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4.a) 07-02-12 Minutes : � � � �� City of Scandia Park and Recreation Committee July 2, 2012 � , ` Members Present: Alex Bildeaux (Chair), Pamela Arnold, Dan Lee, Tom Vogen, Mike White, Greg Zauner Members Absent: Matt Rasmussen Guests Present: Sally Swanson (City Council Rep), Richard Burton, Korey Olson, Duane Olson Staff Present: Anne Hurlburt(City Admi�nistrator), Laurie Monson (Recreation Coordinator), Brenda Eklund (Deputy Clerk) Chair Bildeaux called the meeting to order at 7:02 p.m. ' Public Forum: No comments were received. Approval of Agenda: White requested a discussion of mowing at the Hay Lake Shelter site be added (added to General Business). Korey Olson was invited to attend the meeting to discuss a potential Eagle Scout project (addecl to General Business).Motion by Lee, seconded by Vogen, to approve the Agenda with the additions. The motion carried 6-0. Approval of Minutes: Motion by White, seconded by Lee, to approve the June 4, 2012 minutes as presented. The motion carried 6-0. REPORTS a) Chair's Report Chair Bildeaux reported that the City Counci�l approved the Committee's recommendation to begin a registry of names for residents who wish to compost their yard waste and those residents who want more compostable materials for their gardens. Hurlburt stated that she has added information about the Scandia Composter's Registry on the City's website. Names will not be posted publicly. The Council decided to delay a request to the City of Marine that Scandia residents be allowed use of their composting site. b) Committee Reports Lilleskogen Park Subcommittee Lee reported that he is waiting for a bid on the curbing and parking lot work. A bid for surveying will be forthcoming once the excavation and curbing is determined. Stumps still remain at the site, and Lee recommended the slash either be burned or bids be sought for their removal. White suggested that Lee contact Roger Rydeen regarding this. Lee stated that the subcommittee will be meeting soon. - . July 2,2012 Park and Recreation Committee Page 2 of 5 Scandia Community Market � Arnold reported that the Market events have been well managed and the vendors are satisfied with the turnout. Arnold stated that the Gammelgarden;�has been very accommodating and have planned children's activities and tours throug:h the evening hours. Swanson stated that the vendor registration revenue is adequate to cover the costs of th'e advertising signs, and she is working on making the wording more visible. Arnold recognized that the Market could be a viable marketing opportunity for the City and great for the business environment. She would like to have future discussions on expansion of the Market. Bildeaux proposed that on-going discussions can continue to address these ideas. Grant Writing Subcommittee White reported that he and Swanson met with the Friends of Scandia Parks and they are willing to work together on grant writing opportunities. White stated that they are very interested in working on the Lilleskogen Park in general. The Committee discussed how best to pursue potential grants, as the process can be complicated and!lengthy. Professional assistance could be pursued but there is no money in the budget to hire a grant writer. Long-term projects need to be identified which have grant potential, and a funding plan put together so that the projects are not put in a holding pattern. The Committee agreed that by'�working together with the Friends, grant opportunities could be investigated and pursued more efficiently. Lee, seconded by White, moved to appoint a liaison to work with the Park and Recreation Committee and the Friends of Scandia Parks and Trails for the pur,pose of grant exploration and opportunities The motion carried 6-0. � - i White volunteered to serve as the liaison, as he stated that he is a member of both groups. c) Staff Reports Monson reported that the summer recreation programs have been going well and the Camp- Lakamaga programs wil'1 be starting in July. Monson reported that she has met with instructors of a gun safety class to explore the possibility of teaching the classes at the Scandia Community Center. Hurlburt stated that the rental fee for a city-sponsored activity could be waived. An inquiry has been made to the LMCIT regarding liability;but no issues are anticipated. White, seconded by Lee, moved to support the teaching of a Gun Safety Class at the Scandia Community Center. The motion carried 6-0. i GENERAL/NEW BUSINESS �,� � a)Revised Bike Route Signage Proposal, Friends of Scandia Parks and Trials Rich Burton, Friends of Scandia Parks and Trails, was present to explain a new bike route which ' would travel primarily on city streets,using the Lions Shelter as a trailhead. He added that the MN Bike Alliance approved the shorter route as family-�friendly. Burton stated that posting bike trail signs along the routes which followed the Trails Pl'an was rnore costly due to the County's � engineering requirements. Burton estimated that approx;imately 40 signs with directional arrows and a large sign at the trail'head could be purchased with the state grant of$3,500. Paper maps of � the route would be available at the Trailhead sign and the Community Center. Burton requested that City staff assist with the installation of the posts and signs. City Administrator Hurlburt advised that Maintenance Superintendent Kieffer be corisulted for assistance with this project, so that federal regulations for sign requirements are met. ` __ � July 2,2012 Park and Recreation Committee Page 3 of 5 White, seconded by Zauner, moved to support the new bike route as proposed by the Friends of � Scandia Parks and Trails. Bildeaux stated that he is concerned about putting families on roads that have no shoulders and ' described this as dangerous. Burton said that the route follows roads that have lower speed limits than traveling on the county roads,but bike safety rules will be posted with a reminder to ride single-file. White, seconded by Lee,moved to amend his motion with the addition that bike safety rules be added to the signs and brochures. The motion to amend carried 6-0. The Committee voted 6-0 on the amended motion. The recomrnendation to support the new, shorter bike trail will be presented to the Council at their July 17,2012 meeting. b)Eagle Scout Project—Korey Olson Life Scout Korey Olson was asked to present a proposed Eagle Scout project he would like to undertake at the Wind in bhe Pines Park. Olson explained that he would like to assemble and' install two log-style benches and a picnic table at various locations within the park. He would anchor them into the ground with cement and varnish them with a protective sealant. Vogen questioned the wisdom of placing manmade structures in a park that is designated as a natural area, and that picnicking is really not encouraged. Lee expressed his agreement with Vogen's position that a key feature of the park is to maintain its natural setting. Bildeaux suggested that the installation of a new interpretive sign may be more acceptable to the Committee, along with replacing the logs in the parking lot area. The Committee recommended that Olson meet with Vogen and research the elements to include on an interpretive sign. Olson was encouraged to return to the August rneeting wifh a refined proposal for a project at the Wind in the Pines Park. c)Procedure for Approval of Scout Projects . The Committee reviewed a document that would be posted on the website to assist potential Eagle Scouts with projects on the City's property. Arnold suggested that Section 4 be revised to state that the Scout be in contact with a designated Park Committee member to offer guidance through the process. Bildeaux stated that the guidelines will help the Scouts have the most information they need as they work through the planning of their projects. White, seconded by Lee, moved to approve the Scout Project Guidelines document as edited in Section 4. The motion carried 6-0. The document will be posted on the City's website. d) Taco Daze Dodgeball Tournament Swanson recommended that up to three older youths be hired at $50 each to referee the Dodgeball Tournament this year. Swanson stated that it's been difficult to count on volunteer referees to stay through the entire tournament. The Committee agreed that there are adequate � I . � ' July 2, 2012 � Park and Recreation Committee Page 4 of 5 funds in the budget to do this, and recommended that the request for volunteer referees be removed from the flyer. ` 6e) Wind in the Pines Park,Boundary Encroachments The Committee was notified that a trail within the Wind in the Pines Park has encroached over the boundary line and onto private property at a distanc�e of about 50 feet. Vogen has marked a new trail that weaves the route back onto park property,E and asked if the Cornmittee would like to review the trail before it is cleared. Committee members were in consensus to al�low Vogen to clear the new trail at the upcoming Volunteer Work Day. � Vogen asked for permission to rernove buckthorn at the Goose Lake landing and behind the Community Center. Hurl�burt approved this and suggested that he notify staff when he plans to do the work. i 6�Hay Lake Grass Mowing A ballgame was recently held at the Hay Lake Shelter site and White suggested that staff regularly mow an additiona150 feet into the site to accommodate future games. Hurlburt explained that the labor for mowing is topped out and i�t would be very difficult to add more grounds for mowing. The Committee concluded that the extra rnowing is not necessary as games are not regularly played there. , OLD BUSINESS a) 2013 Budget and 2013-2107 CIP Update Hurlburt presented a quote which was received for the tennis court resurfacing in the amount of $9,912. Last month, this project was recommended for�the 2013 budget. Zauner asked if rebuilding the tennis court should be added as a Capital Improvement Project to ultimately solve the degradation of the court. Staff will research the cost of rebuilding the court. For now, the resurfacing cost will be added to the 2013 budget. ' � � Swanson recommended that the events budget be increased to $3,000. The estimates for improvements to Lilleskogen Park will also need to be included in the draft budget. Hurlburt , reminded the Committee�that there will be time to continue review of the budget at their August meeting. � , b) Volunteer Work Dates � Vogen announced that he will lead a work day at Wind'�in the Pines Park on July 14. No other work dates have been scheduled for July and August. T�he Committee agreed to table scheduling until the August meeting: '� I c) Warming House Repairs Swanson reported that the interior painting of the warni,ing house is almost complete,with just the office and bathrooms left to finish. White stated that there is a small area on the exterior that needs painting. The Committee agreed that the building4looks very good. :I July 2,2012 Park and Recreation Committee Page 5 of 5 d) Signage at Log House Landing Vogen stated that he will have more information regarding a sign at the Log House Landing in September. � e)Ball Park Improvements i Swanson reported that the Wayne Erickson Ball Field dedication went very well. Scout Zach Boesel cornpleted the landscaping around the sign as part of his Eagle Scout project, with Abrahamson's offering him a 40% discount. AGENDA FOR NEXT MEETING—AUGUST 6, 2012 The Committee listed the following topics as August 6 agenda items: � Taco Daze events discussion • Olson Eagle Scout project • Volunteer work dates • Subcomrnittee reports (Lilleskogen, Grant Writing) ADJOURNMElVT � Vogen, seconded by White, moved to adjourn the meeting. The motion carried 6-0. The meeting adjourned at 9:40 p.m. Respectfully submitted, Brenda Eklund Deputy Clerk � ,