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2003 02 25File AGENDA PARK & RECREATION COMMISSION TUESDAY, FEBRUARY 25, 2003 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD 7:30 p.m. - CALL TO ORDER ROLLCALL APPROVAL OF AGENDA Commissioners may add or delete items at this time. PUBLIC ANNOUNCEMENTS 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. APPROVAL OF MINUTES 1. Approval of minutes dated January 28, 2003 NEW BUSINESS 2. Modification to 2003 Skate Park Operation Plan. Review 2003 Lake Ann Beach Lifeguard Contract, Minnetonka Community Education and Services. 4. Adoption of Park and Recreation Commission Bylaws OLD BUSINESS None REPORTS 5. Recreation Programs a. 2003 Easter Egg Candy Hunt. b. Daddy Daughter Date Night Evaluation. c. February Festival Evaluation. 6. Administrative a. Appointment to 2005 MUSA Area Study Group. b. Set Date for Commission Applicant Interviews. COMMISSION MEMBER COMMITTEE REPORTS COMMISSION MEMBER PRESENTATIONS ADMINISTRATIVE PACKET ADJOURNMENT CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING JANUARY 28, 2003 Vice Chairman Kelly called the meeting to order at 7:30 p.m. MEMBERS PRESENT: Tom Kelly, Amy O'Shea, Paula Atkins, David Happe, Glenn Stolar, and Jack Spizale MEMBERS ABSENT: Rod Franks STAFF PRESENT: Todd Hoffman, Park and Rec Director; and Jerry Ruegemer, Recreation Superintendent APPROVAL OF AGENDA: As presented. PUBLIC ANNOUNCEMENTS: Kelly: There are no public announcements. Hoffman: Other than February Festival is on this Saturday, February 1st. Kelly: Do you have a sign-up sheet? I know Corey called. Hoffman: We do not have a viewing audience at commission meetings but Mayor Furlong made a public announcement last night inviting everybody down to join him and his family at the February Festival so that was a nice deal, and the weather sounds good. Or at least better than 10 below so. 'That will assist as ticket sales, ticket sales the day of the event are very important for the success of... Happe: The ice is? Hoffman: 18 inches thick. Happe: Beautiful. Ruegemer: Checked this morning. Hoffinan: Good to go. Kelly: Any other announcements or was that it? VISITOR PRESENTATIONS. None. APPROVAL OF MINUTES: Happe moved, Stolar seconded to approve the Minutes of the Park and Recreation Commission dated November 26, 2002 and December 10, 2002 as presented. All voted in favor and the motion carried unanimously with a vote of 6 to 0. Park and Recreation Commission - January 28, 2003 2003 REACH FOR RESOURCES ADAPTIVE RECREATION CONTRACT. Ruegemer: Thank you Commissioner Kelly. On an annual basis we do review this. As you note, now the Reach for Resources was formerly West Hennepin Community Services. They changed their name within the last 3 to 4 months so just a little background on that. We've been contracting through Reach for Resources since 1999 to provide adaptive recreation services, whether that be interpreters or inclusion services, staff training, since 1999. Again we do get phone calls on a quarterly basis as a part of this contract and if we need to include some inclusion services, if an individual or a youth needs assistance in a program that we offer, we call up Reach for ResoUrces come out and assess the situation and if needed, they'll provide care to assist the child or the adult for that matter to participate in our programs. So we've been very' happy to arrange for preschool basketball, t-bail, a lot of our youth kind of YMCA programs have been kind of the main focus. We've also seen kids who are more active in the karate classes and some of the other west teen explorer programs. In the past, the past couple-three summers we've also had them staff, or train our playground staff as we've come, as our population grows, we're getting more and more needs for our playground programs and other programs that we have so it's been really helpful for our playground staff to kind of be made aware of signs. What to do in certain situations. How to interact and how kids can interact on the mainstream basis so it's really been helpful for us to have that available for us. We are definitely, if you look at the fall numbers, we're really starting to pick up. I mean the numbers aren't huge yet but we're really holding our own and increasing in total numbers. We're not real big in the adult area but our youth that are participating in this program is continuing to grow, and you look at cities like Plymouth and some of the bigger, larger populations. You know Plymouth is 50 to 60,000 people and we had more kids participating than them so that should make us feel good that we're getting the word out in our community. We had a meeting here about a week and a half ago and kind of were brainstorlning ou how we can reach more kids in our area through community education or the school district, county resources, so really trying to kind of put out heads together and get the word out. I believe I attached the flyers on here too. There's some things coming up for that so we are really making a difference in these kids lives and you know if we can add kids every year, every quarter, that really is a wonderful service that we can provide our community for a relatively inexpensive contract. It's staff's recommendation that the Park and Rec Commission recommend approval to the City Council of the 2003 contract for Reach for Resources to provide adaptive recreation services for children and adults with developmental disabilities in the contract amount of $3,281. And just a side note, the money has been budgeted in our recreation program budget in our 2003 budget that was approved. Kelly: I guess 1'll come back to the commission for any questions for Jerry. Stolar: I have a few. If I read this number right, no one else participated in the fall 2002? Ruegemer: Correct. Stolar: Okay. When was the last time this was put out to bid? Or was it ever put out to bid? Ruegemer: No, it never was. There isn't a lot of agencies that contract this type of service out. Stolar: Are there others though? Ruegemer: None that I know. With cities arouud our area, like Eden Prairie has their own staff people to provide this type of service and really we kind of chose this route because the relatively Park and Recreation Commission - January 28, 2003 low cost to as so we didn't have to employ another staff person for this. And I really have not researched all that much to see what other agencies were out them. Stolar: Okay, because like my wife volunteers at the Courage Center and I don't know if they do outreach programs like this. It seems like the intent is right. The cost seems high. And without knowing the comparisons I can't make that a factual statement either because I don't know, but I was just wondering if we did any research like that where we thought you know, maybe Courage Center would do it, and again I don't know if they do, but if they'd to it for $2,000 the same thing. Just something to think about in the future. Hoffman: The one thing I think we're attempting to do is build some awareness in our community about Reach for Resources, formerly Hennepin and, because I think there's more potential out there than you would be aware of but simply because we would offer it through this group or another group or another group, it doesn't mean they're going to hop right out there. There has to be some level of comfort with these parents and the children in the program so the more word of mouth we can get going on this organization, I think the.farther we can build the program. What you've seen happen is that there's been a trend, I would say 4 or 5 years ago half these cities weren't on this list for this organization so they've continued to grow and cormnunities are more or less mandated in some ways to provide these services. We researched it as a staff and we said well, do we want to hire on a staff member for $42,000 and provide this service or do we want to contract it so. Stolar: Well I agree with you on contract we do, just by contracting experience sometimes, not all the time look at other bids. I also was wondering, do we know how much these other cities pay? Ruegemer: II's based on a percentage. I think it's based on population. I know that. Stolar: That's what I was wondering if they do it on a pro-rata basis of population. Ruegemer: Yes it is, and we're on the relatively low side. Stolar: That's what I was wondering. Ruegemer: ! think like St. Louis Park, if I'm not mistaken is up around the 40 to 50,000 range. Stolar: Okay. So as our usage grows, we may not get charged more because it's based on population. Ruegemer: Yeah, there's certain factors that go into the formula. I don't have that here but I can look it up for you. Stolar: Okay, thank you. Kelly: Any other questions or any discussion? O'Shea: Is there something in the brochures that come out in the spring and summer that describes that? Ruegemer: We sure do. We usually have at least a full page in the Chan Connection that comes out advertising all the quarterly programs that are being offered. Park and Recreation Coramission - January 28, 2003 Happe: Jerry, I thinl,: this is a terrific program. Very cool one. Very exciting to see Chanhassen at the top of the char~s with the kids. The program is making a difference. Anything that we can do to help get the wm'd out to any of the adults in the community that could use the service also, if you had any recommendations or any thoughts, I think you'd find most of us, if not all of us, in support of any initiatives that we could do to help these people. I think it's important as we look at the cost to remem..ber that it is a variable expense. That the city doesn't have the expenses of health insurance and dental insurance and all the other things to provide this service so more difficult to break it down on a cost per hour basis because there's a lot of intangible benefits of the program as well. I think it's important that we also remember that it's a professional, it's a professional person that's actually performing these services. It's maybe to a different degree or a different level of expertise certainly than if I were to volunteer my own time so I really like the program and really appreciate what you guys have done to keep this in place. O'Shea: I have just one question Jerry. So 10 kids participated in fall, right? Then there's something going on ~ring and summer, the other seasons too? Ruegemer: Right. Every quarter. O'Shea: So it's not just 10 kids that's served? Ruegemer: No. This is just in the fall quarter. O'Shea: So just a sample of fall. Ruegemer: Right. O'Shea: Was it rougbty the same? Ruegemer: Actually that was up. We're usually, I can't remember what it was in the summer time. I think we're in ;he 4, 5, 6 kind of range. O'Shea: 4 or 5 partici};ants? Ruegemer: Right. O'Shea: Okay. And still no adults? Just all. Ruegemer: Our populatiou base is really much different than if you look at some of the adult numbers that run at the Robbinsdale, Crystal, some of those are more inner ring and older populations. And very much different I guess population base or demographic down there. That doesn't mean that there isn't any adults out there, but it seems like the adults that are out there right now are, have maybe been going over to Eden Prairie or going to Minnetonka or some other I guess longer stand~ng types of programs or offerings. Stolar: Do we pos.t .'.:~.~s in the senior center? I don't know if there's an overlap population. Ruegemer: We havc~,'~ but we certainly could. Stolar: Then if they know of someone, as you talk about the older populations, that'd be a way to David's point to try t(~ generate more usage. Park and Recreation Commission - January 28, 2003 Happe: Have we hit through the school system? Any of the likely kids that would be potential candidates for this program? Ruegemer: Reach for Resources have done that. They've had meetings with county officials and also the school district. Sometimes they're met with a little guardedness I guess if you will with that but I think they're making strides. It's got to be small steps and if the school district sees that we're doing it, the City of Chaska's doing it, and kind of surrounding areas, hopefully we're working towards that kind of common goal in providing opportunities. Stolar: Have there been articles in the Villager about some of this? Ruegemer: We had talked about that in our last quarterly meeting for that. Stolar: In fact they could cover one of these events where kids there get a nice picture showing the value of it. Ruegemer: Yeah, and we've done at least one to two kind of community picnics down at Lake Susan every year for that. They come down on Friday nights. It's a real accessible area. You know people in wheelchairs or who have difficulty walking, it's a real nice area for them and those have been pretty popular. Kelly: Seeing no other discussion is there a motion? Happe: I recommend that the Park and Rec Commission recommend approval to the City Council of the 2003 contract with Reach for Resources to provide adaptive recreation services for children and adults with developmental disabilities. That motion would carry the recommendation for contract in the amount of $3,281. It should be noted also as part of what we send to the City Council, that that ami>unt has been included in the 2003 recreation budget.. Kelly: Okay, is there a second? Spizale: I'll second it. Happe moved, Spizale seconded that the Park and Recreation Commission recommend approval to the City Council of the 2003 contract with Reach for Resources to provide adaptive recreation services for children and adults with developmental disabilities. The contract amount is $3281.00 and this amount' has been budgeted in the 2003 recreation budget. All voted in favor and the motion carried unanimously with a vote of 6 to 0. TOBACCO USE POLICY. Ruegemer: Mr. Kelly. Bring this back to the commission again. After our December meeting I did go back and change a few things within the policy itself, or the draft copy. As we look through kind of the major changes, it may be a little bit hard to see here but in kind of that gray area up on there, we change it from tobacco free to tobacco use. If you look up at the top, and then go down to Section 1. We did eliminate really anything that had to do with like athletic co~nplexes or those types of areas. It's just to include then playgrounds, beaches, aquatic areas and the skate park for that. By and large the document is for the most part the same with the exception of those few changes that was outlined within the memo itself. Commissioner Franks had a few changes in the wording, that sort of thing and we can go through that if you'd like to at Park and Recreation Commission - January 28, 2003 this time or if you'd like to, Commissioner Kelly if you'd like to open it tip to comment, we can certainly go through and I can pass on to what Commissioner Franks had to add. Kelly: Okay, that'd be great. Ruegemer: Just as a side note too. Last time we had talked about putting aside some money for signage for that. I did meet last Friday with the'Partners for Tobacco Free Living and they came up with a very good option. Free signs, so I'm going to pass a copy of what those would look like, and there is an order form that we can order as many as we would like. This is part of the tobacco settlement. They put that in kind of an educational program for that so here's a couple different options for that. Stolar: Is there still money for this? Ruegemer: Yes. Yes, we can get, and they're actually, they look like pretty nice signs. They look like they're metal. Stolar: Free is good. Ruegemer: Free is good so that's what we can look like, either option. Spizale: Jerry, bow many signs do you think we'd need? Ruegemer: What we'd say last time? 30 to 40. Somewhere in that range. Something like that would not be a problem. It looked like they're in stock and it's just a matter of getting the order form over and getting that over. The only thing, that does say the Tobacco Free Zone and we're kind of talking about the tobacco use so I don't know if there's anything we need to consider in the title. I'll open it back up to you Commissioner Kelly. Kelly: Comments or questions for Jerry regarding either the signage or the wording of the... O'Sbea: You 'know if these signs are high quality, they look pretty good to me, that it'd be at least going this route. One, you'd see what kind of vandalism you get. You might have to replace them quite often that it'd be nice to go the fi'ee route. Ruegemer: Yeah. We could order extras too just in case they do disappear. Especially if we put them at the skate park, I imagine we'll be replacing some of them there. Kelly: I found that in the difference between tobacco free and tobacco use, if that's even an issue or IlOt. Ruegemer: That's what the commission had discussed at their December meeting in the wording of it. Stolar: Right we said in the policy. I don't know that the signs matter as much. You want the policy to be our tobacco rise policy but the zone is still a tobacco free zone. You did say 30 to 35 signs was what we said last meeting, but I think ordering extra for replacement makes sense. Ruegemer: Sure. Happe: So we're all set to recommend that the City Council legislate behavior. Park and Recreation Commission - January 28, 2003 Stolar: ...we were going to hear Rod's comments but yes. Ruegemer: Would you like me to share that with you now? Kelly: Please. Ruegemer: Okay. If you look at the first paragraph, if you look at the believes that tobacco use in the proximity of children and adults engaging in or watching, basically in that statement, and they had, Rod had and specified outdoor recreational activities .... is more specific to certain facilities and that sort of thing but he had more the specified, in specified outdoor recreational activities I imagine. I can keep going. In the same, down at the bottom, kind of the bottom of that where we talked about city owned or operated facilities is detrimental to their health and Rod had, instead of and can be offensive, he said and may affect the safety of those using such facilities. I think what Rod's kind of thought behind that was, you know who's job is it to decide what's offensive or not offensive. Would you like me to continue? Okay. Basically the next one down, whereas the City of Chanhassen has an opportunity. Cross out unique. Cross out unique and just an opportunity, since we aren't really the first city inventing the wheel here. Rod thought that that may be a thing that we could eliminate, so has an opportunity to create. And then down here, versus tobacco free, tobacco use policy. And then rule enforcement and adult peer role modeling as specific or on specified city owned outdoor facilities. If you look down to paragraph 4, it's really kind of the specified again. Rod kind of continued in that vein throughout the policy itself and that was really down. Tobacco use at specified recreational facilities again. And then down in Section 1. No person shall use tobacco products at or on these city owned or operated facilities. Kelly: As opposed to any, right? Ruegemer: Right. That we identified these certain facilities within the city. Including playgrounds, beaches, aquatic areas and the skate park. That was Rod's comments. Kelly: Rod is here with us in spirit. Ruegemer: Anybody have any other additions or corrections? Spizale: Looks good. Kelly: I think it does too, yep. How does it take to get, is this something you would envision doing this spring? Summer? Ruegemer: Oh certainly this spring. Stolar: City Council needs to pass this first and agree with it? Ruegemer: Correct. Stolar: Are you going to work with the city attorney on wording and such? Or is this from the city attorney? Ruegemer: This is not, no. We can certainly do that. Happe: That's a good question Glenn. Park and Recreation Commission - January 28, 2003 Stolar: Just for example, I'm sorry. I spent the whole day dealing with three patents so I've been with a lawyer ail day but when we say these facilities include aquatic, there are additional ones so we may say the~:' are. Not a lawyer. Just sat there and listened to one all day but. Hoffman: Roger can go tlucough that. Stolar: Yeah. be. cause I want to make sure the City Council understands, we specifically, are saying for now,just those. Happe: It's kind of interesting with this tobacco for youth recreation offers a sign for no use and then offers a sign for no use during youth activities as a differentiator. Stolar: Well we had talked about that at the meeting whether we thought during, the athletic fields during youth facilities. I'm still waivering on that but I think we ought to try this first and see how it goes. Hoffman: Have you heard of any park districts going totally smoke free'?. I haven't heard of any yet. Ruegemer: I haven't heard of any but you know like some of the ones we had in the packet have had a policy in place. I don't know how much it's policed but I guess the policy's there in spirit. Hoffman: School grounds are I know: They get very good compliance at school grounds. Kelly: We'll have the biggest impact at tile skate park. I think that's where you'll probably see. Hoffman: Oh, I don't think so. Tile kids know they shouldn't be smoking over there right now. Happe: There's uot going to be any enforcement of it anyway. Ruegemer: Playgrounds or beaches I would thing. Hoffman: Yeah. where the parents want to smoke. Kelly: Any discussion at all on this policy? Seeing none I guess I'll ask for a motion. Stolar: I'll move that we approve the recomlnendation to put forth a tobacco use policy to the City Council as amended with the verbiage from records that Rod Franks introduced that Jerry spoke of. Spizale: I second it. Stolar ~noved, Spizale seconded to recommend that the City Council approve the Tobacco Use Policy as amended by Rod Franks. All voted in favor, except Happe who opposed, and the motion carnerl with a vote of 5 to 1. Happe: As that passes onto, hopefully this will get to the City Council with just the information that the signing, ~imt you guys have done a good job of identifying a way to roll that sign package out with nominal to no charge. Kelly: Jerry, were you going to say something? 8 Park and Recreation Commission - January 28, 2003 Ruegemer: Oh I would just say, I can make those changes. I can e-mail you the updated policy if you like before it goes to council. Hoffman: I was telling Jerry as a side. We're one of those municipal park systems that allows alcohols in your parks so we'd think we'd go in some sort of sequence. If you're going to take away smoking, think about taking away alcohol. There's probably more municipal parks systems in the metro area that are non-alcoholic than allow alcohol so. But it hasn't been talked about in quite some time. In fact in my time here it's never been debated, the alcohol policy. But smoking's been brought up from time to time. RECREATION PROGRAM REPORTS: 2003 FEBRUARY FESTIVAL. Ruegemer: Now onto the fun stuff huh. Coming up on our annual Feb Fest. Coming this Saturday. It looks like we're going to have 33 degrees this coming week with a little rain/snow mixture. Stolar: Is that good if we're standing on ice? Hoffman: 33 degrees. Mostly rain. Ruegemer: So Corey's been working like a little busy bee all week and the last 2 to 3 weeks putting everything together. For the most part everything is pretty much done up to this point. All the prizes are put together and the prize board is all developed and marked at this point. The maintenance guys have been working their tails off to get wood cut and get everything pretty much in place, so we're really at this point waiting for Saturday. And I have the volunteer list. I know Corey has emailed or talked tO the great majority of you. If you have questions on what time you need to be there and/or job responsibility, we can have that here today. Has everybody seen that, I don't have any with me. A copy of the schedule of events and all...but I'll give you some additional information out there and just as a side note for you too. You can buy the tickets the day of. You don't have to buy them in advance so we probably do gosh, probably 60 or 70 percent of our ticket sales are probably the day of so, I think really a lot of people wait and see. Tickets are $4.00. We're giving away really a lot of nice prizes again, with the grand prize for the raffle being the trip again. So it should be a really good event for that. Does anybody have any questions on that at all? Spizale: I've got one. Did they put new signs up on the road, on 5? Ruegemer: We have the portable sign out there. Hoffman: It's right out at the intersection of 78th and Powers. Ruegemer: We had talked about putting it right in, right kind of where the old entrance used to go out right at Lake Ann. Right up next to, there's a little kind of flat space in that area but. Hoffman: That's 55 miles per hour. It's a good location there. It's a stop sign where people stop and they can see it. I'm not sure if we called the Merit sign yet. The Merit sign down on Highway 5. Happe: I have just one question. Where's the medallion going to be buried this year? Park and Recreation Commission - January 28, 2003 Ruegemer: Yo~.~ know what, I don't even know. Hoffman: It's t,.:ried already. Find it. Ruegemer: The clues are being posted. Atkins: Pretty trough too. Hoffman: $1,1t30.00. They were out here digging feverishly last year when they found it. Metal detector, right? Happe: Oh, is that what found it? It was over where? It was over by the apartments or something. Hoffman: Over here in the park just off the trail by the sign. Kelly: Any games or contests besides the fishing contest? Hoffman: Bingo. Ruegemer: Yeah, Friends of the Library do the Bingo again and could, the dog sleds. The dog sled rides. They couldn't be arranged this year because of they changed some race dates around, and the people we've had the last couple years had to attend a race this year so we're kind of fighting that ttSs weekend, or the first Saturday of February is always a traditional race. So it's been a little hard to find people to do it since we did change. When we were a little bit later into February, we had a little bit easier time finding people bnt this seems to work out a little bit better for ice conditioas and weather. Kelly: Any luck on the hockey goal shooting? Ruegemer: I'll have to talk to Corey. I know I passed that along to him. I thought he was in the process of contacting both associations to get that going. Kelly: Okay. It just might be something else...hockey shooting contest. I don't know how... contests besides fishing. What ever happened to the scuba divers? Ruegemer: That was going back to Lake Susan? Kelly: Yeah. Ruegemer: Back then, that was done through the Carver County Sheriff's Department, and over the course of time with budget cuts and different policy changing, the dive team was disbanded at the time. And then the, as going through that process, our Chanhassen Fire Department kind of started to pick up where they left off. They started kind of getting their own equipment. Started their own trainin2- process and that's who was out there last year, was the Chan Fire Department in conjunction I mink Washington County was out with them last year as well. They had their little red, kind of portable tent and stuff out there. Hoffman: They're a fl'eelance group. You just can't pin them down. Kelly: Great. Hopefl~lly we'll get the good weather without the rain. 10 Park and Recreation Commission - January 28, 2003 Hoffman: The Lion's will be serving hot concessions and I believe the Rotary will be there not only as contest marshals, but...contributions for Pennies for Polio I believe. Kelly: I see last year there was actually more fish caught then there were prizes because I remember, I don't know if that was the first year it ever happened but I remember running that board and actually having to take people's names offfor the small fish and I don't know if that's, I think that's a good thing as opposed to a couple years ago out at Lake Susan where I'm not too sure very many fish were caught. Hoffman: Not very many. Ruegemer: Yeah and the one year we didn't have any fish. We had to raffle off every prize so that was the last year we had it at Lake Susan. We changed the venue. Kelly: I actually remember just moving the names and stuff. Ruegemer: Yeah, and we anticipate that again this year. The top 4 or 5 are probably going to be northerns and the rest might be perch. Kelly: That was a lot of fun last year. Hoffman: The first year we released trout and we ponied up I think one of the local. Ruegemer: MGM. Hoffman: MGM ponied up $1,000 if somebody caught one of those trout but they never did. Ruegemer: The first year was '94 was it? '93? It's hard to keep $100 bill taped to the trout but. APPROVAL OF THE CASABLANCE ORCHESTRA CONTRACT, 2003 4TM OF JULY CELEBRATION STREET DANCE. Ruegemer: We had certainly discussed this during the evaluation process last year after the 4th of July celebration and we've been in contact with Casablanca again. They'd love to come back. They love this event. They love the community atmosphere of the kids out dancing. The safe environment. They love coming out here and they would really be tickled pink to get the contract approved again for this year. As you can see the time again and the date certainly is July 3ra and that will be right up here in City Center Park again from 7:00 to 11:00 and again the dollar amount, $4,500. And that was definitely a budgeted again in our recreation program budget that was approved for the 2003 budget. Happe: Was that the same amount as last year? Ruegemer: Actually that went up. We stayed the same last year, and then they did raise it a bit this year. But they definitely have a following and a crowd and they certainly do draw people coming into the celebration. Happe: Jerry, who's job is it to read the fine print of the contract? Ruegemer: That would Corey's and myself. 11 Park and Recreation Commission - January 28, 2003 Hoffman: Is there any interest in going later? Was anybody there to the end? Last year we bought extra time from the band. Happe: Yeah, we were them at the end. It was rocking at the end. Hoffman: Yeah, we bought extra time til 11:30 so if we keep it from 7:00 to 11:00, this year we won't have that extra time. Spizale: How much do they charge for the extra time? Hoffman: Well I think we only paid them $300 or, $400 or $500 for that extra time. Stolar: Do you get them in a better mood after they've played a while. Happe: There were still a lot of people there. I mean they obviously wanted to extend it. Hoffman: Yeah, what I would do is shift the time. I would ask them to shift from 7:30 to 11:30. That's probably a good idea because if people take their kids home or. Stolar: Happe: Yeah, I like that idea. Hoffman: We can check into that. I don't think we'll have a problem. Ruegemer: I wouldn't think that would be a problem. Should we inquire on that? Happe: Yes, please. Ruegemer: No problem. Hoffman: Better than paying the money. I mean they're probably just ready to roll. Happe: Yeah. There was talk about doing something else with the tent for this coming. I mean I know that's not part of what we're talking about here but them was talk about possibly using those facilities that were already in place and doing some additional entertainment or something. Hoffman: We'll check on that. I'm not sure where that's at. Ruegemer: Yeah, Joe Scott was talking about that as a benefit. Food drive or something like that. Happe: Yeah, we'll have to keep that ball alive too so. How many years has it been that these guys have been playing at the 4th of July celebration? Ruegemer: Oh, it's got to be 5 at least. Hoffinan: 5 or 6. They still haven't beat the original band, although they changed names 3 times. I bet they were here for probably 10 years. The Stingrays, the X-rays. Ruegemer: High Tops. 12 Park and Recreation Commission - January 28, 2003 Spizale: I have one question. What is the Hoffman Talent? Ruegemer: That has nothing to do with this guy here. Hoffman: There is no talent. Ruegemer: No, that's actually the booking agency. You cannot call. We can call Melody Moose, or Mickelson it is now. Kind of the band leader. You cannot go through her. You have to go through Hoffman. They do a lot of advertising and marketing and stuff for the band so that's kind of their arrangement. Hoffman: I sign a full disclosure statement. Happe: Jerry, are we actually approving this contract or are we recommending the approval of this contract to the City Council? Ruegemer: I recommend that we recommend approval for that, and then check on the time change. Hoffinan: Yep, recommend approval. Kelly: I get confused here now. Do we need a motion for that as well? Okay. Is there a motion? Spizale: I'll make a motion that we approve, let's see. Recommend that we approve the contract for Casablanca Orchestra, Thursday, July 3, 2003. Kelly: If I can do a friendly amendment to that motion to see if Casablanca Orchestra would modify the time from 7:00 to 11:00, changing it to 7:30 to 11:30. Is there a second? Happe: Second. Spizale moved, Happe seconded that the Park and Recreation Commission recommend that the City Council approve the contract for Casablanca Orchestra to play on July 3, 2003 from 7:30 p.m. to 11:30 p.m. at City Center Park. All voted in favor and the motion carried unanimously with a vote of 6 to 0. APPROVAL OF 4TM OF JULY FIREWORKS CONTRACT. Ruegemer: Thanks again Commissioner Kelly. Looking at the contract again through, or provided with Melrose Pyrotechnics. They've done the show for quite a few number of years now. It is nice working with, I've had some continuity with the people that are actually working and providing the firework show. We've worked with Jamie now and Melrose for quite a number of years and it's very nice to go down there and, they know what to expect and we know what to expect and we've all been working together. It really is a smooth transition. We did budget the $21,000 again for 2003 within our recreation program budget. That's what we had kind of discussed with Melrose on that, and they've really done, I think a very nice show for us in the past. It's staff recommendation that we recommend to the City Council to approve in the amount of $21,000 for the fireworks contract with Melrose Pyrotechnics for Friday, July 4t~, 2003, 10:00 p.m. at Lake Ann Park. And as a side note, I know you looked, Corey did add that. We do have a rainout date for the 5th of July on there as well. I'm not sure why it wasn't included on the 13 Park and Recreation Commission- January 28, 2003 original contract but we did have conversations with Melrose and they are aware of that second night as a rainout night and they are in favor of that so that isn't an issue at this point. Hoffman: We bid these services 5 years ago. Maybe 4 years ago. Took a separate vendor that brought in a lower bid. Probably a few thousand dollars at the time and we probably got about a $5,000 to $10,000 cut in the quality of the show so we went back to them. The residents and the audience noticed and we went back with Melrose and we stuck with them. What we do is essentially buy the same show every year and just pay them the cost of product increase and modify the show a little bit so, to keep it fresh. They always bring back new shells. You know they go to their shows in the Orient and they've got new shells so they try to keep it fresh, and last year the show was just tremendous. What the other show does is, they use less of the good powder to cheapen out the show and it shows. Spizale: Well I think we have some of the best fireworks around. I really do. Hoffman: People will tell you that leave. They go somewhere else with friends or family and they say, no reason to leave. Kelly: Any other questions? Alright, is there a motion for this one? Happe: I recommend that the City Council approve the contract for Melrose Pyrotechnics in the amount of $21,000. The fireworks display will take place on Friday, July 4, 2003 at 10:00 p.m. at Lake Ann Park. And it should also be noted that the cost of the 2003 fireworks display was included in Fund 1600 of the recreation program budget. Kelly: Alright, is there a second? O'Shea: I second. Happe moved, O'Shea seconded that the Park and Recreation Commission recommends that the City Council approve the contract with Melrose Pyrotechnics in the amount of $21,000 for the fireworks display on July 4, 2003 at 10:00 p.m. at Lake Ann Park. All voted in favor and the motion carried unanimously with a vote of 6 to 0. Stolar: Quick questiou. 4 or 5 years ago you said you went out to bid and I understand the quality. Do you do surveys at all of what other cities are paying for it? Hoffman: Not an official survey, no. Stolar: The reason I ask these questions is, we don't want a vendor to get complacent that they're going to get it every year, but we do want the quality that you guys have brought to us so we want to stay with the quality. Hoffman: There's a trust factor there. The way you bid these things is not by, we don't design a show and then ask for a price. We give them a price and then we ask for a show and so they're aware of this and so Melrose, they presented to us, this is the price so this is what we're going to give yon, And the other, they present the same thing, but the powder quality is 3¼ or a half of this powder quality so it looks like you're receiving, and so as a staff it's difficult to analyze this. So we get that guy in. We gave hiJp a chance and obviously we didn't trust his after that. He gave us a lower show. Save us a thousand bucks. It looked like they were the same show. Obviously 14 Park and Recreation Commission - January 28, 2003 it wasn' t, so we sent him packing and, you do need to do that to keep them honest so you want to bid it again and we'll do that. Stolar: I'm not even saying bid it again. Just a survey, calling up a couple of other cities that do this so we get a fair idea of what their shows are like. Hoffman: You bet. ADMINISTRATIVE: 2003 PARK AND RECREATION DEPARTMENT BUDGET. Hoffman: Thank you Commissioner Kelly, members of the commission. First item is, I want to let you know that on March 17th the City Council has scheduled a joint meeting with all commissions. That's coming up, I believe that's a Monday. Is that an off Monday night? An agenda will be forth coming and from what I know they want to talk about, roles of the commission. What their expectation as a council is with the Park and Rec Commission, Planning Commission, Environmental Commission, Senior Commission. They're meeting with all of you at that time. Kelly: March 17th? Hoffman: March 17~. Kelly: No Irish on the City Council? Hoffman: Apparently not. I'll check. Happe: Is that St. Patty's? O'Shea: Yeah, St. Patty's. Hoffman: ...in fact they find it St. Patrick's Day, they'll change it again. 2003 Park and Recreation department budget, I'm pleased to report that the council did approve a budget last night. You say you have in your packet include my memorandum to Todd Gerhardt speaking to the budget cuts and the revenue increases that I've proposed as department head to assist in solving the budget problems. All departments went through the same exercise and what happened is we had the first round of budget cuts. A second round of budget cuts, and then everybody attempted to find additional revenues and fees. In the f'n'st budget cut was at the City Council's request. Attempt to hold down the cost of the 2003 budget. The second round of budget cuts is in response to the eminent state aid, or the state reduction in finances. The City of Chanhassen does not receive a great deal of state aid. They receive some state money that will most likely disappear coming up in the first or second quarter of this year. Second round of cuts was a 3.4% cut across the board, and then a revenue increases. So the first memorandum dated December 3rd, I talked about $40,000 in new revenue. Increase Recreation Center punch cards. That was approved. They'll be going up 50 cents apiece. Increase all recreation program fees. Essentially that's a 10% across the board increase on all our fees. We're proposing that these occur on April 1 of this year. Charge a gate fee for the 4th of July, which was deleted by the City Council. Charge more groups room rental at the Rec Center was approved and there's some additional detail in the back of the packet that I'll refer to. Initiate a $10 per year membership for the Senior Center was deleted by the City Council, and so you have in the first round of revenue 15 Park and Recreation Commission - January 28, 2003 increases, $32,000 of additional revenue. There was some brainstorming that took place and we talked about some additional things that we had discussed today. Raising ticket prices for special events, on down the list. Private rental of public facilities, selling advertisement and so we will continue to investigate those. Although the City Council last night during the strategic planning session, more or less they instructed staff that they felt we had done a good job and they were moving away from increasing additional fee increases in 2003. That they were going to focus on other service building aspects so they were satisfied with our efforts and they have not asked us to continue looking in that area, at least at this time. First round of budget cuts, $59,000 and those again are across all of our divisions. The commission, administration, the rec center, park maintenance, rec programs, Lake Ann Park and self, not self-supporting but regular programs. So those $59,200 were accepted. If you flip the page and the spread sheet that you have there, the 52,500. That is the second round of cuts to balance the budget after state money disappears, and you note some of the things that are occurring that are more significant includes the closing of the rec center for a summer vacation from August 15th to September 1. Savings of approximately $5,000 in staff time. That is during a period when they are resurfacing the gym so we do not have use of the gym. In the past the odor has been offensive. We've changed the material that we're using to surface those so it's not as bad but it still it's a slow tim~ and the council approved that summer vacation. Cutting back in fertilizer in an amount of $9,000, which will take away one fertilizer application at the neighborhood parks so all the neighborhood parks which only receive one fertilizer application will not receive it in 2003. In fact they may go to a 3 year cycle at those locations. $5,000 in savings for utilities that we're paying for that bank building across the street here, so when we tear that down in April we no longer have to pay utilities. $10,000 equipment postponement and then salaries and wages. We will not hire a summer intern, and Jerry and Corey and I will carry the load in here at our city offices so no summer intern. Stolar: Do you think there's a possibility of getting an intern without pay, given the current economic environment? Hoffman: Yes, there is. They still need the experience, yep. We'll continue advertising down that path. The last memorandum goes back to the $32,000 again. That same number. Currently we're revenue, the increase in fees. Currently we generate $360,000 so we're looking at a total fee generation of $392,000 in our department. The rate schedule is printed there for the rate increases at the recreation center. Go to the bottom of the page it talks about the following groups will retain free use of meeting rooms, and that's the School District 112 and 276, our two school districts, and then government business. Whether that be school district, government, city government, county government. The following groups will not quality for free use of the meeting rooms. Cun'ently there are, let's see, at least 3. Private business already does not quality. Homeowners associations do not qualify, and home school activities so those 3 already are not free. But then we will include in that category not being free, scout groups, church business, non-profit agencies and youth athletic associations. And it should be noted that none of these groups are free if they want to reserve past a 60 day window, and so many of these groups, scout organizations, church organizations, they want the luxury of being able to set a calendar year, and then for that luxury they pay for it. We state, we can have free access to the facility but only if you reserve at 60 days or less. Those recommendations were all approved by the City Council. They encouraged the commission to continue to take a look, and staff, at additional revenue sources and efficiencies. Some of the things we're investigating as potential of what you would call a title sponsor for the 4~h of July fireworks. So you find a single business in town that would like to put their name and adopt the fireworks display and similarly in that area. Questions on our budget process? It's long and tedious. It was, Mr. Gerhardt pulled a rabbit out of his hat and saw that it was approved last night because he changed his memorandum at about 5:00 p.m. last night so there was some juggling going around. The idea of shutting down street lights is not 16 Park and Recreation Commission - January 28, 2003 going to save the amount of money that they originally intended so where they really came up with the last $50,000 is in the area of rental licensing and in lieu of hiring an individual to administer the rental licensing, they're going to administer it in-house in our inspections division and they're realize $50,000 in income without the expense of an additional employee. So budgets and budget shortfalls are in the news obviously and have affected us this year at home at the city offices. Stolar: Todd, what's the overall budget of the department? Hoffman: A million 7. Stolar: And then the total cuts as I add them up are about $148,000 in cuts and $32,000 in increase costs so it's not a bad situation in the environment we're in. Happe: I think it's difficult for this commission to even really comment on the budget being that our visibility is primarily to the capital improvement budget and not necessarily in the line item of the actual park and rec overall operating or whatever budget this comes from so.. What happened with the, by the way, what happened with our, has there been a final conclusion on the capital improvement plan that we submitted? Hoffman: Yes, it was approved in December. Happe: Okay. As submitted? Hoffman: As submitted. There may be some changes to that. To give you a brief update on our capital plan. This time last year the park fund the cash balance was a million 76. Today it's $760,000 so a million dollars has been spent down. Primarily on the 101 north trail and then the 101 south trail. The 101 north trail is spending down the fund at a faster rate than we would like to see because this DNR grant money has not come back to the system to offset the cost. We hope to see $300,000 in the first round of reimbursement and $100,000 in the second round of reimbursement of the total eligible $500,000. Teresa Burgess, City Engineer/Public Works Director does not believe that we will qualify for the full $500,000. So you have a million dollar project. $400,000 in grant. That was another cost of $600,000 to the park fund. The City Center Cormnons Park, the current budget is $800,000. Somewhere in the range of $600,000 of that will be coming out of the park dedication fund, and so you're spending that 760 down to 160. Add back in your 400 and we're up to 560. Add back in all of the other projects and expense and so this fund is starting to get where it's very volatile and I will be tracking it very closely for the benefit of the commission and the City Council because I'm not going to drive this fund in the hole. So revenue increases that it helped last night that the council approved, but we have some big projects that we have scheduled ahead of us out of that park fund, and all of the expenses for the 101 trail are not in. All of the expenses for the 101 south trail are not in yet so. Kelly: A question about the 101 south trail. I noticed late fall at Bandimere Park we have a path that goes around both soccer fields at Bandimere Park. As it approaches the existing house, the trail takes a left but they built up some type of a mound path that looks like it's going to directly head right towards i01 south and I'm wondering is our, I didn't think under the current trail plan it was going to be built up... Hoffinan: ...and so when the water came in it flooded the neighbor's yard instead of going into the catch basin and out to the pipe on 101. So the city's public works department came in and 17 Park and Recreation Commission - January 28, 2003 built up the edge of that berm and that's just to build up the height of the pond so when the water flows in there it goes into the outlet instead of flooding over to the neighbor's. Kelly: It looked like it was in direct... Hoffman: Yep, it was. Do you have any questions or comments on the capital plan? Stolar: Can you put that on another meeting agenda because some of us that are new, like $600,000 for the City Center Commons, was that this commission's recommendation? Kelly: No. I think it was mandated that... I thought it was a good point last night when Councilman Lundquist actually brought that figure out so everyone would know that we're building this great park at a significant cost. I know he actually, I think he explicitly said that last night just to make everyone aware so. And there's a lot of money for park that's. Stolar: And is there any definitive definition of what those fees were supposed to be used for or is them an ordinance? Hoffman: Well there's state statute. Use for park purposes, so if you're interesting in taking a look at that. The construction of City Commons Park is perfectly legal, and certain cities treat park dedication feels differently than others. Some cities say you must spend it in the region where it was collected and so. Stolar: And so each city has it's own choice and we don't have any guidelines as it relates to that? Okay. Hoffman: Can't be used for personal cost. Personal cost. It has to be used for capital park development costs. Happe: Tile upside is that the money was there and available to use to build this great new park. facility too so, fortunately the funds are going to something that I think is pretty consistent with the overall mission for park and rec. Hoffman: But our cash, I'I1 bring you our cash situation because without $480,000 in new revenues in 2003, you'd be in a negative situation so it all depends on how conservative you'd like to be with your capital fund. Stolar: We also talk about tile safety issues facing us and the trade-offs. It's one thing to mandate. It's another to mandate understanding what you've given up, right? And that's a choice. I mean I agree with you, it's a valid choice. Just I want to understand the background before we start looking at it because at some point we're going to have to have a question of how do we take care of these things that are required for safety reasons. Happe: Glenn, I think that's a great point and I think it's something that we should revisit quickly because there were ten I believe. Stolar: Ten playgrounds. Happe: Ten playgrounds that absolutely need to be replaced that are hazardous. 18 Park and Recreation Commission -January 28, 2003 Stolar: Yeah, that's really my only concern is where there's hazards can we afford that? And then again we're making a choice saying we're going to defer warming houses or things like that. Hoffman: You have 5 scheduled for this year. You've already deferred the construction of the shelter building at Bandimere... 2003 SCHEDULE FOR COMMISSIONER ATTENDANCE At CITY COUNCIL MEETINGS. Hoffman: Item 5(b) is the schedule for your attendance at City Council meetings. Thank you Commissioner Kelly for attending last evening, and we have the phone numbers of all the commissioners there. And again, if no items pertaining to parks are on the agenda, no packet will be delivered and you're not required to attend. If the police show up at your door, please attend the meeting. Stolar: I've got to say one time they delivered it they saw my son sitting there and they turned on the lights so he could see the lights. It was nice. He loved it. My neighbors wondered but. Hoffinan: It makes for good Friday night talk. Kelly: I tell you it's a lot easier to attend those meetings with those new chairs. Just to let everyone know, it makes a world of difference. Hoffman: The plastic orange ones were original with the building. All sorts of actions. They color coded meeting schedule which is helpful. Park and Rec Commissions which of course you... Item 5(c) is, any questions on that? Item 5(c) is the commission attendance record for 2002. And that's all for administrative section. COMMISSION MEMBER COMMITTEE REPORTS. Kelly: I do have one thing to mention. I came up and the City Council was, they're putting together a commission to look into the development going in off of Audubon and Lyman. I can't remember the name. Hoffman: 2005 study area, so it's the Degler property. It's everything south of Lyman and east of Audubon. And then north of the 212 corridor so there's 600 acres in there, the 2005 study area and in February you should appoint a member of this commission to work on that task force which will include Mayor Furlong, Councilman Peterson, a member of the Planning Commission, Park and Recreation staff, planning staff. I don't recall who else in on there but it's an important endeavor. This group will decide where the roads go. Where the trails go. Where the parks go. Where the sewer goes and all of those type of planning aspects before the development gets a jump start so very exciting endeavor and with the Bluff Creek corridor through it, it's a huge opportunity for parks and trails. So be thinking of that. Kelly: ...committee reports as it keeps getting warmer, it's time to get out there and get ready for the Dave Huffman 5K Run. Any commission member presentations? ADMINISTRATIVE PACKET. Kelly: I saw we had a couple e-mails regarding the rinks. Have there been any phone calls regarding the rinks as well? 19 Park and Recreation Commission - January 28, 2003 Hoffman: It xvas a real hot topic up until about a week or two weeks ago. For a while there it was all the rage because we started on these rinks and then it got warm, and then we never came back. Kelly: But the other rinks are. tloffman: Perfect. Kelly: Perfect, okay. Hoffman: I saw somebody at the grocery store tonight. They said our rinks have never been better. We have 8 rinks currently up and running. O'Shea: Where there certain parks or rinks that got more calls? Hoffman: Minnewashta Heights. O'Shea: Was the main one? Hoffman: Rice Marsh received a few. Ruegemer: Not really because...but I think they understood and the decision. Hoffman: They called to voicemail. But there's probably 4 of them that not a single call. Ruegemer: Glenn, was that kind of what you're looking for with the community events? Stolar: It was perfect. They're on my calendar. Thank you. Hoffman: The letter from Cindy Hanson, Jerry has a response in the mail so you'll see a copy of that in your packet. She cc'd just al3out everybody. Not the commission. Not the City Council. E-mail's an interesting animal...you never know who's going to reply or respond or make comment. Kelly: Anything else about the administrative packet? Happe: Todd? Did you send ~ny e-mail out or should I? Hoffman: No. You should make an announcement. Happe: Okay. I have tendered my resignation from this commission to the City Council. It's been a blast in our freshman year class. We're just coming up on our one year anniversary of actually being here, but I took a look at the attendance records. I also took a look at my calendar. God has fortunately blessed our business with a great burst of success and excitement and some things that are happening for us personally, but as I took a look at the calendar and our upcoming schedule dates, I came to the realization that I wouldn't be able to commit to improving my batting average for this commission and as importantly for our residents. City Council has set a threshold or a recommendation of a 75% or better attendance. I'd encourage you guys to strive higher than that. I think every time that I would miss a meeting I would miss a whole lot, so I have offered to step aside so that the City Council can appoint somebody that may be in a little better window of time for them. Also offering to serve as long as necessary or as long as needed 20 Park and Recreation Commission - January 28, 2003 until they do make that appointment, which Todd will be talking with them about and certainly have an update for us by the next time we get together in February so. Keep doing what you're doing. I think as we've gotten to know each other and gotten to begin to work on some of these projects I think there' s a lot of great work that this commission needs to get done. A lot of budget obstacles to climb and a lot of parks and trails so thank you for your support and the dialogue that we've had over the course of the last year and good luck fulfilling the balance of your terms. Hoffman: Yeah, I've taken Dave up on his offer and we'll keep him here probably until April. At least through the February and March meeting. The City Council will make appointments for your April 1st is when they make official appointments. Rod Franks and now Dave will be on the ballot for either re-applying for their position or not, and Dave's chosen to back off so we'll need probably at least 5 applicants to send up to the City Council. Happe: One of the things that we should take a look at or that you'll be certainly dealing with is the alternative revenue generating committee hasn't had enough attention in the last 60 days. Not due to my fellow committee members but due to my own personal commitments that have taken me away from really getting that project off the ground so there should be, at the February meeting maybe there should be a new committee chair appointed for that, and I'll help with the transition and some of the preliminary research that we've completed. But the City Council is looking to this commission to figure out some additional revenue generating means so that's one active committee that should be focused on and a committee chair should be named. Kelly: Anything else? On that note I guess, do I have a motion to adjourn? Happe moved, Stolar seconded to adjourn the Park and Recreation Commission. All voted in favor and the meeting was adjourned. Submitted by Todd Hoffman Park and Rec Director Prepared by Nann Opheim 21 CITYOF CHANHASSEN 7700 Market Boulevard PO Box 147 Channassen. bin 55317 Administralion Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Ph3ne: 952.227.1160 Fax: 952.2271170 Finance Ph3'~e: 952.227.1140 Fa.,: 952.227.1110 Park & Recreation ?one: 952.2271120 Fax 952 227.!110 Re:,reat ~.n Cs'ter 23!,) C.., x!ter 8odevard P~-::!e: 952 227 1400 Fa:,:: ~,~.2 227.!404 Planning & Natural Resources P"o'-e 952227.1130 Fa:<: 952 227 1110 Public Works 159i Park Road Phone: 952.227.1300 Fa,t: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952227.1110 Web Site v^,,n,v.oi chanhassen.mn.us MEMORANDUM TO: Park and Recreation Commission , .,. FROM: Todd Hoffman, Director of Parks and Recreation "/[~ ' DATE: February 20, 2003 SUB J: Modification to 2003 Skate Park Operation Plan In response to concerns raised by representatives of Chanhassen Elementary School concerning the Chanhassen Skate Park, the following recommendation is being made. RECOMMENDATION The following modifications to the 2003 skate park operation plan are recommended. i. Close and padlock shut the north access gates nearest the school. To maintain two access points to the facility and allow continued access to the portable restroom and light switch, open the west access gate immediately behind the shelter structure. c: Helen Merchant, Principal, Chanhassen Elementary The Cily of Chanhassen * A growing communily with clean lakes, quality schools, a charming downlown, thriving businesses, winding trails, and beautiful parks. A great place to live, work, and play. CITYOF CHAN SEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Cenler 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 1591 Park Road Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site v:¢,~,,,.ci.chanhassen.rnn.us MEMORANDUM TO: Todd Hoffman, Park and Recreation Director FROM: Jerry Ruegemer, Recreation Superintendent DATE: February 20, 2003 SUB J: 2003 Agreement for Summer Services at Lake Ann Beach Minnetonka Community Education and Services has provided lifeguards at Lake Ann for over 25 years. On an annual basis the city reviews the beach contract. The contract includes the following expenses: lifeguards, administration, supervisors, clerical support, mileage reimbursements, cell phones, pagers, lifeguard uniforms, postage, printing, in-service training, first aid kits, rescue equipment, Red Cross fees, and general supplies. The Lake Ann Beach is scheduled to open from June 7 through August 24. It is open seven days per week from 10:30 a.m. to 8:00 p.m., weather permitting. During the contracted hours for lifeguard service, anywhere from two (2) to four (4) lifeguards are on duty throughout the day. The breakdown is as follows: 10:30 a.m. - 1:00 p.m. 1:00 p.m. - 5:00 p.m. 5:00 p.m. 5:30 p.m.. 5:30 p.m. - 8:00 p.m. 2 lifeguards are on duty 4 lifeguards are on duty 1 lifeguard goes off duty 1 lifeguard goes off duty 2 lifeguards are on duty The Lake Ann Beach had a total of 14,887 users last summer during the hours of 10:30 a.m. - 8:00 p.m. The total contract amount for lifeguard services increased by $1,300 from 2002. The increase is due to elevated staff salaries at Minnetonka Community Education Services. If the 2003 beach contract is approved, the contract amount of $27,555 will be divided into three equal payments of $9,185. These payments will be made on July 15, August 15, and September 15. The contract amount has been budgeted in our Lake Ann Park Operations (1540) Budget for 2003. RECOMMENDATION It is staff's recommendation that the Park and Recreation Commission recommend that the City Council approve the 2003 Lifeguard Contract for Lake Ann Beach for services provided by Minnetonka Community Education and Services, in the amount of $27,555. g:¥ark~je ng,~003Lifeg uardComract Hol~u',Memo The Oily of Chauhassen · A growing cornrnunity with clean lakes, quality schools, a charmino downtown thrivino businesses windino trails., and beauliful parks. A oreat olace [o Five. work. and olay. AGREEMENT FOR SUMMER SERVICES AT LAKE ANN BEACH - SUMMER 2003 AGREEMENT made this , day of , betwe6n the CITY OF CHANHASSEN, a Minnesota municipal corporation ("City") and the MINNETONKA PUBLIC SCHOOLS COMMUNITY EDUCATION AND SERVICES (the "Contractor"). WHEREAS, the City of Chanhassen has requested that Contractor provide a Lifeguard Service and Swimming Lesson Program during the 2003 Swimming Season for Lake Ann Beach. WHEREAS, the Contractor agrees to provide a Lifeguard Service and Swimming Lesson Program for Lake Aim Beach. NOW THEREFORE, the parties agree as follows: 1. CONTRACTOR'S SERVICES. A. Lifeguard Service. The Contractor agrees to provide the City with qualified and Red Cross certified personnel to lifeguard above stated beach from June 7, 2003 through August 24, 2003 on a seven day per week schedule from 10:30 a.m. to 8:00 p.m. daily (weather permitting). B. Contractor agrees to provide: 1) 2) 3) 4) an appropriate number of lifeguards on duty at all times, according to any applicable industry standards or regulations; lifeguard staff with ongoing in-service training during the summer season; supervision of Iifeguard personnel; all necessary safety equipment for the Lifeguard Services; B. Swimming Lesson Program. The Contractor agrees to provide a program for swimming lessons for the general public to be located at Lake Am~ Beach. The Contractor shall provide advertising through the MCES quarterly catalog, registration of students, hiring and training of instructors, all necessary equipment (including safety equipment) and all personnel and administrative costs associated with the Swimming Lesson Program. 2. CITY OBLIGATIONS. A. Beach. The City agrees to provide a clean and well-maintained beach and beach area as stated in this agreement. This includes defined swimming boundaries; clean restrooms and lifeguard station. The City agrees to provide a working telephone, lifeguard chairs, megaphone, and safety boat with oars. 83758 B. Payment. The City agrees to pay Contractor a total of $27,555.00 divided into three equal payments of $9,185.00 on July 15, August 15, and September 15, 2003 in return for lifeguard services. The Contractor will provide the Swimming Lesson Program at Lake Ann Beach at no cost to 'the City. All income and expenses will be the responsibility of Contractor. 3. INDEMNIFICATION. Contractor agrees to indemnify and hold harmless the City, its employees and officers subject to limitations of Chapter 466 of Minnesota Statutes from any and all liability, loss, costs, damages and expenses including but not limited to property damage and personal injury, including death, which arise in connection with any acts or omissions of Contractor's employees. The City agrees to indemnify and hold harmless Contractor and it's employees, officers and agents from any and all liability, loss, costs, damages and expenses including but not limited to property damage and personal injury, including death, which arise in connection with the City's performance of this Contract or in connection with any acts or omissions of City employees subject to limitations and immunities subject to Chapter 466. 4. REPORTS. Contractor will provide the City with all necessary information relating to the Lifeguard Service and Swimming Lesson Program in order for the City to properly maintain the beach. On an as need basis the Aquatics Manager or Aquatics Supervisor will report to the City representative in regards to incidents an/or accidents. At the end of the season (October 15, 2003) the Contractor will provide the City will a full report of beach activity during the season. 5. LIABILITY. Employees of the Contractor and all other persons engaged by the Contractor in the performance of any work or services required, volunteered, or provided for herein to be performed by Contractor shall not be considered employees of the City and any and all claims that may or might arise under the Worker's Compensation Act of the State of Minnesota on behalf of said employees while so engaged in any of the work or services provided to be rendered herein, shall in no way be the obligation or responsibility of the City and all other persons engaged by the City in the performance of any work or services required or provided for herein to be performed by the City shall not be considered employees of the Contractor, and any and all claims that may or might arise under the Worker's Compensation Act of the State of Minnesota on behalf of said employees while so engaged and any and all claims by any third parties as a consequence of any act or omission on the part of said employees so engaged in any of the work or services provided to be rendered herein shall in no way be the obligation or responsibility of the Contractor. 6. INSURANCE. The City is responsible for obtaining property and liability coverage for the cities' beaches. Contractor will maintain professional liability and comprehensive general liability coverage for all employees in an amount consistent with Chapter 466 of the Minnesota Statutes. 83758 7. TERM OF AGREEMENT. Notwithstanding the date of the signature of the parties to this Agreement, upon acceptance by all parties, this Agreement shall be deemed to be effective upon signature by all parties and shall remain in effect until October 1, 2003, unless earlier terminated by either party, with or without cause, upon 45 days written notice or as otherwise provided in this Agreement. 8. DEFAULT. If Contractor or City fails to perform any of the provisions of this Agreement or so fails to administer the work as to endanger the performance of this Agreement, this shall constitute a default. Unless the party in default is excused by the other party in default, the non-defaulting party may upon written notice immediately cancel this Agreement in its entirety. 9. SUBCONTRACTORS. Contractor shall not enter into any subcontract for performance of any services contemplated under this Agreement nor assign any interest in this Agreement without the prior written approval of the City and subject to such conditions and provisions as the City may deem necessary. Contractor shaI1 be responsible for the performance of all Subcontractors. I0. AUTHORIZED REPRESENTATIVES. The parties to this Agreement shall appoint an authorized representative for the purpose of administration of this Agreement. The authorized representative of the City is: Todd Gerhardt City Manager City of Chanhassen 7700 Market Blvd., P.O Box 147 Chanhassen, Minnesota 55317 Phone: (952) 227-1I 19 The authorized representative of the Contractor is as follows: Daniel S. Kuzlik, Executive Director Minnetonka Public Schools Community Education and Services 5621 County Road I01 Minnetonka, Minnesota 55345 Phone: (952) 401-5050 11. AMENDMENTS. Any amendments to this Agreement will be in writing and will be executed by the same parties who executed the original Agreement, or their successors in office. 83758 12. ENTIRE AGREEMENT. It is understood and agreed that the entire Agreement of the parties is contained herein and that this Agreement supersedes all oral Agreements and negotiations between the parties relating to the subject matter hereof as well as any previous Agreements presently in effect between the parties relating to the subject matter hereof. · IN WITNESS WHEREOF, the parties have caused this Agreement to be duly executed intending to be bound thereby. (SEAL) CITY OF CHANHASSEN BY: Thomas Furlong, Mayor AND Todd Gerhardt, City Manager DATE: MINNETONKA PUBLIC SCHOOLS BY: Daniel S. Kuzlik, Executive Director DATE: 83758 CITYOF CHANHASSEN 7700 Market Boulevard PO Bcx 147 Chanhassen. MN 55317 Administration Phone: 952.227.1100 Fax~ 952.227.1110 Build!ng Inspections Phone: 952.227.1180 Fax: 952227.1190 Engineering P~one: 952227'.1160 Fax: 952 227.1170 Finance ?hone: 752227.1140 Fax: 9C2 227.1110 Park & Recreation ~nor:e: 952 227.1120 Fax: 952 227.1110 Resrea: ;" Center 2.~!0 C:,;,. ;e' Boulevard Phone: ';,52.227.1400 Fax: 95;_ 2£7.1404 Planning & Nalural Resources ?:one: ~.:;_ 227.1130 Fax: ~.~£ ;_27.1110 Public Works 1591 Par~ Road Phone: 952227.1300 Fa:i: 952 22L1310 Senior Center Phone: 952227.1125 Fax: 952227.1110 Web Site 'z,v^'z.ci.chanhassen.mn.us MEMORANDUM TO: Park & Recreation Commission FROM: Todd Hoffman, Park & Recreation Director DATE: February 20, 2003 SUB J: Adoption of Park & Recreation Commission Bylaws The attached draft set of bylaws has been prepared for your review. The City Council requested that each commission establish a list of bylaws. Please review this document and come to next week's meeting prepared to discuss its content. Upon completion of the Commission's review, the bylaws will be forwarded to the City Council for approval. q- The Cily ol Chanhassen, A growing communily with clean lakes, eualily schools a charming downtown, thriving businesses, winding trails, and beautiful parks. A great place to live, work, and play. DRAFT (2-20-03) BYLAWS PARK AND RECREATION COMMISSION CITY OF CHANHASSEN The following bylaws are adopted by the Chanhassen Park and Recreation Commission to facilitate the performance of its duties and the exercising of its functions as a commission established by the City Council. Section 1: Duties And Resl~onsibilities: 1.1 To hold meetings of its members, to consider such matters pertaining to parks and public recreation programs in the City as shall be referred to the Commission by the Council, or as the members of the Commission themselves deem proper. 1.2 To prepare a comprehensive plan for the future development of the City park and recreation system, to be submitted to the City Council for implementation, and to maintain said plan, and recommend amendments to the plan to the City Council, as may become necessary or desirable. 1.3 To act in an advisory capacity to the Council in all matters relating to a park and recreation program in the City. 1.4 Establishment of Subcommittees: The Park and Recreation Commission may, as they deem appropriate, establish special subcommittees comprised solely of their own members. Section 2: Meetines: 2.1 Time: Regular meetings of the Commission shall be held on the fourth Tuesday of each month at 7:30 p.m. in the City Council Chambers, 7700 Market Blvd., unless otherwise directed by the Chairperson, in which case at least 24 hours notice will be given to all members. Regular meetings shall have a curfew of 10:30 p.m., which may be waived at the discretion of the chairperson. All unfinished business will be carried over to the next regular Park and Recreation Commission meeting. 2.2 Special meetings: Special meetings shall be held upon call by the chairperson or in his/her absence, by the Vice-Chairperson, or any other member with the concurrence of four other members of the commission, and with at least 48 hours notice to all members. Notice of all special meetings shall also be posted on the official city bulletin board. 2.3 Attendance: Park and Recreation Commission members shall attend not less than seventy-five (75%) percent of all regular and special meetings held during a given (calendar) year, and shall not be absent from three (3) consecutive meetings without prior approval of the chairperson. Failure to meet this minimum attendance requirement shall be cause for removal from the commission by action of the City Council. Section 3 Commission Composition, Terms and Vacancies: 3.1 Composition: The commission shall consist of seven (7) voting members. Seven members shall be appointed by the Council and may be removed by the Council. 3.2 Terms and Vacancies: The council shall appoint seven members to the commission for staggered terms of three (3) years. Vacancies during the term shall be filled by the council for the unexpired portion of the term. Every appointed member shall, before entering upon the charge of his/her duties, take an oath that he/she will faithfully discharge the duties of this office. All members shall serve without compensation. 3.3 Quorum: Four Park and Recreation Commission members shall constitute a quorum for the transaction of business. Whenever a quorum is not present, no final or official action shall be taken at such meeting. Section 40reanization: 4.1 Election of Officers: At the first meeting in April of each year, the Park and Recreation Commission shall hold an organizational meeting. At this meeting, the commission shall elect from its membership a Chairperson and Vice-Chairperson. Each member shall cast its vote for the member he/she wishes to be chosen for Chairperson. If no one receives a majority, voting shall continue until one member receives the majority support. Vice-Chairperson shall be elected from the remaining numbers of the same proceeding. 4.2 Duties of the Chairperson and Vice-Chairperson: The Chairperson, or in his/her absence the Vice-Chairperson, shall preside at meetings, appoint committees from its own membership, and perform other such duties as ordered by the commission. The Chairperson shall conduct the meeting so as to keep it moving as rapidly and efficiently as possible and shall remind members, witnesses, and petitioners to preserve order and decorum and to keep comments to the subject at hand. The Chairperson shall not move for action but may second motions. Section 5 Procedure: 5.1 Parliamentary Procedure: Parliamentary Procedure, governed by Roberts Rules of Order Revised, shall be followed at all regular meetings. At special work session meetings, and when appropriate, the commission may hold group discussions not following any set parliamentary procedures except when motions are before the commission. Section 6 - Public Hearings: 6.1 Purpose of Hearings: The purpose of a hearing is to collect information and facts in order for the commission to develop a rational recommendation for the City Council. 6.2 Hearing Procedure: At hearings, the following procedure shall be followed in each case: a. The Chairperson shall state the case to be heard. The Chairperson shall call upon staff to present the staff report. Required reports from each city department shall be submitted to the Park and Recreation Commission before each case is heard. c. The Chairperson shall ask the applicant to present his case. d. Interested persons may address the commission, giving information regarding the particular proposal. e. Petitioners and the public are to address the Chairperson only, not staff or other commissioners. fo There shall be no dialogue among the commissioners giving information regarding the particular proposal. (The Park and Recreation Commission members may ask questions of persons addressing the commission in order to clarify a fact, but any statement by a member of any other purpose than to question may be ruled out of order.) After all new facts and information have been brought forth, the hearing shall be closed and interested persons shall not be heard again. Upon completion of the hearing on each case, the Park and Recreation Commission shall discuss the item at hand and render a decision. The Park and Recreation Commission, if it so desires, may leave the public record open for written comments for a specified period of time. h. The Chairperson shall have the responsibility to inform all of the parties of their rights of appeal on any decision or recommendation of the Park and Recreation Commission. 6.3 Schedule: At meetings where more than one hearing is scheduled, every effort shall be made to begin each case at the time set on the agenda, but in no case may an item be called for hearing prior to the advertised time listed on the agenda. Section 7 Miscellaneous: 7.1 Park and Recreation Commission Discussion: a. Matters for discussion which do not appear on the agenda shall be added to the agenda immediately following roll call. b. Matters which are added shall be discussed at an appropriate time in the agenda as assigned by the chairperson. 7.2 Suspension of Rules: The commission may suspend any of these rules by a unanimous vote of the members present. 7.3 Amendments: Amendment of these bylaws may be made at any regular or special meeting of the Park and Recreation Commission but only if scheduled on the meeting agenda in advance of the meeting. 7.4 Review: At the first meeting in April of each year, these bylaws shall be read and adopted by the Park and Recreation Commission. Chairperson: Date: Updated 02/20/03 CITYOF CHANH SEN 7700 Markel Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952,227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227,1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreation Cenler 2310 Couller Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 1591 Park Road Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site v,¥,:,'.ci chanhassenmn.us MEMORANDUM TO: Jerry Ruegemer, Recreation Superintendent FROM: Corey Hoen, Recreation Supervisor DATE: February 20, 2003 SUB J: Easter Egg Hunt and Coloring Contest As you know the Easter Egg Candy Hunt hill be held Saturday, April 19 at the Chanhassen Recreation Center. "The Splatter Sisters" will serve as the entertainment again for this year's pelTormance. The perfo~Tnance will be exciting with song and dance. In early April, I will go to Target and purchase the candy and prizes for the coloring and egg contest. I will separate the candy and prizes and deliver them to the Recreation Center by Friday, April 18. I have reserved the ball field area north of the warming house, which will be used for the candy hunt for all age groups. Flyers are in the process of getting made up and will be distributed to all area schools in early March. The Cii¥ of Chanhassen, A growing community wgh clean lakes, quality schools, a charming downtown, thriving businesses, winding ra s, and beaut lu parks A great place to live, work, and play. CITYOF 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.t110 Recreation Cenler 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 1591 Park Road Phone: 952227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site ~,,'.',,,','.ci.chanhassen.mn.us MEMORANDUM TO: FROM: Jerry Ruegemer, Recreation Superintendent Corey Hoen, Recreation Supervisor DATE: February 19, 2003 SUB J: 2003 Daddy/Daughter Date Night Evaluation The Daddy/Daughter Date Nights were held on February 6 & 7 at the Recreation Center. Both nights were a great success with 40 Daddy/Daughter couples attending each night. The event continues to grow and be successful with many participants returning multiple years. Caterer Brad's Home Plate served dinner at this year's event. The menu included: ham, turkey, mashed potatoes & gravy, corn, coleslaw, dinner rolls, milk & coffee. I would definitely invite Brad's Home Plate back again next year, as the food and service were both excellent. Dance All Time Favorites served as the DJ once again for this year's dance. The DJ did a nice job of getting the group involved. Just about every couple danced the entire evening. I would invite them back again next year. Face Painting Maund Entertainment provided the face painter for this year's event. The line was long at times, but each child had an opportunity to get their face painted. Entertainment During the dinner hour we had a balloon sculptor strolling through the crowd making elaborate balloon designs for ali the children in attendance. The balloon sculptor was a nice change, and the kids really seemed to enjoy their balloon. I would invite them back again next year. General Comments/Suggestions · ~. Continue running the event for two nights. o:o Using the lobby area for registration and photo taking seemed to help with traffic flow. · :' As many couples are returning for multiple years, continue looking for fresh new ideas. The City of Chanhassen ,, A orowino cornmunilv v,,ith clean lakes~ auaritv schools, a charmino downlov n lhrivino businesses windino trails, and beautiful oarks. A oreat olacq tn ltv,' work and olay. CITYOF 7700 lvla~ket Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.11d0 Fax: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fa×: 952227.1110 Recreation Center 2310 Coulter Boulevard Phone: 952.227.1400 Fax: 952.227.1404 Planning & Natural Resources Phone: 952.227.1130 Fax: 952.227.1110 Public Works 1591 Park Road Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site ;,,~,a,,,.ci.chanhassen.mn.us MEMORANDUM TO: FROM: Jerry Ruegemer, Recreation Superintendent Corey Hoen, Recreation Supervisor C [~ DATE: February 19, 2003 SUB& 2003 February Festival Evaluation Food and Drink Concessions The Chanhassen Lions served and operated the concessions again at this year's festival. With the mild weather, the Lions had a great day of selling items. I would invite them back to next year's festival if they were interested. Bonfire Even though the weather was fairly wroth, the bonfire was still used quite consistently throughout the day. I would recommendcontinuing this activity for next year. S'more Cookout/Bait Sale The Chanhassen Boy Scouts sold s'more kits and bait again at this year's festival. They were extremely successful in the selling of both of these itemsl I would recommend inviting them back to next year's festival if they are interested. Skatin~ Rink The park maintenance staff did a nice job in creating a skating rink for participants to use. It is a nice family activity to offer and it is an added event for the kids to participate in. I would recommend that we continue to provide the rink for futura festivals. Slidin~ Hill The sliding hill was pretty popular this year. Again, it is a great activity to have in addition to the fishing contest. I would recommend that the sliding hill be incorporated into next year's Feb Fest. Medallion Hunt The friends of the Library developed the clues for this year's medallion hunt. The clues were given out the week leading up to Feb Fest. With the final clue given out on Sunday, February 2. I would recommend that we continue the Medallion Hunt in the same capacity next year as it gets the community more involved. lh~: g~4r ~f Chanhassen o A growing community v:ilh clean lakes, quality schools, a charming downlown, thriving businesses, winding trails, and beauliful parks. A great place to live, work, and play. lee Fishine Contest A total of 998 tickets were sold for the contest. 267 tickets were sold through advance sales and 731 were sold the day of the event. Ticket sales were up by 254 tickets fi;om 2002. The contest went smoothly and there were a lot of fish caught! General Comments/Smzeestions > We labeled the door prizes on the master list with a number that corresponds with the prize (#1, #2, etc.) this made it easier for prize board volunteers to disperse prizes. > Continue announcing door prize winners by both their name and by their ticket number. A lot of people don't pay attention to their ticket number. This helps alleviate all the congestion in front of the prize board after the contest. Continue putting a black mark on the back of each winning door-prize ticket. This makes it a lot easier to find and unclaimed winners. CITYOF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Adminislration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Ph:ne: 952.227.1160 Fa:,:: 952 227.1170 Finance Ph.;"e: o.52.227.1140 F~:~,: :~52.227.1110 Park & Recreation Ph~r'~.: 952 227.1120 Fz,:: L:2.227.1110 Reef55: ~ Center 23!0 C.,: ;",er Boulevard P.~::~e: 952227.1400 F?:: 95;' 227.1404 Planning & Natural Resources P!-'?;e: '~52.227.1130 Fa:<: 952.227.1110 Public Works 159i Park Road Phone: 952.227.1300 Fa:<: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site ~v,,,;w. ci.cnanhassen.mn.us MEMORANDUM TO: FROM: Park & Recreation Commission Todd Hoffman, .Park & Recreation Director DATE: February 20, 2003 SUB J: Appointment to 2005 MUSA Area Study Group The year 2005 will soon be upon us. The pressure to begin planning for the development of the city's 2005 Metropolitan Urban Service Area (MUSA) has been increasing over the past 12 months. To help ensure quality development of this area, the Community Development Department is facilitating a study group responsible for overseeing the Environmental Assessment for the 2005 MUSA area. One Park and Recreation Commissioner shall be appointed to this study group to represent the interests of the Commission in this process. I will also serve as an appointed member of the group. The time commitment associated with this appointment will include 3-6 hours of background reading and 2-3 formal meetings. RECOMMENDATION Please appoint one member of the Park and Recreation Commission to serve on the 2005 MUSA area study group. The 0ily et ¢,l]ant~assen * A growing communily with ~lean ~. mo quaiity schoo!s, a charming downtown, thriving businesses, wincing trails, and beautiful parks. A gmat place to live, work. and play. '7 CITYOF CHgI B 7700 ~,,~a~ket Bou!~vard PO Box 147 Ch~.,qi-,,assB,'l, Mb155317 Adminislralion ~hone: g52.227.1100 Fax: g52.227.1110 BuilOing Insp~Qions P;;n~: g52.227.1180 F~: 952227.1190 Engineering P;~ ~2z27.H60 F~:,:: 'g52.227.1170 Finance Park & Recreation Planning& Ez, 9~2 227.1310 Senior 6enler ~:':%: 952 227.1125 Fz:,:: 952.227.~1~0 Web Site MEMORANDUM TO: Todd Gerhardt, City Manager FROM: Kate Aanenson, Community Development Director DATE: January 22, 2003 SUB J: 2005 MUSA Work Program Attached is a Gant Chart outlining the Environmental Assessment review for the 2005 MUSA area. I am looking for any input or recommendations from the City Council on the proposed outline. TheC;' -:Chanhasseno~- .......................... ~ . cDC coco © E a o o o C ~0 o o C ~0 CITYOF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952.227.1100 Fax: 952.227.1110 Building Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 F3x: 952.227.1170 Finance Phone: 952.227.1140 Fax: 952.227.1110 Park & Recreation Phone: 952.227.1120 Fax: 952.227.1110 Recreaiion Center 2310 Coulter Boulevard P,'-cne: 952.227.1400 F~,×: 952.227.i404 Planning & Natural Resources ?~one: 952227.1130 Fax: 952.227 1110 Public Works 1591 Park Road Phone: 952.227.1300 Fax: 952.227.1310 Senior Center Phone: 952.227.1125 Fax: 952.227.1110 Web Site ,,wr,,J. ci.chanhassen.mn.us MEMORANDUM TO: Park & Recreation Commission FROM: Todd Hoffman, Park & Recreation Director,~/ DATE: February 20, 2003 SUB J: Set Date for Commission Applicant Interviews Please set either Tuesday, March 11 at 7:30 p.m. or Tuesday, March 25 prior to your regular meeting as the date to conduct Commission applicant interviews. The Oily ct Chanhassen · A growing community wilt] clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beauliful parks. A great place to live, work, and play. Park and Recreation February 2003 bulletin from the CHAN SNO CLUB. Email resignation from David Happe dated January 23, 2002. Letter to Cindy Hanson dated January 23, 2003. Letter to Todd Hoffman from Kenneth Wencl dated January 31, 2003. Letter to Kenneth Wencl from Todd Hoffman dated February 18, 2003. Letter to Andrew Hart dated February 10, 2003. Bill Summaries from the LMC Cities Bulletin. NEXT MEETING: 7:30PM TUESDAY, FE~BRUARY 11, 2003 NEW CHANHASSEN LEGION Fellow snowmobliers START YOUR ENGINES! The snow has finally arrived, RIDE, RIDE, RIDE, while it -remains! Riding season could be short, so li~t's make the best of it, while we can! Club uodate The January meeting was brought to order in our new location the newly constructed Chan. legion. What a great place we have now! The hospitable staffset us up in their banquet room at a long table and designated a waitress to attend to our every need. No more smoke or noise to contend with, its like a dream come true. Most other clubs would be envious of the setting wc have to conduct our meetings. If you didn't attend you have eot to cnnae check it out! The coming meeting is bound to show rejuvenated enthusiasm for the sport, as well as new tales to tell of adventures in our wonderful white play land. Don't miss out. Sorry! If you haven't received a newsletter in the last month a change in statthas caused some minor difficulties. Our hats go off, with many thanks to Biayne Puklich. Who so unselfishly has given his time for the past few years to put out a great newsletter that kept us all informed and was the glue that kept ourclub together. Thank him thc next time you get the chance! ~ Our last meeting brought news from Doug S. that the MNUSA Sno-Jam would be re- scl~ out till'new perishabl~ fo0~l .enlightened hs.'~as Mich. A decision.was Clian. Februa0' otXered to follow thr~lgli'''~ club day ride was re'schedul~! for Feb. 22, time and place to be announced. Dou~ S. Was selected for,Tales from the Cryp~. ,_H, ,~..,t?d, io~.the !~... can-Am ride (crossing the b0~i~i;)With'a bois'terous tone. The m~tiiig ehded with the last card dealt (in our progressive m~eting pOker game) Boyd P. was the lucl~y weiner. We all left smiling· As you arc out riding the trails whether it be local or else where, pat yourself on the back if you are an active member. These trails would not exist, if was not for you or others like you who make the sacrifice to do their part. There is no other off-road recreational vehicle'sport that has the freedom to travel like snowmobilers do. Gc-d bless America! Haooenin~,s and other info. The Vintage Snowmobile show on Lake Waconia (touted the World's largest) haPPened last weekend. It was great to see .t.~e twisters tearing down th-e dragstrip, as well as all the other machines h'nd P~rts ~ s~e a'~d' bfiy~: · Local snow depths are adequ~t~' for~:D-~Per snow IS located just north of the metro area with depths around 12' ~:ompa~ed to; o~r 8'.'I rode Wed. mght north of tia~ F~r~S~ confirming this. The trads were grand., see ya Tues' kee~ the' r~:bb'er~ Side'd~wn! Chanhassen Snowmobilers P.O.Box 28 Chanhassen, MN 55317 Todd Hot.an 7700 Market Boulevard Box 147 Chanhassen,MN 55317 iilil!:l:l:::l, :. ~.l:::tl:iii-:'i':''ii Page 1 of 1 Hoffman, Todd From: David Happe [dave@ecruiters.net] Sent: Thursday, January 23, 2003 8:26 AM To: council@ci.chanhassen.mn.us Cc: 'Hoffman, Todd'; 'Rod Franks (E-mail)' Subject: Park and Rec Resignation Mayor Furlong and City Council Members, Please accept this letter as notification of my resignation from the Chanhassen Park and Rec Commission, effective following the January meeting of the Park and Rec Commission. I have enjoyed an interesting year of learning about the City, becoming more cognizant and appreciative of all of the different parts that comprise the whole City government, and certainly have enjoyed having an impact on Park and Rec amenities and future plans for Chanhassen. I think the Park and Rec department has a good long range plan, and if self funded will continue to provide a value to our residents. In addition, I have gotten to know Todd Hoffman relatively well over the past year, and believe that we have a first rate leader in him, reflected through the strength of the team he employs and in the quality of the overall program that he oversees. I think that the City may find additional cost saving measures by spending some time analyzing the priorities of the Park and Recreation's short and mid term spending objectives, and looking for opportunities therein to defer expenditures and/or eliminate programs that and revenue negative. We have been blessed with a significant upturn in business, but one that unfortunately has seemed to conflict regularly with my desire to serve as a Park and Recreation Commissioner. As I approach the one year anniversary of my appointment to this position, I will not meet the benchmark established by the City Council of 75% attendance at scheduled meetings. I believe that this threshold is even set to Iow, experiencing that a lot is missed in a single meeting that has effects on the business plans and progress of the commission overall. It is my hope that you can find someone whose schedule is more available to the needs of this position at this time. One of the criteria that I believe would serve this commission well would be an applicant with a financial background of some sort, to be able to assist in the restructuring of spending priorities, budget and ROI analysis, and alternative revenue generation. I am grateful for the opportunity to have served in this volunteer capacity, and look forward to an opportunity in the future when I can donate some additional time towards making Chanhassen a better place to be for our current and future residents. God Bless, David Happe January 23, 2003 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Adminislralion Phone: 952.227.1100 Fax: 952.227.1110 tluilding Inspections Phone: 952.227.1180 Fax: 952.227.1190 Engineering Phone: 952.227.1160 Fax: 952.227.1170 Finance Pi,:/e: 952.227.1140 Fa,. 952 227.1110 Park & Recreation ~t~r~2 9522271120 Fa,: 952227.1i i0 2310 Csd,:e: Pr:c'~e: 952227.1400 Ea:: 952.227.1404 Planning & Natural Resources Pn~n~: 952.227.1130 F3~ 952.227.1 t10 Public Works 15~! Pa:k Road Phone: 952.227.1300 F~,:: %2227.1310 Senior Oenler Phone: 952227.1125 h',:: 952 227.1110 Web Sile w,',,',.ci.chz~h~ssea mn us Ms. Cindy Hanson 6201 Dogwood Avenue Excelsior, MN 55331 Dear Ms. Hanson: Thank you for taking the time to e-mail your concerns about flooding skating rinks to the City of Chanhassen. I know how disappointed you and your neighbors are about the decision not to re-flood the rink at Minnewashta Heights Park. Certainly the way the winter started in early December, I never thought we would be having this conversation. However, you and I cannot control the weather. After the previous warm winters, a policy was developed that established a flooding schedule that identified a timetable for the city to follow. The policy identifies conditions under which rinks are maintained. It is always the city's hope to have the rinks ready for the children's holiday break. With the longer break, the rinks are heavily used and the city receives a good return on its investment. Historically, attendance tapers off after the holiday break and by early February temperatures and sun angles increase, making it difficult to maintain ice. Following the warm weather in December, the decision was made this year to maintain only those rinks that have warming houses and offer lighting. This action was based on the policy of discontinuing flooding on seven of our rinks if the date of December 21 st was reached. You specifically mentioned Roundhouse Park in your e-mail. When the city establishes rink locations, we also take into consideration its geographic area in the city. Roundhouse Park has been identified to serve the residents of western Chanhassen, which includes your neighborhood. Currently, the warming house rink locations are geographically distributed throughout the community. Tile decision has been made not to flood neighborhood rinks for the rest of the 2002/2003 winter season. The city will focus its energy and resources on maintaining only those rinks that have warming houses. The Park and Recreation Department will review the skating program again this year and will make their recommendation to the City Council on which rinks will be maintained for next ),ear' s season. If you have any additional questions please feel free to e-mail or call me at 952-227-1121. S i n ce,~e'P/v, ~ Jt~;'lc ~ e/~'ti'; ~l ~Et~epl; ri n ten dent C: Mayor and City Council Todd Hoffman, Park and Recreation Director .g:\park\jcrry\ltan sonrinkltr Mr Todd Hoffman Director of Parks City of Chanhassen Chanhassen, Mna. FEB I) 5 ~00~ CITY OF CHANHASSEN January 31, 2003 Mr. Todd Hoffman During the summer of 2002 we experienced extreme shore line erosion at Lake Susan. While there is no control of runoff, there are possible controls which will hold the shore line erosion damage to a minimum. We would estimate there was a 2 foot shore line loss, with holding grasses and soil being washed into the lake this past year. On the North side of the lake 8 to 10 feet of shore line has been destroyed. The new grasses and p!ants planted last fall will be washed ou~. this coming summer if corrective action is not taken. Unless corrective action is taken, Lake Susan will be in the process of reverting back to the days of unswimable water, a weeded mud hole with only rough fish able to survive. The recent expe,~:fitues to rehab Lake Susan will be wasted. It appears Lake S_,'.~,an has become a training ground for people in the business of teaching wake boarding to students. Each day the same wake boarding boats arrive, pulling different people. These wake boarding bosts are large and powerful in themselves.. They are further loaded with.water bladders to increase weight to create a larger wake. A 4 foot deep wake is developed behind the boats and waves appear to pick up strength as they spread out and crash into the shore, line. I have been told these boats carry in excess of 2,000 pounds of water. What can be done to avoid this coming train wreck???? Perhaps establish the normal water level of the lake. A point of level where little water is running through the creek into Rice Lake. Establish a marker at the boat ramp which would indicate the normal lake level. When the lake is above the normal lake level marker, the lake would be off limits and become a no wake lake for boats of that size and weight. That condition would remain until the water returned to the marked level or lower. We look to you to stop this destruction of Lake Susan which is a public gem. Thanking you in advance for your actions and your response. Sincerely Kef~neth J Wencl 8412 Great Plains Blvd Chanhassen, Mn. 952 906 2181 February 18, 2003 Mr. Kenneth Wencl 8412 Great Plains Boulevard Chanhassen, MN 55317 Re: Erosion and Water Quality on Lake Susan Dear Mr. Wencl: I recently received your letter dated January 31, 2003. This letter is intended to inform you of some of the projects we have proposed for Lake Susan and its watershed, as well as the regulations governing the use of public waters. Shoreland Erosion The City of Chanhassen received a grant fi'om the Minnesota Department of Natural Resources (DNR) in 2002 to restore native lakeshore plants along the north shore of Lake Susau. The restoration includes planting buffer plants to stabilize the banks, protect the banks from wave action, provide fish and wildlife habitat and filter runoff before it enters the lake. The restoration will also allow residents to see first-hand the benefits of using native plants for lakeshore landscaping. The first phase of the project was completed last fall and restored vegetation in the upper portion of the buffer area. The second phase will be planted in late May 2003 and will include plantings along the shore and within Lake Susan. The City is aware that there are other parts of the shoreline that are experiencing erosion. In some areas, the City's trail may be in jeopardy if action is not taken within the next few years. The City has applied for another grant from the DNR for additional restoration and will work with the Riley-Purgatory-Bluff Creek Watershed District to address this issue. Wake~Related Concerns One widely used tool for addressing wake-related concerns is a lake-wide slow/no wake ordiuance. Such an ordinance would go into effect when a predetermined water level ii reached. Currently, no lakes in Chanhassen have lake-wide slow/no wake ordinances in place. The City Council may, by resolution, enact emergency slow/no wake controls for a period of five days or less. There are several items to consider prior to the adoption of lake-wide slow/no wake ordinances including: 1. Public Opinion: In many cases, the opinions of citizens on lake use are divided, with some wanting to adopt slow/no wake regulations and some wanting no restrictions on their boating activity. 2. Enforcement: The City contracts with the Carver County Sheriff's Department for water patrol services. It is unlikely that the limited resources of that department would be able to meet citizen expectations of enforcement. 3. Monitoring: Monitoring lake levels requires a considerable amount of staff time during times of significant rainfall. 4. Notice: The City would have to give reasonable notice to the boating public when slow/no wake restrictions were in effect. Because lake levels are dynamic and the Chanhassen Villager has submittal deadlines for public notices, slow/no wake water levels could come and go before effective notice would be given. Boaters entering lakes through public accesses could be informed through signage at the accesses, but users with boats docked on the lakes could not. Adoption: If the City adopts a slow/no wake ordinance, it would need to undergo a public hearing process and be approved by the City Council and DNR before it could be enforced. Need: It is not clear such regulations would control erosion. Fluctuating lake levels, waves generated by wind, inadequate shoreland vegetation, the presence of rough fish and lack of in-lake vegetation all contribute to shoreland erosion The only lake in the City with boat-related restrictions is Lake Ann, upon which only battery operated motors are allowed. I am not aware of any communities that regulate the size and weight of boats. Again, it is unlikely that the sheriff' s department would be able to meet expectations related to enforcement. Storm Water Management The City is finalizing plans for reconstruction of the regional storm water pond in Lake Susan Park. This pond provides water quality treatment for storm water runoff from approximately 780 acres upstream. The goal of the project is to decrease the amount of phosphorus entering Lake Susan, with the end result being improved water clarity in the lake. Homeowner Opportunities The City actively encourages lakeshore residents to consider restoring their shorelines to protect their properties and minimize the effects of all types of erosive forces. Cooperation between neighbors to restore lakeshore will serve an important role in lake protection efforts. As you note in your letter, the City has invested considerable time and money to improve the quality in Lake Susan. Be assured that we will continue to take a vested interest in all of the City's natural resources, including Lake Susan. Sincerely, CITY OF CHANHASSEN Lori Haak Water Resources Coordinator CC: Mayor Tom Furlong Todd Gerhardt, City Manager Kate Aanenson, Community Development Director Todd Hoffman, Park and Recreation Director CITYOF CH SEN 7700 Market 8oulevard PO 8ox 147 Chanhassen, IdN 55317 Adminislrafion Phone: 952.227.1100 Fax: 952,227.1110 Building Inspections Phone: 952,227.~ ~ ~ Fax: 952.227.1190 Engineering Phgne: 952,227,1 Fa: 952.227.1170 Finance P~ :,"~: 952.227 1140 ~:. :~:~ 227.1H0 Park & Rec~ealion Fp ~52 227 ~i~3 2:0 ...... ~ ...... ff~ z"~. 952.227.1403 F~.: ?g2 Natural Resources ~:~:~: 952 2271130 ~5222711~0 Public Works Senior Cenle~ Pn~e: 952227.i 125 ~ax: 952.227.1110 Web Site ?,',', ,', February 10, 2003 Mr. Andrew Hart 8607 Drake Court Chanhassen, MN 55317 Dear Mr. Hart: I would like to take this opportunity to introduce myself to you since we have never met. My name is Todd Gerhardt and I am the City Manager for the City of Chanhassen. I am responding to your Letter to the Editor in the January goth edition of the Chanhassen Villager: I would like to compliment you on a well- written letter and for showing interest in your community. My response to your comments can best be summarized inone word-- opportunities. Chanhassen has not had the same opportunities that Chaska has received. For example, in the Town Golf Course situation, the city and developer owned adjacent parcels of land that were combined, and then laid out as a golf course with single family homes around the perimeter. The developer paid for rough grading of the golf course in lieu of dedicating parkland associated with the development and the right to build the single family homes. The downside of this scenario is that a golf course is only used by golfers, whereas a park could be used by everyone. Another opportunity that Chaska received was the development of the Jonathan area. The infl'astructm'e (streets, sewer, storm sewer, water, parks, trails, etc.) for this large area of their community was federally funded by HUD (Department of Housing & Urban Development); and therefore the city did not incur debt for these improvements. This drastically reduced the cost of development in this area, and therefore the industrial/residential property in the Jonathan area became highly marketable. The City of Chaska created a tax increment financing district in this area and used the increment (new taxes generated) to build the Chaska Community Center and Town Course Clubhouse. State law now prohibits communities from using tax increment financing to build such facilities. The City of Chanhassen paid for all of the infrastructure improvements in our downtown area. This includes the improvement of West 78th Street, State Highway 101 intersections, Powers Boulevard, Market Boulevard, Lake Drive, etc. Approximately fifteen years ago, the city took an aggressive approach to redeveloping our downtown. That included purchasing many parcels that were underutilized fi'om a tax base standpoint or businesses that were inappropriate Mr. Andrew Hart February 10, 2003 Page 2 uses in a downtown area. The transformation that occurred in our downtown can best be described as "night and day!" Chaska also operates their own electric utility company, while Chanhassen is served by Minnesota Valley Electric and Xcel Energy. The money generated through the Chaska utility helps subsidize their community center and golf course. This is another reason why Chaska is so aggressive in pursuing schools in their community--they are huge electrical users. Regarding the City of Chanhassen's bond rating, we have the same rating as Chaska, which is "A." Chanhassen was upgraded from A- to A in February of 2002. This rating increase reflects our strong property value growth and sound financial position, while we still make progress in mitigating the effects state law changes have had on our Downtown TIF District. My point in all of this is that Chaska and Chanhassen have not been afforded the same opportunities. People choose to live in a community because it has the right mix of programs and amenities to meet their needs. Think of how boring it would be if all communities were exactly the same! Chanhassen has many wonderful amenities such as our park and trail system, nine lakes, a new library, our downtown, the Arboretum, Chanhassen Dinner Theatre, and many more attractions that yom' parents may have liked when they decided to move to Chanhassen. Again, thank you for showing interest in yom' community and allowing me to explain the difference between Chaska and Chanhassen. If you have more questions, please contact me directly at 952-227-1119, or feel free to stop by City Hall and meet with me. Sincerel y, \ Todd Gerhardt City Manager TG:k Bill summaries Listed below are brief highlights of bills introduced in the House and Senate for the 2003 legislative session. These descriptions provide an overviexx: For more information or to receive a cop), of the specific bill, please refer to the initiMs at the end of each summary and contact the appropriate LMC staffmember. GC=Gary Carlson, Director of Intergovernmental Ikelations (651) 281-1255 or gcarlson.~hnnc.org AF=Anne Finn, Intergovernmental P,,elations Representative (651) 281-1263 or afinn~lnmc, org AH=Anu Higgins, Intergovermnental Kelations Kepresentative (651) 281-1257 or ahiggins~lmnc, erg cJ=CraigJohnson, Intergovernmental Kdations R. epresentative (651) 281-1259 or cjohnson@lnmc.org JO=Jennifer O'lKourke, Intergovernmental Relations P~epresentative (651) 281 - 1261 or j orourke~hnnc.org LO=Laura Offerdahl, Intergovernmental P~elafions Representative (651) 281 - 1260 or lofferdahl~hnnc.org Bonding 4 Wastewater project grant HF 185 (Dill)(Jobs and Economic Development Finance) provides $1,500,000 iii wastewater infrastruc- ture grants for the Larsmont portion of the tGfife Ikiver-Larsmont sanitary sewer disn'ict (companion to SF 53). CJ Trail development HF 186 (Dill)(Environment and Natural 1Kesources Finance) provides $725,000 for development of the Gitchi-Gami Trail. CJ \Vastewater Infrastructure Fund HF 224 (Howes) (Jobs and Economic Development Finance) provides $50 million for the wastewater iufi-astructure (WIF) grants program (companion to SF 76). CJ Port development assistance HF 234 (Dempsey)(Transportation Finance) is a bill requesting 83 million in bonding ~br port development assistance. AF Safe harbors HF 235 (Dill)(Enviromnent and Natural Ikesources Finance) provides $2.7 milliou for development of Lake Supe,'ior safe harbo,'s. Q[ Seminary Fen land acquisition SI: 169 (Ortman)(Finance) provides $2 million for land acquisitiou of the Seminary Fen in Carver Counw. CJ Land reclaimation SF 219 (Metzen)(Finance) provides $3 milhon for cleau-Up of a contami- nated site. QI Raspberry Island and the Upper Landing SF 247 (Pappas)(Finance) is the bonding request for capital improve- ments to IkaspbenT Island and the Upper Landing in St. Paul. JO Building Codes & Enforcement Baytown special well construction area SIx 163 (Wiger)(State and Local Govermnent Operations) requires owners of real proper9' in the Bavtown special xvell construction area and realtors and developers who list, shoxx; offer for sale, or develop the property to disclose to prospective bm,ers: 1) that the property is subject to the state's special well construction codes: and 2) the status of potable water test results and compliance with the codes for all existing private water wells within the parcel. The bill also requires a deed to real propers/in the Baytown special xvell construction area to coutain a statement that the property is within the area and subject to the state's special well construction codes for the area. LO Civil Law Personal jurisdiction over foreign corporations and nonresidents HF 210 (Tlfissen)(Civil Law) removes the exemptiou for a cause ofactiou that lies in defamation or privacy when a foreigm corporation or nonresident indMdual commits an act outside Minnesota causing injury or property damage in Minnesota. LO Joint and several liability SF 183 (Michel)(Judiciary) raises from 15 percent to 50 percent the threshold for making a defendant liable for the total awar& and eliminates the separate damage limit for government de£endants. LO Data Privacy/ Telecommunications ISP customers' personally identifiable information SF 156 (Kelley)(Conunerce & Utilities) would clarify provisions in the 2002 lnternet Privacy Act related Page 14 LMC Cities Bulletin