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HomeMy WebLinkAbout5.1.23 -Agenda Packet Joint MeetingCITY OF FALCON HEIGHTS Joint Meeting Parks & Recreation Commission Community Engagement Commission City Hall 2077 West Larpenteur Avenue AGENDA May 1, 2023 at 6:30 P.M. A.CALL TO ORDER: B.ROLL CALL: Jeff Yager_____ Mike Bradbury_____ Eric Brenton_____ Paula Mielke_____ Tom Faust_____ Randi Lundell_____ Mike Tracy_____ Cooley-Kistler____ LaDouceur____ Ebbesen____ Lindstrom____ Stockford____ COUNCIL LIAISON: James Wassenberg _______ Yakasah Wehyee ________ STAFF PRESENT: Kelly Nelson_______ Elke van der Werff _______ C.PRESENTATION: D.APPROVAL OF MINUTES:1.April 3, 2023 - Parks and Recreation Commission and Community Engagement Commission -Joint Meeting Minutes E.AGENDA: 1.Spring Together 2023 Event2.Ice Cream Social Planning3.Draft of 2023 PARC Agenda/Calendar4.Basketball and/or Pickleball Court Painting Examples5.Draft of Park Audit Checklist F.INFORMATION/ANNOUNCEMENT G.ADJOURNMENT: 1 BLANK PAGE  2 CITY OF FALCON HEIGHTS Joint Meeting Parks & Recreation Commission Community Engagement Commission City Hall 2077 West Larpenteur Avenue MINUTES April 3, 2023 at 6:30 P.M. A. CALL TO ORDER: 6:31 P.M. B. ROLL CALL: Jeff Yager_____ Mike Bradbury__X___ Eric Brenton__X___ Paula Mielke__X ___ Tom Faust__X___ Randi Lundell__X___ Mike Tracy___X__ Cooley-Kistler__X__ LaDouceur__X__ Ebbesen__X__ Locke__X___ Lindstrom__X__ Stockford__X__ COUNCIL LIAISON: James Wassenberg ___ X ____ Yakasah Wehyee ________ STAFF PRESENT: Kelly Nelson___X____ C. PRESENTATION: D. APPROVAL OF MINUTES: 1. March 6, 2023 - Parks and Recreation Commission and Community Engagement Commission -Joint Meeting Minutes Commissioner Locke motioned to approve the minutes; Approved 11-0 (Bradbury not yet present) E. AGENDA: 1. Spring Together 2023 Event : Survey Questions and Polling Tactics; Task List Ebbesen asked what questions we’d like to ask attendees at Spring Together. Ebbesen proposed asking: How do you currently receive information from the city? How would you like to receive information? How would you like to engage with the city? Stockford would like to build up our neighborhood liaisons and suggested recruiting at the event. The City currently has between 8 and 14 liaisons but the list was last updated in approximately 2020. The commission(s) will discuss neighborhood liaisons more at a later date and the idea of handing out information at National Night Out. Commissioners re-visited why a survey or questionnaire was needed at Spring Together. Mielke said the idea was proposed to manage number of ice cream tickets given away. 3 Attendees would receive a ticket to redeem for one free treat when completing an action, such as answering a question/survey. Wassenberg suggested asking, “What Community Park amenity would you like to keep and what would you like to see added?” Tracy wondered if we could send a survey link out via Facebook or within the weekly newsletter so that we reach more residents than we’ll reach at Spring Together. Wassenberg said that the idea of Post-It Notes is nice because you aren’t limiting feedback to a particular question and answer. Faust said that it might be nice to promote other City events at Spring Together. Ebbesen recapped the commissions’ discussion by saying that a broad question will be asked and Post-It Notes will also be used. Stockford said it would be helpful to show the roles of the commissions and any current openings. He asked if a map of neighborhoods and parks could be created to display at Spring Together and Ice Cream Social. Nelson will check on the file type of the existing map and bring a printed sample of the map to the May meeting. Stockford also suggested having a handout with key city facts/information available. Mielke asked if commissioners/volunteers at events would be identifiable. Name tags will be created, plus name tags will be available for all attendees to help neighbors connect. Tracy mentioned finding past survey questions to draft questions from to ask attendees for input on the new Community Park building and amenities. Staff liaison Nelson said they might be able to find some of those questions to pull for the next meeting and decide on. Next, the commissions went over the task list for Spring Together, assigning tasks to various commissioners and staff. Notes from discussion: Flyers will be sent to local businesses. Nelson said she would email the flyer to the property managers of Town Square and Amber Union apartments to see if they would post to a bulletin board or share with residents in some manner. Commissioners will provide small tent canopies. City staff and commissioners will pull together games, chalk, etc. There will be a final push for summer rec programs at event. Drafts of event flyers were reviewed. Bradbury asked if Staff could print out flyers that could be handed out to neighbors by commissioners. 2. Ice Cream Social 2023 - Begin Discussions In 2022, Falcon Heights Ice Cream Social and Lauderdale Day in the Park events fell on the same date. Some residents had expressed that they wished they could have attended both. And, both cities had overlapping visits from groups such as St. Paul Fire 4 Department and other resource fair participants. Nelson asked commissioners how they would feel about a joint summer event with Lauderdale, perhaps talking a hayride to/from each park. Commissioners determined they would to continue the tradition of Falcon Heights Ice Cream Social. Our Ice Cream Social is scheduled for July 20. Lauderdale has not chosen a date. If events fall on the same date, perhaps some events could be staggered so that residents could better attend both events. Commissioners asked Nelson to book The Finn Band for the Ice Cream Social. F. INFORMATION/ANNOUNCEMENT Update on Lion’s Club’s involvement in Spring Together 2023 Stockford met with Lion’s Club regarding their tents and the possibility of using them at Spring Together and Ice Cream Social. The tents will not be available for use. Commissioners determined tents would not need to be rented for Spring Together but that they would need to be rented for the Ice Cream Social. Updates on Community Park purchase and summer programming Wassenberg shared that the purchase of Community Park will likely be finalized within the next few weeks. Nelson shared summer registrations to date. So far, enrollment numbers are as follows: 0 for Tennis, 0 for Summer Discovery Playground, 7 for Mini Soccer and 4 for Super Soccer. Commonwealth Terrace Cooperative has 0 residents enrolled in Messy Art, 1 for Super Soccer and 1 for Summer Discovery Playground. Registration is open through May 25. Nelson also shared she had no applications for a Summer Program Coordinator but did have some interest for Summer Staff. G. ADJOURNMENT: 8:27 PM Commissioner Mielke motioned to adjourn; Approved 9-0 (Lindstrom and Locke left early) 5 BLANK PAGE  6 Item Spring Together 2023 Description The CEC and the Parks and Recreation Commission will continue to plan the 2023 event. Staff and commissioners will share details for the event, which may include updates on: •Engaging renters •Firm up list of questions and the what/ how to survey attendees •Task list updates and any last-minute tasks to complete •Examples of Maps •Nametags Budget Impact TBD Attachment(s) Task List; neighborhood map; nametag example Action(s) Requested Staff recommends commission members continue discussing the spring event and assign any remaining tasks associated with the 2023 Spring Together event. Meeting Date May 1, 2023 Agenda Item E1 Attachment 2023 Task List; neighborhood map; nametags Submitted By Kelly Nelson, Assistant to the City Administrator 7 Final Task List for Spring Together 2023 ’22 Recap ’23 Assignments City event flags Ordered: Expected Arrival 6/3 N/A – Reuse last year’s Onsite handwash stations (2) Ordered: Coordinated by Tim Public Works to do Recycling/food scrap bins (3 of each, 10 bags each). Call 651-792-7004 to request. Scheduled for Public Works to Pick- up 6/3 from Roseville Kelly ordered. Pick up on 5/15; drop off on 5/22. Back-up location in event of inclement weather Confirmed with Falcon Heights Church Confirmed backup location will be City Hall garage St. Paul Fire/ RCSO presence at event Confirmed Kelly reached out to both and requested their presence. City Council & Commission members formally invited to event Completed Kelly invited CC and all commission liaisons Flyers/promotion sent to business owners, apartment complexes Completed Kelly sent flyer to Town Square Apartments and has printed copies. Need help distributing. Follow-up with ice cream truck/ confirm there is nothing else that they need from us Kelly booked it on 4/5/23 Purchase bottled water & napkins Assigned to Public Works Kelly to do Confirm tent set-up with the Lions Completed Curt, James and Mike Bradbury to bring their own tents Bring the following from Community Park Building: - Tables/chairs - Yard games (2) - Chalk/Hula Hoops - Other sports equipment (confirm with Mike) Set-up summer program registration table (& bring bubbles and chalk) Assigned to Megan Assigned to Kelly – Who is bringing chalk? Buy? Name tags for Council/Commission members Kelly to do – see example Set-up table advertising any commission vacancies To do day of event Collect public input for new park building Pending Map of Neighborhoods and Parks Kelly pulled to show Commissions Posters City handout 8 9 Falcon Woods Fairview Lindig-Tatum Maple Court Snelling West Northeast Quadrant 10 BLANK PAGE  11 Item Ice Cream Social Description The CEC and PARC set the date for the Ice Cream Social (July 20th) and would like to work together to plan the 2023 event. Continue to discuss tasks that need completing and what elements commissioners would like to include at the event. Various topics to discuss may include: • Food/food truck • Resource Fair • Entertainment • Hand out ice cream treats (no truck) Budget Impact TBD Attachment(s) Task list; flyer examples; 2022 resource fair list Action(s) Requested Staff recommends commission members discuss the 2023 Ice Cream Social event and assign tasks to be completed. Meeting Date May 1, 2023 Agenda Item E2 Attachment Task List; Flyer Examples; ’22 Resource Fair List Submitted By Kelly Nelson, Assistant to the City Administrator 12 ICS 2023 TASK Person Responsible Date Needed SPECIAL INSTRUCTIONS DATE COMPLETED Contact Resource Fair Organizations May-June Save the Date- Social Media & Newsletter May Posters June Contact/Reserve Band June Reserve Bouncy Castle June Work with CEC on outreach to apartments June Order craft/activity supplies- Face painting, rocks, brushes, jellybeans, hand tattoos, etc. June Confirm/order porta potties, hand washing stations June Need 5 porta potties at minimum Banner at Community Park June Talk to Commissions/ Council about tug of war tournament? June Contact Saint Paul Fire Department/Ramsey County Sheriff- equipment display? June Schedule staff & volunteers July Do online sign-up? Order Ice Cream products & Bottled water July- before temp food license Temporary Food License July Order hand sanitizers – resource fair area, ice cream area Talk to Tim about freezer in park building Schedule walk-through of park with Tim & COVID-19 vaccine contact. July Confirm tent delivery with Lions July Confirm organizations @ resource fair July Kelly did in April - waiting for confirmations Kelly did in April N/A 13 Make table signs & table map for resource fair organizations July Prep craft/activity supplies •Face paint •Painting rocks •Tug of war rope •Jelly bean guessing contest Inform Public Works of supplies needed/set up at Community Park July Prep money boxes- Roland (Roland always takes vacation during the ICS for checks and money need to be received the third week of July) Trash/recycling set up near ice cream Pick up ice cream/water Prep Name tag supplies for volunteers, attendees July Create volunteer sign-up July 14 ICECream Social Join Us for aN FREE ice cream treats! FREE hot dogs, chips and water!Live Music! Outdoor games! THURSDay, JULY 20 - 5:00 to 7:00 PM Community Park 2050 Roselawn ave. W.Falcon heights 15 ICECream Social Join Us for aN FREE ice cream treats! FREE hot dogs, chips and water!Live Music! Outdoor games! THURSDay, JULY 20 - 5:00 to 7:00 PM Community Park 2050 Roselawn ave. W.Falcon heights 16 Please come join us for a FREE DINNER! Coming together and building connections with the communities we serve. Food trailer with FREE hot dogs, chips, bottled water and frozen fun pops! Enjoy live music and games for the kids. Brochures, flyer and time to ask questions with a Deputy! Hot Dog with a Deputy ThursdaY, july 20th 5:00 PM - 7:00 PM Community Park 2050 Roselawn ave. W. Falcon heights 17 18 19 20 BLANK PAGE  21 Item Draft of 2023 Parks and Recreation Commission Calendar Description Once finalized, the Commission will use this calendar on an annual basis to be reminded of reoccurring, annual tasks, meetings and events. Budget Impact N/A Attachment(s) • 2023 Parks and Recreation Commission Calendar Action(s) Requested Staff recommends reviewing the calendar for 2023, suggesting changes to be made before a final draft is produced. And, moving forward, to update this annually to include meetings, events and commission tasks. Meeting Date May 1, 2023 Agenda Item E3 Attachment PARC Calendar Draft Submitted By Kelly Nelson, Assistant to the City Administrator 22 City of Falcon Heights Parks and Recreation Commission Annual Meeting Agendas / Tasks / Events Draft of Annual Schedule – Proposed Annual Schedule (1st Monday of each month) January 2 No meeting held in 2023 - City Hall closed - holiday • Officer Elections • Adopt Standing Rules • Set PARC Goals • Discuss Summer Programming • Share Annual Parks and Rec budget with commission February 6 • Joint Meeting with CEC to set date for Spring Together • Finalize Summer Programming March 6 • Joint Meeting with CEC to plan Spring Together • Recap the Ice Skating Season • Ice Cream Social – Set date for event, review task list April 3 • Joint Meeting with CEC to discuss Spring Together; begin planning Ice Cream Social– Set date; hire band; assign tasks May 1 • Joint Meeting with CEC to discuss Spring Together and Ice Cream Social events; assign remaining tasks • City Wide Garage Sale – set date w/Planning Dept. • Begin planning Night to Unite (develop packets, if needed, for Neighborhood liaisons May 20 (Event) • Spring Together from 4:00 to 6:00 PM at Curtiss Field June 5 • Fall Programming – Set Classes • Joint Meeting with CEC to plan Ice Cream Social and Night to Unite; assign remaining tasks July 3 No meeting on 7/3/23; holiday – Pick alternative date? • Start Fall Event Planning • Off-Campus Meeting to Conduct Park Audit 23 July 20 (Event) • Ice Cream Social August 1 (Event) • Night to Unite August 7 • Recap Summer Programming • Suggest improvements within the parks • Continue fall event planning September 4 No meeting on 9/4/23; holiday – Pick alternative date? October 2 • Fall Event Planning • Begin Planning Winter Event November 6 • Winter Event Planning December 4 • Winter Event Planning December __ (event) • Human Rights Day 24 BLANK PAGE  25 Item Discuss the design/ plan for the basketball courts at Curtiss Field and Grove Park to be painted. Description In the past year or so, the basketball courts were resurfaced at both Curtiss Field and Grove Park. The City will be able to stripe them this spring and the Parks and Recreation Commission would like to provide input on the project. Budget Impact TBD Attachment(s) • Examples of basketball courts and/or basketball and pickleball combination courts. Action(s) Requested Staff recommends reviewing the attached images and discussing how the courts should be painted so that it can be completed this spring. Meeting Date May 1, 2023 Agenda Item E4 Attachment Court Painting Examples Submitted By Kelly Nelson, Assistant to the City Administrator 26 27 28 29 30 31 32 33 34 BLANK PAGE  35 Item Park Audit Checklist Description The PARC would like to create a park audit checklist and begin annually auditing the parks in order to improve recommendations in a timely manner. Parks include: Curtiss Field Community Park The Grove Budget Impact TBD Attachment(s) Draft of Park Audit Checklist Action(s) Requested Staff recommends commission members discuss the attached checklist to finalize it. Then, Park Commissioners will visit parks at an upcoming meeting to audit accessibility and amenities in order to create a list of findings and provide recommendations. Staff recommends parks are audited annually. Meeting Date May 1, 2023 Agenda Item E5 Attachment Draft of Park Audit Checklist Submitted By Kelly Nelson, Assistant to the City Administrator 36 Park and Facility Audit Venue Amenities at Park Findings/Updates Recommended Improvements Community Park Building and Upper Picnic Area 2050 Roselawn Ave. (corner of Roselawn and Cleveland) Portable bathroom 2 BBQ Grills 9 Outdoor picnic tables Parking lot (50 spots); there’s also on street parking East Picnic Area (near playground) 2 Picnic Tables Trash receptacles Portable bathroom Parking lot (50 spots); there’s also on street parking Lower Picnic Area (Southwest corner of park) 2 Picnic Tables 1 BBQ Grill Trash receptacles Portable bathroom Parking lot (50) and on street parking Curtiss Field Building and Picnic Shelter 1551 W. Iowa Ave. Playground Basketball hoop and half court 2 picnic tables Portable bathroom Parking lot (10 spots); there’s also on street parking The Grove 1600 Coffman Street Playground Basketball hoop and half court 2 picnic tables On street parking NO restroom 37 Park Name: Date of Audit: Auditor: Landscaping / Grounds 1. Are weeds absent from grass and surrounding grounds (mulch beds, playground, courts, etc.)? Yes _______ No _______ N/A _______ Comments: 2. Is grass is in good condition (no excessive wear, brown spots, wet spots, no scalping, no ruts, etc.)? Yes _______ No _______ N/A _______ Comments: 3. Is grass properly maintained (grass is cut, has been edged recently, and is trimmed along fence lines, curbs and trees)? Yes _______ No _______ N/A _______ Comments: 4. Are grounds clean and free of debris (no trash, pine needles, leaves, or other debris)? Yes _______ No _______ N/A _______ Comments: 38 Concrete and Pathways 1. Are concrete pathways and curbs, along with aglime pathways in good condition (no excessive cracking or heaving, no significant damage or wear and tear)? Yes _______ No _______ N/A _______ Comments: 2. Are trails and pathways properly maintained (pathways are clean - no trash or debris, no washout, no graffiti along walkway, etc.)? Yes _______ No _______ N/A _______ Comments: Playground 1. Is surface material in playground area well maintained, clear of debris and in good condition? Yes _______ No _______ N/A _______ Comments: 2. Is playground equipment in good and working condition? Yes _______ No _______ N/A _______ Comments: 39 Park Facilities 1. Is equipment and are all amenities, as outlined in this packet, accounted for and in good condition? Items to inspect and report on include picnic tables, grills, etc. Yes _______ No _______ N/A _______ Comments: 2. Are courts free of debris and in good condition? Look for cracks in the court, paint flaking, and check condition of nets. Yes _______ No _______ N/A _______ Comments: 40