7.f) Staff Report-Committee PrioritiesSCANDIA
Staff Reno
Date of Meeting: March 4, 2013
To: Park and Recreation Committee
From: Kristina Handt, City Administrator
Re: Committee Priorities
Agenda Item #: 7.f)
Background:
At the February meeting, the committee began talking about a process to identify priorities. The
committee decided to first establish a list of priorities before inviting others to provide input.
In the 2030 Comprehensive Plan the vision stated as related to Parks and Trails is found on page
6 and reads as follows:
Scandia's parks, trails, open space and recreation system preserves rural character,
protects natural beauty, offers opportunities for healthy lifestyles, and recognizes the
City's history. An extensive and continuous network of parks, trails, boulevards,
greenways, and scenic byways extends from the community center and connects all parts
of the City, also linking to regional parks, trails, and greenways. The park and trail
system supports a diverse set of activities and meets the needs of all age and ability levels
of residents and visitors alike, providing a variety of amenities from ballfields to bird
sanctuaries to horse trails. A strong stewardship ethic for lakes, streams, wetlands,
woodlands, prairies and agricultural lands supports a healthy ecology and a diversity of
habitat and recreation opportunities, building Scandia's tourism base. New development
adds to the City's protected open space, non -motorized trail system, and visual access to
wilderness and protected pristine natural areas.
Identifying priorities can help guide the committee when making budget recommendations, will
result in a more efficient use of committee and staff time, and can also be an important piece
when communicating with other groups/interested individuals (i.e. Lions, Friends of Scandia
Parks and Trails, Eagle Scouts, etc).
Issue:
What are the committee's priorities for 2013? What are the short term and long term goals?
How will we know if we've met those goals?
Proposal Details:
At the February meeting some committee members stated that Lilleskogen was still a priority
that had been identified previously. Agenda item Ta) may help establish what is meant by
making Lilleskogen a priority. For example, what is the measurable goal the committee wants to
accomplish?
Others have also mentioned Hay Lake Park projects, the ball fields and other parks in the city,
additional Vinterfest activities, or adding other recreation programs.
Once the priorities are established, the committee should put together a work plan that describes
the strategies and actions steps (who will do what, what the timeline is for completing tasks,
what resources are needed in order to accomplish the goal).
For example, if Lilleskogen is a priority this could mean that you have a goal of completing the
Phase 1 improvements in the next two years, the Phase 2 improvements in the following two
years and the Phase 3 improvements in the following two years. In order to accomplish this you
would need volunteers, city staff, contractors, consultants, funding, donated labor and materials,
and the PRC and City Council would make decisions supporting this goal (mainly budgeting
issues but also recruitment of donations). Each year we would review where we're at compared
to the plan and make any adjustments needed. Also, if this is a priority when groups come to us
or Eagle Scouts need to complete a project, the priority would be communicated to them so they
could assist us with attaining the goal.
Options:
Any issues identified by the PRC as a priority. PRC members may wish to consult the Duties
and Functions of the PRC to review all the areas of responsibility of the committee which
include long range planning, park development, capital improvement planning, review of
development plans, coordination with other parks agencies, recreation programs, special events,
facility operations, and the annual budget. The most recent copy of the duties is attached.
Also, as mentioned at the last meeting the 2006 Parks, trails, Open Space and Recreation Plan
which was incorporated by reference in the 2030 Comprehensive Plan offers suggested goals.
Fiscal Impact:
To be determined when priorities are identified.
Duties and Functions
Scandia Park and Recreation Committee
Approved by the City Council
June 19, 2012
The Park and Recreation Committee has requested guidance from the City Council regarding
their specific functions and responsibilities in fulfilling their mission of advising the Council on
all matters relating to a park and recreation program in the city. This document will clarify the
Council's expectations.
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 over staff.
The Park 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
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 parks development projects if approved by
the council
Capital improvement
• Committee representatives participate in the capital
planning
improvements programming process
• Make recommendations on expenditures from the Park
Development Fund (park dedication fees)
0 Review and comment on all improvements to city parks and
open spaces.
Function
Role/ Responsibility
Review of development
• Review and comment on major subdivision applications for
plans
conformance with the parks plan
• Make recommendations concerning dedication of land or
cash in lieu for new developments
Coordination with other
• Monitor activities of other park and recreation agencies
parks agencies
(Washington County, State of Minnesota) affecting Scandia.
Make recommendations to ensure coordination and
Special events
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 event with Council approval.
• Collaborate with Gammelgarden Museum on the Scandia
Community Market.
Facility operations
• Review and comment on proposed changes in operating
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