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4.a) PRC 6-2-14 MinutesCity of Scandia Parks and Recreation Committee June 2, 2014 Members Present: Greg Zauner (Chair), Alex Bildeaux (Vice-Chair), Matt Rasmussen, Ryan Jinks, Brad Borg and Dan Lee (City Council Representative) Staff Present: Tim Kieffer (Director of Public Works) and Judi Negus (Office Assistant) Chair Zauner called the meeting to order at 7:02 p.m. PUBLIC FORUM There were no comments. APPROVAL OF AGENDA Motion by Bildeaux, seconded by Jinks, to approve the agenda. The motion carried 5-0. APPROVAL OF MINUTES Motion by Borg, seconded by Rasmussen, to approve the May 5, 2014 minutes. The motion carried 5-0. Borg was concerned the May 5, 2014 minutes reflected a motion “that Lilleskogen Park would be a manicured park.” Borg questioned whether the vision for Lilleskogen Park has changed since the approval of the original Lilleskogen Park Restoration Plan. Bildeaux shared the vision has never changed. Chair Zauner suggested the use of the word “managed” rather than “manicured” more accurately reflects the plan for Lilleskogen. Negus informed nothing has changed in the original plan with the exception of the reduction of the butterfly garden to 2,000 square feet, with the potential for a future increase in size. REPORTS Chair’s Report Chair Zauner requested an update to the Lilleskogen Parking Lot. The discussion that was held is reflected below under “Old Business.” Staff Report Negus reported the City will be removing some of the trees at Wind in the Pines for public safety reasons; this will allow ATV access on the walking trails in order to respond to emergencies in a timely manner. Tim Kieffer and Officer Chris Majeski will be responsible for determining which trees need to be removed. Committee members agreed to have their telephone contact numbers included on the City of Scandia’s website. Negus asked if Committee members wanted to spend $15 on a booth at the June 18 Scandia Farmers Market to distribute the summer recreation program flyer. Committee members agreed that the flyers should be left at the market manager’s booth, along with other information materials being distributed there. Negus shared the Session 1 Outdoor Explorers and Junior Explorers day camps met the enrollment limits and will be held as scheduled in June. Negus reported she is in the process of finding an instructor for the summer tennis camps. The Forest Lake High School varsity tennis team has several interested tennis players. Once an instructor is identified, Negus will promote the tennis camps to solicit more registrations. June 2, 2014 Scandia Parks and Recreation Committee Page 2 of 3 OLD BUSINESS Lilleskogen Parking Lot Kieffer reported the curb concrete work should be completed by the end of the week, weather permitting. Chair Zauner reminded the Committee members that Janie O’Connor would like a 6-7 week lead time to prepare for the butterfly garden. Kieffer felt confident the wood chips would be dry and ready to spread out next week if they have an opportunity to dry out. Chair Zauner informed Janie O’Connor will need to complete a donation form for City Council acceptance for any funds she receives for the butterfly garden. NEW BUSINESS St. Croix Fat Cat Triathlon Jinks reported Ross Brunfelt was unable to attend this meeting to identify a role for the Committee at the St. Croix Fat Cat Triathlon. Jinks shared Brunfelt is seeking volunteers. Negus informed the St. Croix Fat Cat Triathlon website allows for submitting an interest in volunteering. The City website has a link to the Triathlon website. Taco Daze Planning The Committee members discussed the need to hire and pay four referees for the Taco Daze Dodgeball Tournament. Rasmussen shared the tournament lasts approximately 6 hours from 10 a.m. to 4 p.m. The Committee members agreed referees should apply for the position and be compensated $10 per hour. Negus informed City staff will recruit, interview, and hire Dodgeball tournament referees. Committee members agreed the tournament registration fees should be increased to pay referees. Rasmussen offered to ask Sally Swanson to volunteer during the tournament. Rasmussen plans to review the Dodgeball Tournament rules and report any recommended changes at the July 7, 2014 Parks and Recreation Committee meeting. In addition, Rasmussen shared the need to purchase additional tee-shirts. Rasmussen will check the inventory and report how many additional tee-shirts are needed at the next meeting. Motion by Rasmussen, seconded by Chair Zauner, to increase Dodgeball registration fees from $30 before the September 4th deadline date and $40 after the deadline date to $35 before the September 4th deadline date and $45 after the deadline date. The motion carried 5-0. Bildeaux shared another event could include a grease pole climb. The event includes 20 foot poles covered in Crisco with three-person teams paying to attempt to climb to the top of the pole. Rasmussen suggested the Committee pursue this event in 2015 since Bildeaux has already committed to volunteering at the Dodgeball tournament. Vinterfest 2015 Preliminary Planning Chair Zauner suggested the addition of a “Stand Still” parade during Vinterfest. A “Stand Still” parade could be held at the parking lot below Elim church. Kieffer informed that lot was used by the hockey players at Vinterfest 2014. Bildeaux suggested the floats could be parked in front of the businesses. Kieffer suggested the floats could be parked at Lilleskogen. Committee members agreed Lilleskogen would be the ideal parking lot for the floats. Bildeaux suggested having a contest for 5th graders at Scandia Elementary to design the Vinterfest 2015 button. Bildeaux felt this would encourage school involvement and promotion of Vinterfest. Negus shared Scandia Elementary grades are kindergarten through 6th grade. Committee members agreed the contest should be at the 6th grade level and to use last year’s promotional materials, with the exception of the button. Negus questioned if it was the Committee’s intent to sell the Vinterfest buttons and reminded the Committee it is not eligible to sell buttons. It was suggested the Scandia June 2, 2014 Scandia Parks and Recreation Committee Page 3 of 3 Elementary PTO could sell the buttons and keep a portion of the proceeds; the remaining portion would be donated to the City. Negus will follow up with the PTO President and School Principal and advise the Committee of their interest. Bildeaux suggested it would be beneficial to coordinate the potential for beer sales early in the planning stages of Vinterfest 2015. Although Corey Roberts had suggested a bigger tent for future Scanley Cup hockey tournaments, Kieffer was not certain a larger tent would fit the limited space. Rasmussen offered to contact Corey Roberts to see when he would be interested in coming to a future meeting for planning Vinterfest 2015. Committee members agreed earlier communication with businesses was necessary and felt the opportunity for a float in a “Stand Still” parade would be helpful in getting businesses involved. AGENDA FOR NEXT MEETING The Committee agreed on the following agenda items for the July 7, 2014 PRC meeting: 1. Summer Park Volunteer Activities 2. Final Plans for Taco Daze ADJOURNMENT Chair Zauner, seconded by Borg, moved to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 8:32 p.m. Respectfully submitted, Judi Negus Office Assistant