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4. 11-01-2021 Minutes DRAFTCity of Scandia Parks and Recreation Committee Monday, November 1, 2021 A meeting of the Scandia Parks & Recreation Committee was held on the above date at the Community Center. The following were participants in the meeting: Committee members Terry Gorham (Chair), Greg Zauner (Vice Chair), Dustin Hegland, Cami Van Able and Patti Ray (City Council Representative). Staff members Ken Cammilleri (City Administrator), Charles Fischer (Director of Public Works), and Brenda “Bee” Stignani (Office Assistant). The meeting was called to order by Gorham at 7:03 p.m., a quorum was present. PUBLIC FORUM None APPROVAL OF AGENDA Motion to approve the agenda by Zauner, seconded by Hegland. Motion carried 4-0. APPROVAL OF MINUTES Chair Gorham called for any additions or corrections to the September 9, 2021 minutes. No additions or corrections were submitted. The minutes stand approved. REPORTS Chair Report Chair Gorham provided a written report, a brief discussion followed regarding the need or not regarding a parking lot at Bone Lake as the existing parking lot is owned and operated by the DNR and is not for Scandia’s undeveloped Bone Lake Park. Ray added that use of the walking trails is almost exclusively by members in the neighborhood only. Cammilleri added a brief update on the Greenway Corridor Initiative with Comfort Lake Forest Lake Watershed District, that they will assist entities like the city in necessary land acquisition to be held for preservations and water quality purposes. Public Works Report Fischer provided a written report, updating that the manufacturer of the Lilleskogen Park sign reported expected materials to be delivered last week and begin the sign “as soon as possible.” Discussion regarding holiday lighting concluded with the need to investigate the possibility of solar powered lights at Lilleskogen’s bridge and gardens the corner of Olinda Trail and Highway 97. Questions regarding the pavilion at Lilleskogen Park concluded that Fischer, Gorham and Zauner will walk the path to make suggestions of locations for PRC to consider with the intent to focus the area of a wetland delineation report. The material in the estimate for the pavilion is powered steel. Any funding or grants will consider the possibility of coordinating with volunteers to reduce the cost. Staff Report Stignani provided a written report regarding the 2022 Skating Program. Discussion clarified that staff is requesting authorization for hiring assistants based on program enrollment. The instructors request hiring one assistant for every 10-15 students over the first 15. The city retains $13 per student registered for administrative costs. The stipend payments to assistants would be $20/class, or $120 for the whole program, so the stipend payments would be provided by registration fees. Motion by Zauner, seconded by Hegland, to recommend to City Council to authorized the hiring of Skating Program assistants at the rate of $20 stipend per class as needed based on the enrollment of students over 15. Motion carried 4-0. OLD BUSINESS Orwell Avenue N Park Naming Stignani provided a written report of the survey results. November 1, 2021 Scandia Parks and Recreation Committee Page 2 of 3 Motion by Hegland, seconded by Gorham, to propose to City Council naming the new park on Orwell Avenue “Liten Park” as indicated by the community survey. Motion carried 4 -0. Vinterfest Planning Update Staff report provided updates on Vinterfest events arranged so far. Gorham will contact a local business who manufacturers a yard bean bag game who may consider lending one for use in addition to the three sets provided by PRC members. Staff will contact contracted city vendors for considering sponsoring the Ice Sculpting Contest, the Bean Bag Contest and the Star Gazing event to be scheduled on Friday, January 28, 2022 at Hay Lake Park. Cammilleri recommended providing a portable toilet at Hay Lake Park also. Motion by Hegland, seconded by Zauner, for staff to recommend to City Council to approve prize money for Vinterfest contests if sponsorship fundraising falls short. Motion carried, 4 -0. Ray reported the Scandia Marine Lions are investigating ways to obtain a button machine for PRC use for Vinterfest Button Contest. Ray will let the Lions Board members know next week at their meeting the need for details as soon as possible, as the dimensions can vary for the area students’ art from each manufacturer. Zauner will contact Scandia Elementary School’s principal to request the competition for their 6th grade classes. Ray suggested displaying all entries in the Children’s Story Path at Lilleskogen Park. Playground Equipment Replacement Sub-Committee Update Van Able provided PowerPoint slides on the Scandia Parks Playground Equipment Replacement Sub- Committee’s findings. SPPER recommends replacing the playground at the Community Center only and narrowed the concept designs down to two for PRC to consider for recommendation to City Council. Discussion concluded that Webber Concept 1 will be presented for consideration to City Council. SPPER has identified a number of grant opportunities that this project will qualify for and their application deadlines, choosing a layout is required for all grant applications. Cammilleri added that the Washington Conservation District has indicated interest in providing services if a project like this one includes a rainwater garden component. Motion by Hegland, seconded by Zauner, to recommend SPPER Sub-Committee’s preferred option, Weber Concept 1, to City Council for approval of a concept for the purpose to move forward in the grant application process prior to any financial contractual agreement discussion. Staff anticipates firming up the surfacing portion prior to Council's consideration. Motion carried, 4 -0. Capital Improvement Plan: Gorham reported two take away points from the Capital Improvement Committee. 1) There is only so much money to spend per year for the entire city and 2) the playground replacement project is the only major parks project being considered in 2022. The large park projects like replacing the hockey dasher boards and Lilleskogen Pavilion will need to be prioritized and spread out over the coming years. Gorham proposes PRC devote time in December to reorder the project priorities that have been identified so far. A Park Planning document would be extremely useful. PRC Operational Calendar September Operational Calendar topics – Vinterfest Planning and Button Contest Judging, Gorham noted that the Button Contest Judging will be in December. NEW BUSINESS Lilleskogen Pavilion Cost Estimates November 1, 2021 Scandia Parks and Recreation Committee Page 3 of 3 Fischer referred to the Public Works Report. Additional discussion concluded that $35,000 – 50,000 estimate cost range is for a 24’ x 24’ powder coated steel construction with a steel roof that is similar to other local community parks designed to last a very long time. Park Planning RFP Cammilleri presented a potential Request for a Proposal for a Parks, Recreation, and Open Space Master Plan to consider recommending to City Council. As written, cost estimate is $13,000 – 18,000. Discussion included: • narrowing the scope to only the Village Center (Wayne Erickson Memorial Ballfield & T-Ball Field), Lilleskogen and Hay Lake areas as 2006 Park Plan priorities have not changed significantly • revisiting this document frequently to keep it alive and useful for a minimum of 10 years • the value an updated Park Plan has when submitting grant applications and prioritizing park projects • the importance of city parks as a component of quality-of-life value to attract younger families to Scandia • clarifying the applicants should specifically state how each of the Key Project Objectives would be addressed • this would be 6–8-month process to develop a new Park Plan after accepting the winning proposal. Discussion concluded to recommend this Request for Proposal as prepared with a few minor changes: adding Vinterfest to the list in Key Concepts of community events and altering the Calendar of Events to reflect 4 weeks between the date of issue of the RFP and the deadline for RFPs to be submitted. Motion by Gorham, seconded by Zauner, to proceed to present to City Council a request to send out a Request for Proposal for Park, Recreation, and Open Space Master Plan after adding Vinterfest as a community event and updating the Calendar of Events to 4 weeks between the actual date of issue and the deadline for RFPs to be considered. Motion carried 4-0. AGENDA FOR NEXT MEETING The proposed agenda for the Monday, December 6, 2021 meeting: 1. Vinterfest Update 2. Vinterfest Button Contest Judging 3. Children’s Story Path Update 4. Lilleskogen Pavilion Location Update 5. Capital Improvement Plan ADJOURNMENT Motion by Zauner, seconded by Hegland, to adjourn the meeting. Motion carried 4-0. The meeting adjourned at 9:18 p.m. Respectfully submitted, Brenda “Bee” Stignani, Office Assistant/Parks and Recreation Coordinator