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4.a) 09-10-12 Minutes � . a " . City of Scandia Park and Recreation Committee September 10, 2012 1Vlembers Present: Alex Bildeaux (Chair), Dan Lee, Matt Rasmussen, Tom Vogen, Mike Whi.te, Greg Zauner. Members Absent: Pamela Arnold, Sally Swanson (City Council Representative) Guests Present: Tom Triplett, Sonia Borg, Judy Rydeen, Jerry Johnson Staff Present: Laurie 1Vlonson (Recreation Coordinator), Brenda Eklund (Deputy Clerk) Chair Bildeaux called the meeting to order at 7:00 p.m. PUBLIC FORUM Tom Triplett, Friends of Scandia Parks and Trails and Lions Contribution Committee member, presented a list of pofential Capital Improvement Projects which the Lions Club would be willing to fund. Triplett asked for the Committee's input in prioritizing the list of projects and for additions to the list. Sonia Borg, Friends of Scandia Parks and Trails, added that the PRC and Friends should work together on park improvements. The Friends would lilce to review the Lilleskogen Park plans and make suggestions to simplify for cost effectiveness. Bildeaux stated fhat the Committee could review the list at the October PRC meeting and offer recommendations for those projects which could take priority. APPROVAL OF AGENDA Motion by White, seconded by Lee, to approve the Agenda as presented. The motion carried 6-0. APPROVAL OF MINUTES Motion by White, seconded by Zauner,to include in the August 6, 2012 minutes; "White requested that Bildeaux obtain a receipt from Woods Run Products for the value of the logs remo'ved from Lilleskogen Park." The motion carried 5-1, with Vogen opposed. Vogen explained that the value of the logs is immaterial to him and he is just glad that it was done at no cost. Motion by Lee, seconded by White, to approve the August 6, 2012 minutes as amended. The motion carried 6-0. Bildeaux reported that staff at Woods Run Products was not able to accommodate his request,but he will report back at the October meeting. September 10,2012 �' Scandia Park and Recreation Committee � Page 2 of 5 REPORTS a) Chair's Report Bildeaux reported that no action items were presented at tihe August 21, 2012 Council meeting. b) Committee Reports 1) Lilleskoge�i Park Subcommittee Lee reported that based on a recent joint meeting with the subcommittee and Friends of Scandia Parks, he is requesting that the priority project of completing the parking lot at Lilleskogen be replaced with "grubbing" the park. Lee presented two estimates for the work: • Prairie Restoration $14,000 • Helke's Tree Service $ 8,000 Lee explained that Yhe two contractors have very different approaches. Prairie Restoration would spray the reed canary grass this fall ($1,500), remove buckthorn and lightly edit fallen trees this winter($9,750), and spray the remaining buckthorn next fall ($2,500 to $3,500). Helke's propose to mow the north side of the property, reinove fallen trees and grind out the stumps. Lee recommended that the Committee determine the�specifications for"grubbing"before awarding the work. Vogen added that AmeriCorps can provide an experienced crew to selectively remove non-native species wi.thin the park. He stated that a crew of five natural resource experts can work at a rate of$900 a day. Vogen estimated the work could take five days time. There may be grant money in the Legacy Fund which could provide far this. The Committee agreed to investigate this approach. White stated that he would attend the September 18 Council meeting to request approval of funds for"grubbing" Lilleskogen Park. Motion by Lee, seconded by Rasmussen, to approach the Council with a request for $15,000 to proceed with the clearing of Lilleskogen Park. This would increase the Park Capital Improvement Fund Budget for 2013 from$5,000 to $15,000. The motion carried 6-0. 2) Scandia Comnzuizity Market—Promotional Ideas No report was given due to Community Market representative Pam Arnold's absence. 3) Grant Wi•iting Subcommittee White reported that no formal action has begun with the Friends of Scandia Parks and Trails regarding grant writing. Tom Triplett added that it will be a multi-organizational effort and will begin soon. Sonia Barg stated that some cotrespondence of ideas has started. c) Staff Reports 1) Summe��Recreatio�z P�•ogram Park and Recreation Coordinator Laurie Monson reported that 112 youth participated in the summer programs. Seventeen classes were held and three cancelled due to low enrollment (Art Adventure, Geocach�ing and a Cleat Kids session). Monson recommended that Lakamaga offer a water adventure class next year in place of the geocaclaing class. Committee.members offered ideas such as trap shooting and fishing as options for next year. September 10,2012 ` Scandia Park and Recreatian Committee � Page 3 of 5 GENERAL/NEW BiJSINESS a) Parks Ordinance (No. 115) re: Wind in the Pines Park At the August PRC meeting, the Committee recommended the Parks Ordinance be reviewed. Chair Bildeaux led a review of current Ordinance No. l 15, with a discussion of each subdivision rule. Changes to the following rules were recominended: � • Subdivision 1. Park Hours: Parks are closed between the hours of 10:00 p.m. and 4:00 a.m. Vogen recommended that the closing time be extended by one hour—longer daylight in the summer has people in parks beyond the 10:00 p.m. hour. The Committee agreed to closing parks at 11:00 p.m. • Subdivision 5. Motorized Vehicles: The Committee recommended that"No overnight parking"be added to this rule. • Subdivision 7. Open Fires Prohibited: The Commi�ttee recommended that ifi shou�ld be clear that all types of fires are banned within Wind in the Pines, including the use of grills. Staff will advise on wording for this rule. • Subdivisian 10: Animals: The Committee recommended that wording be added which would require pet owners to clean up pet waste before leaving the park. • Subdivision 12. Other Prohibited Acts: Chair Bildeaux stated that he would investigate how "Conceal and Carry" laws fit into rule that no one may be in possession of a fireann, except for a peace officer. The Committee referenced Ordinance No. 62 which dedicated parkland as "Wi�nd in the Pines Preserve", adopted in 1998. They recommended that Ordinance No. 115 be amended to replace "Wind in the Pines Park"with "Wind in the Pines Preserve" each tiine it is identified ia1 the current ordinance. Motion by Lee, seconded by White, to recommend to the City Council that Ordinance No 115 be amended as recommended by the Committee (park hours, fires prohibited in WIP, pet waste and "Park" changed to "Preserve"). The motion carried 6-0. b) 1)onated Labor/Volunteer Contracts At the August PRC meeting, the Committee recominended that an agreeinent for vol�unteer work be documented before the donation of labor to avoid any misunderstandings regarding the coinpletion of the work. This would not apply to volunteer work days,but larger projects. Zauner explained this as being in agreement up-front about the expectations of the work for both parties. The Committee agreed that a "volunteer expectation letter" could be a proper term, rather than a binding contract. Motion by White, seconded by Lee, to table the discusseon to the October PRC meeting, to further research an acceptable type of letter for volunteer agreements. The motion carried 6- 0. c) Hay Lake Signage (reqnested by Dan Lee) Lee explained that inembers of the Lions and Friends of Scandia Parks are pursuing a project to install a park sign at the Hay Lake site. Lee recommended that one or two PRC members serve as a September 10,2012 . � Scandia Park and Recreation Committee � Page 4 of 5 liaison with these groups to represent the interests of the City. He felt this would be an efficient way to merge the ideas, funds and projects for signage of City parks. Tom Triplett asked if it is the City's objective to have the signs match the style of existing signs? Chair Bildeaux stated that this is an issue the Council should decide. He recommended that the Committee discuss this at the October meeting, then make a recommendation to the Council and get the final decision on the issue of signage. Vogen noted that Wind in the Pines Preserve should have its own distinct sign. Motion by Lee, seconded by Rasmussen, to allow two PRC members to meet as liaisons with the Lions and Friends of Scandia Parks to discuss signage projects. The motion carried 6-0. OLD BUSINESS a) Korey Olson Eagle Scout Project Vogen had been appointed to act as the mentor for the Olson Eagle Scout Project, for the installation of a park sign at Wind in the Pines. Vogen reported that he had not met with Olson this past month. Vogen said that Park member Arnold had ideas for sign graphics and the two of thein will meet soon to offer some direction for Olson's project. b) Taco Daze/Dodgeball Tournament Rasmussen reported that twelve teams participated in the Dodgeball tournainent held on Taco Daze. As the Commattee had agreed to, four high school referees were paid $40 each to assist with the toumament. c) Volunteer Work Days Bildeaux reported that he cleared fallen trees a�long the trails in Wind in the Pines Preserve on August 8. The Committee agreed not schedule any more volunteer work days for the reinainder of this year, but will continue the practice of setting dates for volunteer work in the spring of next year. d) Signage at Log House Landing Vogen reported that Lisa was not able to contact the National Park Service about the donation of a potential sign for the Log House Landing. Vogen stated that due to erosion at the proposed site far the sign, Lisa is working on obtaining grant funds to stabilize the area. It may need a boulder wall and fill. Vogen will report back on the progress at next month's meeting. AGENDA FOR NEXT MEETING (OCTOBER 1, 2012) In addition to the regular Committee and Staff reports, Bildeaux noted the following items for the October�ineeting: • Volunteer agreement letter � Signage recommendations • Lions/Friends of Scandia Parks/PRC Liaison report—Lee • Olson Eagle Scout Project • Signage at Log House Landing ^. Septernber 10,2012 ,,, Scandia Park and Recreation Comnuttee �� _ Page 5 of 5 � � ADJOURNMENT Motion by Zauner, seconded by White, to adjaurn the meeting. The motion carried 6-0. The meeting adjourned at 9:00 p.in. Respectfully submitted, Brenda Eklund Deputy Clerk