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7.a.1. 2019 PRC Annual Report City of Scandia Parks and Recreation Advisory Commission 2019 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 Patti Ray. The City Staff Liaisons were Ken Cammilleri, City Administrator, Brenda “Bee” Stignani, 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 Com mission 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; an d 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 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 th e 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 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. 2019 Committee Members Committee members who served during 2019 included: Committee Member Appointed Term Expired/Expires Terry Gorham, Chair March 2016 Feb. 28, 2021 Dustin Hegland, Vice Chair March 2016 Feb. 28, 2024 Carol Schwinghammer July 2017 Feb. 28, 2021 Cami Van Abel November 2017 Feb. 28, 2022 Greg Zauner February 2019 Feb. 28, 2024 2019 Accomplishments: Parks The Parks and Recreation Committee collaborated with the Bone Lake Association in developing walking trails on the west side of Bone Lake Park with 28 volunteers. Other clean up activities were accomplished at the Swedish Settler’s Monument. New bleachers were installed at the Wayne Erickson Lighted Ballfield, the Hay Lake security light was upgraded to an LED light, four new benches for the community were accepted as a donation by the S candia-Marine Lions and collaboration and support continued with the Cycling Scandia and Scandia Heritage Society. Lilleskogen The Parks and Recreation Committee received a grant from the DNR for evasive species and native restoration eradication at Lilleskogen and began phase 1 of a 3-year grant. Mayor Maefsky, Councilmember Ray and PRC Chair Gorham presided over the Ribbon Cutting Ceremony of the Children’s Story Board walk installed at Lilleskogen, with stories created by 54 students from Scandia Elementary school. Wojtowicz Skate Park The Parks and Recreation Committee installed new skateboard equipment at the Wojtowicz Skate Park and improvements at the warming house which included wireless three new doors, a modified kitchenette door, internet, security cameras and keyless door locks. The 2019 SHIP (Statewide Heath Improvement Partnership) Grant provided bike racks, water bottle refilling station, signage, Fix-It station and information box to create a unique all-around bicycle station in the warming house for summer time use. Winter Recreation Programming The Parks and Recreation Committee offered three skating classes for the 2019 season. Learn to Skate (Beginner) 12 registrations Learn to Skate (Advanced) 2 registrations Pleasure Skating 14 registrations Yoga Recreation Programming The Parks and Recreation Committee offered three sessions of Yoga in 2019. Summer 14 registrations Fall 5 registrations Winter 6 registrations Taco Daze Pickleball Tournament The Parks and Recreation Committee organized the third annual Taco Daze Pickleball tournament, played on the courts near the Community Center. The tournament attracted 11 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. The day was rainy but the newly re-surfaced courts (2018) was slip-free, allowing play to continue despite the weather. Vinterfest Events for 2019 included The Minnesotan Cup adult hockey tournament (formerly the Scanley Cup), a snow sculpture contest with cash prizes and medals, performances by the Pleasant Valley Cloggers, the Scandia-Marine Lions’ pancake breakfast, Chili Cookoff Contest, other food and kid-friendly crafts hosted by Gammelgarden Museum, sledding, and fireworks. Vinterfest donations of $1,160 were received from contributors. $1,044 went to improvements at the Wojtowicz Skate Park and $16 went into the Lilleskogen Park Restoration Fund. 2020 Goals and Projects: Park and Recreation Planning • In collaboration with Scandia Elementary, develop a DNR “School Forest” at Lilleskogen • Sponsor the 4th annual Taco Daze Pickleball tournament • Continue on the success of the January 2020 Vinterfest event to add additional family friendly activities and possibly expand to 2-days Programming • Offer skating programs, similar to past years • Offer Yoga classes year round • Consider summer Programs of Art in Action Park Improvements • Begin planning and seek grants for new playground equipment • Explore funding or grants for Zamboni replacement • Add water fountain at Hay Lake Park • Develop walking trails on the east side of Bone Lake Park, explore options for north-end walk wetland walkway • Begin planning for a pavilion at Lilleskogen • Expand year-round hours at the warming house, add vending of healthy drinks and snacks for skaters and bicyclists and other users of the facility • Complete the 2nd year of the Lilleskogen grant for further evasive species eradication • Add additional stands for the Lilleskogen story Board trail • Add signage to Lilleskogen and Hay Lake Parks • Supports the efforts of the Scandia Heritage Society for placement of the water tower at the south ballfield and further development of the central community center area • Market the advertising options for Wayne Erickson and Wojtowicz parks • Widen the side access doors on the ice rink to accommodate the fire Department tanker for flooding and easier door opening/closing for Vinterfest and other event rentals. 2020 Calendar: January Vinterfest, Draft Annual Report and Membership Review February Review and Approve Annual Report, Vinterfest Recap, Review Operating Calendar March Review Summer Recreation Programs Brochure; Election of Chair and Vice Chair; Review By-Laws, Duties and Functions; Updates to the Master Plans for all City Parks and Open Spaces April Review Park Capital Improvements Plan; Planning for Budget (Fund 404); Summer Programming Planning May Park Capital Planning; Finalize Summer Programming June Planning for Taco Daze-Pickelball; Park Capital Plan Final July Preliminary Capital Planning for 2021; Taco-Daze & Pickleball Planning August Planning for Taco Daze & Pickleball; Vinterfest Planning September Execute Taco Daze Activities; Finalize Capital Planning; Vinterfest Planning October Taco Daze Recap; Winter Recreation Programs; Vinterfest Planning; Update Master Parks Plan November Vinterfest & Button Contest Judging December Vinterfest