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