4.a 01.04.2024 PRC Minutes DRAFT City of Scandia Parks and Recreation Committee Thursday,January 4,2024
A meeting of the Parks&Recreation Committee was held on the above date at the Community Center and Zoom.
Present:Terry Gorham (Chair), Greg Zauner,Tom Hinz,and Kim Johnson. Absent: Dustin Hegland.Also Present:
Heather Benson (Council Representative), Charles Fischer (Director of Public Works), Kyle Morell (City
Administrator), and Brenda "Bee" Stignani (Office Assistant.) Gorham called the meeting to order at 7:01 p.m.,
a quorum was present.
PUBLIC FORUM
None
APPROVAL OF AGENDA
Gorham requested amending the agenda to remove item 7.b Disc Golf Discussion as the school has not yet
responded and there is nothing to discuss at this point,and add item 7.e Discuss possible collaboration with Elim
Church in recreational programing. Zauner moved to approve the amended agenda,seconded by Hinz. Motion
carried unanimously.
APPROVAL OF MINUTES
Gorham called for any additions or corrections to December 4, 2023 minutes. No additions or corrections were
submitted.The minutes stand approved as documented.
REPORTS
Chair Report Vkh, INC
Gorham provided a written report. A brief discussion over the Liten Park letter of support concluded
the grant application is on track to be submitted on time and funds anticipated from this, and other
sources, would be sufficient to complete the park improvements as proposed by the Friends of Scandia
Parks and Trails. Gorham also reported that the collaboration with the Scandia Heritage Alliance
continues. Fund raising for that effort continues. Preliminary/high level trail plans are in place with
intent to apply for grants for the trails connecting to the community center and a possible boardwalk
across the wetland. SHA is invited to the February meeting to provide updates and more information.
Public Works Report''`'°
Fischer provided a written report, adc ing that staff MsIbb" reparing the ice rink and anticipates the weather
will not cooperate until later next week for rinks to open. Brief discussion on the design of the new rink board
system with the player box on the street side. This used system was designed this way, will aid PW in snow
removal, and this design should benefit spectators at Vinterfest.
OLD BUSINESS
Vinterfest Plonning *%6,,
Zauner requested all look at the preliminary schedule closely and requested edits. Benson suggested indenting
the date Saturday to set it apart as it was difficult to find. Gorham requested adding preregistration information
in connection with Vinterbean Contest. Zauner asked if there were plastic table cloths left over for both Paint a
Park Pebble and Franconia's Pine Cone Critters activities. Benson will pick up more. Fischer confirmed staff are
still searching for the tote with paint and brushes, and the bucket of rocks left over from last year. Zauner
explained the plan for distributing Vinterfest buttons to area businesses, with I" place buttons being at all but
2 locations which would have only 2nd or 3rd place buttons. Gorham prepared a letter to area merchants to
accompany the button boxes. Gorham and Hegland will distribute and maintain these boxes during the month.
Johnson suggested adding the Old Log Cabin as a host to a button box and will contact the owner for approval.
Zauner stated three sandwich board posters will have the overall schedule and questioned a schedule could be
provided as placemats at the Lions' Pancake breakfast or if staff should prepare and edited quarter sheet
handouts to be available. Zauner will investigate placemats and work with staff over other handouts as needed.
January 4, 2024
Scandia Parks and Recreation Committee
Page 2 of 3
Staff is updating the website, www.citvofscandia.com/Vinterfest. Gorham asked if someone would be able to
bring Vinterfest Buttons to the Lions breakfast meeting on January 11t". Morell suggested staff may be able to
assist. Benson questioned where the wood for the fire pits should be delivered. Discussion concluded that
Benson will request two loads from Helke and place them near the port-a-potties in the parking lot. Gorham
will assist picking up. Staff to order the additional port-a-potty for the Community Center, and inquire about the
policy for cancellation in connection with ordering an additional one to be at Hay Lake for the Star Gazing activity.
Barton Johnson Update
Morell stated he has been communicating with representatives of the family, church and park board.
Maintenance of the ballfield has entered the discussion and the city needs additional clarification as
improvements to the courts was the premise of the initial contact. Morel] indicated that City Council approved
2024 Park Capital Improvement funds for an amount that would likely only cover the expense in the Community
Center courts, and Barton Johnson improvements may be up to three years out. However, staff intends to get
request bids for the entire project in order to determine if a tennis court will be available at Barton Johnson,
perhaps it is more reasonable to improve the courts at the Community Center to be dedicated Pickleball courts
only, or continue with the plan to have multipurposed courts.
PRC Operational Calendar
Staff announced for Membership Review that no new applications for PRC terms expiring have been received
by the December 31'Y deadline. Zauner and Hegland have both indicated to staff they wish to continue;Zauner
for a five-year term and Hegland for a four-year term to correct the error of more than one committee
member term expiring in the same year. Staff will prepare a report recommending reappointment to Council.
NEW BUSINESS
Children's Story Path
Hinz reporting reaching out#to Patti ay or direction,`I.tasNnotconnlec'ed yet. Gorham suggested reaching
out to Scandia Elementary School principal. Staff has Vinterfest button contest entries to prepare for the story
boards. Gorham offered to help maintain installing and replacing these in the month of January as needed.
Review Approved 2024 Capital Funding—Tennis& Pickleball Courts
Morell confirmed the$150,000 CIP request for courts made it into the 2024 Budget. Fischer believes a request
for bids can be ready by the end of this month. Fischer invited a local resident to join this discussion as he has
suggested an alternative, but he did not join on Zoom tonight and staff has not been able to validate the costs,
or practically in our region,of his suggestions to present anything at this time. Morel explained with the$60,000
budgeted levy funds, existing funds, and what is anticipated to be spent, there will be an expected $20,000
remaining in the park capital fund at the end of the year. There is potential for additional Park Dedication Fees,
at$3,000 per lot. This could be for additional projects in 2024, or added to the anticipated $60,000 levy funds
in 2025 to continue working on improvements as outlined in the new Parks Master Plan. Morell recommends
discussing 3-5-year Park Capital Plan goals in March or April.General discussion over funding options to consider
discussing fundraising with the Lions at Taco Daze and the reallocating budgets possibilities if the Internet Action
Committee is able to get more funds from other sources. In response to Hinz' question if contractors are given
financial parameters for this project to repair and improve courts,or if instead they are given the specific desired
outcomes where the bid amounts are potentially vastly different, Fischer stated that he has recommended the
city's engineering firm oversees the process to request bids instead of Public Works staff. The engineers have
expertise,the staff necessary, and more contractor contacts necessary for this complex project. Therefore,they
will create all of the project plans and specs for the request, and any contractor can respond.
January 4, 2024
Scandia Parks and Recreation Committee
Page 3 of 3
2023 Annual Report Draft
Gorham requests all committee members look over the 2023 Annual Report draft carefully and submit all
suggested edits to staff by January 22nd. A final draft will be presented at the February 5tn PRC meeting for
approval to in turn present to Council on February 20tn
Collaboration with Elim Church in Recreational Programing
Johnson inquired if Parks has an interest in collaborating with Elim Church with some type of recreational
program. Elim has received a grant to work with mental health topics,and there is a strong relationship between
mental health and being outdoors. Perhaps Scandia would be interested in co-sponsoring some events like an
easy hike or cross-country ski run through Lilleskogen Park, organizing a bike ride on one of our trails, tai chi
classes, ice skating day or contacting the Friends of Scandia Parks and Trails for more ideas and collaborative
efforts. Elim will be hosting a kick off event on January 22nd. Staff clarified that Community Events are welcome
to be listed on the city's website, but any formal cosponsoring or collaboration would need Council approval.
AGENDA FOR NEXT MEETING
The proposed agenda for Monday, February 5, 2024-,,##
1. Collaboration with Elim church in Recreational Programing
2. Vinterfest Recap
3. Barton Johnson Update
4. Disc Golf Discussion
5. Capital Improvement-Courts
6. Children's Story Path
7. Operational Calendar
ADJOURNMENT
Motion to adjourn the'm^byer,seconded by in Motion carried unanimously.
The meeting adjourned at 8:19 p.m.
Respectfully submitted,
Brenda "Bee"Stignani, Office Assistant/Parks and Recreation Coordinator