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8.a 07.06.2023 PRC Minutes DRAFT City of Scandia Parks and Recreation Committee Thursday, July 6, 2023 A meeting of the Scandia Parks & Recreation Committee was held on the above date at the Community Center and Zoom. Attended by Terry Gorham (Chair), Greg Zauner (Vice-Chair), and Tom Hinz. Absent: Kimberly Johnson and Dustin Hegland. Also in attendance: Heather Benson (Council Representative,) Charles Fischer (Director of Public Works,) Kyle Morell (City Administrator), and Brenda “Bee” Stignani (Office Assistant.) Gorham called the meeting to order at 7:00 p.m., a quorum was present. PUBLIC FORUM None APPROVAL OF AGENDA Gorham requested a change to the agenda. Add item 5c, Barton Johnson Tennis Courts & CIP Update. Motion to approve the agenda as amended by Zauner, seconded by Hinz. Motion carried unanimously. APPROVAL OF MINUTES Gorham called for any additions or corrections to June 5, 2023 minutes. No additions or corrections were submitted. The minutes stand approved as documented. REPORTS Chair Report Gorham reported updating City Council on the final draft of the MSA Parks and Open Space Plan recommended for approval by PRC and generally outlined the next steps. The entire process, including the Planning Commission Public Hearing, and the involvement of the Met Council and City Council to amend the current Comprehensive Plan, may conclude as early as December 2023. Morell added that PRC could use this draft as a guiding document in the parks planning process as the priorities have been set, even though it is not yet formally approved document in the current Comprehensive Plan. Gorham further reported representing Parks’ project goals in two CIP meetings over the last few months, with the two highest projects being the rink and pickleball courts. Public Works Report Fischer provided a written report. Benson questioned if there is any indication of how long the playground installation will be once it begins. Fischer emphasized that one step cannot be completed prior to the completion of the previous step, but the beginning installation is 3 days, sometimes 4. The project has sod for the turf restoration in the plan. If there are unexpected charges during the installation, sod is the line item that will be replaced with less expensive options to keep the project within budget. Fischer detailed the rolling and watering efforts to answer Zauner’s inquiry to the state of field maintenance at the Wayne Erickson Memorial Ball Field. Barton Johnson Tennis Courts & CIP Update Nick and Wendy Wojtowicz reported the state of the Barton Johnson Memorial Park’s tennis court asphalt surface is in poor condition. The funding source for this park does not have the means to repair or replace these courts and is considering removing the tennis court entirely. The Wojtowiczs are exploring options, including seeing if the City is interested to discuss any level of cooperation or agreement with Elim Church, property owners, in the future of Barton Johnson Memorial Park property. Extensive discussion concluded with PRC members support recommending to Council considering some level of action by Scandia. Motion by Gorham, seconded by Zauner, to recommend to City Council to consider the future of the tennis court and ballfield at Barton Johnson Memorial Park and to initiate formal discussions with the Wojtowicz family and Elim Church regarding the future of these amenities. Motion carried unanimously. Morell reported presenting to Council a preliminary park budget, including providing future consistent tax levy support for each CIP funds. The recommended annual levy amount for parks is $60,000 in addition to a July 6, 2023 Scandia Parks and Recreation Committee Page 2 of 3 proposed one-time transfer of $200,000 unassigned fund balance to the park fund to fully fund the proposed 2024 park projects. These projects are a complete replacement of the hockey rink boards and repair and reconfiguration of the tennis courts for both tennis and pickleball use. Collaboration with the Barton Johnson Memorial Park is included in the planning, but perhaps not enough given the discussion with the Wojtowiczs. Gorham commented that park dedication fees were discussed at the recent CIP meeting. An increase of fees is another source of potential park revenue. Scandia’s fees are lower than adjacent communities, thus an increase in this fee is reasonable to consider. Morell responded the fee schedule is set by ordinance typically in December for effective dates of January 1st in the new year. Morell provided additional explanation for where the numbers came from in the budget proposal and reasons to fund these projects, but emphasized the budget planning discussions have just started with City Council and changes are possible. OLD BUSINESS New Playground Dedication Ceremony Discussion concluded the event will be on August 30th, 6-7:30 pm with the ribbon cutting at 6:30. Menu will be hot dogs, simple condiments, single serve chips, and small bottles of water for 150. Benson will contact potential face painting volunteers and bring the Earth Day activity leftovers to make the pinecone birdfeeders. Staff to reserve the Heritage Room and Community Center Hall as back-up indoor space and prepare social media postings. Gorham to invite the Lions and Playground Sub-Committee members. Fischer will take care of all aspects of the donor plaque. Benson will arrange all other planning details (supplies, press release, etc.) Fundraising for Parks Gorham stated there are no updates at this point. Morell stated that the city is not allowed to fundraise, and any activity for raising funds would need to be run through a separate organization who would make a donation to the city. If the parks need funds, the avenue is the tax levy. Park Ambassadors’ Reports No new ideas or concerns. PRC Operational Calendar No Changes. NEW BUSINESS Water Tower Barn Little Library Update Zauner confirmed the installation of the Water Tower Barn Little Library in Lilleskogen Park and stocked by Marine Library. Staff to send a press release after a small repair is made to a decoration, will include social media postings. Thank you letters were stent to the volunteers involved. Midco Day Gorham confirmed details are coming together for the August 23rd event. 300 meals are being prepared, including some meat free options. Staff and Hinz confirmed that no Internet Stories have been received yet. Staff to make social media postings as a reminder to students. Taco Daze: Pickleball July 6, 2023 Scandia Parks and Recreation Committee Page 3 of 3 Gorham reported plans to host the annual pickleball tournament at the next Taco Daze. Discussion concluded with low expenses and the need to avoid fundraising, to reduce the registration fee. Gorham requests an additional PRC volunteer to assist in record keeping during the second half of the tournament. Motion by Zauner, seconded by Hinz, to request City Council approval to set the Event Fee at $20 per team in the Pickleball Tournament at Taco Daze. Motion carried unanimously. Star Gazing Party Gorham reported that the Lions will include the Star Gazing Party in all of Taco Daze promotions. AGENDA FOR NEXT MEETING The proposed agenda for Monday, August 7, 2023: 1. Capital Planning Updates 2. New Playground Dedication Ceremony 3. Midco Day Planning 4. Vinterfest Planning 5. Ambassador Reports 6. Operational Calendar ADJOURNMENT Motion to adjourn the meeting by Zauner, seconded by Hinz. Motion carried unanimously. The meeting adjourned at 8:57 p.m. Respectfully submitted, Brenda “Bee” Stignani, Office Assistant/Parks and Recreation Coordinator