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Home My WebLink About7/16/2020006 0000 00000 00 Meeting Location: Municipal Center City of Apple 7100 147th Street West Valley Apple Valley, Minnesota 55124 July 16, 2020 PARKS AND RECREATION ADVISORY COMMITTEE INFORMAL MEETING TENTATIVE AGENDA 6:00 p.m. https://attendee.gotowebinar.com/register/6381807788422398989 1. Field Reservation Procedures and Policies 2. Concession Operations Statistics and Vending Machine Information 3. Outdoor Skating Rink Statistics 4. Committee/Staff Discussion Items PARKS AND RECREATION ADVISORY COMMITTEE REGULAR MEETING TENTATIVE AGENDA 7:00 p.m. https://attendee.gotowebinar.com/register/7637054243157400332 1. Call to Order 2. Approval of the Agenda 3. Audience— 10 Minutes Total Time Limit —For Items Not on this Agenda 4. Approval of the March 2020 Minutes 5. Agenda Items A. Acknowledgement — Director Barry Bernstein B. COVID-19 Pandemic Response Update C. Orchard Place Development — 157"' Street West and Pilot Knob Road D. Pickleball i. Courts at Johnny Cake Ridge Park — Verbal Update ii. Courts at Hayes Park E. Redwood Feasibility Study Update i. Redwood Pond Expansion 6. Division Updates 7. Adjourn NEXT REGULARLY SCHEDULED MEETINGS - Tentative: Thursday, September 3, 2020 6:00 p.m. (Informal) "467:00 p.m. (Regular) 10 minutes 5 minutes 10 minutes 10 minutes 10 minutes 15 minutes 15 minutes 10 minutes NOTICE: Meeting procedures and access information due to Pandemic Emergency Orders are posted on the website. Regular meetings are broadcast, live, on Charter Communications Cable Channel 180. ::�] (Agendas and meeting minutes are also available on. the City's Internet Web Site www. cityofapplevalleLg ** ITEM: 1 come@ o* PARKS & RECREATION ADVISORY City Of COMMITTEE MEETING DATE: July 16, 2020 Apple valley SECTION: Informal Agenda ITEM DESCRIPTION: Field Reservation Procedures and Policies I STAFF CONTACT: DEP MTRA ENT/DIVISION: i Susan Muelken, Recreation Manager Parks and Recreation Department Action Requested No action requested Summary Staff is seeking committee feedback on classifications of field users for rental purposes. Background The competitive youth sports world is rapidly changing with some specific sports moving away from local youth associations and morphing into metro -wide traveling organizations often trying to put together a highly competitive team with players from many different cities. With that shift, we want to make sure that our policies and procedures and associated financial investment in community youth sports are still relevant in today's world. Staff would like to develop guidelines that can help determine which community groups get tax payer subsidized field use for their programs versus which groups should be paying appropriate rental fees. Examples of criteria may include setting resident percentages, evaluating whether the group is made up of volunteers or paid staff and discussing what partnerships are appropriate. To use one example to illustrate the evolution that has happened, one of the groups that receives free field space in Apple Valley has morphed into a metro -wide organization that only had 19% of their field users as Apple Valley residents in 2017. They also have at least two full-time staff members and many other paid coaches and staff on payroll. While that group's initial intent years ago was likely to provide community -based youth sports opportunities, the numbers argue that they have moved away from that. Staff envisions gathering infonnation and policies from other metro communities, but also want to work closely with two of our community partners, Eastview Athletic Association and Valley Athletic Association, to share our concerns, get input from their perspectives, and work together to help determine what qualifications are appropriate. PARKS AND RECREATION FEES January — December 2020 Category: A. Activities and programs of recognized Apple Valley civic and community service non- profit 501(c) organizations. B. Non-commercial groups and individuals. C. Private industry, commercial and profit making organizations or individuals who operate activities for profit. Fields and Facilities Rental, Etc. Category A Category B Category C Youth Tournament Field $50/day $100/day $150/day Tournament Field Painting/Reconfiguration $80/field $100/field $120/field Athletic Complex Concession Area (per building) $50/day $75/day $100/day Portable Restroom market rate market rate market rate Portable Restroom — special cleaning market rate market rate market rate Maintenance Staff Person - Seasonal $15/hour $15/hour $15/hour Maintenance Staff Person — Full Time Regular OT $30/hour $30/hour $30/hour Maintenance Staff Person — Full Time Sunday OT $40/hour $40/hour $40/hour State Tournament Fee $25/team $25/team $25/team Sports Camps — (under 4 hrs) $50/field $65/field $100/field Sports Camps — (4 to 10 hrs) $100/field $125/field $150/field Sports Camps — (10+ hrs) $120/field $150/field $200/field Adult Athletic Field — (under 4 hrs) $50/field $65/field $80/field Adult Athletic Field — (4 to 10 hrs) $100/field $125/field $150/field Adult Athletic Field — (10+ hrs) $120/field $150/field $200/field Field Lights (per field) $20/hour $20/hour $20/hour Locates — Electrical or Irrigation Head market rate market rate market rate General Usage Athletic Field - per field -minimum 2 hours- $15/hour $25/hour $35/hour 000 0000 00"a4� 00*0 City of Apple ��valley ITEM DESCRIPTION: ITEM: PARKS & RECREATION ADVISORY COMMITTEE MEETING DATE: MAOWOPN Concession Operations Statistics & Vending Machine Information STAFF CONTACT:I DEPARTMENT/DIVISION: Susan Muelken, Recreation Manager Action Requested No action required Summary 2. July 16, 2020 Informal Agenda Parks and Recreation Department Staff is providing data from past seasons and vending machine infonnation as requested. Background Concessions have been offered at Johnny Cake Ridge Park -East during adult softball leagues for many years. It has been seen as a service to the community and has not been a money making venture for several years. The past three years financial information is in the chart below. Year Income Labor Food Costs Expenditures Net Gain/(Loss) 2017 $8,618.35 $7,676.70 $2,978.01 $10,654.71 -$2,036.36 2018 $9,028.27 $8,420.17 $4,606.27 $13,026.44 -$3,998.17 2019 $9,625.25 $7,307.12 $6,817.37 1 $14,124.49 -$4,499.24 The remote location of the park does not lend itself to being a good option for vending machines. Most vending companies would be hesitant to place their machines in a location that has a high probability for vandalism and/or theft. �lb0 $ a 0 0 ITEM: 3, 0000 1 PARKS & RECREATION ADVISORY City Of AppleCOMMITTEE MEETING DATE: July 16, 2020 Valley SECTION: Informal Agenda ITEM DESCRIPTION: Outdoor Skating Rink Statistics STAFF CONTACT: DEPARTMENT/DIVISION: Susan Muelken, Recreation Manager Parks and Recreation Department Action Requested No action required Summary Staff is providing data from past seasons as requested. Background Outdoor rinks continue to be a challenge due to unpredictable weather — too warm to get ice established, too cold to be open, snowfall that needs to be cleared but streets are a priority, etc. The following charts are provided for your information. Staff is happy to answer any questions you may have upon request. SKATER HOURS BY LOCATION Location 2017-18 2018-19 2019-20 Apple Valley East 694 499 414 Johnny Cake Activity Center 1,477 581 1,298 Apple Valley Community Center 1,009 649 391 Apple Valley Middle School 201 207 64 Galaxie Park 336 1,028 1,056 Hagemeister Park 1,184 202 103 Huntington Park 1,708 254 94 Delaney Park 301 21 0 Total 6,908 3,441 3,420 AVERAGE SKATER HOURS PER DAY Season Total Skater Hours Days Open Average 2017-18 6,908 56 123 2018-19 3,441 39 88 2019-20 3,420 48 71 CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE March 5, 2020 Minutes of the March 5, 2020, Apple Valley Parks and Recreation Advisory Committee. PRESENT: Parks and Recreation Advisory Committee Chair Brent Schulz; Secretary Josh Gaffke; Committee Members, Dave Freed, Noel Hammill, Lisa Hiebert, and Mark Schori; Parks and Recreation Director Barry Bernstein; Parks Superintendent Mike Endres; Recreation Manager Susan Muelken; Valleywood Golf Course Manager Jim Zinck; Arena Manager Brian Christianson; Administrative Coordinator Dorene Perkins Monn; Recreation Supervisor Nick Thompson; Tom Betti of 292 Design Group, Inc; and South of the River Inclusive Playground Coalition members Tara Nelson, Kelly Kausel and Monica Joubert. ABSENT: Matthew Hinrichs ITEM 1. Call to Order Chair Schulz called the meeting to order at 7:00 p.m. Everyone took part in the Pledge of Allegiance. ITEM 2. Election of Officers By majority vote of the Parks and Recreation Advisory Committee, Brenton Schulz was elected Chair and Josh Gaffke was elected Secretary. ITEM 3. Approval of Agenda MOTION: by Gaffke, seconded by Hammill, approving the agenda as presented. VOTE: Yes — 6, No — 0 ITEM 4. Audience — 10 Minutes Total Time Limit — For Items Not on the Agenda No one stepped forward to speak. ITEM 5. Approval of the January 2020 Minutes. MOTION: by Hiebert, seconded by Gaffke, to approve the January 2, 2020, meeting minutes as presented. VOTE: Yes — 6, No — 0 ITEM 6.A. Agenda Items — Introduction of New Committee Member -lof4- CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE March 5, 2020 Mr. Freed provided a short bio of his background as a roughly 20 year resident of Apple Valley and frequent park user. The Committee welcomed him to the Committee. ITEM 6.B. Agenda Items — Introduction of New Recreation Supervisor Recreation Manager Muelken introduced Mr. Thompson as replacement for the Department's recently retired Recreation Supervisor. He will focus on adult athletics, field scheduling, etc. The Committee welcomed him to the Parks and Recreation Dept. ITEM 6.C. Agenda Items — Redwood Feasibility Study Report 292 Design Group, Inc., representative Betti reviewed their facility evaluation process and how they arrived at their four versions of concept plans for Redwood Park. The concept plans were presented and the Committee was asked to provide feedback on design options. Comments included: o Less building, and more fun things o Leave basketball and tennis court, o Like making the pond bigger, maybe outside funding for the pier o Keep existing field makes sense, o Safety barriers along County Road 42, o Make sure it's attractive and appealing, o ` Inclusive for everyone, usable year-round with inclusive spaces, o Find things that are unique; inclusive play and yoga circuit, o Don't like the parking lot along County Road 42, o Option B curved parking lot is more acceptable, o Large parking lots are upsetting, o Size parking lot to anticipated usage, o Option A — like the front design and central entrance, o Redwood needs identity, o Dakota County is considering removal of the stoplight at Elm Drive, a pedestrian crossing (not at grade) at County Road 42 and Elm Drive will be needed. During the design process, staff invoked two elements in the concept plans; view shed from County Road 42, and an inclusive play space. Mr. Betti was asked to create concept sketches to show what the building could look like with cosmetic exterior upgrades. Staff and 292 Design Group, Inc., will take revised concept plans, based on Committee's discussion, to April 9, 2020, Informal City Council meeting. The plan is to then return to the Parks and Recreation Advisory Committee May 7, with potentially a final concept to be discussed. -2of4- CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE March 5, 2020 ITEM 6.1). Agenda Items — Inclusive Play Site Recommendation MOTION: by Hammill, seconded by Hiebert, recommending Redwood Park North as designated site for an inclusive play area. VOTE: Yes — 6, No — 0 Staff will work with the Coalition to create a preliminary design to allow them to seek donations toward a play feature. Committee will be updated and progress occurs. ITEM 6.E. Agenda Items — Pickleball — Courts at Johnny Cake Ridge Park Director Bernstein presented a verbal status update on the eight pickleball courts planned for Johnny Cake Ridge Park West. Receipt of bids for construction is scheduled for March 12, 2020. Restroom facilities will be provided by lock mechanism access to the building as well as portable toilets. There is one shade structure proposed for the site. ITEM 7. Agenda Items - Division Updates —Recreation Parks Superintendent Endres presented a brief overview of winter statistics and upcoming projects. Committee questioned the usage numbers of outdoor ice rinks and discussion included the consideration of fewer ice rinks during the 2020-2021 season. Staff was requested to provide information regarding usage and expenditures at an upcoming Parks and Recreation Advisory Committee meeting. Recreation Manager Muelken highlighted information from the 2019 Year -End Report included in the meeting agenda packet. Mid -Winter Fest, new league offerings (bean bags league), and playground program were covered. Chair Schulz was complimentary of the City News/Parks and Recreation quarterly brochure and recommended distribution to the local real estate offices. Committee recommended a survey to determine where people are hearing about parks and recreation opportunities. Valleywood Golf Course Manager Zinck highlighted the Youth -On -Course program and Summit hosted at Valleywood, The Public Country Club program, and the Clubs for Kids event scheduled for June. Also mentioned were new initiatives coming; such as Event Packages, Multi Round Packages, social media advertising, and television marketing. Valleywood is working through a transition and realignment of maintenance staff. Arena Manager Christianson covered details of the 2019 Sports Arena Refrigeration project. Two big components of the project were the refrigeration room and the arena floor. During the change out, R22 was recovered from the system and approx. 2,000 lbs. are now available for use at Hayes Park Arena as needed in the future. Annual report information included the number of rental hours, Learn -to -Skate program, and the ISD 196 Icettes Ice Show. Tennis courts will be installed at the Sports Arena after March 8 and turf rentals at Hayes Park -3of4- CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE March 5, 2020 Arena are scheduled to begin March 16, 2020. The Committee would like to explore more outdoor concessions operations vs. vending machines. , ITEM 8. Adjourn There being no further business, the Parks and Recreation Advisory Committee meeting was adjourned. MOTION: by Gaffke, seconded by Hammill, to adjourn the meeting at 8:40 p.m. VOTE: Yes — 6, No — 0 Respectfully Submitted, Dorene Perkins Morin, Administrative Coordinator Approved by the Apple Valley Parks and Recreation Advisory Committee Brent Schulz, Chair on May 7, 2020. -4of4- 006 0060 00000 000 ITEM: PARKS & RECREATION ADVISORY City Of Apple COMMITTEE MEETING DATE: Valley SECTION: Updates on Parks and Recreation During Executive Order 20-74 R". July 16, 2020 Regular Agenda The Governor has relaxed some of the restrictions relating to activities of youth and adult sports in the park system. These sports have been categorized as Low, Medium or High risk. Low risk sports include singles tennis, archery, golf, skate boarding, canoeing and figure skating. They are allowed to compete with a reminder that parents or caregivers should not attend games or practices during this phase. Medium risk sports include doubles tennis, volleyball, soccer, baseball, basketball, and water polo. This stage focuses on skills and development. There should be no interaction between players (no contact), no intermixing between groups, and no games or tournaments, even if these events are out of state where sports games/ tournaments are supported. Games and competitions are not recommended at this time for these sports. High risk sports include football, lacrosse, hockey, and wresting. This stage also focuses on skills and development There should be no interaction between players (no contact), no intermixing between groups, no games or tournaments, even if these events are out of state where sports games/ tournaments are supported. Games and competitions are not allowed at this time for these sports. Currently open in the Park system • Playgrounds • Tennis courts • Basketball courts • Volleyball courts • Park Trails and Walkways • Pickleball courts • Alimagnet Disc Golf Course • Johnny Cake Ridge Park Skate Park • Cobblestone Lake Dock • Horseshoe pits • Athletic Fields in a practice phase of 25 or less • Restrooms are open with limited hours from 9am until 5pm to accommodate multiple cleaning and disinfecting operations • Valleywood Golf Course • Hayes Park Arena Other openings • Bag leagues June 30th • Community Center opened July 6t" with shortened hours. Monday through Friday Sam until 5pm, closing Saturdays and Sundays through the end of August • Shelter rentals started July 6' • Softball leagues July 6th • Playground programs July 6tn • Virtual puppet wagon program in the parks July 6t`1 Senior Center is closed to public assess but staff continues to offer virtual programing options for its members such as golf lessons, fitness activities, bingo and book club. Local youth athletic associations have begun practices and activities that allow for appropriate social distancing based on the most recent Executive Order and guidance from the state. Each organization has created a detailed COVID-19 preparedness and safety plan and the various sports under their umbrella have created sport and even age -specific plans to keep appropriate social distancing and sanitizing practices. City ®f le valley N.V 1Z z U E a- 0 W4WU ITEM: PARKS & RECREATION ADVISORY COMMITTEE MEETING DATE: SECTION: 5.C. July 16, 2020 Regular Agenda E < 2 I ®J M ~ AI ! 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COUNCIL MEETING DATE: May 14, 2020 SECTION: Consent Agenda Description: Adopt Resolution Awarding Agreement for Project 2020-105, 2020 Street I mprovements Staff Contact: Department / Division: Brandon Anderson, City Engineer IlEngineering Division ACTION REQUESTED: Adopt resolution awarding agreement for Project 2020-105, 2020 Street Improvements, to McNamara Contracting, Inc., in the amount $728,441.60. SUMMARY: On April 28, 2020, three (3) bids were received for the 2020 Street Improvement project as described within the attached bid tabulation. Base Bids ranged from $728,441.60 to $1,013,216.20. McNamara Contracting, Inc. submitted the low bid in the amount of $728,441.% The low bid was $36,548.35 over the updated Engineers estimate of $691,893.25. The current bids were $324,125.20 less than original bid package opened on March 28, 2020 due to scope of work reduction and slightly better bid pricing. Bid Alternate No. 1, for the JCR Park Pickleball Courts was in the amount of $318,100.45. It is not recommended to Award Bid Alternate No. l at this time. For the previous bid opened on March 28, 2020, the Pickleball amount was $382,485.00. A standard City agreement will be utilized for this project. BACKGROUND: City Council adopted Resolution Number 2019-106 on September 12, 2019, directing the preparation of plans and specifications for Project 2020-105, 2020 Street Improvements. On February 13, 2020, City Council adopted Resolution 2020-17, approving plans and specifications and directing receipt of sealed bids for Project 2020-105, 2020 Street Improvements. On April 9, 2020, City Council adopted Resolution 2020-040, rejecting bids for Project 2020-105, 2020 Street Improvements. On April 9, 2020, City Council adopted Resolution 2020-041, approving plans and specifications and directing receipt of bids for Project 2020-105, 2020 Street Improvements. The City of Apple Valley 2019-2023 Capital Improvement Program identifies potential street reconstruction and maintenance work. The scope of the project consists of the following: ® Cemetery Boulder Trail Construction ® Lac Lavon Shores Additions, Garden View Court Mill & Overlay ® Keller Park Trail Construction at Hyacinth Path (2019 TSAC recommendation) ® Evermoor Parkway Valley Gutter Construction • Annual Ring Route Repairs ® Micro surface Patching ® County Rd 46 Trail Overlay from Burnsville/Apple Valley boundary to Harwell Avenue ® Alternate Bid item for JCR Park Picldeball Courts — not being included at this time A map of the proposed project area is attached (Figure 1). This project is tentatively scheduled for construction in 2020. BUDGET IMPACT: Project costs and funding included in the adopted 2020 operating budget are summarized as follows: Estimated Project Costs: Budgeted Costs Awarded Costs Construction Cost $ 750,000.00 $ 728,441.60 Construction Contingency 129,935.00 151,493.40 Engineering, Contract Admin, Inspection, 191,565.00 191,565.00 Testing, Surveying Total Estimated Cost $ 1,071,500.00 $ 1,071,500.00 Estimated Project Funding: Road Improvement Fund $ 8097000.00 $ 809,000.00 MSA Maintenance Fund 30,000.00 30,000.00 Water Utility Fund 50,000.00 50,000.00 Stone Utility Fund 70,000.00 70,000.00 Cemetery Fund 45,000.00 45,000.00 Dakota County (Trail Surfacing JPA) 67,500.00 67,500.00 Total Estimated Funding $ 1,071,500.00 $ 1,071,500.00 ATTACHMENTS: _ocadon Map Resol �tior Bid / Tab, T,^ Effective May 15, 2019 A No pir"Heball Inayallowed. utsi the 11stee t1flies, Couft lights are not available, All players are asked to respect the Court re. w 1110 LOW roles � � � �� Ptivileges being ievekt ", - Parks and Recreation Department reserves the right to adjust hflufs at any tlffle Pickleball/ftnois courts are also available at Greenleaf, Redwood, and Scott parks. Thank you for your cooperationant! enjoy the beautiful courts' City Of Apple Valley Coversheet AppValley IIII I A '� PARKS & RECREATION ADVISORY COMMITTEE MEETING DATE: ITEM: COUNCIL MEETING DATE: SECTION: SECTION: Page 1 of 2 4.J. June l 1, 2020 Consent Agenda Description: Adopt Resolution Approving Plans and Specifications for Project 2020-102, Redwood Pond Expansion, and Authorizing Advertisement for Receipt of Bids on July 7, 2020, at 10:00 a.m. Staff Contact: Department/ Division: Brandon Anderson, City Engineer I Engineering Division ACTION REQUESTED: Adopt resolution approving plans and specifications for Project 2020-102, Redwood Pond Expansion, and authorizing advertisement for receipt of bids on July 7, 2020, at 10:00 a.m. SUMMARY: The City of Apple Valley 2020-102 Capital Improvement Program identifies Storm water Improvements at the following location: , Redwood Pond Expansion Scope of work includes the expansion of KL-P1, Redwood Pond, located north of the intersection of Redwood Drive and 150th Street West. This project also includes modification to the existing outlet, realignment of the existing trail as well as removal and redesign of existing park features impacted by pond modifications. A map of the proposed project location is attached (Figure: 1). The expansion of KL-P1 was one of several projects recommended in the Keller Lake Subwatershed Assessment Report, by Barr Engineering Co. in 2017. The expansion and storm water modifications will increase the water quality treatment volume for a contributing watershed of approximately 170 acres. Staff expanded upon the findings of the subwatershed assessment and completed a feasibility study to identify the most cost effective method to achieve water quality treatment volumes. A Feasibility Study, completed by Barr Engineering Company, dated March 27, 2020, evaluated three alternatives for expanding Redwood Pond to increase water quality to Kellar Lake. In the Study, Alternative 2 is the preferred option for meeting the goals of improving water quality to Kellar Lake. Feasibility is attached In 2019, Braun Intertec took sediments samples within the north side of the pond. These samples showed high levels of carcinogenic PAHs within two of the sample locations. This sediment will require disposal at a landfill that is permitted to accept this waste. On December 19, 2019, Public Works staff held a neighborhood meeting to discuss stormwater improvements to Redwood Pond. The overall response from residents was positive and well received. There were some concerns raised about tree removal. Staff communicated that these concerns would be balanced in the final design with the additional water quality benefits to the pond and Keller Lake as a whole. This project is tentatively scheduled for construction in late summer/early fall of 2020 due to available grant funds from Clean Water Act (BWSR). The City of Apple Valley also received grant funds for improvements to Erickson Pond, but will delay that project until 2021 to balance available storm water funds in 2020. BACKGROUND: In 2015, excess sediment near the northeast inlet to Redwood Pond was removed by City staff. On March 14, 2019, the City Council approved a Grant Agreement with the Minnesota Board of Water and Soil Resources for Metro Based Funding towards the expansion and improvement of Redwood Pond.. On July 25, 2019, City Council adopted Resolution 2020-102 Directing Preparation of Plans and Specifications for Project 2020- 102, Redwood Pond Expansion. BUDGET IMPACT: Project costs and funding included in the adopted 2020 operating budget are summarized as follows: Estimated Project Costs: Construction Cost $ 460,000 Construction, Contingency (10%) 46,000 Engineering, Contract Admin, Inspection, Testing, Survey 115,000 Total Estimated Cost $ 621,000 Estimated Project Funding Clean Water Fund Grant (BWSR) $ 114,890 Storm Sewer Utility 506,110 Total Estimated Funding $ 621,000 ATTACHMENTS: Map Resolution Advertisement for Bid Report https://applevalley.novusagenda.com/agendapublie/CoverSheet.aspx?ltemlD=4430&Meetin... 7/6/2020 2020-102 REDWOOD POND EXPANSION City of Apple Valley Figure 1 0 1500 3000 SCALE FEET •ee• Apple 11 V 11y;10 0 V a, ITEM: City of PARKS & RECREATION ADVISORY APple COMMITTEE MEETING DATE: July 16, 2020 Valley SECTION: Regular Agenda ITEM DESCRIPTION: Division Updates STAFF CONTACT: DEPARTMENT/DIVISION: Mike Endres, Acting Director Parks and Recreation Department Action Requested N/A Summary Included in the agenda packet you will find divisional updates. These are for informational purposes, no action is required. Background The division updates are presented in written form. From time to time, individual division managers may present in person, items in more detail. If a committee member wishes additional details regarding a specific area please feel free to discuss during the agenda item or contact me at mendresAcityofamplevalley.org or 952-953-2420. City of Apple alley MEMO Parks and Recreation Department 7100 - 147th Street West Apple Valley, MN 55124 952 / 953-2300 TO: Parks and Recreation Advisory Committee FROM: Mike Endres, Acting Director of Parks and Recreation DATE: July 16, 2020 SUBJECT: Park Maintenance Update The spring and summer have been unique in the Park Maintenance Division with the COVID-19 pandemic. The focus in April, May, June, July and in the near future has been and will be, to keep the crew and staff safe while continuing to prepare for the spring, summer, and fall maintenance demands. The pandemic has had a significant budget impact on the department as well. In an effort to reduce operating costs, Park Maintenance seasonal staff has been reduced 70 %. Full time Park Maintenance has also been reduced by 2 personnel. The full financial shortfall of the pandemic has yet to be determined. The sudden passing of Barry Bernstein has also presented some interesting challenges. In addition to having my position as Park Superintendent, I have taken on the role of Acting Parks Director. All of the staff and crew have been outstanding with support and work ethic through these uncertain times. especially would like to thank Susan Muelken, Dorene Perkins Monn and Steve Rother (Park Maintenance Supervisor) who without them covering these two positions would not be possible. Spring and Summer Updates • Minimal use in the athletic fields has given us the opportunity to focus our much needed turf rebuilding efforts. • Full renovations to JCRPW #11 and Quarry Point #1 Baseball • New Park rules signs throughout the park system. • Installing a new batting cage at Quarry Point • Designed and constructed all the COVID-19 barrier screens for the Liquor Stores, Municipal Center, Central Maintenance Facility, Community Center, Senior Center and Valleywood. • Designated Park staff to assist with added sanitizing duties at the Liquor Stores, Municipal Center and Central Maintenance Facility. • Coordinated alternate warminghouse sites to separate public works and park maintenance staff during this pandemic. Also staggered shifts to minimize interaction between crew and staff. • Actively involved with the planning and implementation of EOC (Emergency Operations Center) protocols during the COVID Pandemic • The Wildwood Tennis court resurfacing is completed. • Awarded a grant for $8500.00 to replace 2 stroke powered gas equipment with battery powered equipment from the MPCA. • Family Aquatic Center 1. Final phase of the main pool plastering project is completed 2. Sprayground project is 90% completed. Taking full advantage of the pool being closed to do a major landscaping renovation. 9 * 0 City of Apple,, Valley MEMO Valleywood Golf Course 4851 McAndrews Road Apple Valley, MN 55124 952 / 953-2323 TO: Parks and Recreation Advisory Cormnittee FROM: Jim Zinck, Valleywood Manager DATE: July 2, 2020 SUBJECT: Operational update Below is a brief update on the Valleywood operation for the first couple of months of the season. After much consternation on behalf of the Governor golf courses were given the go ahead to open on Saturday, April 18. With only 24 hours' notice that we could open we managed to get the staff organized and opened to booming business on April 181h at 10:00 a.m. At that point we were not allowing guests in the building and handled all transactions over the phone when golfers arrived at the course. Additional restrictions put in place included; no alcohol on golf courses, one rider per golf cart, no bunker rakes, benches or ball washers on the course and 10 minute tee time intervals. We ordered 12 additional golf carts on a monthly lease to help alleviate the potential of running out of golf carts due to the one rider rule. Cart rental has been off the charts good for the first 2 1/2 months of the season and we have not run out of carts for anyone who wanted to rent one. • With restrictions on alcohol lifted The Roasted Pear opened for carry out service on May 1. Although they did announce they would not be re -opening either of their restaurants they did agree to operate the food and beverage service at the golf course through the 2020 golf season. In anticipation of opening the building to the public and with the assistance of the Park Maintenance and IT Departments we installed Plexiglas shields in the golf shop as well as a table in front of the service counter with our credit card processing equipment so as to reduce any hand to hand transactions with the public. We opened the building for limited public access on June 1. The Roasted Pear opened for limited inside and patio seating at the same time. With the off-season changes to our season pass program we did see 30 season pass holders leave. This opened up a number of tee times on weekends that had typically been filled with these players. The results have been extremely positive. With all of the restrictions on other activities, we saw a huge influx of players either playing more golf, coining back to the game, or starting to play for the first time. The weekend morning tee times made available by the departure of these pass holders were quickly filled with full fee paying members of the public. • We delayed the start of our league season by one week in order to make sure we had everything in place for a successful launch of the leagues. Again, this worked out beautifully as the extra week provided some additional time for new players to sign up and allowed us to work with our league organizers on how to best set up these leagues for success. • By the end of May it felt much like business as usual. We had very good months for revenue in both May and June, and even with being open 13 less days we had a very good April. • We initially cancelled our April and May group golf lesson prograins and ultimately cancelled all group golf lessons for the year. Our Golf Professional, John Anderson, has resumed some one on one instruction in the last couple of weeks. • As we got to June some things in the golf community returned to a new form of normal. We hosted the first state golf championship of the season with the Minnesota Public Golf Association holding their State Mid -Amateur Championship at Valleywood the weekend of June 12 & 13. We also held our first event for the Men's Club on June 27. • With one of our full time maintenance staff transferring to the Community Center we hired a replacement for him and he started June 29. The new hire, Tom Dostal, actually worked here while attending college and went on to five years at Crystal Lake Golf Course and two years as the Assistant Greenskeeper at The Town and Country Club in St. Paul. Interestingly, this is where our current Foreman, Ryan Browning, worked prior to us hiring him 5 years ago. We had a number of our golf outings and private events re -schedule and cancel for this year. We have moved Most of our golf events to August and September dates in hopes we will be able to hold them by then. The private events like parties, weddings and corporate events have been cancelled. So, this part of the business will need to be rebuilt in whatever the new normal turns out to be. We have met a few times with the Chamber of Commerce and are planning on having some version of their annual golf outing in September. We are planning on doing as much as allowed by the state at that time. A few things we learned through this pandemic that we would like to incorporate into our business model are the following; • The larger gap in tee times has been a real eye opener. We would typically have 8 or even 7 minute tee time intervals in the past. We began the year with 10 minute intervals and will most likely not go back to less than 9 minutes between tee times as it has proven to provide a quicker pace of play and much better overall experience for the golfing public. With a number of our normal golf outings re -scheduling or cancelling we are re-evaluating the pricing model for golf outings and specials. Both by time of year and day of week. Overall • While we have the building fully open and are offering a full array of services we are still dealing with many of the same restrictions on the golf course and as the situation continues to evolve we will as well. • I cannot say enough about our phenomenal seasonal staff and how they have handled all the restrictions and constantly changing parameters of our operation. We are very fortunate to have such a great staff. • In the midst of all of the uncertainty this spring and early summer, Valleywood has been able to provide a setting and service to the public that has been greatly appreciated by virtually all of our visitors. 4a$a ��63u City of !Apple Valley TO: Parks and Recreation Advisory Committee FROM: Brian Christianson, Arena Manager DATE: July 6, 2020 SUBJECT: Arena Highlights MEMO Parks and Recreation Department 7100 - 147' Street West Apple Valley, MN 55124 952 / 953-2300 • Hayes Park Arena opened for skaters July 15`h with restrictions. • We were not able to have any turf rentals. • User groups have done a great job at following our guidelines. • Staff is disinfecting touchpoints, locker rooms and bathrooms after every group. • Lobby is set up for entry and exit distancing • Staff is doing a great job. SPORTS ARENA • Sports Arena has been closed since March 8" • Currently scheduled to host a consignment sale July 26th — August 1 Oth • Hopefully we will be able to host high school tennis and hockey this fall. City of Apple Valley TO: Parks and Recreation Advisory Committee FROM: Susan Muelken, Recreation Manager DATE: July 6, 2020 SUBJECT: Recreation Division Highlights MEMO Parks and Recreation Department 7100 - 147th Street West Apple Valley, MN 55124 952 / 953-2300 The Recreation Division is pleased to give you the following highlights from the last few months: • Facilities have been closed since March 13t' so many projects that there usually isn't time for have been undertaken. These include painting at AVCC-sport court, locker rooms, meeting rooms, front desk cabinets, exterior doors and vent covers; refinishing window sills; stripping and waxing floors and deep cleaning and sanitizing of all areas. The exterior of the buildings have also gotten much needed attention — trees and bushes have been trimmed, planting beds have been weeded, plants have been split and moved to new areas, drains have been cleared and the entrance sign planting bed has been redone. • Adult leagues were put on hold but there was a great deal of communication between the managers and staff to keep them updated and informed on possible timelines and schedules. • Adult softball began on Sunday, June 28`h. There are still a few teams getting registered but there will be about 75 teams playing. • Staff participated in many virtual meetings to stay informed of Executive Orders and make plans to do what they could within the guidelines. This included field use, aquatics, recreation programs, facilities, etc. • The Apple Valley Family Aquatic Center and Redwood Pool are closed for the 2020 season. • Adult Bean Bag Leagues began on June 301h — eight teams are participating. • Adult volleyball and kickball have been cancelled • Staff videotaped Exercise Class and Yoga for the Senior Center members and puppet shows. • The Community Center opened on Monday, July 6th. • The Puppet Wagon started performing shows in the parks on July 6"' th • The Summer Playground Program began on July 13