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02-01-2021 PARKS AND RECREATION COMMISSION Fridley Municipal Center 7071 University Ave NE, Fridley MN 55432 MEETING MINUTES of February 1, 2021 Chair Heinz called the Parks and Recreation Commission meeting to order at 7:00 p.m. Members Present: Mike Heintz, EB Graham, Peter Borman, Shanna Larson, and Ryan Gerhard Members Absent: Dave Kondrick Others Present: Mike Maher, Springbrook Nature Center Director/Assistant Director (CSER); Deborah Dahl, Director of Community Services and Employee Resources (CSER) 1. APPROVE PARKS & RECREATION COMMISSION AGENDA FOR February 1, 2021 MOTION by Commissioner Graham to approve the agenda for February 1, 2021. Seconded by Commissioner Larson. The MOTION PASSED unanimously. 2. APPROVE PARKS & RECREATION COMMISSION MINUTES FOR January 5, 2021 MOTION by Commissioner Borman to approve the January 5, 2021 meeting minutes. Seconded by Commissioner Graham. The MOTION PASSED unanimously. 3. NEW BUSINESS/ACTION ITEMS: a. Public Disclosure Form – A reminder was given to Commission to complete required forms, which were collected. b. Fee proposal for athletics, tournaments, programs, shelter rentals and fee assistance Debbie Dahl reported that in the past, fees have been a strategy to recover a portion of the cost of operations for the department. She read the chapter of the City Code, which currently applies to Recreation Fees and the Commission’s authority to assist in setting those fees: “City of Fridley Code (6.05) authorizes the Park and Recreation Commission to establish charges and fees for the restricted use of any facility or to make any phase of the recreation program wholly or partially self-sustaining. City Code 6.04 Ref. Chapter 5.08 purpose is that the Parks and Recreation Commission is established to promote the systematic and comprehensive development of park facilities and recreational activities necessary for the physical, mental and emotional health and well- being of the residents of the City of Fridley. The scope of the Parks and Recreation Commission shall act as an advisory commission to the Planning Commission for the continuous community planning and development of comprehensive City goals and policies. Any change in related community planning and comprehensive City goals and policies must be reviewed by the Planning Commission who will then take recommendations to the City Council. The Parks and Recreation Commission shall advise the City Council, after a policy review by the Planning Commission, in the development of programs to give increased effectiveness and direction in implementing established City goals and policies and recommend actions as needed to provide park and recreational opportunities. The program of the Commission shall each year, prior to June 1, recommend a capital improvement program for park improvement and acquisition and for public recreation activities for the ensuing year. The Funds for the purpose of financing the parks and recreation program authorized by this Chapter, the accounting shall be the responsibility of the Treasurer of the City. The Commission shall be authorized to establish charges or fees for the restricted use of any facility or to make any phase of the recreation program wholly or partially self-sustaining. Any employees who handle cash in the process of collection shall be bonded.” Ms. Dahl noted that since 2017, there was a significant change in the relationship with Fridley Community Center, which effected fees. The Community Services and Employee Resources Department initiated “Finding your Fun,” which has been collecting information on what the community wants to see for recreation amenities and programs. In addition, staff have been reviewing budget history both at Springbrook Nature Center and Recreation Divisions, including looking at trends and exploring possible ideas for addition revenue. A resident survey will be launched soon to gather more data. The City is still facing challenges as the pandemic continues, with adjustments needed for: programs and rentals, limit group sizes, hours of operation and staffing. She reported that there is no clear direction in the immediate future related to COVID restrictions, so staff are planning under current restrictions, with no plans for field trips, large events, concessions, and cash handling transactions. Ms. Dahl said that the fee proposal for consideration is for this year and that staff are still working on goals for the next 2-5 years. A memo is in the packet that addresses the obligation to inform the commission and includes adult softball, recreation programs like Youth ROCKS and SNC camps, shelter rentals, and fee assistance programs. The proposal does not address general SNC revenue and Civic Campus Rentals. The tournament fee proposal is also still being prepared by staff. Ms. Dahl explained the adult softball fee proposal is nominal with a $10 increase is proposed for the M-Th Leagues. This generally covers the umpires pay increase, which is compatible with neighboring cities. Staff continue to work on language for tournaments (with no proposed change for now). The youth sports program fee proposal of $6 per session which is a .50 cent change. Rec N Roll is free (no change), ROCKS the same as last year fee of $140 per week, and the Springbrook Nature Center Camps would be $145-$155 per week. Ms. Dahl said that there are currently seven outdoor shelters available to rent that have two with indoor spaces/restrooms. Special use permits cause confusion for groups over 50 people and who are not needing additional items (such as inflatable, tents, etc.). Staff is working on creating licenses/permits on-line applications. Future changes to the special use permit and large event permits, parade and food truck uses, as well as Civic campus rentals are still being drafted. Information was brought forward last year to show revenue from various shelters. Staff are still working on ideas to improve shelter rentals. The Parks Master Plan proposals, if adopted, will increase the number of rentals and opportunities. Staff will continue to work on easy on-line application and permit system to make rentals easy and affordable as well as to make it easier to work with maintenance operations. Ms. Dahl said that the proposed changes are to restructure the special use permit to accommodate groups over 50 people and who don’t want to have additional items like inflatables or tents. Staff added a rate for groups that are 51-150 people ($75-150), decreased the damage deposit from $100 to $50 to make it easier for applicants. Still under review are large events, music festivals, civic campus rentals and parade permits. There are no changes being recommended for fee assistance. Staff will come back with additional information and proposals for tournaments, large events, civic campus and revenue generation. Staff is asking for the Commission’s support in these recommendations in terms of a motion. Commissioner Borman asked why revenue increased so much in 2017. Ms. Dahl replied she wasn’t not sure but will report back to the Commission. Commissioner Borman said that this does not include Springbrook. Ms. Dahl said that is correct, the proposal is just for shelter’s and recreation division fees only. Commissioner Larson asked if this would still come back with rates for groups over 50. Ms. Dahl said that is included on the line item, the difference is the large events and special use permit events. Chair Heintz agreed that for larger events there is more chance for damage and we may need to increase that deposit. Commissioner Larson asked if someone had a birthday party with a bounce house if they needed to get a special use permit. Ms. Larson said she preferred that the deposit rates stay as they were. Ms. Dahl replied yes because of stakes in the ground, some people who rent forget to tell us they will have a bounce house and that becomes an issue. Ms. Dahl said that there have been few reports of damage but staff can monitor and look at rates in the middle of summer if needed. She said that by lowering the rates, it may increase interest since some applicants are scared off by the large deposit. MOTION was made by Commissioner Graham to approve the fee proposal for athletics, tournaments, programs, shelter rentals and fee assistance. Seconded by Commissioner Borman. The MOTION PASSED unanimously. c. 49ers and Parade Update Ms. Dahl said that the committee has not been able to meet but that a meeting is set up for next week. The parade chair and the Lions have made a decision to not go forward with the parade this year due to the pandemic and social distancing challenges. No other update is known at this time until after next week’s meeting. Commissioner Borman asked if ‘49ers would be like last year. Ms. Dahl replied that there is a concern for those who have to plan in advance, particularly at the City and that right now it is hard to determine what will happen 4-5 months from now. Commissioner Gerhard thought another issue is the food and if they will be able to serve the public due to COVID. Ms. Dahl said the committee will meet and decide what to do next week. She will convey these ideas to the committee. Commissioner Borman asked if other cities were holding their annual festivals. Ms. Dahl replied that staff usually reaches out to other communities but wasn’t sure if they reached out regarding other festivals. d. Joint City Council/Park & Recreation Commission Meeting to discuss Parks Master Plan Ms. Dahl announced that the meeting will be held Tuesday, 2/9/2021 at 5:30 pm. She reported that the location was moved to Emergency Operations Room at the Civic Campus and that a Hybrid remote access option will be available. e. Demonstration of the story map on the City’s website Ms. Dahl provided a demonstration of the story map that can be accessed through the City’s website to promote the parks and eventually house information about the Parks Master Planning process. Photos and amenities will be added as the map is developed. Commissioner Borman noted that Moore Lake shouldn’t have concession and tennis courts listed under amenities. Ms. Dahl replied that the information was populated from the previous list, but she will make that information is changed. f. Winterfest Results Ms. Dahl said that this event just finished on Sunday. Staff were very creative coming up with activities at 17 park locations. She provided a sampling of the activities to commission members. An on-line passport and map was available through the City’s website and social media for people to use with their mobile devices, QR Codes, and other forms of technology to access information. Staff planned a medallion hunt and snowshoe rentals at Springbrook; winter sports included ice skating, sledding, hockey and snowshoes, along with newly groomed cross-country trails at Commons Park. People could take story walks, play in piles of snow, go through a Snow Maze/obstacle course, participate in different hunts like a bear hunt, fox and goose game as well as a snowflake hunt. In addition, there were lollipop garden activity kits, snowman kits and photo ops. She reported the final participation numbers are still coming in but estimated there was approximately 150 participants by tracking social medial activity. She stated the early information showed 1,053 web/Facebook visitors, 1,338 City website page views, an estimated 20 for the Medallion Hung, 2,300 impressions occurred after the medallion was found, with 2, 172 total reach and 248 website engagement. Ms. Dahl thanked some of the sponsors, including organizations like the Fridley Lions, Anoka County Library – Mississippi Branch, Early Childhood Family Education, Coon Creek Watershed District, Anoka Master Gardeners, Cool2BKind, and Boy Scouts. She also thanked the Fridley Recreation Division and staff at Springbrook Nature Center as well as the Fridley’s Park Maintenance teams. g. Spring and Summer Programs Ms. Dahl said that staff is working hard to get the summer programs up and running and getting the final pieces ready for the brochure, which will appear in the March City Newsletter. She noted that programs and activities will continue to be on a smaller scale to keep social distancing guidelines in mind and will also require participants and staff to wear masks. Field trips and larger events will be taken off the planning list for now until further guidance is available. h. Summer Hiring Underway Ms. Dahl said that they are starting to promote summer events and won’t hire as many as in the past but still need enough staff to hold the scheduled events and programs. The City is also looking for maintenance people to help with grooming and servicing the parks clean and streets. She encouraged people to apply on the City’s website, noting these are great summer jobs and works well for many college students. 4. STAFF REPORTS: a. Springbrook Nature Center Mr. Maher said that operations reopened the entrance to the Nature Center daily from 9 a.m. to 5 p.m. for access to the public restrooms, but the exhibit space still remains closed. He mentioned the public areas may open soon at a lower capacity, once more guidance is available. He reported that staff are continuing to offer some virtual programs and will conducting smaller scale programs (in-person) at some schools and outdoor adventures program have resumed. People can sign up in groups of 9 or less. The Winter Lantern Light Snowshoe Event was held and another one is scheduled, which have filled up quickly and are at capacity. Snowshoes are available for rent for $5 daily from 9-5. Mr. Maher reported that he is overseeing the deer herd management program for the City, which will start tomorrow night and continue for the next 7-10 days through a contractor approved by the DNR and the City Council. Mr. Maher reported the Springbrook Nature Center Foundation is a non-profit organization and does a lot to invest in the programs and have committed to $12,500 to offer free community programs and another $7,500 for summer camp scholarships. b. Community Engagement Activities and Upcoming Events Ms. Dahl reported the Adopt A Park program remains to be popular and will be rolled out again this year. 15-17 families/groups participated last year. The City will be conducting Resident Survey, which will contact 400 residents to get their feedback on general city services as well as parks and recreation interests. She reported that Craig Park will have its own community engagement plan and information, which will be sent out to the residents in that neighborhood area about changes with that neighborhood park. An open house or public meeting will be held later in the year to discuss the park changes. The City will be coordinating a city-wide garage sale coming up June 25-27, which is popular with a lot of communities. Ms. Dahl reminded the commission that an electronic agenda packet will be forthcoming and likely available by the end of March. She mentioned that the members will be trained on the new process. 5. UNFINISHED BUSINESS: NONE 6. ADJOURNMENT MOTION by Commissioner Larson to Adjourn. Seconded by Commissioner Graham. MOTION carried and meeting adjourned at 8:00 p.m. Next Meeting: Monday, March 1, 2021 – 7 p.m. Respectfully submitted, Krista Peterson Recording Secretary