Loading...
8.a) Park and Rec Annual ReportSCANDU �Hmmtmf Staff Report Date of Meeting: February 16, 2016 To: City Council From: Judi Negus, Office Assistant Re: Parks and Recreation Advisory Commission 2015 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 January 4, 2016 and February 1, 2016 meetings and finalized their Annual Report to provide to the City Council. Issue: Does the 2015 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 2015 lists the following as accomplishments: • Lilleskogen Park improvements • Vinterfest • Ice Rink Maintenance • Log House Landing • Pollinator Planting Project • Summer recreation programming • Winter recreation programming The Annual Report lists the following goals and projects for 2016 to include: • Lilleskogen Park improvements • Vinterfest • Wayne Erickson Ballpark Other miscellaneous goals include a sign for the t-ball field and signs for the ball field behind the Community Center. Options: 1. Approve the Parks and Recreation Advisory Commission 2015 Annual Report. 2. Amend and then approve the Parks and Recreation Advisory Commission 2015 Annual Report. 3. Do not approve the Parks and Recreation Advisory Commission 2015 Annual Report. Fiscal Impact: N/A Recommendations: Option #1 !'�. � �� c � a �►� tom. SCANDIA City of Scandia Parks and Recreation Advisory Commission 2015 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 Dave Williams, 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 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 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 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 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, 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 ado tedlune 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 overstaff. 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 Park and Recreation Committee are: Function Long-range planning Role/ Responsibility • 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 planning Review of development plans Coordination with other parks agencies • 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 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 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 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 community celebration with Council approval. • Review and comment on proposed changes in operating Facility operations 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 2015 Committee Members Committee members who served during 2015 included: Committee Member Appointed Term Expires Alex Bildeaux Jr, 2006, reappointed 2011 Feb. 28, 2016 Matt Rasmussen 2006, reappointed 2011 Feb. 28, 2016 Greg Zauner 2011 Feb. 28, 2017 Ryan Jinks, Chair 2014 Feb.28, 2019 Brad Borg, Vice Chair 2014 Feb.28, 2019 2015 Accomplishments: Lilleskogen Park Improvements In the fall of 2015, the parking lot and curb cutout were completed. A sign identifying Lilleskogen as the site of a future Veterans Memorial was placed bringing more public awareness of Lilleskogen. Vinterfest The Committee has already spent many months planning for Vinterfest 2016 and has established donation guidelines and event submission deadlines. The theme for Vinterfest 2015 was "Celebrating Saami Reindeer Herders of Scandinavia." Mayor Simonson acted as the event Saami Herder Elder and made numerous appearances prior to, and during, Vinterfest. New events for 2015 included a button design contest for sixth graders at Scandia Elementary, fireworks, a youth ice fishing contest and a Lions pancake breakfast, as well as "The Christmas Wish" book signing and reading. These new events would not have been possible without business sponsorships and many community volunteers. These new events were extremely well attended. The Scanley Cup tournament had net proceeds of $500 to be used for maintenance of the ice rink. Vinterfest donations of $3,331 were received from contributors. After Vinterfest expenses, $2,054 went into the Lilleskogen Park Restoration Fund. Ice Rink Maintenance The Committee ensured the continued maintenance and ongoing replacement of the ice rink boards. Scanley Cup 2015 proceeds were used for nets and boards. Vinterfest 2016 planning in 2015 includes Scanley Cup hockey tournament net proceeds to benefit the ice rink and warming house. Log House Landing The Committee invited the National Park Service to the November and December meetings to discuss working in collaboration with proposed Log House Landing signage. Pollinator Planting Project The Committee recommended approval of a proposal for a Pollinator Planting Project at the City of Scandia park land located at the corner of Oren Road North and Olgilvie Avenue North. Summer Rec Prograrnming We offered 12 classes for our Summer 2015 recreation programs with a total of 39 participants. Five classes were held: Outdoor Explorers Session 1 11 registrations Outdoor Explorers Session 2 6 registrations Outdoor Explorers Session 3 7 registrations Junior Explorers Session 1 7 registrations Junior Explorers Session 2 8 registrations Winter Recreation Programming We offered four skating classes for the 2015 season. Three classes were held: Learn to Skate (Beginner) 18 registrations Learn to Skate (Advanced) 8 registrations Pleasure Skating 13 registrations 2016 Goals and Projects: Lilleskogen Park imarovernents: Butterfly Garden possible expansion Veterans Memorial Entrance Sign The primary goal for 2016 is Lilleskogen Park improvements. Other goals for consideration may include: Vinterfest Expand and Improve Wayne Erickson Ball Park: Paint or reside concession stand Larger bleachers behind homeplate with cement slab under it Pavilion Mist: Sign for T-ball field Sign for ball field south of Community Center 2016 Calendar: . January Project priorities for submittal to Council February I Review and approve Annual Report; Recap Vinterfest Activities March Review and Approve Summer Rec Programs Brochure; Vinterfest Preliminary Planning for 2017; Election of Chair and Vice Chair; Identify Summer Park Volunteer Activities April Review Park Capital Improvement Plans and submit recommendations May Review and approve 2017 budget; 2016 budget amendments June Planning for Taco Daze-Dodgeball Tournament, other events; decide on refs July Execute Summer Park Volunteer Activities Confirm Plans for Taco Daze Execute and Recap Taco Daze activities; Preliminary Vinterfest Planning August September 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