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PRM 11/02/2020 PARKS AND RECREATION COMMISSION Fridley Municipal Center 7071 University Ave NE, Fridley MN 55432 MINUTES November 2, 2020 1. CALL TO ORDER Chair Heinz called the Parks and Recreation Commission meeting to order at 7:02 p.m. Members Present: Mike Heintz, EB Graham, Peter Borman, and Ryan Gerhard Members Absent: Dave Kondrick and Shanna Larson Others Present: Mike Maher, Springbrook Nature Center Director/Assistant Director CSER; Jeff Jensen, Operations Manager for Streets, Parks and Facilities; Alyssa Kruzel, Community Engagement Specialist; and Deborah Dahl, Director of Community Services and Employee Resources (CSER) 2. APPROVE PARKS & RECREATION COMMISSION AGENDA FOR November 2, 2020 MOTION by Commissioner Borman to APPROVE the November 2, 2020 meeting agenda. SECONDED by Commissioner Graham. The MOTION PASSED unanimously. 3. APPROVE PARKS & RECREATION COMMISSION MINUTES FOR October 5, 2020 MOTION by Commissioner Graham to APPROVE the October 5, 2020 meeting minutes. SECONDED by Commissioner Gerhard. The MOTION PASSED unanimously. 4. NEW BUSINESS/ACTION ITEMS: a. Proposed Change for Meeting Location Debbie Dahl asked the members for interest and consideration in moving the meeting location to the City Council Chambers. It was requested from City Council to hold the meetings on camera consistent with the HRA, Planning Commission and City Council. No motion was needed but Dahl mentioned there may be an impact to the time and date of the meetings due to scheduling conflicts with City Council meetings. Ms. Dahl asked for feedback from the Commission members and will bring any suggestions back to the group. She noted that the only conflict 1 with meetings in the Council Chambers is at the January 2021 meeting, so the meeting would be moved to Jan. 5, 2021. Commissioner Borman commented that he thought the Commission only needed to meet so many times per year, not on specific days. Ms. Dahl said she will check the rules and get back to the Commission at the next meeting. b. Future Agenda Electronic Packet Changes Coming in 2021 Debbie Dahl reported that the City is moving forward with an electronic agenda process by purchasing software to develop electronic documents for Commissions and Council, along with implementing an electronic packet approval process for staff. This new process will go live after the first of the year for City Council and information will be presented to this Commission when everything is ready to implement. She noted that this should streamline many processes and improve continuity with all commissions. c. Community Engagement Update Community Engagement Specialist Alyssa Kruzel stated that this summer had big plans for community engagement activities but, due to COVID, many plans were postponed. She highlighted the following projects she has worked on over this last year:  In June/July the Adopt-A-Park program was launched. The goal was to have five parks adopted. Kruzel reported a total of 16 parks and one rain garden was adopted. A variety of community groups and families adopted the parks and 78 volunteers performed clean ups. An evaluation was sent out to the groups and staff will summarize the information as to how many worked on the parks, how often, etc. Thank you certificates and letters were sent out to those who adopted parks and staff will reach out again to see if they are interested in volunteering again in 2021. She summed up her comments by stating this was a very successful program and that some city staff also adopted a park.  2020 Census officially ended on October 15. A number of outreach engagement projects were planned but didn’t happen due to COVID. Overall Fridley’s census self-response rate was 78.6%. Historical data shows that 10 years ago, the response rate was 79%, so there was a good response rate given the circumstances with the pandemic and fewer outreach efforts. Ms. Kruzel said that data won’t be officially released until 2021. 2 Ms. Dahl added that the number of residents will likely go up due to the apartment communities that were recently added in the City.  In partnership with Fridley Community Education Department and the Mississippi Library, the Community Engagement effort launched a community network in February (2020). Six meetings were held, and 23 community organizations were represented. Ideas were shared and collaborated through Microsoft Teams, but many were postponed or cancelled due to COVID. A member survey will be sent out in 2021 and will likely revisit the group’s mission and values. Ms. Kruzel stated she was excited for an asset mapping session with the group to capture organizations and opportunities to collaborate in Fridley. Chair Heinz asked who represented the Lions organization in the network. Ms. Kruzel replied she believes Shannon Melham from Anoka County Libraries serves in both capacities right now, but another representative could be chosen. In the future, churches could also be included or represented.  Ms. Kruzel reported she is working in partnership with the Recreation Division and Springbrook Nature Center in planning programs and events for 2021 and the Parks Master Plan. The first session was in September starting with team building with new staff, defining the workplace culture, and creating excellence in the City. The next action planning meeting is Friday of this week.  Ms. Kruzel reported that she helped to support the Locke playground by organizing an Open House in September where 30 community members attended the meeting.  Ms. Kruzel helped to coordinate and host a blood drive with the American Red Cross in August with a total of 41 donors.  Ms. Kruzel also worked with Anoka County Parks and the City’s Communication’s teams to put together a new video on Anoka Parks located in Fridley, which has over 500 views to-date.  Ms. Kruzel worked with the homeowner’s association and attended a meeting at Pulte patio homes, delivering 16 new resident welcome packets and mailed the rest out to new members.  Community Engagement worked with the City’s GIS group to create interactive city maps, parks maps, and neighborhood maps that identify parks and other 3 information related to neighborhoods including other attractions around the City. This can be viewed in the city maps section of the website.  Plans for 2021 new resident packets, local parks plan, resident survey and Fridley community network. Springbrook Nature Center will have a city wide clean up, summer garage sale and neighborhood nights. Activities will be dependent on COVID. Commissioner Borman asked how new residents are notified of information. Ms. Kruzel replied that they usually get a monthly report from Anoka County but their system has been down. Now they are notified when the utility bill changes. Block captains also welcome new neighbors. d. Craig Park Study and Recommendation Operations Manager Jeff Jensen provided the members with an update about Craig Park. He said that it was decided to keep Craig Park out of the park implementation plan because of the urgency in resolving stormwater and flooding issues currently affecting private properties. He provided an overview of the project and mentioned the priority will be to control the storm water because that is where the immediate need is. Mr. Jensen stated the park is primarily an open space and has steep hills, two tennis courts, half basketball court, and a playground that is 20 years old. He briefly described the history of the area, which was a former wetland and built into a bowl shape. There are soils are poor and the ground water table is high, causing flooding. Jensen stated that there is persistent ponding by the tennis courts and throughout open space during heavy rain events. He mentioned that it has been estimated that the rainfall is predicted to increase possibly by 30% by the end of the century and that staff has seen amounts increase 37% between 1958 and 2012. Mr. Jensen said staff have contracted with Bolton & Menk to develop a stormwater management plan. In addition, staff will be working to develop a park redevelopment plan to update the play experience, install walking loops, provide a multi-use play feature to appeal to all ages, and be more assessable for all users. Mr. Jensen said that the stormwater management plan would create distinct dry, mowed grass areas and re-introduce native plantings vegetation. Plans are to remove one of the tennis courts and enhance inlets by the tennis court and regrade to direct water away from homes and the tennis court. 4 Mr. Jensen noted that once the stormwater is managed, the park plan would be to add a trail system to move people through the park and take advantage of elevation; keep one tennis court and perhaps add a pickle ball court; develop a mowing diet and provide visual interest. The next step is determining the funding for stormwater and is waiting on a confirmation of funds for park improvements. After the funding is determined, the park concept plans need to be updated with community engagement of the neighborhood. A project webpage will be created with designs and surveys this winter/early spring. Finally, the concept plan development and bidding will occur with construction to start summer of 2021. Ms. Dahl said that staff is requesting the Commission accept the technical report and make a motion to support staff’s recommendations to initiate just the stormwater side of this plan. Recommendations for the park improvement part of the plan, is not yet ready for action. Mr. Jensen added that the neighbors are excited the City is doing something about this need. Ms. Dahl added that she believed the City has not received any claims from neighbors due to the flooding issues. A MOTION was made by Commissioner Graham to accept the Craig Park Stormwater report and support staff’s recommendations. Seconded by Commissioner Borman. The MOTION PASSED unanimously. e. Locke Park Playground Jeff Jensen reported that after a two-week setback due to weather, the playground is in and has received a lot of compliments from neighboring families. He reported that with the last stretch of warm weather, the grading is almost done, the bridge deck is poured and soon the official trail loops will be completed. It is hoped that this can be completed before the next wave of snow comes, if not it will be finished next spring. The swings are on order that will be mounted into the ground in the spring, along with the benches and bike racks after the sod and pollinator gardens are installed. f. Parks CIP 2021 Ms. Dahl said that a meeting was held with the finance team and public works to make sure the 2021 projects are confirmed. She summarized the recommendations, which will go before Council in early December with a general listing of what is planned. Those projects include: the civic campus improvements; 5 the green roof and boardwalk improvements at the Springbrook Nature Center; general upgrades for playgrounds across the system; park improvement grant matching; and the general parks systems improvements (separate from the parks master plan) for unplanned expenses; court re-surfacing and overlays; park furnishings; and the Craig Park improvements (for the playground only). The general parks master plan is separate from this report. Chair Heinz asked what the balance was in the CIP and mentioned that the Commission used to get reports and plans for that funding. Ms. Dahl said she will get that information together and share with the Commission. It was estimated the CIP for 2021 was around $900,000. Chair Heinz asked if staff could create a 5-year outlook in what we plan to spend on general replacement for parks, so we know where we are going. Ms. Dahl said they can do that and include history and plans for the next five years. Commissioner Borman commented that he thought someone was donating the funds for the green roof at Springbrook. Mike Maher provided some background that a verbal agreement was reached several years ago, but nothing was formally written. He said the roof was donated and some of the work was completed by a roofing company to make it functional and viable, with a general agreement they would supply the green roof materials if more became available in the future. He stated that the final completion hasn’t yet occurred and estimated that while the roof is constructed well, is functioning well, only 15-20% of the green roof portion is completed. Commissioner Borman asked if they didn’t receive a commitment was it really going to cost $250,000 to finish the roof? Mr. Maher replied yes, however, the project could be estimated to cost up to $300,000. Sections could be added overtime, but it doesn’t look complete and the City does not reap the energy efficiencies or benefits of a green roof materials until it is completed. Chair Heinz asked if there was a possibility of grants from the watershed district could help with funding. Mr. Maher replied that they have not researched any grant opportunities, but they could look at options to help pay for the completion of the roof. g. Parks Master Plan Update Ms. Dahl reported that WSB was selected as the consultant to finalize the parks master plan and report. Staff have been working to pull together data for the firm. 6 Once concept designs are ready, staff will report back to the Commission on any information or progress. Mr. Jensen added that more community outreach may be needed for input. Staff reached out to some groups (i.e. sports associations) and they did not get a response back so they will continue to reach out to those groups again. Ms. Dahl said that their hope was to get a final report and community outreach done by March/April and then have discussions on how to pay for this with referendum, grants etc. h. Civic Campus Concrete Repairs Delay Plaza Activities Through June Mr. Jensen reported that the plaza deck around the civic campus pond is experiencing some stress fractures. He said that concerts and public events may be on hold until June, when this work is complete. He thought that it will be a 3- 4-week project and the repairs will be complicated to saw cut around the pond, remove one section, and rebuild. Commissioner Borman asked if this was warranty work. Mr. Jensen replied that some of the work is covered under warranty and there are multiple parties involved in the repair. Ms. Dahl added that due to COVID, it is uncertain on what will affect the opening plans for any events or activities around the plaza. i. Staffing Update Ms. Dahl announced that Mike Maher was given some additional duties to his position and will continue to be the Springbrook Nature Center Director but his title will reflect an Assistant Director of Community Services. He will be helping out on some policy decision making, strategic planning, assist with the park master plan and to strengthen other operational areas in the Community Services Division. She complimented Mike has been helpful in so many levels and he will be a big partner in the community outreach efforts as well. Ms. Dahl said that two interns from a year ago will be hired on a permanent basis, if approved at the budget process. This will help support some of the recreation division needs. 7 5. STAFF REPORTS a. Springbrook Nature Center Springbrook Nature Center Director Mike Maher announced that staff are now able to restart a number of school partnerships following the school closures related to the pandemic. Staff are going out every day and presenting environmental educational information to the school grounds. He reported the event Pumpkin Pursuit at the Parks replaced the popular Pumpkin Nite due to COVID. He said the event was a big hit and showed a video of the some of the participants, stating that it gave a lot of people to get out and explore parks around the City. He said there were about 150 participants. Commissioner Borman asked if this type of event could be incorporated year- round. Mr. Maher replied that the City paid for a one-time use of the Goose Chase mobile application and said they would look into the cost of a year-round subscription that could possibly be used with other activities or events, too. b. Parks Maintenance Report Jeff Jensen said the fall parks maintenance work is behind schedule due to the unexpected early snowfall, however, they are busy getting parks ready for winter. 6. UNFINISHED BUSINESS a. None ADJOURNMENT: Commissioner Graham made the MOTION to adjourn the meeting at 8:30 p.m., SECONDED by Commissioner Borman. The MOTION PASSED unanimously. Respectfully submitted, Krista Peterson Recording Secretary 8