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08.a 12.05.2023 PRC Minutes DRAFT City of Scandia Parks and Recreation Committee Monday, December 5, 2023 A meeting of the Parks & Recreation Committee was held on the above date at the Community Center and Zoom. Present: Terry Gorham (Chair), Dustin Hegland, Tom Hinz, and Kim Johnson. Absent: Greg Zauner. Also Present: 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 7:01 p.m., a quorum was present. PUBLIC FORUM None APPROVAL OF AGENDA Hegland moved to approve the agenda, seconded by Hinz. Motion carried unanimously. APPROVAL OF MINUTES Gorham called for any additions or corrections to November 6, 2023 minutes. No additions or corrections were submitted. The minutes stand approved as documented. REPORTS Chair Report Gorham stated he has comments to make on old business items and will add when these topics are addressed. Public Works Report Fischer provided a written report. Gorham questioned if Washington County has been informed of activities to meet the park requirements. Morell confirmed they have been notified via voicemail and no one has returned any messages. OLD BUSINESS Liten Park Plan Proposal Gorham reported that the Council approved the recommendation to move forward with the proposal by the Friends of Scandia Parks and Trails for Liten Park. MSA Park Plan Proposal Update Gorham reported that the MSA Park Plan Proposal has been reviewed, accepted, and adopted by the Met Council. This document is now the official guiding document for use by PRC for park development. Vinterfest Planning Gorham guided discussion around the Vinterfest 2024 Task Assignment document and Zauner’s request for specific volunteers. Staff confirmed that Bolton and Menk has agreed to sponsoring the Snow Sculpture Contest and Vinterbean contest and has already submitted these funds. Staff reported the final deadline for groups or organizations to submit their events is Friday, December 15th. Event posters and schedules will be prepared the second half of December by Zauner to be printed in early January. Volunteers for maintaining the fires on Friday evening are Hegland and possibly Mike Benson. Hinz is also available Friday but will have to check on Saturday. All need to know the schedule when available. Gorham will assist on Friday when not volunteering in other capacities. Discussion to strategically store the wood further away or out of sight with a wagon or wheelbarrow to transport in an effort to discourage using more than necessary too quickly. Benson confirmed contacting Helke for donations. Gorham offered to assist Benson with picking up Helke’s wood donations. Gorham volunteered to coordinate Vinterbean contest with staff. Benson volunteered to manage the Paint a Park Pebble station. Hegland and Gorham volunteered to manage maintaining the button boxes at area businesses. Johnson updated the Dog Sledding suggestion by the Wildlife Resource Center. They have an event already scheduled on Vinterfest, but will attend an event with the purpose to investigate Vinterfest 2025 coordination. Including December 5, 2023 Scandia Parks and Recreation Committee Page 2 of 3 clarifying if it is possible to make a donation rather than charge fees for individual rides around Lilleskogen Park. Hegland suggested contacting the bank to see if they would share their resource contact for reindeer sled rides. Barton Johnson Update Morell provided a first draft of a potential Tennis Court Reconstruction agreement between Scandia and Elim Church. Discussion for changes to incorporate by staff before submitting to Council for consideration included adding a provision for the city to be the project manager instead of only a financier and consider a condition that Elim Church or Barton Johnson Memorial Park Board must contribute some funds to this reconstruction project. Request City Attorney Larson review the draft to ensure the indemnification term is sufficient. Request bids for both the Community Center and Barton Johnson courts as one project in an attempt to address both in 2024 Parks’ CIP efforts as costs may be significantly lower with one mobilization of equipment process instead of two. Morell reiterated the endowment which established the Barton Johnson Memorial Park is not available for use in any way except for the funds generated by interest which have been used for maintenances. Council directed staff to enter discussions with Elim Church to consider an agreement, but has not committed any specific funding amounts. The estimate presented to the Barton Johnson Memorial Park Board was $100,000 to completely replace the existing tennis court. Public Works Director Fischer agrees repairing this court is not feasible. Scandia currently has $150,000 in the 2024 Park CIP Budget for repairing upgrading the Community Center court to allow more multi-use functions (i.e., more pickleball courts.) Staff will make suggested changes and consult with City Attorney Larson. The updated potential agreement will be presented to Council and if directed, will then approach Elim Church and the Barton Johnson Park Board for additional feedback. PRC Operational Calendar No changes. NEW BUSINESS Discussion of Term Corrections in 2024 & 2026 Stignani provided a staff report to explain the options for correcting two terms expiring in the years 2024 and 2026. Zauner indicated to staff he would like to be considered for another five-year term when his current term expires in February of 2024. Hegland stated he would like to be considered for the abbreviated four-year term when his current term expires also in February of 2024. Staff will make a report explaining to Council why they are being asked to make two appointments next year. It is being adverti sed now that applications are being accepted for expiring terms and open positions on PRC and other Commissions and Committees. If an application is received for PRC, staff will seek Council’s direction for scheduling interviews. Staff noted are no expiring terms on PRC in 2025. When Gorham and Johnson’s terms both expire in 2026, there would be the same recommendation to make a 4-year and a 5-year appointment. Johnson questioned if any committee member wished to step down if they knew someone else who would be willing to complete the appointment if that was possible. Staff clarified that every PRC member has the right to resign their position at any time. Then staff would advertise for applications to fill a vacancy. Council would interview all applicants and subsequent appointments to complete the reminder of any vacated position. Vinterfest Button Contest Judging Stignani reported an improvement in the number of Vinterfest Button Contest submissions which followed directions, attributed to the refining of the instructional flyer. Each of the two classes either had two or four submissions eliminated for failure to follow all directions. The other 30 submissions were set up for voting December 5, 2023 Scandia Parks and Recreation Committee Page 3 of 3 Button Contest Winners: 1st Place – Adeline Ibister 2nd Place – Emily Pease 3rd Place – Anelise Hildebrand AGENDA FOR NEXT MEETING The proposed agenda for Thursday, January 4, 2024: 1. Vinterfest Planning 2. Barton Johnson Update 3. Disc Golf Discussion 4. Children’s Story Path 5. Operational Calendar ADJOURNMENT Motion to adjourn the meeting by Hegland, seconded by Hinz. Motion carried unanimously. The meeting adjourned at 8:08 p.m. Respectfully submitted, Brenda “Bee” Stignani, Office Assistant/Parks and Recreation Coordinator