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Agenda and PacketAGENDA PARK AND RECREATION COMMISSION TUESDAY, NOVEMBER 24, 2020, 7:00 P.M. 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 October 27, 2020 G.NEW BUSINESS 1.Park and Recreation Commission Candidate Interview Process 2.Youth Association Presentations 3.Establish 2021 Picnic Reservation Fees H.OLD BUSINESS 1.2020­2021 Rink Season Update I.REPORTS 1.Discussion of Mixed Use in Chanhassen Parks and Facilities 2.2020 Halloween Party Evaluation 3.2020 Tree Lighting Ceremony Preview J.COMMISSION MEMBER COMMITTEE REPORTS K.COMMISSION MEMBER PRESENTATIONS AGENDAPARK AND RECREATION COMMISSIONTUESDAY, NOVEMBER 24, 2020, 7:00 P.M.CHANHASSEN RECREATION CENTER, 2310 COULTER BOULEVARDA.7:00 P.M. ­ CALL TO ORDERB.ROLL CALLC.APPROVAL OF AGENDACommissioners may add or delete items at this time.D.PUBLIC ANNOUNCEMENTSE.VISITOR PRESENTATIONSCommission Procedures allow for presentations from the audience at this time.  If a motion isrequired, the item will be forwarded to the next available agenda to allow for publication and reviewprior to consideration.F.APPROVAL OF MINUTES1.Approve Park & Recreation Minutes dated October 27, 2020G.NEW BUSINESS1.Park and Recreation Commission Candidate Interview Process2.Youth Association Presentations3.Establish 2021 Picnic Reservation FeesH.OLD BUSINESS1.2020­2021 Rink Season UpdateI.REPORTS1.Discussion of Mixed Use in Chanhassen Parks and Facilities2.2020 Halloween Party Evaluation3.2020 Tree Lighting Ceremony PreviewJ.COMMISSION MEMBER COMMITTEE REPORTS K.COMMISSION MEMBER PRESENTATIONS L.ADMINISTRATIVE PACKET M.ADJOURNMENT PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, November 24, 2020 Subject Approve Park & Recreation Minutes dated October 27, 2020 Section APPROVAL OF MINUTES Item No: F.1. Prepared By Nann Opheim, City Recorder File No:  PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, November 24, 2020 Subject Park and Recreation Commission Candidate Interview Process Section NEW BUSINESS Item No: G.1. Prepared By Jerry Ruegemer, Park and Recreation Director File No:  PROPOSED MOTION The Park and Recreation Commission to develop a list of key characteristics they believe are important to the role of a commissioner and to nominate one commissioner, plus one alternate commissioner to sit in with the City Council to conduct interviews of candidates seeking a spot on the Park and Recreation Commission. Approval requires a simple majority vote of members present BACKGROUND The city is currently investigating the process for interviewing Commission candidates and to look for efficiencies for both the people conducting the interviews and those individuals being interviewed. The city is considering having one set of interviews with the City Council versus the current process of the Park and Recreation Commission interviewing the candidates then forwarding a recommendation on to City Council for their consideration. In an effort to improve the process, staff is seeking input from the Park and Recreation Commissioners to formulate a list of key characteristics that they believe is important to a Park and Recreation Commissioner's role. Staff is also requesting that the Commission nominate one commissioner, plus an alternative that would sit in and participate with the interview process representing the Park and Recreation Commission. Listed below is information from the City Ordinances relating to the Park and Recreation Commission roles and make up that might be helpful. Sec. 2­46. ­ Appointment to city committees, commissions and boards. All vacancies on committees, commissions, and boards shall be advertised to seek applicants. Vacancies shall be announced in the city's official newspaper and posted within city hall. Applications shall be available at the city clerk's office and shall be forwarded to the city council within the time prescribed. The city council may interview applicants before making appointment. All appointments shall be by majority vote of the city council. Vacancies during a term shall be filled for the unexpired portion of the term. Sec. 2­46.05. ­ Park and recreation commission. (a) Creation. There is established a park and recreation commission for the city. PARK AND RECREATION COMMISSION STAFF REPORTTuesday, November 24, 2020SubjectPark and Recreation Commission Candidate Interview ProcessSectionNEW BUSINESS Item No: G.1.Prepared By Jerry Ruegemer, Park and RecreationDirector File No: PROPOSED MOTIONThe Park and Recreation Commission to develop a list of key characteristics they believe are important to the role ofa commissioner and to nominate one commissioner, plus one alternate commissioner to sit in with the City Council toconduct interviews of candidates seeking a spot on the Park and Recreation Commission.Approval requires a simple majority vote of members presentBACKGROUNDThe city is currently investigating the process for interviewing Commission candidates and to look for efficiencies forboth the people conducting the interviews and those individuals being interviewed. The city is considering having oneset of interviews with the City Council versus the current process of the Park and Recreation Commission interviewingthe candidates then forwarding a recommendation on to City Council for their consideration. In an effort to improvethe process, staff is seeking input from the Park and Recreation Commissioners to formulate a list of keycharacteristics that they believe is important to a Park and Recreation Commissioner's role. Staff is also requesting thatthe Commission nominate one commissioner, plus an alternative that would sit in and participate with the interviewprocess representing the Park and Recreation Commission.Listed below is information from the City Ordinances relating to the Park and Recreation Commission roles and makeup that might be helpful.Sec. 2­46. ­ Appointment to city committees, commissions and boards.All vacancies on committees, commissions, and boards shall be advertised to seek applicants. Vacancies shall beannounced in the city's official newspaper and posted within city hall. Applications shall be available at the city clerk'soffice and shall be forwarded to the city council within the time prescribed. The city council may interview applicantsbefore making appointment. All appointments shall be by majority vote of the city council. Vacancies during a termshall be filled for the unexpired portion of the term.Sec. 2­46.05. ­ Park and recreation commission. (a) Creation. There is established a park and recreation commission for the city. (b) Membership. The park and recreation commission consists of seven members appointed in the manner set forth in this subsection. Members of the commission are appointed by the council for staggered terms of three years expiring on March 31 of each year. Additionally, the commission may also have one or two youth representatives who shall also be voting members. Youth representatives shall be appointed for one­year terms. (c) Officers; meetings. The chairperson and vice chairperson of the park and recreation commission are appointed by the commission from among its membership for the term of one year. The commission shall adopt its own bylaws with the approval of the city council. All members of the commission may vote on all questions before the commission. No member of the commission may vote on any question in which the member has fiduciary interest, either directly or indirectly. The commission shall determine in its bylaws the date and time of its meetings and shall set such public hearings as are necessary and desirable or as required by law or this Code. (d) Powers and duties. The park and recreation commission shall have the following powers and duties: (1) To hold meetings of its members, to consider such matters pertaining to parks and public recreation programs in the city as shall be referred to the commission by the council, or as the members of the commission themselves deem proper. (2) To prepare a comprehensive plan for the future development of the city park and recreation system, to be submitted to the city council for implementation, and to maintain said plan, and recommend amendments of the plan to the city council, as may become necessary or desirable. (3) To act in an advisory capacity to the council in all matters relating to park and recreation in the city. (e) Reports. The commission shall make an annual written report to the council, not later than March 31 of each calendar year, containing the commission's recommendations for the ensuing year. (Ord. No. 363, § 6, 1­12­04; Ord. No. 582, § 1, 4­22­13) RECOMMENDATION The Park and Recreation Commission develops a list of key characteristics they believe are important to the role of a commissioner and nominates one commissioner, plus one alternate commissioner to sit in with the City Council to conduct interviews of candidates seeking a spot on the Park and Recreation Commission. PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, November 24, 2020 Subject Youth Association Presentations Section NEW BUSINESS Item No: G.2. 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 was beneficial for the Park and Recreation Commission to hear firsthand about the history of the Chanhassen Athletic Association and CC United Soccer organizations, the population they served, sports offerings, growth projections, and facilities used.   Staff invited Tonka United Soccer Association to present at the November 24 meeting. Tonka United Soccer has served our community for many years, so this should be informative to the Commission.       PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, November 24, 2020 Subject Establish 2021 Picnic Reservation Fees Section NEW BUSINESS Item No: G.3. Prepared By Jerry Ruegemer, Park and Recreation, Park and Recreation Director File No:  PROPOSED MOTION The Park and Recreation Commission recommends that the City Council approve the 2021 picnic reservation fees for group picnics. Approval requires a simple majority vote of members present BACKGROUND Annually, the Park and Recreation Commission reviews many aspects of group picnic reservations from total revenue, reservation categories, customer types, and other related items. A large­group reservation fee was implemented to cover the extra expenses related to groups of 100 or more guests. The implemented large­group fee has not met with opposition and should therefore continue. The City of Chanhassen's picnic reservation fees were increased in 2020, and with the COVID­19 pandemic ever present, staff recommends not increasing the group picnic reservation fees for 2021. RECOMMENDATION The Park and Recreation Commission recommends that the City Council approve the 2021 picnic reservation fees for group picnics. ATTACHMENTS: Proposed 2021 Picnic Reservation Fees CHANHASSEN PICNIC INFORMATION City of Chanhassen, 7700 Market Blvd., P.O. Box 147, Chanhassen, MN 55317 952-227-1121 LAKE SUSAN PARK SHELTER • Available May 1-September 30 • Accommodates 50-200 • Group receives exclusive use of the shelter area. All other park facilities are subject to use by the general public. Amenities 25’ x 45’ covered shelter has lights, electrical outlet, water spigot, bathrooms, picnic tables, trash receptacles, play area, sand volleyball court, ball field, basketball court, tennis courts, fishing pier and boat access. LAKE ANN PARK LAKESIDE PAVILION • Available May 1-September 30 • Accommodates 25-175 • Group receives exclusive use of the shelter area. All other park facilities are subject to use by the general public. Amenities 40’ x 40’ covered shelter has lights, electrical outlets, access to water, bathrooms, ball fields, play areas, grills, trash receptacles, swimming beach, boat access, fishing pier, boat rentals, concessions, tennis court, and birds eye view of Lake Ann. AL KLINGELHUTZ MEMORIAL PAVILION • Available May 1-September 30 • Accommodates 100-400 • Group receives exclusive use of the shelter area. All other park facilities are subject to use by the general public. Amenities 50’ x 100’ covered shelter with lights, electricity, picnic tables, grills, trash receptacles, portable restrooms, water spigot, ball fields, play areas, swimming beach, fishing pier, boat access, boat rentals, concessions, and tennis court. Group Reservation Rates (Including Tax) Type Monday-Thursday Friday-Sunday Resident $125 $150 Resident School $45 $50 Non-Resident $225 $275 Non-Resident School $100 $150 Non-Profit/Senior Group Discount 25% 25% Large Group Fee (100+ Guests) Chanhassen Resident $50 NR Chanhassen $100 PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, November 24, 2020 Subject 2020­2021 Rink Season Update Section OLD BUSINESS Item No: H.1. Prepared By Priya Tandon, Recreation Supervisor File No:  SUBJECT 2020­2021 Rink Season Update SUMMARY Due to budgeting restrictions for the 2020­21 winter season resulting from the COVID­19 pandemic, warming house staff hours will be somewhat reduced; however, rink and warming house locations and days open will be unchanged. BACKGROUND A total of 24 rink attendants were hired in 2019­2020 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.  DISCUSSION To address budgetary pressures resulting from the ongoing COVID­19 pandemic, 2020­21 season warming­house hours will be reduced during times of low­rink usage to the following:  2019­2020 2020­2021 Weekdays: 4pm ­ 9pm Weekdays: 4pm ­ 8pm Saturdays: 10am ­ 9pm Saturdays: 12pm ­ 9pm Sundays: 1pm ­ 7pm Sundays: 1pm ­ 6pm School release/holiday: 10am ­ 9pm School release/holiday: 12pm ­ 9pm The 2019­20 Rink Usage Totals by Time attachment illustrates rink usage during the times of warming house hour reductions. Warming house hour reductions will save the City approximately 280 staff hours and $3,200 in the (1600) Recreation Programs budget.  PARK AND RECREATION COMMISSION STAFF REPORTTuesday, November 24, 2020Subject2020­2021 Rink Season UpdateSectionOLD BUSINESS Item No: H.1.Prepared By Priya Tandon, Recreation Supervisor File No: SUBJECT2020­2021 Rink Season UpdateSUMMARYDue to budgeting restrictions for the 2020­21 winter season resulting from the COVID­19 pandemic, warming housestaff hours will be somewhat reduced; however, rink and warming house locations and days open will be unchanged.BACKGROUNDA total of 24 rink attendants were hired in 2019­2020 on a part­time/seasonal basis to staff the warming houses. Rinkattendant wages totaled $19,719.69, with a total of 1,709.5 hours worked. DISCUSSIONTo address budgetary pressures resulting from the ongoing COVID­19 pandemic, 2020­21 season warming­househours will be reduced during times of low­rink usage to the following: 2019­2020 2020­2021Weekdays: 4pm ­ 9pm Weekdays: 4pm ­ 8pmSaturdays: 10am ­ 9pm Saturdays: 12pm ­ 9pmSundays: 1pm ­ 7pm Sundays: 1pm ­ 6pmSchool release/holiday: 10am ­ 9pm School release/holiday: 12pm ­ 9pmThe 2019­20 Rink Usage Totals by Time attachment illustrates rink usage during the times of warming house hourreductions. Warming house hour reductions will save the City approximately 280 staff hours and $3,200 in the (1600) Recreation Programs budget.  ATTACHMENTS: 2019­20 Rink Usage Totals by Time Totals & Expenses Past 5 Years 0 100 200 300 400 500 600 700 0 100 200 300 400 500 600 700 9:00 AM 10:00 AM 11:00 AM 12:00 PM 1:00 PM 2:00 PM 3:00 PM 4:00 PM 5:00 PM 6:00 PM 7:00 PM 8:00 PM 9:00 PM# of usersTime 2019-20 Rink Usage Totals by Time: Weekdays School release/holiday hours only Recommended 2020-21 reduction City Center Park Rec Center North Lotus Bandimere 0 10 20 30 40 50 60 70 80 90 0 10 20 30 40 50 60 70 80 90 9:00 AM 10:00 AM 11:00 AM 12:00 PM 1:00 PM 2:00 PM 3:00 PM 4:00 PM 5:00 PM 6:00 PM 7:00 PM 8:00 PM 9:00 PM# of usersTime 2019-20 Rink Usage Totals by Time: Saturdays Recommended 2020-21 reduction City Center Rec Center North Lotus Bandimere Roundhouse 0 20 40 60 80 100 0 20 40 60 80 100 12:00 PM 1:00 PM 2:00 PM 3:00 PM 4:00 PM 5:00 PM 6:00 PM 7:00 PM# of usersTime 2019-20 Rink Usage Totals by Time: Sundays Recommended 2020-21 reduction City Center Rec Center North Lotus Bandimere Roundhouse 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, November 24, 2020 Subject Discussion of Mixed Use in Chanhassen Parks and Facilities Section REPORTS Item No: I.1. Prepared By Jodi Sarles, Recreation Center Manager File No:  DISCUSSION The pandemic has caused issues with many aspects of daily life, and Chanhassen’s parks have become an important mental and physical refuge for the community.  Usage in parks has grown and the community is greatly encouraged to utilize the space to maintain a sense of normalcy. Over the past summer, Chanhassen Parks provided ways to stay healthy and connected: Lake Ann Beach was busy; park shelters provided safe gathering places for friends and families to see each other; personal trainers and group fitness programs used parks to continue to hold sessions; and private individuals offered lessons/programs on City courts.  With increased usage, this has brought to life a discussion on how resources are provided to the community. It is important that Chanhassen’s parks and amenities remain available to residents and visitors, be properly maintained, and ensure that those who operate businesses within the parks are doing so safely. To do that, our Department is communicating consistent, appropriate guidelines.     Staff is seeking a discussion with Commissioners on activities that took place in Chanhassen facilities this summer, and likely others that will be included indoors as the weather changes.  Some examples of these activities are: ­ Paid, private tennis programs operating on city tennis courts. ­ Outdoor group fitness classes. ­ Private lessons on city pickleball courts. ­ Senior Center indoor meeting space for private groups and activity clubs.  ­ Private lessons during Open Gym. PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, November 24, 2020 Subject 2020 Halloween Party Evaluation Section REPORTS Item No: I.2. Prepared By Priya Tandon, Recreation Supervisor File No:  SUBJECT 2020 Halloween Party Evaluation SUMMARY Due to the ongoing COVID­19 pandemic, the 36th Annual Halloween Party was modified from its traditional indoor, 700­person event to three new  COVID­friendly, Halloween­themed programs. These programs were an in­person Trick­or­Trail event, a take­home Boo Your Neighbor kit program, and a virtual Halloween costume contest.  These programs were made possible thanks to the generous support of T­Mobile, which donated $1,500 to cover the cost of Boo supplies.  BACKGROUND Phase 3 of Minnesota's Stay Safe Plan began on June 10, 2020 and was the stage in effect during all three Halloween programs. Phase 3 guidelines included setting a capacity of 250 people for indoor and outdoor entertainment events.  DISCUSSION As a modification of the 36th Annual Halloween Party, the City along with Community Event Sponsors, local businesses, and community organizations presented three COVID­friendly programs this October.  2020 Trick­or­Trail The 2020 Trick­or­Trail event was held Saturday, October 24 from 1­3pm at the Chanhassen Recreation Center. Kids and families dressed up in costumes and participated in distanced trick­or­treating along the Rec Center trail. Twenty­one local businesses and nonprofits contributed to the event, with 19 businesses being present along the trail. Volunteers from Chanhassen and Chaska High School Key Clubs, and Chanhassen High School Students Today Leaders Forever helped make the event possible as well.  Special thanks go out to all the businesses, service organizations, volunteers, city staff and the Park Maintenance department for coming together to make this event a safe and successful event for the Chanhassen community.  Boo Your Neighbor Personalized, Halloween­themed "Boo Your Neighbor" goodie baskets were available to purchase for $10 throughout PARK AND RECREATION COMMISSION STAFF REPORTTuesday, November 24, 2020Subject2020 Halloween Party EvaluationSectionREPORTS Item No: I.2.Prepared By Priya Tandon, Recreation Supervisor File No: SUBJECT2020 Halloween Party EvaluationSUMMARYDue to the ongoing COVID­19 pandemic, the 36th Annual Halloween Party was modified from its traditional indoor,700­person event to three new  COVID­friendly, Halloween­themed programs. These programs were an in­personTrick­or­Trail event, a take­home Boo Your Neighbor kit program, and a virtual Halloween costume contest. These programs were made possible thanks to the generous support of T­Mobile, which donated $1,500 to cover thecost of Boo supplies. BACKGROUNDPhase 3 of Minnesota's Stay Safe Plan began on June 10, 2020 and was the stage in effect during all three Halloweenprograms. Phase 3 guidelines included setting a capacity of 250 people for indoor and outdoor entertainment events. DISCUSSIONAs a modification of the 36th Annual Halloween Party, the City along with Community Event Sponsors, localbusinesses, and community organizations presented three COVID­friendly programs this October. 2020 Trick­or­TrailThe 2020 Trick­or­Trail event was held Saturday, October 24 from 1­3pm at the Chanhassen Recreation Center.Kids and families dressed up in costumes and participated in distanced trick­or­treating along the Rec Center trail.Twenty­one local businesses and nonprofits contributed to the event, with 19 businesses being present along the trail.Volunteers from Chanhassen and Chaska High School Key Clubs, and Chanhassen High School Students TodayLeaders Forever helped make the event possible as well. Special thanks go out to all the businesses, service organizations, volunteers, city staff and the Park Maintenancedepartment for coming together to make this event a safe and successful event for the Chanhassen community.  Boo Your Neighbor Personalized, Halloween­themed "Boo Your Neighbor" goodie baskets were available to purchase for $10 throughout the month of October. In total, 62 Boo's were sold. Child Boo's totaled 37, family Boo's 6, and adult Boo's 19.   The Boo program was made possible by a very generous donation from T­Mobile totaling $1,500. This donation covered the cost of all Boo's, and allowed us to provide the Boo's for the low cost of $10.  Halloween Costume Contest Eleven entries were submitted to the 2020 Halloween Costume Contest ­ three in the individual category, and eight in the group category. Voting was held on Facebook, and prizes were awarded for the three entries with the most 'likes.' A prize was also awarded for best mask.  Overall, there was significant positive feedback on all three modified Halloween programs. Many families participated in two or all three programs in October. In the event that the 38th Annual Halloween Party cannot run in it's traditional form in 2021 due to ongoing safety regulations, it is staff's recommendation to continue offering a modified version, while adhering to the most current local and state guidelines.  ATTACHMENTS: Expense Report 2020 2020 HALLOWEEN PROGRAMS Expense Report REVENUE *TOT Registrations 305 @ $3.00 (less $2.00 adm. fee) $ 305.00 Boo orders 62 @ $10.00 $ 620.00 Boo sponsorship: T-Mobile $1,500.00 TOTAL $2,425.00 *denotes estimate EXPENSES 101-1614-4130 Trick-or-Trail Supplies $ 166.67 Boo Your Neighbor Supplies $ 632.50 Costume Contest Supplies $ 20.00 TOTAL $ 819.17 Total Expenditures $ 819.17 Total Revenue $ 2,425.00 $ 1605.83 PARK AND RECREATION COMMISSION STAFF REPORT Tuesday, November 24, 2020 Subject 2020 Tree Lighting Ceremony Preview Section REPORTS Item No: I.3. Prepared By Priya Tandon, Recreation Supervisor File No:  SUBJECT 2020 Tree Lighting Ceremony Preview SUMMARY The City of Chanhassen's Annual Tree Lighting Ceremony is held each year at City Center Park, and draws between 100­400 community members to enjoy the lighting of the park, visits with Santa, cookies and hot chocolate, s'mores by the fire, caroling, and live reindeer. Due to the ongoing COVID­19 pandemic and limitations on the size of gatherings, the annual Tree Lighting Ceremony will be modified into a new COVID­friendly program: the Chanhassen Tour of Lights. A virtual Tree Lighting by Mayor Elise Ryan will begin a month­long display of residential holiday lights throughout Chanhassen.  BACKGROUND Phase 3 of Minnesota's Stay Safe Plan began on June 10, 2020 and was still in effect November 16, 2020 when modifications to the Tree Lighting were finalized. Phase 3 guidelines include setting a maximum capacity of 250 people for indoor and outdoor entertainment events.  The City's annual Tree Lighting Ceremony that runs in typical years is designed to have a large group of more than 250 people in attendance, without realistic options to social distance.  DISCUSSION As a modification of the annual Tree Lighting Ceremony, the City of Chanhassen will present a new, COVID­friendly program.  Chanhassen Tour of Lights The 2020 Chanhassen Tour of Lights is designed to be a citywide driving or walking tour of residential holiday light displays. Homes displaying holiday lights can sign up to help create a beautiful driving tour through Chanhassen that will run from 5­8pm each evening, from December 5 through December 31, 2020. Maps will be available on the City webpage to help residents find and enjoy the lights. Registration is free, and any home in Chanhassen is eligible to register.  Virtual Tree Lighting PARK AND RECREATION COMMISSION STAFF REPORTTuesday, November 24, 2020Subject2020 Tree Lighting Ceremony PreviewSectionREPORTS Item No: I.3.Prepared By Priya Tandon, Recreation Supervisor File No: SUBJECT2020 Tree Lighting Ceremony PreviewSUMMARYThe City of Chanhassen's Annual Tree Lighting Ceremony is held each year at City Center Park, and draws between100­400 community members to enjoy the lighting of the park, visits with Santa, cookies and hot chocolate, s'moresby the fire, caroling, and live reindeer. Due to the ongoing COVID­19 pandemic and limitations on the size ofgatherings, the annual Tree Lighting Ceremony will be modified into a new COVID­friendly program: the ChanhassenTour of Lights. A virtual Tree Lighting by Mayor Elise Ryan will begin a month­long display of residential holiday lightsthroughout Chanhassen. BACKGROUNDPhase 3 of Minnesota's Stay Safe Plan began on June 10, 2020 and was still in effect November 16, 2020 whenmodifications to the Tree Lighting were finalized. Phase 3 guidelines include setting a maximum capacity of 250 peoplefor indoor and outdoor entertainment events. The City's annual Tree Lighting Ceremony that runs in typical years is designed to have a large group of more than 250people in attendance, without realistic options to social distance. DISCUSSIONAs a modification of the annual Tree Lighting Ceremony, the City of Chanhassen will present a new, COVID­friendlyprogram. Chanhassen Tour of LightsThe 2020 Chanhassen Tour of Lights is designed to be a citywide driving or walking tour of residential holiday lightdisplays. Homes displaying holiday lights can sign up to help create a beautiful driving tour through Chanhassen thatwill run from 5­8pm each evening, from December 5 through December 31, 2020. Maps will be available on the Citywebpage to help residents find and enjoy the lights. Registration is free, and any home in Chanhassen is eligible toregister.  Virtual Tree Lighting To kick off the holiday season and Chanhassen Tour of Lights, Mayor Elise Ryan will 'flip the switch' to light City Center Park virtually on Saturday, December 5 at 5pm. The illumination will be broadcast via Facebook Live on the City's Facebook page, as well as on the City website. Residents are invited to join the event virtually and by 'flipping' their own switch to holiday lights at home.  This will be a strictly virtual event, with no in­person event associated with the lighting.  ATTACHMENTS: Tour of Lights Flyer Virtual Tree Lighting What: To kick off the holiday season and the Chanhassen Tour of Lights, Mayor Elise Ryan will be ‘flipping the switch’ to light City Center Park virtually. The illumination will be broadcast via Facebook Live and on our City website. We invite you to join the event by ‘flipping’ your own switch at home, and turning on your holiday lights with us at 5pm. After the switch is flipped, hop in your car and take a drive through the Chan Tour of Lights! When: December 5, 5pm Where to watch: PLEASE NOTE: This is a strictly virtual lighting. There will be no in-person event this year, to promote the health and safety of all residents. • City of Chanhassen Facebook page. Facebook live broadcast will begin at 5pm on December 5th. • City of Chanhassen website at www.ci.chanhassen.mn.us/treelighting 2020 TREE LIGHTING CEREMONY: Chanhassen Tour of LightsChanhassen Tour of Lights& Virtual Tree Lighting& Virtual Tree Lighting Join us for this year’s annual Tree Lighting modified into a community Tour of Lights and Virtual Tree Lighting! ChanhassenTour of Lights What: A City-wide driving tour of residential holiday light displays! Homes displaying holiday lights sign up to help us create a beautiful driving tour through Chanhassen for all to enjoy. Beginning December 5, maps will be available to help you plan your driving tour. **NOTE: no names or exact addresses will be advertised or disclosed as part of this event.** When: December 5 –31, 5 - 8pm Who: YOU! Any and all homes in Chan are eligible to register their home display for this month-long event. How to register: Register your home display online at www.ci.chanhassen.mn.us/treelighting OR by using the form on the back of this flyer. All registered houses will be entered to win our holiday prize-pack! Chanhassen Tour of LightsChanhassen Tour of Lights REGISTRATION FORMREGISTRATION FORM Thank you for registering for Chanhassen’s 2020 Tour of Lights! Please read the display requirements, and complete all information below to register. Forms should be returned to Chanhassen City Hall. You may also register online at www.ci.chanhassen.mn.us/treelighting Display requirements: 1. Light displays should be lit from December 5 – December 31, 2020 2. Light displays should be on from 5 – 8pm 3. Light displays should be appropriate, family-friendly and uplifting. Home address of display: City: State: Zip: Estimated scope of holiday light display:  MODEST (i.e. some trees/bushes/trim)  MODERATE (i.e. many trees/bushes/trim/some yard décor)  EXTENSIVE (i.e. extensive trees/bushes/trim/yard décor) Display contact first name: Display contact last name: Contact phone: Contact email: For more information, contact: Priya Tandon, Recreation Supervisor 952.227.1122 ptandon@ci.chanhassen.mn.us Return form to: Chanhassen City Hall Attention: Priya Tandon 7700 Market Blvd. Chanhassen, MN 55317 ALL registeredhouses will beentered to win our HOLIDAYPRIZE PACK!