8.a 1) Accepting 2016 Annual Report (PRC)
Staff Report
Date of Meeting: February 21, 2017
To: City Council
From: Judi Negus, Office Assistant
Re: Parks and Recreation Advisory Commission 2016 Annual Report
Background:
The Parks and Recreation Committee recommended that the Committee members could
benefit from providing an annual report to the City Council that would document the past
year’s accomplishments and set goals for the coming year. The Committee reviewed a draft of
the Annual Report at its February 6, 2017 meeting and finalized their Annual Report to provide
to the City Council.
Issue:
Does the 2016 Annual Report accurately reflect Parks and Recreation accomplishments and
goals?
Proposal Details:
The Annual Report includes information identifying the Parks and Recreation Committee
membership responsibilities, the Committee bylaws, and the ordinance that established the
Parks and Recreation Committee. In addition, it defines when meetings take place and the
order of business.
The report also includes a listing of the primary functions of the Parks and Recreation
Committee to include long-range planning, park development, capital improvement planning,
review of development plans, and coordination with other parks agencies.
In addition, the report includes a listing of the secondary functions of the Parks and Recreation
Committee to include recreation programs, special events, facility operations, and an annual
budget.
The Annual Report for 2016 lists the following as accomplishments:
Vinterfest
Ice Rink Maintenance
Summer recreation programming
Winter recreation programming
The Annual Report lists the following goals and projects for 2017 to include:
Park and Recreation Planning (Long-range planning, park development and capital
improvement planning)
Programming (to all demographic segments of the community)
Park Improvements
Other miscellaneous goals include a sign for the t -ball field and signs for the ball field behind
the Community Center.
Options:
1. Approve the Parks and Recreation Advisory Commission 2016 Annual Report.
2. Amend and then approve the Parks and Recreation Advisory Commission 2016 Annual
Report.
3. Do not approve the Parks and Recreation Advisory Commission 2016 Annual Report.
Fiscal Impact:
N/A
Recommendations:
Option #1
City of Scandia
Parks and Recreation Advisory
Commission
2016 Annual Report
Park and Recreation Advisory Commission
The Scandia Parks and Recreation Committee is comprised of five citizen representatives who
meet on the first Monday of each month at 7:00 p.m. at the Scandia Community Center.
The Council Liaison to the Committee was Dan Lee.
The City Staff Liaisons were Neil Soltis, City Administrator, Judi Negus, Office Assistant, and
Dave Williams, Public Works Director.
Ordinance No. 160, Amending Ordinance 91, Subdivision 3:
There is established a Park and Recreation Advisory Commission for the City to act in an advisory
capacity to the Council in all matters relating to a park and recreation program in the City. The Park
and Recreation Advisory Committee consists of five members appointed by the Council for
staggered terms of five years, expiring on February 28th of each year. The Chairperson and Vice
Chairperson of the Parks and Recreation Committee are appointed by the Commission from among
the members of the Commission, subject to approval by the Council, for a term of one year. The
Committee shall adopt its own rules and procedures with the approval of the Council.
Bylaws (adopted March 17, 2015)
Section 1. Name. The name of this Committee is the Scandia Parks and Recreation Committee,
hereinafter called the SPRC.
Section 2. Purpose. The purpose of the SPRC is to advise the Scandia City Council on all
matters relating to a park and recreation program in the City, as described in Attachment A,
Duties and Functions of the Scandia Parks and Recreation Committee, approved by the City
Council on February 20, 2007 and as may be amended by the Council from time to time.
Section 3. Membership. The SPRC is made up of Scandia residents appointed by the City
Council according to the requirements of Ordinance No. 125.
Section 4. Officers and Duties. The SPRC shall have a Chair and Vice-Chair. The term of office
shall be one year. Election of officers will be held at the first meeting of March of each year.
Appointment of the Chair and Vice-Chair is subject to approval by the City Council. The duties
of the officers and members are as follows:
A. Chair
1. The Chair shall organize, convene and chair all meetings of the SPRC.
2. The Chair will set and prepare the agendas for meetings.
3. The Chair will lead the development of a committee work plan, implementation of
the long-range plan, and list of annual priorities for approval by the Committee and
by the City Council.
4. With the consent of the members, and subject to approval by the City Council, the
Chair may create subcommittees and appoint SPRC members to those
subcommittees.
5. The Chair shall act as liaison between the City Council and the SPRC, reporting to the
Council on activities as needed (quarterly, bimonthly etc.).
6. The Chair shall coordinate the need for staff support of the SPRC with the City
Administrator.
7. The Chair shall represent the Committee as needed in dealings with outside agencies
and organizations on matters pertaining to park and recreation activities.
B. Vice-Chair
1. The Vice-Chair shall act as an aide to the Chair in fulfilling his/her duties as Chair.
2. In the absence of the Chair, the Vice-Chair shall assume the duties of the Chair.
C. General Membership Responsibilities. All SPRC members are responsible to:
1. Attend and participate in regular and special meetings in order to carry out the
mission and duties of the Committee;
2. Express oneself, clearly and concisely, both orally and in writing, with tact,
diplomacy and good judgment;
3. Establish and maintain effective public relations when representing the Committee;
4. Have an understanding that they represent all Scandia residents and make
recommendations on their behalf, to the best of their ability; and
5. Participate in any subcommittees to which they may be appointed.
6. If a member fails to attend meetings, fails to fulfill their responsibilities, or violates
these bylaws, the SPRC may recommend that the City Council replace the member.
Section 5. Meetings.
A. Regular Meetings. Regular meetings will be held on the first Monday of each
calendar month at 7:00 p.m. Any regular meeting falling upon a holiday shall be held on the
next following Monday at the same time and place, unless otherwise determined by a majority
vote of the SPRC. Meetings shall be held at the Scandia Community Center, 14727 209 th Street
North, unless notice of the alternate location is given to the members and the public at least 72
hours in advance of the meeting.
B. Special Meetings. Special meetings of the Committee may be called at any time by
the Chair or the Vice-Chair, in the Chair's absence, with 72 hours advance notice to the public
and to members.
C. Quorum/ Voting. A majority of the number of officially appointed members shall
constitute a quorum. A majority of the entire membership shall decide all issues. Conduct of
meetings shall be based on Robert’s Rules of Order, Newly Revised, 10 th Edition.
D. Public meetings. Except as otherwise provided in the open meeting law, all SPRC
meetings, including special or sub-committee meetings, shall be open to the public. Public
notice of meetings shall be given by posting committee agendas at the Community Center at
least 72 hours prior to the meeting.
E. Minutes of meetings. Minutes of each SPRC meeting shall be prepared by the City
Clerk or his/her designee and delivered to each member of the SPRC within 14 days of each
meeting. At the next regular meeting following such delivery, Chair shall call for any additions
or corrections. If there is no objection to a proposed addition or correction, it may be made
without a vote of the SPRC. If there is an objection, the SPRC shall vote upon the addition or
corrections. If there are no additions or corrections, the minutes shall stand approved.
Section 6. Order of Business.
A. Order established. Each regular meeting of the SPRC shall convene at the time and
place appointed. SPRC business shall be conducted in the following order:
1. Call to Order
2. Public Forum
3. Approve Agenda
4. Approve Minutes
5. Reports
6. Old Business
7. New Business
8. Items for next agenda
9. Adjournment
B. Varying order. The order of business may be varied by the presiding officer.
C. Agenda. The Chair shall prepare an agenda of business for each regular SPRC meeting
and file a copy in the office of the Clerk not later than seven calendar days before the
meeting. The agenda shall be prepared in accordance with the order of business and
copies shall be delivered to each SPRC member and posted at the Community Center as
far in advance of the meeting as time for preparation will permit. No item of business
shall be considered unless it appears on the agenda for the meeting or is approved for
addition to the agenda by a majority vote of the SPRC members present.
D. Agenda materials. The Clerk shall see that at least one copy of printed materials relating
to agenda items is available to the public in the meeting room while the SPRC considers
their subject matter. The agenda items shall not be considered unless this provision is
complied with. This section does not apply to materials that are classified as other than
public under the Minnesota Government Data Practices Act or materials from closed
meetings.
Section 7. Amendments. These bylaws may be amended at any regular meeting of the SPRC by
a majority vote of the membership, provided that notice of the amendment has been given to
all members in writing one regular meeting prior to the meeting at which the amendment will
be voted. These bylaws and amendments thereto are subject to approval by the City Council.
ATTACHMENT A
Duties and Functions (adopted June 19, 2012)
The Parks and Recreation Committee, as with all advisory committees established by the
Council, serves in an advisory capacity only. The Committee has no authority to act on its own,
to expend City funds, or to obligate the City in any way. All activities or expenditures require
prior approval by the City Council. Staff will attend Committee meetings, provide information
and assist with coordination between the Council and the Committee. The Committee exercises
no authority over staff.
The Parks and Recreation Committee may wish to appoint subcommittees from time to time.
Creation of subcommittees with members other than the Council-appointed committee
members will require approval by the City Council.
The primary functions of the Parks and Recreation Committee are:
Function Role/ Responsibility
Long-range planning Participate in developing the parks, trails, open space and
recreation element of the City’s Comprehensive Plan.
Participate in additional planning projects stemming from
the plan (i.e. trail planning projects).
Park development Create master plans for all City parks and open spaces,
subject to review and approval by the City Council.
Plan and execute park development projects if approved by
the Council.
Capital improvement
planning
Committee representatives participate in the capital
improvements programming process.
Make recommendations on expenditures from the Park
Development Fund (park dedication fees).
Review and comment on all improvements to City parks and
open spaces.
Review of development
plans
Review and comment on major subdivision applications for
conformance with the parks plan.
Make recommendations concerning dedication of land or
cash in lieu for new developments.
Coordination with other
parks agencies
Monitor activities of other park and recreation agencies
(Washington County, State of Minnesota) affecting Scandia.
Make recommendations to ensure coordination and
cooperation with their plans and programs.
The secondary functions of the Parks and Recreation Committee are:
Function Role/ Responsibility
Recreation programs Review and comment on programs developed by the
recreation coordinator.
Receive and review a report from the recreation
coordinator at the end of the season, and make
recommendations to the Council for any changes.
Suggest new recreation programs for consideration by the
Council.
Special events Make recommendations for the City’s participation in the
annual Taco Daze celebration.
Plan and execute the Vinterfest community celebration with
Council approval.
Facility operations
maintenance and use
policies
Review and comment on proposed changes in operating
policy or procedures as requested by the Council.
Recommend new policies and procedures to the Council.
Annual budget Review and comment on the draft parks budget prior to
adoption by the City Council.
2016 Committee Members
Committee members who served during 2016 included:
Committee Member Appointed Term Expired/Term Expires
Alex Bildeaux Jr. 2006, reappointed 2011 Feb. 28, 2016
Matt Rasmussen 2006, reappointed 2011 Feb. 28, 2016
Greg Zauner, Vice-Chair 2011 Feb. 28, 2017
Ryan Jinks, Chair 2014 Feb.28, 2019
Brad Borg, Vice-Chair 2014, resigned 2016 Feb.28, 2019
Jodi Feldmann 2016 Feb. 28, 2021
Terry Gorham 2016 Feb. 28, 2021
Dustin Hegland 2016 Feb. 28, 2021
2016 Accomplishments:
Vinterfest
The theme for Vinterfest 2016 was Hemslöjden, which means hand crafting. Events for 2016
included the Scanley Cup adult hockey tournament, Vinterfishing on Goose Lake, a new Vintage
Snowmobile Show on Big Marine Lake, a snow sculpture contest with cash prizes and medals,
performances by the Pleasant Valley Cloggers, the Scandia-Marine Lions’ pancake breakfast,
sledding and events at Meister’s Bar and Grill. The events were well attended, but due to
weather and poor ice conditions, the Scanley Cup was cancelled on the second day of the
event. Mayor Simonson acted as the event Saami Herder Elder and made numerous
appearances during Vinterfest.
Vinterfest donations of $1,683.60 were received from contributors. After Vinterfest expenses,
$991 went to improvements at the Wojtowicz Skate Park and $592.60 went into the Lilleskogen
Park Restoration Fund.
The Committee has already spent several months planning for Vinterfest 2017.
Ice Rink Maintenance
The Committee ensured the continued maintenance and ongoing replacement of the ice rink
boards. Scanley Cup 2016 proceeds were used for board replacement.
Summer Recreation Programming
We offered 12 classes for our Summer 2016 recreation programs with a total of 48 participants.
Five classes were held:
Camp Adventurers, Woods and Water-Session 1 10 registrations
Camp Adventurers, Woods and Water-Session 2 10 registrations
Camp Adventurers, Woods and Water-Session 3 17 registrations
Camp Explorers-1st Stop, Camp!-Session 3 5 registrations
Tennis 6 registrations
Winter Recreation Programming
We offered three skating classes for the 2016 season.
Three classes were held:
Learn to Skate (Beginner) 23 registrations
Learn to Skate (Advanced) 7 registrations
Pleasure Skating 20 registrations
2017 Goals and Projects:
Park and Recreation Planning
Long-range planning – Dustin Hegland to serve as Committee representative on the
Comprehensive Plan Steering Committee. Committee to participate in developing the
parks, trails, open space and recreation element of the City’s Comprehensive Plan.
Park development – Review and propose updates to the master plans for all City parks and
open spaces.
Capital improvement planning - Terry Gorham serve as Committee representative on
Capital Improvement Committee in work on the 2018 – 2022 Capital Improvements Plan.
Committee to review and comment on Capital Improvements Plan.
Programming
Evaluate options to provide programming to all demographic segments of the community
Evaluate options to expand and improve Vinterfest
Park Improvements
Lilleskogen Park Improvements:
Butterfly Garden possible expansion
Entrance Sign Integration of Veterans Memorial into Park plan
Wayne Erickson Ball Park:
Paint or reside concession stand
Repair bleachers
Pavilion
Misc:
Sign for T-ball field
Sign for ball field south of Community Center
2017 Calendar:
January Project priorities for submittal to Council
February Review and approve Annual Report; Recap Vinterfest Activities
March Review and Approve Summer Recreation Programs Brochure; Vinterfest
Preliminary Planning for 2018; Election of Chair and Vice-Chair; Identify
Summer Park Volunteer Activities
April Review and propose updates to the master plans for all City parks and open
spaces.
May Review and propose updates to the master plans for all City parks and open
spaces.
June Planning for Taco Daze; Review and approve 2018 budget
July Execute Summer Park Volunteer Activities
August Confirm Plans for Taco Daze
September Execute and Recap Taco Daze activities; Preliminary Vinterfest Planning
October Review and submit Winter Recreation Programs for Council Approval;
Continued Vinterfest Planning
November Vinterfest Planning
December Finalize Vinterfest Plans and submit to Council for Approval