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7.a)1) Parks and Rec 2013 Annual Report........................................................................................................... SCANDIA 1 n n e s o t a City of Scandia Park and Recreation Advisory Commission 2013 Annual Report Park and Recreation Advisory Commission The Scandia Park 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 is Dan Lee. The City Staff Liaisons are Judi Negus, Office Assistant, and Tim Kieffer, Public Works Director. Ordinance No. 139, Section 8, 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 January 31st 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 December 18, 2012) 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 appointed by the City Council according to the requirements of Section 8 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 February 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 S. 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 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 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. Duties and Functions (adopted June 19, 2012) The Park 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 Park 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 Park 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 parks development projects if approved by the council Capital improvement Committee representatives participate in the capital planning 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 Review and comment on major subdivision applications for plans conformance with the parks plan Make recommendations concerning dedication of land or cash in lieu for new developments Coordination with other Monitor activities of other park and recreation agencies parks 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 Park and Recreation Committee are: Function Role/ Responsibility Recreation programs Review and comment on programs developed by the 2006, reappointed 2011 recreation coordinator Matt Rasmussen, Vice Chair Receive and review a report from the recreation Feb. 1, 2016 coordinator at the end of the season, and make 2011 recommendations to the council for any changes. Greg Zauner, Chair Suggest new recreation programs for consideration by the Feb.1, 2017 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. Collaborate with Gammelgarden Museum on the Scandia Farmers Market. Facility operations Review and comment on proposed changes in operating maintenance and use policy or procedures as requested by the council policies) 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 2013 Committee Members Committee members who served during 2013 included: Committee Member Appointed Term Expires Alex Bildeaux Jr. 2006, reappointed 2011 Feb. 1, 2016 Matt Rasmussen, Vice Chair 2006, reappointed 2011 Feb. 1, 2016 Michael White 2011 Feb. 1, 2014 Greg Zauner, Chair 2011 Feb.1, 2017 Pamela Arnold 2012 Feb. 1, 2014 2013 Accomplishments: Signage Guidelines The 2025 Comprehensive Parks, Trails Open Space and Recreation Plan and the 2030 Comprehensive Plan identified a goal of developing consistent park system signage. In order to do so and to aid in reviewing sign proposals, the Committee adopted a set of guidelines for Scandia's Parks, Trails and Open Spaces. These guidelines were approved by the City Council in May and include both required and optional components. Lilleskogen Park Improvements The Committee adopted a vision statement and strategic action plan to help guide the development of Lilleskogen Park. In 2013, site survey work was completed, the parking lot was completed with donations from a half dozen area businesses, volunteers began work planning the butterfly gardens and the Committee had discussions about dredging the wetland and invasive species control. Seeing that funds to the Park Capital Improvement Fund were nearly non-existent to the recent decline in subdivision activity in the City, the Committee began discussions about launching a Capital Fundraising Campaign to complete Lilleskogen. The donations to complete the parking lot were received in December. Additionally, the Committee made Lilleskogen a central focus of Vinterfest and incorporated fundraising activities. Vinterfest The Committee spent many months brainstorming new ideas for expanding Vinterfest after new programming of Vinterfest was identified as a top priority by voters participating in the City's Question of the Month poll on the City website. New events for 2014 will include a LilleTour, Quiz Promenade, VinterSurvival Workshop, and Hockey Tournament. These new events wouldn't be possible without the new business sponsorships and many volunteers beyond the Committee members. The Lilleskogen Capital Campaign was also kicked off during Vinterfest with the goal of raising $1,000. Minnesota Ironman Bicvcle Ride The Minnesota Ironman Bicycle Ride (MIBR) came to Scandia for the first time in 2013. The event is an annual ride and is expected to return for the next ten years. The Scandia Community Center was the rest stop on the 50 mile loop. Committee members approved flyers for the event highlighting Scandia parks, businesses and other offerings and some were present the day of the event to talk with riders. Lighted Ball Field Agreement The Committee worked to update a contract from 1996 between the Township, Scandia Rod and Gun Club, Scandia/Marine Lions, and Scandia Softball Association regarding the lighted ball field (Wayne Erickson Ball Park). The new agreement allows the Softball Association to continue to solicit business sponsorship for the outfield signs. The funds would be placed in a restricted account with the City and used for maintenance or park improvements. The Scandia Marine Lions will transfer the existing funds they have been holding in the ball park account to the City. The City Council approved the new agreement in June. Tennis Court Resurfaci As provided for in the 2013 budget, the tennis courts at the Community Center were resurfaced in July. The Committee is recommending a full reconstruct in 2018. Ice Rink Maintenance The Committee ensured the continued maintenance and ongoing replacement of the ice rink boards. Vinterfest 2014 planning in 2013 included the addition of the Scanley Cup hockey tournament with proceeds to benefit the ice rink and warming house. Wind in the Pines Preserve Sign In January the PRC finished its review of Korey Olson's Eagle Scout Project at Wind in the Pines Preserve. Korey proposed to replace the existing sign on the edge of the parking lot. The committee approved of the design, materials, graphics and text. Olson's project was completed in the summer of 2013 and final acceptance by the City Council occurred in August. Hay Lake Park Improvements The Committee worked with a number of volunteers to complete improvements at Hay Lake Park. First, the Committee approved a new bike route sign for the Hay Lake Shelter. The sign was designed, developed and donated by the Friends of the Scandia Parks and Trails. This completed the 2012 project to place new signs along the Sand Lake Bike Route, using the Hay Lake Shelter as a Trail Head. The Committee also worked with Eagle Scout candidate Thomas Lillquist and the Scandia Marine Lions to complete a trail connection at Hay Lake Park providing clearer access to the Swedish Monument. This project also included directional signage and landscaping improvements. Log House Landing After concern regarding the inappropriate disposal of garbage at Log House Landing, the Committee recommended removal of the dumpster. le Scout Proiect Guidelines The Committee updated the Eagle Scout Project Guidelines to incorporate the donations forms process approved in 2012, the new Signage Guidelines in 2013 and existing project plan documents required by the Boy Scouts of America. The amended guidelines were adopted by the City Council in October. Collaboration With Organizations The Committee made it a priority to improve collaboration with the Scandia Marine Lions Club while working on Eagle Scout projects, Friends of Scandia Parks and Trails while working on the bike routes sign, and the Carnelian Marine St. Croix Watershed District. Summer Rec Programming We offered 17 classes for our Summer 2013 recreation programs. Six classes were cancelled due to low enrollment including: Skateboard Camp Cleat Kids Session 1 Cleat Kids Session 2 Little Tykes Archers Art Adventure Junior Explorers Session 2 2 registrations 2 registrations 1 registration 2 registrations 3 registrations 0 registrations The following classes were held: Tennis class -June session 9 registrations Tennis class -August Session 6 registrations Outdoor Explorers Session 1 5 registrations Outdoor Explorers Session 2 9 registrations Outdoor Explorers Session 3 21 registrations Junior Explorers Session 1 8 registrations Junior Explorers Session 3 3 registrations Robin Hood Archers 5 registrations Water Bonanza 3 registrations Winter Rec Programming We offered two skating classes for the 2013-2014 season. The Pleasure Skating program had 10 registrations. New this year we offered a beginner and advanced Learn to Skate program. The beginner program had 19 registrations. The advanced program was cancelled since there was only two registrations. 2014 Goals and Projects: Lilleskogen Park Improvements: Curb Cutout Butterfly Garden Rain Garden Picnic shelter Entrance Sign The primary goal for 2014 is Lilleskogen Park improvements. Other goals for consideration may include: Wayne Erickson Ball Park: Paint or reside concession stand. Larger bleachers behind homeplate with cement slab under it. Scoreboard (lighted scoreboard already approved for Zach Boesel, expected completion: 2014) Pavilion Misc: Sign for T -ball field Sign for ball field south of Community Center Buckthorn eradication 2014 Calendar: January Review and approve annual report/project priorities for submittal to Council, Approve Survey of Summer Rec Programs February Execute and Recap Vinterfest Activities, Review Survey Data on Summer Rec Programs March Review and Approve Summer Rec Programs Brochure April Review Park Capital Improvement Plans and submit recommendations May Review and submit for Council approval 2015 budget June Planning for Taco Daze-Dodgeball Tournament, other events; decide on refs July Identify and Execute Summer Park Volunteer Activities August Confirm Plans for Taco Daze September Execute and Recap Taco Daze activities October Review and submit Winter Rec Programs for Council Approval November Vinterfest planning December Finalize Vinterfest Plans and submit to Council for Approval