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7.a Draft PRC 2-4-2019 Minutes City of Scandia Parks and Recreation Committee Monday, February 4, 2019 Members Present: Terry Gorham (Chair), Carol Schwinghammer, Dan Lee, Cami Van Abel, and Patti Ray (City Council Representative) Members Absent: Dustin Hegland (Vice Chair) Staff Present: Judi Negus (Office Assistant) and Adam Hawkinson (Director of Public Works) Chair Gorham called the meeting to order at 7:01 p.m. PUBLIC FORUM Patti Ray shared an idea to help make Lilleskogen a more enjoyable place to walk. Ray proposed each grade of students at Scandia Elementary could write a story to post progressive chapters on pedestal stands placed at Lilleskogen. Ray suggested the program could then potentially be turned over to junior high students and senior high students. APPROVAL OF AGENDA Motion by Lee, seconded by Schwinghammer, to approve the agenda. The motion carried 4-0. APPROVAL OF MINUTES Motion by Lee, seconded by Schwinghammer, to approve the January 7, 2019 minutes. The motion carried 4-0. REPORTS Chair Report Chair Gorham prepared a written report and shared feedback he received from Kathy Varbles, of the DNR, regarding the denial of a grant through the Conservation Partners Legacy Program. In summary, a future grant proposal should focus on wetland restoration at Lilleskogen and landscaping should not be referenced. Gorham suggested a subcommittee be formed to work on a grant proposal through the “eCPL” expedited process for grants smaller than $50,000. The process closes March 18, 2019. Gorham met with Sue Rodsjo, of the Scandia Heritage Alliance, to discuss preliminary ideas for reconstruction of the historic Hilltop Tower Barn. The two locations in consideration are near the intersection of highways 95 and 97, as a trailhead for future trail expansion to the SNA, and a reconfiguration of the south ball field that could include an amphitheater. It was questioned whether the City owned any property, besides the easement, on the highways 95/97 proposed location. Gorham suggested a follow-up meeting with the Scandia-Marine Lions to discuss future organizing of Vinterfest. Gorham, Lee, and Ray offered to have a conversation with the Lions to inquire of their interest. If the Lions take over organizing Vinterfest, the Parks and Recreation Committee’s bylaws, including duties and functions, would need to be formally approved by City Council. February 4, 2019 Scandia Parks and Recreation Committee Page 2 of 4 Hawkinson requested an addition to the agenda to include discussion of a proposed “Volunteer Agreement” with the Friends of Scandia Parks and Trails to support the butterfly garden at Lilleskogen. Gorham deferred the discussion until the March 4 meeting. City Administrator Report Committee members reviewed the written report provided by Administrator Soltis. City Council is continuing discussion on providing funding for recreational programming. Financial summaries were reviewed by Committee members. The City collected $12,000 in park dedication fees in 2018. Expenditures were $3,959 under budget. Public Works Director Report Hawkinson provided Committee members with the Public Works January 2019 activity report. Hawkinson informed woodchips were being laid on the paths at Lilleskogen. OLD BUSINESS Skateboard Park Improvements Hawkinson informed there is $12,000 in the budget for skate park equipment improvements. A quote from Ramparts for one quarter pipe ramp was $13,662. Another quote from Reese Recreation Products for a “Rhino Skate Park A3” totaled $21,721, which included more components, but did not include installation or assembly. The website “warehouseskateboards.com” included more affordable, but less durable and lower quality, quarter pipe ramps that did not include back rails. Committee members felt the expected life and quality of the equipment should be a factor in recommending skate park equipment. Hawkinson agreed to pursue the more expensive, but higher quality, Rhino ramps with other options for cost reduction. Path Proposal and Pleasure Rink Expansion Proposal Hawkinson shared an aerial map showing the location of a proposed path from the Community Center to the t-ball field. The path would avoid wetlands. To keep maintenance costs at a minimum, most of the 8-10 feet wide path would be maintained as a turf area. The gravel portion of the path would be about 50’-60’ in length and go over a culvert. It was suggested park boundary signs be installed. No concerns for the path have yet been shared by the adjacent homeowner. The fiscal impact would be $3,500 (with some contractor work for excavation and setting the culvert) if staff complete the project and $5,000 if the project was contracted out. Hawkinson recommended an outside contractor complete the project due to staff time commitment. Motion by Lee, seconded by Gorham, to recommend an outside contractor complete the proposed path project. The motion carried 4-0. An aerial map of the proposed area for an expansion of the pleasure ice rink was shared. Hawkinson informed the proposed area would be over an abandoned drain field. Two quotes for the removal of three trees were $1,100, including stump grinding. Committee members identified three areas for consideration: 1) snow storage (would need to be a minimum of 12 feet distance between ice rinks); 2) location for a hospitality tent for special events; and 3) cost for grading. Committee members questioned the size of the area that could potentially be impacted by the expansion. February 4, 2019 Scandia Parks and Recreation Committee Page 3 of 4 NEW BUSINESS 2018 Annual Report Negus provided the Committee with a draft of the 2018 Annual Report. The report identified accomplishments made in 2018 as well as goals and projects for 2019. Gorham recommended the removal of “Misc.” projects and suggested the signs for the t-ball field and south ball field be volunteer projects. Negus agreed to remove these projects from the report. Motion by Lee, seconded by Van Abel, to recommend approval of the 2018 Annual Report. The motion carried 4-0. Lilleskogen Strategic Action Plan Update Gorham provided Committee members with suggestions for modifications to the Lilleskogen Park Restoration Strategic Action Plan last updated June 2016. Based on feedback for the denial of the DNR grant for Lilleskogen last year, Gorham is recommending the plan combine “Wetland Restoration” and “Clearing of Invasive Species” goals as part of habitat restoration. Many of the tasks are covered by the eCPL grant due March 18, 2019. Gorham suggested a subcommittee be formed to pursue the grant. Subcommittee members will include Gorham, Lee, and Ray. The subcommittee hopes to meet on February 18, 2019. Motion by Lee, seconded by Gorham, to recommend the formation of a subcommittee to pursue a DNR grant for Lilleskogen. The motion carried 4-0. Capital Planning for 2019 Committee members reviewed the capital projects for 2019 for the following parks and identified the status of each of the projects: T-ball field and Wojtowicz skate park: $10,000 Creating a path from Community Center; tree removal, stump grinding and grading to expand pleasure rink Plan is in place and being pursued. Hay Lake Shelter: $15,000 Doors on the shelter and water fountain. There is a need to better define doors—drop blinds? barn doors? wind barrier? protect from rain? Is there support? The last update for a proposed water fountain questioned the quality of the well and the need for the well to be cleaned and tested. Committee uncertain of status of water fountain. Lee will follow up with Administrator Soltis. It was suggested a need for a Memorandum of Understanding with the Historical Society regarding maintenance of the water fountain. Lighted Ball Field: $10,000 Two concrete pads Gorham advised $13,400 was allocated for concrete pads from another fund and the $10,000 could potentially be used to support increased skate park equipment expenses. February 4, 2019 Scandia Parks and Recreation Committee Page 4 of 4 Settlers Monument: $5,000 Light on flagpole; create a path to the monument. The Committee agreed to pursue the light on the flagpole. It is required that raised flags at night need to be lit. Lee agreed to trim oak branches from his property to allow the solar attachment to be operational. Committee members plan to visit the site to assess the path. Hawkinson suggested a limestone path to the monument for handicap accessability. Lilleskogen: $10,000 Wetland restoration, trails and council ring(s) Subcommittee has been formed to pursue a DNR grant. Natural park clearing and trails: $10,000 (Bone Lake, Big Lake, Orwell) Committee to determine volunteer opportunities. Ray to request assistance from Bone Lake Association members. Land surveys may be necessary. Costs are yet to be determined. AGENDA FOR NEXT MEETING The proposed agenda for the Monday, March 4, 2019 meeting: 1. Election of Chair and Vice Chair 2. Capital Planning for 2019 (Continued Discussion) 3. Volunteer Agreement with Friends of Scandia Parks and Trails 4. Skateboard Park Improvements 5. Program Survey Results 6. Community Group Coalition 7. Summer Recreation Programming ADJOURNMENT Motion by Schwinghammer, seconded by Lee, to adjourn the meeting. The motion carried 4-0. The meeting adjourned at 9:10 p.m. Respectfully submitted, Judi Negus Office Assistant