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PRM 12/02/2013 CITY OF FRIDLEY PARKS & RECREATION COMMISSION MEETING – DECEMBER 2, 2013 CALL TO ORDER: Chairperson Solberg called the December 2, 2013 Parks & Recreation Commission Meeting to order at 7:02 p.m. ROLL CALL: Members Present: Tim Solberg, Greg Ackerman, Michele Barrett, Mike Heintz, Dave Kondrick Others Present: Jack Kirk, Director of Parks and Recreation Jeff Jensen, Operations Manager for Streets and Parks Rich Perron, Lead Person in Parks APPROVAL OF NOVEMBER 4, 2013 PARKS & RECREATION COMMISSION MINUTES MOTION by Mr. Kondrick, seconded by Mr. Heintz, to approve the minutes of the November 4, 2013 meeting of the Parks and Recreation Commission. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON SOLBERG DECLARED THE MOTION CARRIED. APPROVAL OF PARKS & RECREATION COMMISSION AGENDA FOR DECEMBER 2, 2013 MOTION by Mr. Kondrick, seconded by Ms. Barrett, to approve the agenda for the December 2, 2013 meeting. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON SOLBERG DECLARED THE MOTION CARRIED. 1. STAFF REPORT a. Program Update Mr. Kirk stated that the Program Update has been included in the meeting packet to provide commission members with information on some of the programs and events during the past month. He wanted to call attention to the Veteran’s Day program at the Senior Center on th Monday, November 11. There were 200+ seniors who participated in the event and the guest speaker was Peter Vodenka, who escaped from communist Czechoslovakia with his wife and two young preschool age children. Peter stressed the value of freedom and how proud he is that his son is now serving in the United States military. His presentation really captured the attention of all the people in attendance. A luncheon was provided by the American Legion Auxiliary and served to the seniors by the Fridley Women of Today. Mr. Kirk further stated that the fall programs were ending and the winter activities were about ready to begin. The winter brochure has been mailed and is also on the City of Fridley website. Parks and Recreation Commission Meeting – December 2, 2013 Page2 b. Park Maintenance Report Mr. Jensen stated that the Park Maintenance staff has been sweeping leaves from all of the park areas and that should really help with the spring clean-up efforts in the parks. They should complete this project by the end of the week, weather permitting. Mr. Jensen further stated that they have been dealing with a number of projects at Springbrook Nature Center. He has been working closely with Mike Maher on these. Mr. Jensen stated that they have started flooding the skating areas with the colder temperatures and may have skateable ice a littler earlier this year. Mr. Jensen stated that the staff installed a memorial bench at Riverview Heights Park. A former Fridley resident lost his 28 year old son and wanted to have a bench put into the park that his son played at in his childhood. The bench is along the path and overlooking the Mississippi River at a nice peaceful place in the park. Mr. Jensen showed a map to the Commission on trails that will be maintained during the winter months. c. Springbrook Nature Center Report Mr. Kirk stated that he wanted to highlight several items in the Springbrook Nature Center Report for the Commission meeting that was submitted by Mike Maher. The new Kalwall roof over the exhibit area in the nature center building has been completed. It has made a noticeable difference to that important area of our nature center. Mr. Kirk further stated that thanks to a donation by Rita Burgeson, we are purchasing 20 additional pairs of snowshoes which will allow students another opportunity to move about the park in the winter months. The nature center will also have snowshoes available for rent this winter in a range of sizes. These types of donations can really enhance our programming at Springbrook, so we are very thankful for people like Ms. Burgeson. Mr. Kirk stated that the nature center received a grant from Xcel Energy to be used for wetland education activities. We also appreciate our corporate sponsors who continue to help us expand our programming. d. Introductions: Jeff Jensen, Operations Manager for Streets and Parks and Rich Perron, Lead Person in Parks Mr. Kirk stated that with the retirement of Parks Supervisor Dave Lindquist in June, there have been some changes made to the supervision of the Park Maintenance Division of the City. The new supervisor of the Division is Jeff Jensen, whose title is Operations Manager for Streets and Parks. Mr. Jensen stated that he had been with the City of Fridley for 20 years and has been the Streets Supervisor for ten years. Before joining the City, he managed a couple of blacktop companies. So he has about 29 years of street experience. Mr. Jensen stated that the new City Manager and the Public Works Director were interested in restructuring the Parks Division and asked him if he was interested in the Supervisor of Parks position. He tried it for a number of months and it has worked well. He loves the challenge and is learning more about parks every day. He also feels he has the right people in the Parks Division to get the job done well. The City has now allowed him to hire a lead person in the parks division to help with the supervision of the workers. They completed an interview Parks and Recreation Commission Meeting – December 2, 2013 Page3 process and Rich Perron was the person that came out on top and is the new Lead Person in Parks. Mr. Perron stated that he is in his ninth year with the City. He started out his work career with the White Bear School District and worked there for many years. After he went to college, he went on to work for Presbyterian Homes as the Environmental Services Director. He ran the Arden Hills campus and helped build another campus before coming to the City of Fridley. He loves working for the City and welcomes the challenge of being the Lead Person in Parks. Mr. Kondrick stated that, as a Commission member, it is good to know that we have knowledgeable and interested people who care about the park system. He encouraged Mr. Jensen and Mr. Perron to attend future Commission meetings to keep the members up to speed on the projects and maintenance in our parks. Mr. Perron stated that he wants our parks to be clean, neat and presentable. He wants our residents to be able to enjoy their parks and trails. Mr. Kondrick stated that every member of the Parks and Recreation Commission are very proud of our parks and the opportunities they give to our residents and visitors to the community. It is really good to know that our parks are in good hands. The Commission members thanked Mr. Jensen and Mr. Perron for attending the meeting. 2. NEW BUSINESS a. Summer Program Format and Fees Recommendations for 2014 Mr. Kirk stated that staff has submitted a recommendation to the Parks and Recreation for the 2014 summer program format and registration fees. He would like to highlight the recommended changes, since the basic format of the activities is to be the same as last year. Mr. Kirk stated that staff would like to see an early bird registration discount to encourage more timely registration for the programs. We would like to see people commit to the programs earlier, so we can make appropriate arrangements for equipment and staffing. If th people get their registrations in by May 11, we would recommend a $5 per week discount for the ROCKS program or 10% for the other summer programs. We have raised the fees slightly to help offset the reduced revenue expected with this early bird promotion. Mr. Kirk stated that the ROCKS program would run for nine weeks this year compared to ten weeks last summer due to a change in the Fridley School District calendar this year. The program would start the week after school ends for the summer. Mr. Kirk further stated that staff would like to add some pre-school summer camps, two days in a week for a short period of time to go along with multi-week pre-school playgrounds that we have been offering. We believe that the shorter time commitment may get some new people involved in the program and lead to better participation over the summer. Mr. Kirk stated that the Summer Playground program recommendation is to go with two sites again this year, Commons Park and Hayes Elementary School. The program was held at only one site last year due to Hayes School being under some construction. There would be two sessions with the first session of five weeks and second session at three weeks. The reason for the five week session is that it coincides with the summer school program planned by the school district. We expect to have participants that are enrolled in the summer school program in the morning and participate in the playground program in the afternoons. Parks and Recreation Commission Meeting – December 2, 2013 Page4 Mr. Kirk further stated that the Chill ZONE is the summer program for the middle school age students and the program would be the same with a $4 increase in the registration fee. Mr. Kirk stated that we have a Leaders in Training program for middle school students. One option is to just participate in training and option two would be to participate in the Leaders in Training program and stay for Chill ZONE program in the afternoon. A slight fee increase is recommended, but the program would remain the same as last year Mr. Kirk stated that for youth Grades 7 and up, we have an opportunity to apply to be a junior leader. While there is not a cost to participate, the prospective participants would be interviewed and selected to be a volunteer leader. They would go through staff training and be given an opportunity to improve their skills. Mr. Kirk stated that the last program on the recommendation is the Tom and Huck Camp run in conjunction with Anoka County Parks. This has been a good cooperative venture and we would recommend a $6 increase on this program. Mr. Solberg stated that it appears that staff has had conversations with the School District to coordinate programming. That makes sense so we can offer the best opportunities we can for our young people. MOTION by Mr. Ackerman, seconded by Mr. Heintz, to approve the summer program format and fees for 2014 as recommended by staff in a document submitted by Margo Numedahl and Cleveland McCoy. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON SOLBERG DECLARED THE MOTION CARRIED. b. Shelter Reservation Policy Mr. Kirk stated that staff is recommending some changes to the park shelter reservation policy and fees. The policy and fees have not been adjusted for a while, so it may be time to take a look at them. Mr. Kirk stated the first part of the recommendation is to raise the fees for reserving the picnic shelters. For the Moore Lake shelters and the one at Springbrook Nature Center, the fee for a resident to rent the shelter would be $35. This would be increased from the current $33. The non-resident fee would go from $60 to $75. The clean-up/ damage/conduct deposit would go from $30 to $50 for all renters of these facilities. Mr. Kirk further stated that the Commons Park and Flanery Park buildings reservation fee would be $65 for residents or a $10 increase. The fee would go from $88 to $100 for non- residents. The deposit on these facilities would remain the same at $150. Mr. Kirk stated that during the past couple of years they have had the same group or groups rent multiple weekends at Commons Park. Others wanting to reserve the facility for family outings or group events have to be denied because the shelter is already reserved. Staff is recommending that any individual or group have only two outstanding reservations at any one time. This is similar to the approach that the Parks and Recreation Department uses on ball field reservations for softball team practices. For example, a group could reserve the shelter on two Saturdays in June, but could not reserve another day until one of the current reservations had been used. The group could then contact the office and get another shelter reservation if open dates still exist. This should allow us to serve more groups in our community that are looking at utilizing the picnic facilities. Parks and Recreation Commission Meeting – December 2, 2013 Page4 Mr. Heintz stated that the application for renting a shelter should ask for the individuals name and the group they are representing. The current form does not require this. Mr. Heintz asked if we have problems with trash after shelters are rented. A higher deposit might compel them to do a better job on clean-up. Mr. Perron stated that many of the large groups are actually good at cleaning up the facility and grounds; it is just the sheer volume of the trash that takes time to haul away for the park workers. Mr. Heintz stated that he would like to see the deposit raised for the Commons Park and Flanery Park shelters. Mr. Kirk stated that another problem they are seeing is the lack of understanding of the English language, both verbal and written. The regulations and requirements are listed on the rental agreement, but some of the individuals using the facility don’t seem to understand them. Mr. Ackerman suggested looking at the rental application and guidelines being printed in several languages. Mr. Kirk stated that staff would like to tighten up the rental guidelines and requirements on the agreement. The locations that have been an issue are Commons Park and Flanery Park. The rentals at Springbrook and Moore Lake have not been an issue. Mr. Ackerman asked about raising the fees even higher to offset some of the City’s costs for these facility uses. Mr. Heintz stated that the recommendation from staff was already raising the fees, but he would like to see the deposit higher for Commons and Flanery rentals. It should be high enough so they do not want to forfeit the deposit. He would suggest the deposit at $250, rather than at $150. If the group causes damage or does not take care of the property, a larger deposit would help recoup some costs. He would suggest that we would not return the deposit for one week. This will give the park workers time to communicate any issues to the Recreation Office before refunding the deposit. Mr. Kondrick asked if the proposed $250 deposit would be so cost prohibitive that people are just going to say we can’t do it and then not rent the facilities. Mr. Kirk stated that it is higher than most charge for a shelter rental, but the key point with a deposit is if you clean-up and don’t damage the facility, you will get all of it returned. Mr. Solberg stated that he would like to see staff create some type of checklist that a facility user can use to make sure they comply with requirements to get their deposit back. Mr. Perron stated that there were a number of problems with groups wanting to use water for dunk tanks or other water activities at Commons this past summer. When the groups use water, the facility is usually a much bigger mess and requires more clean-up by the park workers. Mr. Solberg stated that he would not allow the use of the outside water for these facility rentals. Mr. Ackerman stated that using water for dunk tanks and slip and slides could create a liability issue and might require an insurance certificate. He would also agree that the City does not allow use of the outside water. There are too many potential issues for the facilities and with liability concerns. Parks and Recreation Commission Meeting – December 2, 2013 Page5 MOTION by Mr. Heintz, seconded by Mr. Ackerman, to approve the new shelter reservation policy to include the rental fees recommended by staff, a $250 damage/clean-up deposit for the Commons and Flanery Park shelters, no more than two outstanding reservations by the same group or individual, a checklist for park users created by staff, and no access to outside water source with the facility rentals. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON SOLBERG DECLARED THE MOTION CARRIED. ADJOURNMENT MOTION by Ms. Barrett, seconded by Mr. Heintz, to adjourn the December 2, 2013 meeting at 8:25 p.m. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON SOLBERG DECLARED THE MOTION CARRIED AND THE DECEMBER 2, 2013 MEETING ADJOURNED.