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09.a 2025 PRC Annual Report City of Scandia Parks and Recreation Advisory Commission 2025 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 Mike Lubke. The City Staff Liaisons were Kyle Morell, City Administrator, Brenda “Bee” Stignani, Office Assistant, and Charles Fischer, 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 February 21, 2017, last Amended April 16, 2024) 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 Park 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 or individuals from neighboring communities, with a majority being Scandia residents, appointed by the City Council according to the requirements of the City’s Code of Ordinances, chapter §30.08, Advisory Committees and Commissions. 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 6:00 p.m. Any regular meeting falling upon a holiday shall be held on the next following Thursday 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 209th 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, 10th 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 clerk shall prepare an agenda of business for each regular SPRC meeting and file a copy in the office of the clerk not later than three 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 (amended April 21, 2020) 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 event 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. 2025 Committee Members Committee members who served during 2025: Committee Member Appointed Term Expired/Expires Terry Gorham, Chair March 2016 Feb. 28, 2026 Dustin Hegland March 2016 Feb. 28, 2028 Kathy Sanville October 2024 Feb. 28, 2027 Greg Zauner, Vice Chair February 2019 Feb. 28, 2029 Kimberly Johnson January 2022 Feb. 28, 2026 2025 Accomplishments: Parks • Hosted the Scandia Farmer’s Market at the Community Center. • Hosted a Toy Swap at the Scandia Marine Lions Club Breakfast with the Easter Bunny as an Earth Day Event on April 12, 2025. • Provided a booth at one of the Farmers Market and the National Night Out for community engagement with Parks and Recreation Committee projects. Provided bike route and parks in Scandia maps. Conducted an informal survey for collecting feedback on park usage and information sources for PRC use. • Installed Hay Lake Park sign • Filled all ice rink rental times prior to the beginning of season. Community Center Park • Completed Phase Two of the tennis/pickleball court renovation. Hosted a Grand Re-Opening community event on June 19, 2025. • Installed power pedestal to supply electricity for food trucks and other vendors. Lilleskogen Park • A well-attended 6th annual community event, sponsored by Midco, continued to raise awareness of the park and the Children’s Story Path. Food and beverages were provided. A contest was held to choose the best stories on the path. The classroom winning check was presented in October while all of the individual student finalists received their winnings as the park. • Continued the Children’s Story Board program with contests throughout the year. Liten Park • The Friends of Scandia Parks and Trails received a grant to assist with the removal of several invasive species and enhance native plants and pollinators by controlled burns and spot treatments of herbicides. Wayne Erickson Memorial Ball Field • Removed infested Ash Trees and completed major pruning or trees along outfield fence. TACO DAZE • Sponsored the 8th Annual Pickleball Tournament. The event had 21 teams participate and the playing bracket filled up quickly. The preliminary rounds of play were completed before the event was rained out. Recreation Programming • Winter Recreation: o Learn To Skate – Beginner – 6 registrants o Learn to Skate – Hockey Skills – 4 registrants o Pleasure Skate - 9 registrants Vinterfest • Vinterfest 2025 Button $551.97. • Well attended event, highlighted by The Minnesotan Hockey Tournament, and many family friendly events. 2026 Calendar: January Vinterfest, Draft Annual Report, Membership Review, Review 2026 Approved Capital Funding Plan February Vinterfest Recap, Approve Annual Report, Earth Day Activity Ideas, Review Operating Calendar, Preliminary Summer Recreation Programs March Election of Chair and Vice Chair; Review By-Laws, Duties and Functions; Updates to the Master Plans for all City Parks and Open Spaces, Earth Day Activity & Summer Program Planning April Preliminary 2027 Park Capital Improvement, Plans Earth Day Activity May Earth Day Activity Recap June 2027 Park Capital Plan Recommendation July Taco-Daze & Pickleball Planning August Taco Daze & Pickleball Final; Vinterfest Preliminary Planning September Taco Daze& Pickleball Event; Vinterfest Planning, Winter Recreation Programs October Taco Daze Recap, Vinterfest Planning November Vinterfest Planning & Initiate Button Contest December Vinterfest Planning & Button Contest Judging 2026 Goals and Projects: Park and Recreation Planning • Continue to reach out to local businesses and develop additional funding and donation opportunities • Sponsor the 9th Annual Taco Daze Pickleball tournament • Sponsor the 2026 Vinterfest event • Sponsor another Toy Swap as an Earth Day event at the Scandia Marine Lions’ community breakfast with the Easter Bunny on March 28, 2026. • At Lilleskogen Park o Continue the Children’s Story Path displays throughout the year. o Plan another community picnic and Internet story contest for August with Midco Programming • Offer winter skating programs or consider other appropriate options • Offer Tai Chi classes Park Improvements • Develop walking trails on the east side of Tomteskogen Park (formerly Bone Lake Park) with volunteers from The Bone Lake Association, re-wood chip west side of the park, invite residents to make Tomtes to be hidden in the park, and explore options for north-end walk wetland walkway to connect east and west paths. Meet with members of the Forest Lake Comfort Lake Watershed District and the Bone Lake Association to discuss possible future plans and ideas for on-going collaboration. • Continue planning and pursue funding for a pavilion at Lilleskogen Park and re-wood chip the trails with volunteer efforts. • Continue supporting the efforts of the Scandia Heritage Society and their proposed wetland trail to connect the future Water Tower Barn to the Community Center • Plan for large park project at Wayne Erickson Ballfield; new playground and pavilion with indoor bathrooms and storage garage. • Continue collaboration with the Friends of Scandia Parks and Trails to the Liten Park invasive species removal. • Market the advertising options for the Wayne Erickson Memorial Ball Field. • Support a booth at the 2026 Farmers Market and National Night Out for community engagement with Parks and Recreation Committee projects.