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7.a) Staff Report-Draft 2017 Annual ReportSCANDIA Staff Report Date of Meeting: February 5, 2018 To: Parks and Recreation Committee From: Judi Negus, Office Assistant Re: Parks and Recreation Advisory Commission 2017 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. Issue: Does the 2017 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 2017 lists the following as accomplishments: • Vinterfest • Ice Rink Maintenance • Summer recreation programming • Winter recreation programming • Organizing a pickleball tournament for Taco Daze The Annual Report lists the following goals and projects for 2018 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 south of the Community Center. Options: 1. Approve the Parks and Recreation Advisory Commission 2017 Annual Report. 2. Amend and then approve the Parks and Recreation Advisory Commission 2017 Annual Report. 3. Do not approve the Parks and Recreation Advisory Commission 2017 Annual Report. Fiscal Impact: N/A Recommendations: Option #1 SCANDIA City of Scandia Parks and Recreation Advisory Commission 2017 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 February 21, 2017) 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 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 first Thursday of the month 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 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). • Reassess and take action on the 2008 Lilleskogen plan, focusing on partnership opportunities with the Friends of Scandia Parks and Trails, Scandia Elementary, and possibly the DNR. Park developmept..\ 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 • 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. Function Role/ Responsibility Coordination with other . Monitor activities of other park and recreation agencies parks agencies (Washington County, State of Minnesota) affecting Scandia. Ryan Jinks, Chair Make recommendations to ensure coordination and Feb.28, 2019 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 2011, Expired February 2017 recreation coordinator. Ryan Jinks, Chair • Receive and review a report from the recreation Feb.28, 2019 coordinator at the end of the season, and make November 2017 recommendations to the Council for any changes. Terry Gorham, Vice-Chair/Chair • Suggest new recreation programs for consideration by the Feb. 28, 2021 Council. Special events • Make recommendations for the City's participation in the Jodi Feldmann annual Taco Daze celebration. Feb. 28, 2021 • Plan and execute the Vinterfest community celebration with August 2017 Council approval. 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. 2017 Committee Members Committee members who served during 2017 included: Committee Member Appointed Term Expired/Expires Greg Zauner, Vice -Chair 2011, Expired February 2017 Feb. 28, 2017 Ryan Jinks, Chair 2014, Resigned October 2017 Feb.28, 2019 Dan Lee November 2017 Feb. 28, 2019 Terry Gorham, Vice-Chair/Chair 2016 Feb. 28, 2021 Dustin Hegland, Vice -Chair 2016 Feb. 28, 2021 Jodi Feldmann 2016, Resigned June 2017 Feb. 28, 2021 Carol Schwinghammer August 2017 Feb. 28, 2021 Susan Rodsjo March 2017, Resigned July 2017 Feb. 28, 2022 Cami Van Abel November 2017 Feb. 28, 2022 2017 Accomplishments: Vinterfest Events for 2017 included the Scanley Cup adult hockey tournament, a snow sculpture contest with cash prizes and medals, performances by the Pleasant Valley Cloggers, the Scandia-Marine Lions' pancake breakfast, and sledding. The events were well attended. Randall Simonson acted as the event Saami Herder Elder and made numerous appearances during Vinterfest. There was also a gnome that made appearances. Vinterfest donations of $1,452.03 were received from contributors. After Vinterfest expenses, $848.50 went to improvements at the Wojtowicz Skate Park and $196.73 went into the Lilleskogen Park Restoration Fund. The Committee has already spent several months planning for Vinterfest 2018. Ice Rink Maintenance The Committee ensured the continued maintenance and ongoing replacement of the ice rink boards. Summer Recreation Programming We offered 12 classes for our Summer 2017 recreation programs with a total of 48 participants. Five classes were held: Camp Adventurers, Woods and Water -Session 1 9 registrations Camp Adventurers, Woods and Water -Session 2 11 registrations Camp Adventurers, Woods and Water -Session 3 5 registrations Camp Explorers -1st Stop, Camp! -Session 1 3 registrations Camp Explorers -1st Stop, Camp! Session 2 3 registrations Winter Recreation Programming We offered three skating classes for the 2017 season. Learn to Skate (Beginner) 17 registrations Learn to Skate (Advanced) 7 registrations Pleasure Skating 11 registrations Taco Daze Pickleball Tournament The Parks and Recreation Committee organized the first, and likely annual, Taco Daze Pickleball tournament, played on the newly marked for pickleball courts near the Community Center. The tournament attracted 8 mixed -couples' teams from the area, drew many curious Taco Daze spectators, and was well received by the participants as a fun and successful event. 2018 Goals and Projects: Park and Recreation Planning • Long-range planning — 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 - 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: • Wayne Erickson Ball Park: Pavilion • Misc: Sign for T -ball field Sign for ball field south of Community Center 2018 Calendar: January Final Planning and Executing Vinterfest February Review and Approve Annual Report; Recap Vinterfest Activities March Review and Approve Summer Recreation Programs Brochure; Election of Chair and Vice -Chair; Updates to the Master Plans for all City Parks and Open Spaces April Review Park Capital Improvements Plan; Planning for Budget (Fund 404). May June Planning for Taco Daze; Review and Approve 2019 Budget July August Confirm Plans for Taco Daze September Execute Taco Daze Activities; Preliminary Vinterfest Planning October Recap Taco Daze Activities; Review and Submit Winter Recreation Programs for Council Approval; Continued Vinterfest Planning; Update Master Parks Plan November Finalize Vinterfest Plans December