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7.a)1) Parks 2014 Annual Reporti tip n SCANDIA City of Scandia Park and Recreation Advisory Commission 2014 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 209t" 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 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 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 2014 Committee Members Committee members who served during 2014 included: Committee Member Appointed Term Expires Alex Bildeaux Jr., Vice Chair 2006, reappointed 2011 Feb. 1, 2016 Matt Rasmussen 2006, reappointed 2011 Feb. 1, 2016 Greg Zauner, Chair 2011 Feb. 1, 2017 Ryan Jinks 2014 Feb.1, 2019 Brad Borg 2014 Feb. 1, 2019 2014 Accomplishments: Lilleskogen Park Improvements The Committee adopted a vision statement and strategic action plan to help guide the development of Lilleskogen Park. In 2014, the gravel parking lot was completed and financial donations were obtained. In Spring of 2014, curb drops, the inside curb, and overflow structure were constructed. The curb drops were installed so the parking lot could be used until further progress. To keep the gravel from eroding into the rain garden, the inside curb was installed along with two rain guardians. Finally, the overflow structure was installed so water had somewhere to go. In Fall of 2014, dirt was hauled in to raise the area for the planned butterfly garden and logs were used as a temporary curb to keep the dirt in place. There were 25 volunteers that laid weed barrier and mulch prior to planting 1,300 plants for a total square footage of a 2,235 butterfly garden. Seeing that funds to the Park Capital Improvement Fund were nearly non-existent due to the recent decline in subdivision activity in the City, the Committee launched a Capital Fundraising Campaign to complete Lilleskogen and a Lilleskogen Park Restoration fund was created. 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 included a LilleTour, Quiz Promenade, VinterSurvival Workshop, and the Scanley Cup adult hockey tournament. These new events would not have been possible without the new business sponsorships and many community volunteers. These new events were extremely well attended. The Scanley Cup tournament had net proceeds of $1,000 that will be used for maintenance of the ice rink. The Lilleskogen Capital Campaign was also kicked off during Vinterfest with the goal of raising $1,000. The campaign brought in $535 for Lilleskogen park. Minnesota Ironman Bicvcle Ride The Minnesota Ironman Bicycle Ride (MIBR) came to Scandia for the second time in 2014. The event is an annual ride and is expected to return for the next nine years. The Scandia Community Center was the rest stop on the 50 mile loop. Committee members approved the posters created by staff for the event highlighting Scandia parks, businesses and other offerings and some were present the day of the event. Lighted Ball Field At the November and December 2011 meetings, the Parks and Recreation Committee met with Scout Zachary Boesel about his proposal to purchase and install an electronic scoreboard at the field. This past year, the scoreboard was installed and landscaping around the entrance sign was completed. Ice Rink Maintenance The Committee ensured the continued maintenance and ongoing replacement of the ice rink boards. Scanley Cup 2014 proceeds were used for nets and fencing. A cash donation of $400 was received for a new speaker system. In addition, a boom box was purchased. Vinterfest 2015 planning in 2014 includes Scanley Cup hockey tournament net proceeds to benefit the ice rink and warming house. Hay Lake Park Improvements The Committee worked with Eagle Scout candidate Thomas Lillquist and the Scandia Marine Lions. In addition to completion of a trail connection at Hay Lake Park to the Swedish Monument and landscaping improvement, this project also included directional signage. The signage was fully completed in 2014. Log House Landing The Committee invited the National Park Service to the August meeting to discuss working in collaboration with proposed Log House Landing signage. Summer Rec Programming We offered 12 classes for our Summer 2014 recreation programs with a total of 86 participants. Although the tennis classes were combined, no classes were canceled. The following classes were held: Tennis class -June session 7 registrations Tennis class -August Session 8 registrations Outdoor Explorers Session 1 10 registrations Outdoor Explorers Session 2 22 registrations Outdoor Explorers Session 3 21 registrations Junior Explorers Session 1 7 registrations Junior Explorers Session 2 2 registrations Junior Explorers Session 3 3 registrations Little Tyke Archers 2 registrations Robin Hood Archers 4 registrations Winter Recreation Programming We offered two skating classes for the 2014 season. The Pleasure Skating program had 15 registrations. We offered a new beginner and advanced Learn to Skate program and had 30 registrations. 2015 Goals and Projects: Lilleskogen Park Improvements: Complete Parking Lot Butterfly Garden possible expansion Picnic shelter Entrance Sign The primary goal for 2015 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. Pavilion Misc: Sign for T-ball field Sign for ball field south of Community Center 2015 Calendar: January Review and approve annual report/project priorities for submittal to Council February Execute Vinterfest Activities; Election of Chair and Vice Chair March Review and Approve Summer Rec Programs Brochure; Vinterfest Recap and Preliminary Planning for 2016 April Review Park Capital Improvement Plans and submit recommendations May Review and approve 2016 budget; 2015 budget amendments 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; Preliminary Vinterfest Planning October Review and submit Winter Rec Programs for Council Approval; Continued Vinterfest Planning November Vinterfest Planning December Finalize Vinterfest Plans and submit to Council for Approval