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07.22.2025 PRC MinutesCHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING MINUTES JULY 22, 2025 Chair Leisen called the meeting to order at 6:00 p.m. MEMBERS PRESENT: Rob Swanson; Michael Leisen; Sean Morgan; Emily Nagel; Kurt Scheppmann; Clara Christenson, youth; Aayan Shrestha, youth. MEMBERS ABSENT: Kristin Fulkerson, Nora Nashawaty. STAFF PRESENT: Jerry Ruegemer, Park and Recreation Director; and Priya Wall, Recreation Manager. PUBLIC PRESENT: None. APPROVAL OF AGENDA: Commissioner Swanson moved, Commissioner Scheppman seconded to approve the agenda as presented. All voted in favor and the motion carried unanimously with a vote of 7 to 0. PUBLIC ANNOUNCEMENTS: None. VISITOR PRESENTATIONS: None. APPROVAL OF MINUTES: 1. Approve Park & Recreation Minutes dated June 24, 2025 Commissioner Swanson moved, Commissioner Scheppman seconded to approve the minutes of the Park and Recreation Commission meeting dated June 24, 2025, as presented. All voted in favor and the motion carried unanimously with a vote of 7 to 0. GENERAL BUSINESS: 1. North Lotus Lake Park Storm Water Project – Riley Purgatory Creek Watershed District Terry Jeffery, District Administrator with the Riley Purgatory Bluff Creek Watershed District (RPBCWD), provided an overview of the stormwater project located at North Lotus Lake Park. He summarized the focused goals of the watershed district and explained the background of the project. He reviewed the background information about selecting Lotus Lake. He described Park and Recreation Commission Minutes – July 22, 2025 2 finding opportunities to implement best management practices as difficult, but they would like to work closely with the residents and the city. He reviewed three different concept plans to improve water quality flowing into Lotus Lake. He noted that the infiltration features would be dependent on the soil borings. He stated that the water district would pay for the design and installation of the project, but they would work with the City to ensure that maintenance would not be burdensome. He stated that the city would pay a prorated price for the portion of the stormwater treatment that they would need. He discussed the possibility of a boardwalk near the project. Marcie stated that a part of the goal of the boardwalk was to provide a connection to the lake. She stated that there were lotus plants in the portion of the water, so they are trying to determine if they can nestle it into the space with the water lilies and the lotus. Mr. Jeffery stated that a representative was looking at durable artwork that could improve as it weathers. He discussed the overlook and how it could be best utilized, and the different materials, accessibility, and elevation possible with the boardwalk. He stated that it can be difficult to receive public feedback. He summarized the takeaways from June 8th and noted that residents emphasized the desire to have a connection with the lake. He stated that an infiltration basin was a trap for mosquitoes. He discussed the next steps for the project and encouraged an opportunity to answer questions. Chair Leisen thanked them for the changes they made. He asked about the general timeline. Mr. Jeffery answered that they would like to finish the engineering of the project in 2026 and start the construction in 2027 or 2028. He stated that they would agree with the city to encourage them to move forward with the projects, knowing that the credits would be there. Commissioner Morgan asked about the connection with the road process and requested information about the city's dynamics. Jerry Ruegemer, Park and Recreation Director, answered that Pleasant View Road is a corridor between 101 and Powers Boulevard, and through that area, there are challenges with the steepness of driveways and retaining walls. He discussed that they were limited as a city with what they could do to design a connector without acquiring a lot of right-of-ways. He stated that the desire was to have a bike component, whether an off-street or on-street trail. He said that the project was a heavy lift, and they were applying for some grants to help with the funding sources. He said that there was a question of approving the water quality throughout the hard surfaces, which was perfect timing with the redevelopment of the streets in the neighborhoods. He said that the city could work on the project with the Riley Purgatory Bluff Creek Watershed District. Mr. Jeffery said that when the Fox Hollow road project is completed, there is a catch basin on the north side of the road next to a driveway. They would adjust the road's geometry and drain it accordingly. He said that they could address some of the Fox Hollow drainage and treat the Park and Recreation Commission Minutes – July 22, 2025 3 Pleasant View road at the North Lotus Lake Park treatment system. He stated that they would work with engineering throughout the design to make sure that the engineering would work. Mr. Ruegemer said that this is a unique project and not a lot had been done before, so it was an exciting project for both partners to embrace for the betterment of the lake quality and the residents. Commissioner Scheppman asked if there would be any ongoing maintenance costs. Mr. Jeffrey answered that there would be, and they hoped to set aside funding specifically for the maintenance costs or hiring staff to do it. The watershed did not want to push the burden onto the City, but the general maintenance would be completed by the City’s Parks Department. Mr. Ruegemer answered that this would not be different than a trail project along a road corridor. Often, the City partners with Carver County, which will fund a large percentage of the road improvement. Often, it is built by other agencies or organizations, but there is cost-sharing or long-term maintenance provided by the City. He said if there are long-term capital needs, there often is a cost-share associated, and this project would not be different. Youth Commissioner Christenson asked if they would do any more outreach. Mr. Jeffery answered that they would be happy to do targeted outreach. Youth Commissioner Christenson said that there was a Lotus Lake Facebook group that might be interested in specific outreach. Chair Leisen thanked him for the information. 2. Review Draft – Park and Recreation Commission Strategic Planning Chair Leisen introduced the Strategic Planning document and asked Commissioner Morgan to share additional information. Commissioner Morgan discussed the previous conversations about park improvements, policy, community events, recreation programming, and operations. He stated that the goal was to identify the higher-order objectives to have a strategic planning framework to guide the upcoming activities. He stated that the document would be anchored in their statutory authority so they can provide added value for city staff. He reviewed the document and discussed the strategic objectives that align with existing city priorities. One idea was to make downtown a magnet for community building, another idea was to provide inclusive recreation, and the final idea was to enhance community assets. He requested feedback about the next steps on the first page, especially about the substance and utility of the framework of the strategic objectives. Commissioner Nagel clarified that the intent was to make sure everyone was aligned and there should be one or two initiatives for each of the objectives. Commissioner Morgan answered that Park and Recreation Commission Minutes – July 22, 2025 4 it identifies a finite number of areas where the Commission’s focused support would be beneficial. He said it was also to support volunteerism around specific events. Commissioner Nagel thought it was helpful to focus on things that were achievable and create meaningful work. Youth Commissioner Christenson appreciated the opportunity to focus on things that they would do. Commissioner Scheppman appreciated the framework to help them better the community, the commission, and the City staff. He said making downtown a magnet for community building stood out to him. He asked Mr. Ruegemer about the best ways to support the city staff over the next three years. Mr. Ruegemer answered that the ask had not been as robust previously, but the city staff can look at ways to engage commissioners. He stated it was an exciting time to explore different avenues. He said it would be great to do a buckthorn removal event with the commission this fall. He said that they were open to ideas and could put them into practical application. Commissioner Swanson asked if this would take over the handbook or would serve as a supporting document. Commissioner Morgan answered that this was narrowly specific to the current commission. He stated that the city code required that the commission produce an annual report with recommendations. Mr. Ruegemer answered that Priya Wall was the lead staff member in the annual report, and it is completed every year. Commissioner Morgan thought that in the City code, the annual report requirement for the department was separate from the commission report. Mr. Ruegemer answered that they had been merged historically. Chair Leisen said that it was a living document to help them determine the priorities. He stated that they could form subcommittees about various topics in addition to volunteering. Commissioner Morgan asked about the preferred process to receive written feedback in a public process. Mr. Ruegemer answered that they were taking notes and they could provide the information in a preferred format. He wanted to make sure they were collecting information as a group, rather than individually, so that everyone would have an equal opportunity. Commissioner Morgan suggested an opportunity to provide written feedback on the document so they can have additional, nuanced feedback, but he would defer to the city on the preferred process. REPORTS: Park and Recreation Commission Minutes – July 22, 2025 5 1. 2025 4th of July Celebration Evaluation Priya Wall, Recreation Manager, estimated that there were at least 70,000 people who enjoyed one component of the event throughout the weekend. She stated that they ran programming on July 1st because of the large partnership with Xfinity. She said that there were 400 people in attendance at the outdoor movie night. She said the licensing for the movie was approximately $1200, and the rental for the screen would be over the $1500 price point, so the city staff could consider purchasing a screen if they wanted to do the event in the future. Chair Leisen asked if they planned to do the event on the 4th of July in the future. Ms. Wall answered that people enjoyed the event, but they did not know where it exactly fit in the future. Commissioner Scheppman clarified the funds provided by Xfinity. Ms. Wall responded that they contributed $15,000 in financial sponsorship and paid for the licensing, and provided an LED screen for the movie. They also provided free candy, but the City provided staff logistics. Commissioner Scheppman voiced support for doing the event at different times throughout the year and voiced appreciation of Xfinity’s support. He said it would be a good community- building event downtown. Chair Leisen said that there were few events for teenagers, so he liked the idea of hosting a similar event again. Ms. Wall said that the usual night of the event was on July 2nd, to provide a quiet and calm atmosphere with fewer crowds. She stated that they had good attendance, and they added youth artist performances, which received positive feedback. She said that they provided the mobile family care center, and it was well-received. She reviewed the Taste of Chanhassen and street dance activities on July 3rd. She said that the parade and fireworks were the big activities on July 4th, and the medallion hunt was well done. She stated that bingo raised almost $1000 for senior tech services. She said that the 4th of July parade had a new route, since it was under construction last year. They tried a new route to see if there were benefits and to see what the public would think. She stated that they partner with the Rotary Club for the parade. They received minimal feedback on the new route, and it was mixed. She stated that the 2026 route had not yet been determined. She estimated that approximately 30,000 viewed the fireworks show. She said that there would be future discussion about which event components should stay, which should be retired, or which should change location. She said they had to have conversations about how to combat extreme heat at the event, and there were instances of heat stroke and heat exhaustion this year. They added a misting fan last year, but wanted to figure out ways to provide additional cooling stations. She said that the Xfinity sponsorship does not happen every year, but the City’s second-highest level of sponsorship is through reimbursements. She said that the highest cost is the fireworks, followed by equipment rentals, then entertainment and promotions. Park and Recreation Commission Minutes – July 22, 2025 6 Chair Leisen congratulated them on a great event. He asked if Xfinity was happy with the sponsorship and if they would book Johnny Holmes again next year. Ms. Wall answered that Johnny Holmes reached out and said they would put a tentative hold on July 3rd for next year, so the city staff would have to decide. She stated that Xfinity seemed happy with the sponsorship and noted that they brought two assets, which were large assets. She said that Xfinity was happy that the assets fit in with the event, and they were happy with the movie in the park. She commented that they were low on the number of individuals that went into the retail pod, but she did not know if that was a huge con. She said that Xfinity wanted to do an interactive activity, but it did not work out, so they might want to do something similar in the future. Commissioner Swanson said it was a nice event, and the Xfinity section was slightly climate- controlled. He said that the fireworks show was top-notch. COMMISSION MEMBER COMMITTEE REPORTS: Chair Leisen requested an update on the recreation center. Mr. Ruegemer said that the city staff and the architects had met at least seven times to review the schematic design and the layout of the building to consider the functionality. He said that they had met before the July 14th City Council meeting. They presented the cost estimates for the community center, which were over the identified budget. Before the July 14th meeting, they completed slimming exercises to reduce the overall construction budget. He said that they were trying to consider different architectural options, such as the roof and the wall systems. They presented options during a City Council work session to decrease the cost estimate. He said that there was a reduction in the size of the field house, the mezzanine around the hockey rinks, to eliminate the restaurant, and to eliminate a sheet of ice. He said that with the removal of those options, it got down to the original cost estimate, but the City Council challenged the architect and construction manager to re-examine the construction costs and estimates to see if there are other identifying areas that they can reduce so as to not lose the components. He provided an example of the Shakopee Community Center, which was constructed for $35 million. It was not that different than the proposed Chan Bluff Community Center, but other construction costs have gotten more expensive. He said that the City staff was looking for ways to reduce costs without losing the program elements. He said the goal was not to be a huge burden to the taxpayers beyond the sales tax. Commissioner Morgan asked when the working session would take place. Mr. Ruegemer said that it was a meeting with the city staff that would take place on Thursday. Commissioner Morgan asked if the working session was open to the public. Mr. Ruegemer confirmed this information. Chair Leisen encouraged people to attend Music in the Park on Thursday. Park and Recreation Commission Minutes – July 22, 2025 7 COMMISSION MEMBER PRESENTATIONS: None. ADMINISTRATIVE PRESENTATIONS: Mr. Ruegemer stated that this was Youth Commissioner Shrestha’s last meeting before he leaves for college. Youth Commissioner Shrestha thanked everyone for the great experience. ADJOURNMENT: Commissioner Swanson moved, Commissioner Morgan seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 7 to 0. The Park and Recreation Commission meeting was adjourned at 6:23 p.m. Submitted by Jerry Ruegemer Park and Recreation Director