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09.a 08.07.2023 PRC Minutes DRAFT City of Scandia Parks and Recreation Committee Monday, August 7, 2023 A meeting of the Parks & Recreation Committee was held on the above date at the Community Center and Zoom. Present: Terry Gorham (Chair), Greg Zauner (Vice-Chair), Dustin Hegland, and Tom Hinz. Absent: Kimberly Johnson. Also Present: Heather Benson (Council Representative,) 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 Motion to approve the agenda by Hegland, seconded by Zauner. Motion carried unanimously. APPROVAL OF MINUTES Gorham called for any additions or corrections to July 6, 2023 minutes. No additions or corrections were submitted. The minutes stand approved as documented. REPORTS Chair Report Gorham provided a written report. Public Works Report Fischer provided a written report which Morell presented on Fischer’s behalf. OLD BUSINESS CIP Update Morell reported staff is investigating alternatives to replacing the hocky rink boards at a reduced cost at the direction of City Council as a part of 2024 CIP budget discussions. Other CIP projects are driving Council’s request as operating expenses are static, and CIP is the budget area that Council focuses on. The condition of the Barton Johnson tennis courts may require more funds than originally predicted. Zauner questioned if anyone has or could contact the Minnesota Wild to see about any kind of assistance with the hockey boards replacement project. Or if grants are possible. Morell stated staff could investigate the Minnesota Wild, but the timeline to start for grant support is past and the existing boards would not hold up to wait for this process. New Playground Dedication Ceremony Benson reported “Community Center Playground Grand Opening” Event will be $300 if serving 168 hot dogs with condiments, chips, small water bottles and supplies. All consented to use this as the target number of meals and advertise “while supplies last.” Patti Ray confirmed face painter volunteers, Benson and staff will order their needed supplies. Benson requested two volunteers to run the pinecone birdfeeder activity station; Hinz and Hegland volunteered. Zauner volunteered to be the photographer. Gorham volunteered to welcome everyone, explain the process of how the new playground came to be (acknowledging the donors,) and invite the ribbon cutting honorees to cut the ribbon. Gorham has invited the Lions and will invite members of City Council and Playground Sub-Committee members also. Suggestion to ask Cami Van Able to cut the ribbon. Benson will collaborate with staff for social media postings and press releases to the Country Messenger and Forest Lake Times. Finalized schedule to start serving food and activities at 5:30 p.m., ribbon cutting at 6 p.m., and clean up at 7 p.m. The Farmer’s Market ends at 6:30 p.m. Midco Day Planning Gorham reported the Midco Bags to hand out at the Farmer’s Market have arrived. Events at Lilleskogen Park will begin at 6 p.m. where community members receive one free Meisters Burger meal ticket after voting for August 7, 2023 Scandia Parks and Recreation Committee Page 2 of 3 their favorite internet story on the Children’s Story Path. Three stories have been received, and discussion proved two more are expected. Staff suggested securing a volunteer to create a simplified flyer to post and distribute at other events in the community. The current Country Messenger has a photo on the front page, asking for stories to be submitted by August 4th, but considered to August 11th. Gorham will contact the newspapers to see if another notice can be published in next week’s publications. Staff will assist in additional social media postings. Taco Daze: Pickleball & Star Gazing Party Gorham reported 10 pickleball teams have registered, 12 is the maximum. The Lions are advertising the Star Gazing Party event in Taco Daze material. Staff will create social media postings for Star Gazing to highlight sponsorship by Security State Bank. Staff confirmed Scandia is currently listed on Mike Lynch’s online schedule. Vinterfest Planning Zauner reported some possible changes in 2024; a band may replace fireworks. Friday night BINGO will be run by the Lions. Looking for entertainment and ideas for games or activities for Friday or Saturday. Vinterbeans and Snow Sculpture Contest will continue. Zauner is investigating a smaller scale star watch party and additional food trucks. The Lions will run the Medallion Hunt. Cory Roberts has confirmed the last weekend in January for The Minnesotan Cup tournament. Vinterfest button contest will run as in years past, with PRC judging in December. Zauner identified the need for a Fire Monitor Volunteer to avoid running out of wood as in the past two years, and recommends that only one firepit be set up unless the temperature is very cold. Park Ambassadors’ Reports No new ideas or concerns. Staff suggested unless the Park Ambassadors wished to suggest new ideas for improvements or events to their individual parks, this item could be removed from future PRC agendas where they continue to use the Service Request system to report repairs or issues. All members present consented. PRC Operational Calendar Zauner questioned CIP discussions in September. Morell confirmed updating throughout the year has merit, and discussion concluded in agreement to add Review Capital Plan for the Year Ahead to January for the purpose of outlining implementation schedule for Parks CIP projects approved in the final budget in the month prior. NEW BUSINESS 2024 Park Dedication Fee Rate Discussion Gorham recommends staff discuss current park dedication fees of surrounding communities with Scandia’s engineer to bring to September’s PRC meeting. All members present consented. City Administrator Morell updated the next steps for the MSA Park’s Plan Proposal. One of the 19 required Adjacent and Affected Jurisdiction Review responses have been received. The request for response letters were sent out last week and all have 60 days to comment or state they have no comment prior to presenting any resolution to Council. Staff anticipates Planning Commission will hold the required Public Hearing in early October, City Council will then be able to consider a resolution to amend the Comp Plan in mid-October, and finally the amending request would be submitted to Met Council for consideration. AGENDA FOR NEXT MEETING The proposed agenda for Thursday, September 7, 2023: 1. MSA Park Plan Proposal Update 2. Scandia Community Center Playground Grand Opening Event Recap August 7, 2023 Scandia Parks and Recreation Committee Page 3 of 3 3. Midco Day Recap 4. Taco Daze Recap 5. Vinterfest Planning 6. 2024 Park Dedication Fee Change Recommendation Discussion 7. Tai Chi Class 8. Operational Calendar ADJOURNMENT Motion to adjourn the meeting by Hegland, seconded by Hinz. Motion carried unanimously. The meeting adjourned at 8:05 p.m. Respectfully submitted, Brenda “Bee” Stignani, Office Assistant/Parks and Recreation Coordinator