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7.a PRC Draft 8-1-16 Minutes City of Scandia Parks and Recreation Committee August 1, 2016 Members Present: Ryan Jinks (Chair), Greg Zauner (Vice Chair), Terry Gorham and Jodi Feldmann Members Absent: Dustin Hegland and Dan Lee (City Council Representative) Staff Present: Judi Negus (Office Assistant) Chair Jinks called the meeting to order at 7:00 p.m. PUBLIC FORUM There were no comments. APPROVAL OF AGENDA Motion by Feldmann, seconded by Gorham, to approve the agenda. The motion carried 4-0. APPROVAL OF MINUTES Motion by Zauner, seconded by Feldmann, to approve the July 13, 2016 minutes. The motion carried 4-0. REPORTS Chair Report Jinks shared the City Council approved the donation by the Friends of Scandia Parks and Trails of a Bone Lake route sign at the Community Center. City Administrator Soltis will determine the location of the sign. No action was taken on the budget at the City Council meeting. Jinks reminded Committee members of the budget request for $1,800 for Bone Lake route signage, $2,000 match for the butterfly garden at Lilleskogen, and $1,000 for events. Negus informed the Committee that Janie O’Connor and Dan Lee made arrangements to haul fill from the storm shelter project at The Cottages to Lee’s property for potential use at Lilleskogen. Vice Chair Report Zauner reminded of the need for volunteer referees at the Taco Daze dodge ball tournament. Zauner will not be able to volunteer this year. City Administrator Report There was nothing to report. Parks Financial Report Jinks will follow up with Administrator Soltis regarding discrepancies between last month’s report and the current report. OLD BUSINESS Summer Recreation Programs Negus informed since her written report there has been one more registration for the full-day “Camp Adventurers” program with a total of 37 registrations. This is an increase from last year when there were 24 registrations. Committee members were provided with a spreadsheet showing the outcome of all summer recreation programs. Volunteer Opportunities List Jinks shared he has not yet compiled the list. Negus offered to assist if Jinks would get staff support approval from Soltis. August 1, 2016 Scandia Parks and Recreation Committee Page 2 of 2 Finalize Taco Daze Plans Zauner encouraged Committee members to review the dodge ball rules published on the City’s website. Committee members agreed to hold the tournament at the same time with the same rules as last year. Zauner explained it is a round robin tournament. Negus will place all the supplies needed for the tournament in the Heritage Room prior to Taco Daze. Motion by Jinks, seconded by Zauner, to have two dodge ball tournament age categories (18- 39 and 40 and over) with the same rules and times as last year. The motion carried 4-0. Committee members agreed to give a one-week notice of cancellation in the event there would not be sufficient volunteer referees. Negus agreed to begin promoting the tournament. Review PRC Operating Calendar Committee members reviewed the calendar and agreed to move Vinterfest preliminary planning to October when it is expected all Committee members will be present. As well, it will not conflict with the timing of Taco Daze commitments. NEW BUSINESS Initial Vinterfest Planning Jinks agreed to provide Negus with a draft email notice to be sent to last year’s organizers of Vinterfest events. Motion by Jinks, seconded by Zauner, to confirm Vinterfest 2017 dates to be January 27 and 28, 2017. The motion carried 4-0. Vinterfest event donation guidelines were discussed. Committee members agreed the guidelines are difficult to enforce. Motion by Jinks, seconded by Gorham, to amend the donation guidelines to include Scandia organizations and businesses can provide a free will donation. The motion carried 4-0. AGENDA FOR NEXT MEETING Committee members agreed there were limited agenda items for the September 12, 2016 meeting. In addition, some members indicated they would not be available to attend the meeting. Motion by Jinks, seconded by Zauner, to cancel the scheduled September 12, 2016 meeting. The motion carried 4-0. The proposed agenda for the October 3, 2016 meeting: 1) Vinterfest Preliminary Planning 2) Review Ice Rink Policy and Reservation Form 3) Winter Recreation Programs 4) Review Parks Plan ADJOURNMENT Motion by Jinks, seconded by Zauner, to adjourn the meeting. The motion carried 4-0. The meeting adjourned at 8:19 p.m. Respectfully submitted, Judi Negus Office Assistant