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08-23-2022 PRC MinutesCHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING MINUTES August 23, 2022 Vice Chair Markert called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Heather Markert, Scott Fischer, Don Vasatka, Jim Peck, Alex Jerdee, Dan Eidsmo . MEMBERS ABSENT: Karl Tsuchiya, Matt Kutz. STAFF PRESENT: Parks and Recreation Director Jerry Ruegemer, Recreation Center Manager Jodi Sarles, Recreation Supervisor Mitchell Czech. PUBLIC PRESENT: None. APPROVAL OF AGENDA: Mr. Ruegemer asked to add item 4 under Reports: The Lake Ann Preserve Open House. Commissioner Peck moved, Commissioner Vasatka seconded to approve the agenda as amended. All voted in favor and the motion carried unanimously with a vote of 6 to 0. PUBLIC ANNOUNCEMENTS: Mr. Ruegemer congratulated Alex Jerdee on her reappointment as the Youth Commissioner for another year. VISITOR PRESENTATIONS: None. APPROVAL OF MINUTES: APPROVE PARK & RECREATION MINUTES DATED JUNE 28, 2022 Commissioner Fischer moved, Commissioner Vasatka seconded to approve the Minutes of the Park and Recreation Commission Meeting dated June 28, 2022 as presented. All voted in favor and the motion carried unanimously with a vote of 6 to 0. Park and Recreation Commission Minutes – August 23, 2022 2 GENERAL BUSINESS: 1. 2022-2023 Ice Skating Rink Location Recommendations Mitchell Czech, Recreation Supervisor , noted they are planning for winter and recommend flooding the 11 ice rinks at six locations and maintaining five warming houses. This is the same as the previous year. Locations are at the Chanhassen Rec Center (1 Family Rink, 2 Hockey Rinks), North Lotus (1 Family Rink, 1 Hockey Rink), City Center (1 Family Rink, 1 Hockey Rink), Bandimere Park (1 Family Rink, 1 Hockey Rink), Roundhouse Park (1 Family Rink), Pioneer Pass Park (1 Family Rink, no warming house). He shared about rink attendants, warming house hours, and recorded participant numbers from 2021-2022 season. The previous year they had 15 rink attendants whose wages totaled $16,676 with 1,445 hours worked. Mr. Czech noted they are looking forward to another great season. Staff recommends that the Park and Recreation Commission recommend to the City Council that these ice skating rink locations and warming house hours be maintained for the 2022-2023 season. Vice Chair Markert asked other roles and duties of the rink attendants. Mr. Czech replied they staff the warming house to be sure everyone is behaving as they should, not vandalizing or damaging property, and to serve as a customer service person to answer questions and interact with those co ming in and out. They also check-in equipment such as the PVC pipe trainers, record attendance, an open/close the warming house. Commissioner Peck asked about the Lotus Park Hockey Rink. Mr. Ruegemer just paid 45% of the bill although the work has not started. He noted Becker will be building that and the work should begin in October to be done by the start of the season. Commissioner Vasatka asked if Roundhouse Park is worth it as less than 1% of the users are there and whether it is worth turning the heat on. Mr. Ruegemer replied that was a neighborhood “feel good” back in the day and the Park Commission debated this back in the 1990’s-2000’s on whether the building should be demolished. The Commission at the time felt it was historical and the identity of the park, and there was a volunteer effort to coordinate the painting, new windows, new roof, etcetera. The City recognizes that is not a high-volume rink location but does serve an area to the west that is land-locked by two major highways. He noted they can monitor it, have a neighborhood meeting, and they recognize that demographics change and the Commission can broach that conversation again. Park and Recreation Commission Minutes – August 23, 2022 3 Mr. Czech shared about some staffing issues the previous year as Staff were out with Covid and noted certain ice rink numbers may be a bit skewed as that rink was one of the first he would close when staffing levels were low. Commissioner Peck moved, Commissioner Eidsmo seconded to approve the Park and Recreation Commission’s recommendation to the City Council that the same ice skating rink locations and warming house hours be maintained for the 2022-2023 season. All voted in favor and the motion carried unanimously with a vote of 6 to 0. REPORTS: 1. 2022 4th of July Celebration Evaluation Mr. Czech gave a recap on the 4th of July Celebration and said it is estimated that over 70,000 people came to the celebration. Highlights on Saturday included the Farmer’s Market, family night at the carnival, pony r ides, and a kids’ music performance. Sunday kicked off with a Twins Youth Baseball Clinic, Water Wars, carnival, The Medicine Show (vaudeville), face painting, beer garden, kids’ activities & kiddie parade, petting zoo, and live music. On Monday, highlights included adult and kids fishing contest s, sand sculpture contest, classic car show, Taste of Chanhassen, live music, parade and historic plane flyover, and the fireworks display. Mr. Czech shared recommendations for 2023 including creative options for recruiting volunteers which is always a struggle, increasing sponsorship opportunities, contracting with an outside company for waste and recycling removal, to begin t-shirt sales after Memorial Day to increase sales, order fewer shirts to avoid leftover inventory, continue to offer children’s performances on July 2, and consider offering two waves of the kids fishing contest to reduce congestion on the fishing pier. Vice Chair Markert spoke about volunteer opportunities through Minnetonka Schools, the direct mail which was a hit, and asked whether they could do a design contest for the t -shirt sales or a tie-dye station for kids to increase t -shirt sales. Commissioner Vasatka noted the following year is 40 years and asked if there is anything special planned. Mr. Ruegemer noted thought has been given but nothing is concrete right now. They did increase the budget request for fireworks next year. Commissioner Vasatka noted they ran out of hot dogs about 40 minutes before fireworks began. Mr. Czech noted product was flying that night and he purchased more hot dog buns than he ever thought they could go through. Vice Chair Markert thanked Priya Tando n and everyone who helped make the weekend a successful event. Park and Recreation Commission Minutes – August 23, 2022 4 2. Termination of Contract with Hufcor, Inc. Recreation Center Manager Jodi Sarles shared this good news as they will be able to move on to a new chapter in the “wall saga” at the Rec Center. She noted that the previous year in May the walls came out at the Rec Center, and with Covid, supply shortages, and delays Hufcor was back in December to work on walls. However, they measured one wall 10 inches too short and after multiple times trying to hear back from the company, she finally found out in May that Hufcor is out of commission globally. The City Attorney advised sending a certified letter to find out intentions which has not received a response. City Council approved the termination of that contract the previous night at the Council Meeting on 08-22-2022. Ms. Sarles shared that of the $68,000 contract, the City has paid $16,000 for the track of the structure, repair of soffits, and repainting of the rooms. She hopes they will not have to tear everything o ut and rebuild. She noted Hufcor had invoiced the City for what is in place right now at about $34,000 , which the City did not pay due to the lack of communications and corrections. Ms. Sarles noted they will now start back at square one. Mr. Ruegemer publicly acknowledged Ms. Sarles noting she has been extremely flexible and a magician trying to make things work with the way the walls are right now. It has been a lot of juggling and has been a challenge. He thanked Ms. Sarles for that , noting it has not been easy. 3. Revised Joint Powers Agreement (JPA) between the City of Chanhassen and Independent School District 112 for the Chanhassen Recreation Center and Bluff Creek Elementary School Ms. Sarles updated the Park Commission and gave history that since the building opened they have been operating without a JPA. Thus far it has been handshake agreements and working together. However, both the District and the City want to have a more formalized agreement between the two entities. This JPA now reflects what each party will be responsible for at the Rec Center. 4. The Lake Ann Preserve Open House Mr. Ruegemer shared that the Referendum Task Force and the Park Referendum was paused as they felt the timing was not right with high inflation and gas prices. Many conversations are happening right now about what could happen in the future if a new City Hall is built and this current building is torn down. Perhaps it would become a civic plaza with a skate loop, water feature, adaptive recreation, or performance stage. On September 13, they will hold a meeting with all the City Commissions to look at some of those concepts and brainstorm. When the City Council and Task Force decided to pause the referendum, they both felt strongly about moving forward with Lake Ann Park Reserve. The City Council said they will use portions of the ARPA funds and some funds from the General Fund for that project. As part of the process, there is an Open House on September 27 with concepts and display boards for the community to see and Park and Recreation Commission Minutes – August 23, 2022 5 give feedback on. Mr. Ruegemer hopes to get another Flash Vote out to receive additional feedback from the public. COMMISSION MEMBER COMMITTEE REPORTS: None. COMMISSION MEMBER PRESENTATIONS: None. ADMINISTRATIVE PRESENTATIONS: None. ADJOURNMENT: Commissioner Eidsmo moved, Commissioner Peck seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 6 to 0. The Park and Recreation Commission meeting was adjourned at 8:09 p.m. Submitted by Jerry Ruegemer Park and Recreation Director Prepared by Amy Weidman Administrative Support Specialist