4.a) 12-3-12 Minutes-4, a.)
City of Scandia Parks and Recreation Committee
December 3, 2012
Members Present: Alex Bildeaux (Chair), Mike White (Vice -Chair), Pamela Arnold, Dan Lee,
Matt Rasmussen, Greg Zauner, Tom Vogen, Sally Swanson (City Council Representative)
Members Absent: None
Staff Present: Kristina Handt (City Administrator), Tim Kieffer (Maintenance Superintendent),
Judi Negus (Office Assistant/Recreation Coordinator)
Guests: Mayor Randall Simonson
Chair Bildeaux called the meeting to order at 7:00 p.m.
PUBLIC FORUM
No public comments were made.
APPROVAL OF AGENDA
Motion by Lee, seconded by White, to approve the Agenda. The motion carried 7-0.
APPROVAL OF F_MINUTES
Negus reported the minutes should be corrected to reflect motion carried to show 5-0 throughout
the minutes rather than the 6-0 recorded. Motion by White, seconded by Lee, to approve the
amended November 5, 2012 minutes as presented. The motion carried 7-0.
CHAIR'S REPORT
White reported that Luke Eklund, Scandia Boy Scout Troop 173, presented his plan for
improvements to the Swedish Monument site at the November 20'x' City Council meeting. The
plan was approved by the City Council.
COMMITTEE REPORTS
Lilleskogen Park Subcommittee
Lee reported no action required.
Scandia Community Market
Arnold reported that the Scandia Community Market will not be meeting until January 2013.
Grant Writing Subcommittee
White reported that the Friends of Scandia Parks and Trails Subcommittee has decided not to get
involved with the Safe Routes to School grant.
Lions/Friends of Scandia Parks/PRC Liaison report
Lee reported no action required. Lee recommended dissolving the committee if supported by
Zauner. Lee questioned if there was a conflict of interest serving as a City Council member and
December 3, 2012
Scandia Parks and Recreation Committee
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as a member of the Scandia-Marine Lions. Handt shared that since there are no personal benefits
to gain, there would not be a conflict of interest. Motion by Lee, seconded by Zauner, to
dissolve the subcommittee. White abstained from voting. The motion carried 6-0.
GENERAL/ NEW BUSINESS
Update to SPRC Bylaws and other Procedural Guidelines
Bildeaux expressed concern regarding clarifying SPRC procedures and the formation of
subcommittees. Swanson stated that the Committee has been appointing liaisons for projects and
formal subcommittees have not been formed. Zauner expressed that the Lilleskogen Park
Subcommittee was formed due to the lack of progress being made. Handt reported that as long
as there is not a quorum, members could meet informally.
Bildeaux stated that if a subcommittee needs action on an item, the interested parties need to
present a detailed plan to the Committee for discussion. Handt reported that any items to be
placed on the agenda are currently submitted five calendar days before the meeting. Handt
suggested it would be ideal to have the items submitted within seven calendar days of the
meeting. Motion by White, seconded by Rasmussen, to amend PRC Bylaws, Section 6., C.
to reflect seven calendar days prior to meeting the submission of an approved agenda. The
motion carried 7-0.
Arnold stated the bidding process for projects would go through City staff. Lee questioned
whether it would be appropriate to obtain quotes prior to the bidding process. Zauner questioned
if the City would need to obtain bids for every project. Handt stated that only City funded
projects would need to follow the City's formal process.
Bildeaux clarified the process for obtaining bids. The interested party(ies) need to prepare a
detailed description of a proposed project for PRC approval and then the PRC would direct City
staff to obtain bids. Motion by White, seconded by Zauner, to approve the bid process.
The motion carried 7-0.
OLD BUSINESS
Vinterfest 2013
Swanson reported she ordered the banner that was approved at the November 5 meeting at a cost
of $38. Handt reported Negus updated last year's flyer. Swanson recommended the addition of
the City's telephone number. Zauner asked if the flyer could be submitted to the director of
Community Education for approval to distribute to Scandia Elementary students. It was
recommended we add the disclaimer and submit for approval.
Motion by White, seconded by Rasmussen, to include the City's phone number and the
disclaimer and submit to Forest Lake Community Education for approval. The motion
carried 7-0.
The Committee agreed that the activities and specific responsibilities will be discussed at the
January 7`I' meeting.
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Scandia Parks and Recreation Committee
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Safe Routes to School Grant
Handt reported the background for the Safe Routes to School Program and shared survey results.
Handt stated the City would only need to be involved if it impacted infrastructure but could be
involved if recommended by the Committee. Arnold suggested a community forum would be
helpful to determine commitment. White expressed concern regarding the fast approaching
deadline for grant submission. Handt reported Washington County Department of Public Health
and Environment and Washington County Public Works offered to facilitate a meeting to
determine the next steps.
Motion by Lee, seconded by White, to recommend that the Washington County
Department of Health and Environment and Washington County Public Works be engaged
to facilitate a meeting to determine the next steps. The motion carried 7-0.
AGENDA FOR NEXT MEETING
The Committee recommended the following items for the January 7, 2013 PRC meeting:
• Vinterfest 2013
• Old Log House Landing (signage/erosion)
MISCELLANEOUS
Lee reported this will be his last attendance as a member of the Parks and Recreation Committee.
Lee will be assuming duties as a Councilmember in January 2013.
ADJOURNMENT
Zauner, seconded by White, moved to adjourn the meeting. The motion carried 7-0.
The meeting adjourned at 9:02 p.m.
Respectfully submitted,
Judi Negus
Office Assistant/Parks & Rec Coordinator