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7.a i) PRC Annual Report Staff Report Date of Meeting: February 19, 2019 To: City Council From: Judi Negus, Office Assistant Re: Parks and Recreation Advisory Commission 2018 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. The Committee reviewed a draft of the Annual Report at its February 4, 2019 meeting and finalized their Annual Report to provide to the City Council. Issue: Does the 2018 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 2018 lists the following as accomplishments: • Prioritizing Goals for City Parks • Establishing Guidelines for Advertising Signage at Wojtowicz Skate Park • Summer Recreation Programming • Winter Recreation Programming • Organizing Taco Daze Pickleball Tournament • Organizing Vinterfest The Annual Report lists the following goals and projects for 2019 to include: • Park and Recreation Planning • Programming • Park improvements Options: 1. Approve the Parks and Recreation Advisory Commission 2018 Annual Report. 2. Amend and then approve the Parks and Recreation Advisory Commission 2018 Annual Report. 3. Do not approve the Parks and Recreation Advisory Commission 2018 Annual Report. Recommendations: Option #1 City of Scandia Parks and Recreation Advisory Commission 2018 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 Jim Schneider. The City Staff Liaisons were Neil Soltis, City Administrator, Judi Negus, Office Assistant, and Adam Hawkinson, 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 5. 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, 10 th Edition. D. Public meetings. Except as otherwise provided in the open meeting law, all SPRC meetings, including special or subcommittee 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 minute s 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 thi s 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 Frien ds of Scandia Parks and Trails, Scandia Elementary, and possibly the DNR. Park development • 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 planning • Committee representatives participate in the capital 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 plans • Review and comment on major subdivision applications for conformance with the parks plan. • Make recommendations concerning dedication of land or cash in lieu for new developments. Function Role/ Responsibility Coordination with other parks agencies • Monitor activities of other park and recreation 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 Parks 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 community celebration with Council approval. Facility operations maintenance and use policies • Review and comment on proposed changes in operating policy or procedures as requested by the Council. • 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. 2018 Committee Members Committee members who served during 2018 included: Committee Member Appointed Term Expired/Expires Terry Gorham, Chair March 2016 Feb. 28, 2021 Dustin Hegland, Vice Chair March 2016 Feb. 28, 2019 Carol Schwinghammer July 2017 Feb. 28, 2021 Cami Van Abel November 2017 Feb. 28, 2022 Dan Lee November 2017 Feb. 28, 2019 2018 Accomplishments: Parks The Committee toured City parks and prioritized goals for each of the parks to be included in the 2019 Capital Improvement Plan. The Committee established standards for benches to be placed in City park locations and the Village Center locations. Wojtowicz Skate Park The Committee established guidelines for advertising signage on the rink boards. Summer Recreation Programming There was a decline in registrations for our summer recreation programs. We offered seven classes. Of those, three classes were cancelled due to low enrollment or no enrollment. There was a total of 36 participants. The new “Art in Action” program was quite a success with 16 participants (ages ranging from 6 to 13) from Scandia, Marine on St. Croix, Forest Lake, Shafer, Lindstrom and St. Paul. There was a total of 16 participants in the two “Camp Adventurers” camps and there were four participants in the tennis camp. Winter Recreation Programming We offered three skating classes for the 2018 season. Learn to Skate (Beginner) 13 registrations Learn to Skate (Advanced) 3 registrations Pleasure Skating 9 registrations Taco Daze Pickleball Tournament The Parks and Recreation Committee organized the second annual Taco Daze Pickleball tournament, played on the newly reconstructed pickleball courts near the Community Center. The tournament attracted 12 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. Vinterfest Events for 2018 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, food and kid-friendly crafts hosted by Gammelgarden Museum, sledding, and fireworks. The events were well attended. Vinterfest donations of $1,553.59 were received from contributors. After Vinterfest expenses, $1,044 went to improvements at the Wojtowicz Skate Park and $234.59 went into the Lilleskogen Park Restoration Fund. Lilleskogen Explored opportunities for a DNR-sponsored school forest program. 2019 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. • Publish a programming survey. Park Improvements As approved in 2018 for 2019, implement several park improvements. These are: • T-ball field and Wojtowicz skate park maintenance and improvements . • Creating a path from Community Center; tree removal, stump grinding and grading to expand pleasure rink. • Hay Lake Shelter water fountain. • Concrete pads under bleachers at the Wayne Erickson lighted ball field. • Access improvements at the Settler’s Monument. • Improvements and continued development at Lilleskogen. • Natural park clearing and trails at one or more parks, including Bone Lake, Big Lake, and Orwell city-owned properties. 2019 Calendar: January February Review and Approve Annual Report 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 2020 Budget July August Confirm Plans for Taco Daze; *Preliminary Vinterfest Planning September Execute Taco Daze Activities 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 *Organizer of Vinterfest yet to be determined.