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8.a 2020 PRC Annual ReportCity of Scandia Parks and Recreation Advisory Commission 2020 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 (amended April 21, 2020) 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). 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. 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 event 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. 2020 Committee Members Committee members who served during 2020 included: Committee Member Appointed Term Expired/Expires Terry Gorham, Chair March 2016 Feb. 28, 2021 Dustin Hegland March 2016 Feb. 28, 2024 Carol Schwinghammer July 2017 Feb. 28, 2021 Cami Van Abel November 2017 Feb. 28, 2022 Greg Zauner, Vice Chair February 2019 Feb. 28, 2024 2020 Accomplishments: Parks Hosted the Scandia Farmer’s Market in due to their need for more space due to the COVID- 19 Health Pandemic. Implemented a community wide survey to gather resident input related to the goal of upgrading and replacing playground equipment. Acquired a tax forfeited parcel on Orwell Ave N to develop into a park with walking trails and picnic tables. Bone Lake Park a.k.a Trollskogen Added park bench donated by the Bone Lake Association in memory of Beryl Haldorson. 20-acre nature park north of Bone Lake was renamed Trollskogen. Hay Lake Park Handicap accessible sidewalks were installed. A group of volunteers planted pollinator friendly flowers and shrubs on the south east corner of the park. Lilleskogen The Parks and Recreation Committee received a grant from the DNR for evasive species and native restoration eradication at Lilleskogen and continued phase 2 of a 3-year grant. Improved the path and added a culvert to provide drainage in a section. Added additional Story Board stands in Lilleskogen’s Children’s Story Path. The original story, Early to Bed, Late to Rise, by Debra Mitts-Smith was written for Lilleskogen’s Children’s Story Path which is now published. A well-attended community event, sponsored by Midco, raised awareness of the park and the children’s story path. Food and beverages were provided. A contest was held to choose the best stories on the path. Several students from Forest Lake High School approached the PRC, expressing interest in a pollinator project. They were directed to and assisted in a project led by the Friends of Scandia Parks and Trails to clean up and re-plant the pollinator garden at Lilleskogen Accepted proposal by Eagle Scout candidate Xavier Dewolf to design and fabricate 50 numbered stepping stones in a hopscotch pattern along the trail. Finalized Lilleskogen Park sign Summer Recreation Programming The Parks and Recreation Committee recommended the Arts in Action summer program if the public health situation changed. Classes were not able to be scheduled due to the COVID-19 Health Pandemic. Wayne Erickson Memorial Ball Field The old bleachers were removed. Two new concrete pads were laid, and one set of bleachers was assembled and in place. Volunteers weeded and planted new pollinator friendly flowers and shrubs at the park sign. Wind in the Pines Volunteers added informal natural steps on several steep park walking trails Wojtowicz Skating Park Replaced the Zamboni and cameras plus increased the Wi-Fi internet speeds in the warming house. Opened the skating rinks for outdoor recreation while adhering to the state’s public health guidelines. Winter Recreation Programming The Parks and Recreation Committee offered three skating classes for the 2020 season. Learn to Skate (Beginner) 12 registrations Learn to Skate (Advanced) 7 registrations Pleasure Skating 20 registrations Yoga Recreation Programming The Parks and Recreation Committee cancelled all scheduled Yoga Classes due to the COVID-19 Health Pandemic. Vinterfest Events for 2020 included The Minnesotan Cup adult hockey tournament (formerly the Scanley Cup), a snow sculpture contest with cash prizes and medals, Kubb Tournament, performances by the Pleasant Valley Cloggers, character visits by Elsa & Anna, face-painting, the Scandia-Marine Lions’ pancake breakfast, Beaivi and the Reindeer performance, Bundt Cake & Chili Cookoff Contest, other food and kid-friendly crafts hosted by Gammelgarden Museum, sledding, and fireworks. Vinterfest donations of $1,087 were received from contributors. 2021 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 At Lilleskogen Park o fundraising dinner event o Plan another community picnic and Internet story contest for September with Midco Pursue funding and complete a park plan Programming Offer skating programs, similar to past years Offer Yoga classes, beginning in the fall if the health pandemic wanes Consider summer Programs of Art in Action Park Improvements Begin planning and seek grants for new playground equipment Add water fountain at Hay Lake Park Develop walking trails on the east side of Trollskogen Park (formally Bone Lake Park) with volunteers from The Bone Lake Association, re-wood chip west side of the park, invite residents to make Trolls to be hidden in the park, explore options for north-end walk wetland walkway to connect east and west paths. Collaborate plans with the Comfort Lake Forest Lake Watershed District to develop the paths to intertwine educational information on the value of wetlands to the health of the lake. Begin planning for a pavilion at Lilleskogen Park Install numbered stepping stones at Lilleskogen Park created by Eagle Scout candidate Xavier Dewolf 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 3rd year of the Lilleskogen grant for further evasive species eradication Add signage to Lilleskogen and Hay Lake Parks Develop the required signage, trails, and picnic areas on the new Orwell Ave park property. 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. 2021 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