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051121 CAC Agenda PacketIf you are unable to attend the meeting, please contact Susan Rader at 763-531-5152 or srader@newhopemn.gov Citizen Advisory Commission Meeting City Hall, 4401 Xylon Avenue North May 11, 2021 7 p.m. City Hall will be open to the public for this meeting; however, due to the current COVID-19 pandemic, the city will be making the meeting available via Webex. The public may participate in this meeting by phone by calling 415-655-0001 and entering meeting/access code 177 167 2912 followed by the # sign. When prompted for a password, simply press #. 1. Call to Order. 2. Roll Call. 3. Approval of April 13, 2021 minutes. 4. Update on New Hope Aquatic Park with Tony Portesan, Recreation Facilities Supervisor. 5. Liberty Park Adoption. 6. Update on Garage Sale. 7. Brainstorming – Ideas to bring attention to New Hope. 8. Parks and Recreation project updates. 9. Other business. 10. Adjournment. CITY OF NEW HOPE 4401 XYLON AVENUE NORTH NEW HOPE, MINNESOTA 55428 Citizen Advisory Commission Regular Meeting April 13, 2021 New Hope City Hall, 7 p.m. CALL TO ORDER Chair Herman called the meeting to order at 7:01 p.m. ROLL CALL Present: Absent: Staff Present: Also Present: Commissioners Randy Herman, Jill Kaufman, Scott Kulzer, Carrie Neuburger, Rick Riley, Mike Terres (joined 7:04 p.m.), Bill Wills None Susan Rader, Staff Liaison Kris Frey, New Hope Farmers Market Board APPROVAL OF MINUTES Commissioner Wills made a motion to approve the minutes of the February 9, 2021 meeting. Commissioner Riley seconded the motion. Voting in favor: Commissioners Herman, Kaufman, Kulzer, Neuburger, Riley, Wills. Opposed: None. Absent: Commissioner Terres. Motion carried. UPDATE ON FARMERS MARKET Kris Frey, New Hope Farmers Market board member, addressed the commissioners. She reported that the Farmers Market would take place on Saturdays, June 19-September 25, and noted that it would not be held on July 17 due to a swim meet at the New Hope Aquatic Park. Ms. Frey informed the commissioners that there would be several returning vendors, along with some new ones. She added that she would like to offer music and entertainment as in past years, but was unsure due to possible COVID restrictions. She noted that the market would follow current state guidelines. Ms. Frey informed the commissioners that PRISM would be returning to the Farmers Market to offer EBT and SNAP support to residents. She also mentioned a possible collaboration with an organization called “Healthy Savings”, which provided coupons or “bucks” to their participants that could be redeemed at farmers markets. She commented that while the program may provide more traffic to the market, the challenge would be absorbing that unknown cost. Ms. Frey also reported that she was working with an organization called Artrageous, to offer a COVID-friendly art booth for youth and family activities once a month. She also mentioned that the market would again provide support for Empty Bowls, Rockford Road Library, and other nonprofits. New Hope Citizen Advisory Commission April 13, 2021 Page 2 Chair Herman inquired about attendance numbers for 2020 and prior years, as well as expectations for 2021. Ms. Frey replied that attendance historically had been between 700 and 1400 people per week, with higher numbers during special events. In 2020, she estimated that up to 700 people had attended the market each week. She felt that number could increase for 2021. Commissioner Wills inquired about the new vendors at the market and wondered whether they would be offering items similar to or different from other vendors. Ms. Frey replied there would be both. She explained that, with the exception of farmers, the market was committed to limiting the number of vendors selling the same types of products. She briefly reviewed some of the new vendors for 2021, which included pet food items, edible cookie dough and goat’s milk soaps. She added that she was still in the process of recruiting vendors. Commissioner Riley inquired whether there would be any special event weekends, and whether there would be an arts and crafts weekend. Ms. Frey stated that the board would work on determining special event weekends in the next few weeks. She added that a craft show would be held on the last Saturday of the market, September 26. Commissioner Kaufman wondered about incorporating a Founders Day-type event, which would identify some of the early settlers to the area and potentially offer activities for kids. Ms. Frey reported that the Farmers Market website, newhopemarket.org, was in the process of being redesigned. Commissioner Wills wondered whether there was a link to the Farmers Market website from the city’s website. Ms. Rader thought that the link would be provided, and noted that it was also advertised in the In Motion brochure. Commissioner Riley wondered whether there had been any changes to the number of volunteers. He also noticed that the current board members appeared to be different. Ms. Frey reported that there had been a complete turnover on the board, although it was still a small group. She also mentioned that it had been difficult to retain volunteers. New Hope Citizen Advisory Commission April 13, 2021 Page 3 Ms. Frey stated that there may be a need for tables and chairs this year, if people are allowed to stay and consume food items. She stated that a storage pod or other storage space would be needed to accommodate those items. Mayor Hemken requested the floor and wondered whether there would be any storage space available at the new performance center. Ms. Rader replied no. She stated that staff would need to look into a location for a pod. Mayor Hemken inquired whether the market would be able to utilize the pavilion for food consumption. Ms. Rader replied yes, and noted that it was open to the public. Ms. Frey commented that one challenge for 2021 would be the budget, which consisted of vendor fees, less expenses. She added that she would be looking into sponsorships to help cover expenses. Ms. Rader inquired about the ideal number of vendors for the farmers market. Ms. Frey remarked that her goal for 2021 would be 40 vendors. She noted that approximately 28 or 29 vendors had committed thus far. Ms. Rader mentioned that the aquatic park would open at 11 a.m. on Saturdays, and noted that parking space could be at a premium. She wondered whether the Farmers Market planned to close Xylon Avenue as in past years, and move the market back to the street. Ms. Frey replied that she was unaware of that aspect. She commented that although vendors preferred to set up in a parking lot versus the street, there may not be another option. Ms. Rader stated that she would follow up with the city manager and public works director regarding moving the market back to Xylon Avenue. Commissioner Riley inquired about the hours of the market. Ms. Frey replied that it would be open from 9 a.m. to 1 p.m. Commissioner Kaufman wondered whether closing Xylon Avenue would impact Hy-Vee. Ms. Frey replied that it would not block the entrances. Chair Herman wondered if artists would be at the market every weekend or a specific weekend, and whether they would be selling items or simply showing them. New Hope Citizen Advisory Commission April 13, 2021 Page 4 Ms. Frey replied that the market would incorporate a craft fair into the final weekend, and noted that vendors would be advertising items for sale. Chair Herman mentioned that he was a member of the North Hennepin Kiwanis Club, and encouraged Ms. Frey to contact the club to solicit a donation. The commissioners thanked Ms. Frey for her presentation. She excused herself from the meeting at 7:38 p.m. UPDATE ON SNOWMAN/ SNOW SCULPTURE CONTEST Ms. Rader informed the commissioners that a total of 14 submissions had been received. She thanked the commissioners for participating in the voting process and announced the following winners: First Place: “The Snowmen of New Hope are also Slowing the Spread” Second Place: “Flash & Frosty” Third Place: “Dagda” Ms. Rader noted that due to the increased number of entries, a third place award had been included. She briefly reviewed the prizes: First Place: $70 Parks & Recreation gift certificate or $50 check Second Place: $40 Parks & Recreation gift certificate or $25 check Third Place: $20 Parks & Recreation gift certificate or $20 check Ms. Rader reminded the commissioners that winners would receive recognition at the council meeting on April 26. Commissioner Riley would conduct a brief PowerPoint presentation. PARK REPORTS/ ASSIGNMENTS All commissioners opted to keep their current park assignments. The commissioners were encouraged to check their parks. DISCUSS POSSIBLE LIBERTY PARK ADOPTION Commissioner Wills reported that he had communicated with City Forester Shawn Markham, who had offered two options: Liberty Park, which is located within a neighborhood, and Victory Park, which is located within an industrial area. Ms. Rader mentioned that a business located near Victory Park had recently expressed interest in adopting that park. Commissioner Wills suggested that the commissioners move forward with the adoption of Liberty Park. He also suggested that the commissioners meet there to conduct a cleanup and survey the park to look for a potential beautification project to complete. Ms. Rader noted that she had previously recommended meeting at the park in lieu of the June meeting. The commissioners were in agreement with this recommendation. Commissioner Wills stated that he would follow up with Shawn Markham to find out about potential upcoming projects at Liberty Park of which the New Hope Citizen Advisory Commission April 13, 2021 Page 5 commissioners could provide assistance. BRAINSTORMING – IDEAS TO BRING ATTENTION TO NEW HOPE Commissioner Riley wondered whether City Day would be held in 2021. Ms. Rader replied that she had not heard, but would let the commissioners know if it was scheduled. PARKS AND RECREATION PROJECT UPDATES Ms. Rader reported that bids for the Corner Park playground replacement and the Little Acre Park basketball court replacement would be opened later this week and would go before the city council on April 26. She added that the Ice Arena roof project would be starting soon, and noted that the dehumidification system on the south rink had been removed and would be replaced in about a week. OTHER BUSINESS Ms. Rader mentioned that the commissioners had previously discussed volunteer opportunities. She reported that Recreation Supervisor Aaron Thelen had prepared a list of upcoming events in which volunteers could be utilized. She stated that she would email this information to the commissioners. Chair Herman inquired about the Gnome Hunt that had been held during spring break. Ms. Rader reported that the gnome had been broken by vandals on the first day, and a laminated photo had been hidden for the remainder of the week. Ms. Rader also reported on vandalism that had occurred at the new Aquatic Park the previous week. It was noted that approximately 25 families had participated in the Gnome Hunt, with a few prize packs awarded. Photos had been published on Facebook. Ms. Kaufman wondered about the potential addition of pickleball courts, as mentioned in the Friday Update. Ms. Rader replied that staff was looking at converting the tennis courts at Meadow Lake School Park to pickleball courts. She explained that this would be accomplished by lowering the nets by two inches and adding lines. She also mentioned that lines had previously been painted on two of the tennis courts at Hidden Valley Park, as well as two courts at Civic Center Park. She added that for those locations, staff was looking into adding a strap to the nets for the purpose of raising and lowering the middle part of the net based on the sport. She also mentioned that staff was looking into the cost of constructing pickleball courts, and noted that it might be identified as a future capital improvement project. Commissioner Wills inquired about the plant sale at the Golf Course. Mayor Hemken replied that it would be held on May 8 from 8 a.m. to 1 p.m. New Hope Citizen Advisory Commission April 13, 2021 Page 6 She added the sale would consist of perennials only, and commented that she was currently accepting plant donations. Commissioner Kaufman mentioned that April was National Volunteer Month and wondered whether the city recognized its volunteers. Ms. Rader replied that the police department held a recognition event each year for its volunteers. She added that a commissioner bus tour was typically held in the fall, to inform commissioners of current city projects as well as to thank them for their service. Commissioner Kaufman wondered whether volunteers could be recognized on the city’s signboard this month, as well as the city’s website. Ms. Rader replied that she would share that request and informed the commissioners that each department worked with its own volunteers. Commissioner Kaufman also wondered whether information on the number of volunteers and volunteer hours could be included in the city’s annual report. Mayor Hemken offered to work with Commissioner Kaufman to gather that that information. ADJOURNMENT Commissioner Kaufman made a motion to adjourn the regular meeting of the Citizen Advisory Commission. Commissioner Kulzer seconded the motion. All present voted in favor. Motion carried. The meeting adjourned at 8:16 p.m. Respectfully submitted, Penny Spitzer Recording Secretary Dear Adopt-A-Park Participant, The City of New Hope thanks you for participating in the Adopt-A-Park program. As you know, the main focus of this program is for you and your organization to help us keep our city parks clean and attractive. To help make this program a success, the City of New Hope’s Parks and Recreation Department will: •Provide recognition of the adoptee or donor with a sign in the park, and periodically in the city newsletter. Parks management will provide recognition as long as the terms of the agreement are being met by the adoptee or donor. •Identify the job assignments best suited for volunteers. •Provide volunteer leaders proper orientation and training. •Maintain records of volunteer groups, their training and acknowledgement by volunteers of such training. •Keep records of all Adopt-A-Park agreements and all individual volunteer service projects. •Provide trash bags for litter pick-up. •Pick up filled trash bags after litter pick-up. •Correct hazardous situations where they occur and/or pick up heavy, large, or hazardous material after being made aware of such by volunteer leaders. The volunteers will: •Agree to adopt a park for a minimum of two years. •Provide their own supervision. •Arrange litter pick-up date in advance. •Pick up litter, weeds, and glass from parks three times per year (more often if desired). •Pick up litter and sweep glass, sand, and grass clippings from inside basketball or tennis courts three times per year (more often if desired). •Pull weeds and rake sand in playground areas and horseshoe pits three times per year (more often if desired). •Place filled trash bags in an agreed upon location. •May elect to purchase flowers or bulbs and plant in prepared soil inside a designated plot and provide any and all required care and maintenance. •May elect to purchase approved shrubs(s), tree(s), or roses and transplant in a designated plot and provide the required care and maintenance. •Notify the Parks & Recreation Department if you encounter any of the following conditions: broken playground equipment people dumping garbage, brush, or grass clippings in the park shattered glass in the parking lots or tennis courts vandalism (graffiti, broken windows, tire ruts, etc.) signs missing tree limbs broken, dead trees or shrubs broken picnic tables or benches lights broken or not operating •Notify the Parks & Recreation Department if you wish to discontinue the volunteer contract. •Notify the Parks & Recreation Department if there are any other special projects you would like to perform within your park. Thank you for your participation in this program. Please return the volunteer worksheets and contract agreement to me at: 5500 International Parkway, New Hope, MN 55428. If you have any questions or comments, please contact me at (763) 592-6763. Shawn Markham Contract Manager Susan Rader, Director of Parks and Recreation CITY OF NEW HOPE ADOPT-A-PARK AGREEMENT I/we agree to maintain__________________________________ park, and the duties would consist of _____________________________________________________________________ I/we understand that as a volunteer(s), I/we will receive no fee or remuneration for my/our services and that as a volunteer we will in no way be considered an employee of the City. I/we understand that as a volunteer we assume all liability for injury, damages, actions, or causes of action arising out of the work to be done. I/we understand that I/we am/are not eligible for any of the insurance services and benefits provided to regular paid staff personnel. This includes worker’s compensation. It is the responsibility of each volunteer to obtain and carry any insurance he/she feels is necessary. Any injury or illness suffered by a volunteer during the time they are performing their volunteer assignment will be entirely his/her own responsibility. I/we understand that performance of the services specified in this agreement may involve some risk of injury to the volunteer. I/we agree to assume the risks which accompany the performance of the volunteer services and hold the city, its agents, or employees harmless from claims for damages or injuries which may arise from the performance of the volunteer services. I/we understand that all volunteers must read the guidelines, safety tips, participant letter, and agreement and sign the volunteer worksheet before the volunteer assignment begins. The City of New Hope reserves the right to refuse, cancel, or revise this agreement if in its sole judgment the nature of the group or its sign is political, controversial, or in questionable taste or if the group is not meeting the terms and conditions of the agreement. Name of Group_________________________________________________________________ Name of Group Representative_____________________________________________________ Signature______________________________________________________________________ Address_________________________________________________________Zip___________ Phone(Home)______________________________ (Work)______________________________ Executed this _______________day of _________________________, 20______ . The adoption of the park will go into effect on the _______day of _______________, 20______ . ____________________________________ Susan Rader, Director Parks and Recreation Department CITY OF NEW HOPE ADOPT-A-PARK PROGRAM SAFETY TIPS The group should provide adequate supervision to participants eighteen years of age or younger. The group should work only during daylight hours and good weather. The supervisor of the group must inform the participants of these safety suggestions. Participants should be mentally alert and use good judgment and common sense. Groups should stay away from construction sites and avoid all light and heavy equipment (i.e., mowers, tractors, etc.) Avoid poison ivy or other noxious weeds. Stay away from recently applied herbicides. Groups should avoid open water, unless otherwise specified. Never pick up heavy, large, or hazardous material. Notify the City Park Department for pick up of these items. Participants should wear work gloves, light colored clothing, and heavy leather shoes or boots. Participants should wear a cap and long sleeves to avoid sunburn. Use of sunscreen, insect and/or tick repellent is recommended. Bring along a first aid kit. Identify the nearest phone in case 911 needs to be used for emergency assistance. Don’t over exert yourself. Bring along a supply of drinking water and take breaks. Be aware of park users such as bicycle riders. Stay alert and with your team and avoid dangerous horseplay on bike paths or near roads and streets Do not crush collected trash to make more room in the bag; broken or jagged objects could cause accidental injuries. Do not put syringes or hypodermic needles in the trash bag as they can easily puncture the bag and cause serious injury. Take care to dispose of them properly and contact the City Park Department for proper disposal. CITY OF NEW HOPE ADOPT-A-PARK VOLUNTEER WORKSHEET Group Name____________________________________ The individuals listed below understand the role and assignments of a volunteer for the Adopt a Park Program according to the Adopt a Park Agreement. These volunteers also agree to follow direction from the designated group supervisor. An individual must be listed on this form to take part in the program. • If under the age of 18, a legal guardian must sign for you. Name Signature Date CAC AGENDA ITEMS FOR 2021 AS OF 5/3/21 The following is a tentative listing of major agenda items that have either been assigned to CAC, a CAC member has asked that the item be discussed, or city staff has asked that the item be discussed by CAC. *Regular Meetings: May 11 – Pool Update with Recreation Facilities Supervisor, Tony Portesan June 8 – No meeting. Clean-up at Liberty Park July 13 – Police Department Update with Chief Hoyt re: Body Worn Cameras and Community Engagement program August 10 – Community Development Update: Projects and Programs with Director Sargent September 14 – Commissioner Bus Tour? September 20 – Work Session with the City Council October 12 – November 9 – Budget Update December 14 – possible Legislative Update (Susan to work w/Mayor Hemken) *Note: A meeting may be cancelled if there are no agenda items. On-going • Continue to sponsor Snowman Contest, City-wide Garage Sale • Ideas to bring attention to New Hope (possible activities/events - skatepark event; curling; food truck event; Shop Neighborly New Hope revival) • Promotion of existing City programs: In Focus, RAVE, Outstanding Business • Volunteering at P&R/City events Updates • Park Projects: Corner Park Possible Future Topics • Planning Commission Update • ?Residential Organics Recycling Implementation (later in the year)