarship Program: ­          Increase resident co­payment to 50% of program payment. ­          Scholarship use restricted to program fees of $10 and greater. ­          Include Skyhawks and Sports Unlimited Camps. ­          Include punch cards (with requirement of leaving card on file at Rec Center for individual family use only). ­          Recipients may use funding for a total of six (6) programs annually with a limit of three summer programs. ATTACHMENTS: Chanhassen Parks & Rec Scholarship Program Scholarship Application Form Chanhassen Parks and Recreation Department Recreation Program Scholarship Details The CITY OF CHANHASSEN provides this scholarship program for individuals that may need financial assistance to participate in our recreation programs. This program is only for Chanhassen residents. It is the policy of the City of Chanhassen to provide services to all residents regardless of sex, race, color, national origin, ability, or financial status. Who is eligible?  Residents of the City of Chanhassen  Residents of all ages  Applicants who currently have no outstanding balances with the City of Chanhassen  Program Scholarships will be awarded as resources allow How much assistance can my family receive?  Each eligible family can receive up to $100.00 per person/year with a family maximum of $350.00 per year.  A minimum co-payment of 50% will be required at the time of registration for all programs.  Payment plans are not available to cover the co-payment for eligible Program Scholarships.  Scholarships may be used for up to 6 programs per person/ year with a limit of 3 summer programs per person/year. What programs are not eligible for Scholarship?  Programs with a fee of $10 or less  Day Camps and Field Trips  Adult Sports and Personal Training  Recreation Center Birthday Party Packages  Facility Rentals Including room rentals and picnic shelters  Scholarships are available for program fees only (special event admissions are not eligible) Are Rec Center punch cards eligible?  Punch cards may be purchased in 10, 20 or 40 punch increments.  Punch card must be kept on file at the Chan Rec Center  Punch card use is restricted to immediate family only. CITY OF CHANHASSEN - PARKS AND RECREATION DEPARTMENT RECREATION PROGRAMS SCHOLARSHIP APPLICATION An adult household member must complete this application before registering for any programs or activities to receive Program Scholarship. Only one form, per family, is required for each calendar year. Submit completed form to: City of Chanhassen OR Chanhassen Recreation Center Parks and Recreation Dept. Parks and Recreation Dept. 7700 Market Blvd, PO. Box 147 2310 Coulter Boulevard Chanhassen, MN 55317 Chanhassen, MN 55317 PARTICIPANT INFORMATION Parent/Guardian Name: Address: City/State/Zip: Phone: Email: ____________ TOTAL HOUSEHOLD INCOME Is your family currently on any form of public assistance? Yes No Indicated number of persons living in your household? 1 2 3 4 5+ Annual Household Income: $ __________________ (Annual Household Income includes: wages, tips, social security, public assistance, interest, etc.) Basis for request of Program Scholarship: _________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ APPLICATION INFORMATION Participant's Name (include additional family members on back) Date of Birth I attest that to the best of my knowledge all of the information provided on this form is current and correct: Parent, Guardian, or Participant Signature: Date: Upon approval of Program Scholarship, participants will not be registered or added to any program rosters until your portion of the program fee is received. FOR OFFICE USE ONLY Eligibility Determination: Approved Denied If denied, indicate reason: Incomplete Application Other: Comments: City of Chanhassen Staff Signature/Title Date