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3-2-15 MinutesCity of Scandia Parks and Recreation Committee March 2, 2015 Members Present: Ryan Jinks (Chair), Matt Rasmussen, Brad Borg, Greg Zauner, Alex Bildeaux (arriving at 7:03 p.m.), and Dan Lee (City Council Representative) Staff Present: Kristina Handt (City Administrator) and Judi Negus (Office Assistant) Staff Absent: Tim Kieffer (Director of Public Works) Chair Jinks called the meeting to order at 7 p.m. PUBLIC FORUM Mayor Randall Simonson read a statement regarding his thoughts on the butterfly garden at Lilleskogen park. Mayor Simonson credited Janie O'Connor, the Parks and Recreation Committee and the many volunteers for their great work. Simonson has had decades of plant life that is good for butterflies and birds on his own property. Simonson's land has been in his family since the early 1900s and there have never been any chemicals of any kind ever used on that land or nearby. It has been over 10 years since there have been any signs of monarchs around his property. With the current lack of monarch return, Mayor Simonson recommended seeing through the success of the butterfly garden we currently have before spending time and resources to create a larger area to ensure the investment is well developed and creates a visible monarch return. APPROVAL OF AGENDA Motion by Zauner, seconded by Rasmussen, to approve the agenda. The motion carried 5-0. APPROVAL OF MINUTES Motion by Rasmussen, seconded by Borg, to approve the February 2, 2015 minutes. The motion carried 5-0. REPORTS Chair's Report There was nothing reported. Staff Report Negus informed flyers for the Ironman Bike Ride were recently dropped off at the Community Center. For the third year, the Ironman Bike Ride will be using the Community Center as a rest stop. The ride is scheduled for Sunday, April 26. Negus reminded flyers were distributed the first year the ride used the Community Center as a rest stop. Most of the flyers were discarded by the riders. As well, there was a Power Point presentation highlighting Scandia. Last year, Negus created a three panel enlarged poster highlighting Vinterfest, Taco Daze and Scandia's history and businesses; the Power Point presentation was also played. Negus asked the Committee if they wanted to be involved in the Ironman Bike Ride and, if so, to what extent. Negus suggested the Committee consider adding this to the April meeting agenda. Jinks agreed to have it added to the agenda. March 2, 2015 Scandia Parks and Recreation Committee Page 2 of 5 Handt informed staff will be requesting to solicit bids for the Lilleskogen parking lot (combining with other road projects) at the March 4 City Council meeting. If approved on March 4, staff will go out for bids in April and have results back in May. Those results would be shared at the May City Council meeting. Handt updated the Committee on the status of the Veteran's Memorial. Although the Committee had been approached to consider having a Veteran's Memorial at Lilleskogen, the Lions then considered having the memorial at Barton Johnson Memorial Park and then later considered having the memorial on Dan Lee's property. Handt spoke to Dave Wilson. The two areas the Lions' committee is focusing on now are Hay Lake and Lilleskogen. Handt reminded some Marine residents did not support having the memorial at Lilleskogen and has updated the Mayor of Marine as to the intentions of the Lions' Foundation. OLD BUSINESS Vinterfest Recap Scanley Cup Corey Roberts addressed the Committee and thanked them for their support. Overall, Roberts shared the event was a success. Roberts did share there was confusion whether or not the warming house restrooms were to be available to the public. Roberts also reported a delay for the fireworks display. Roberts shared the event raised $500, with most of the expenses committed to the fireworks display. Another large budget item for Roberts was the heated tent. Roberts reported approximately 120 skaters participated and were happy with the experience. Roberts proposed Vinterfest 2016 take place the last week in January and informed the Super Bowl is scheduled for February 7, 2016. Zauner shared the last week in January would compete with the Chain of Lakes celebration. Lilletour and Quizpromenade Pam Arnold approached the Committee and thanked everyone for their support. Arnold informed due to the snow conditions, there was no skiing. Arnold shared the book signing and reading was successful. The Friends of Scandia Parks and Trails came to the event with graphics about pollinators and shared information about Lilleskogen park development. There were about 25-30 donated baked goods, including butterfly cookies, for a fundraising event. Arnold informed there were 63 registrations for the Quizpromenade, with only three children. Arnold reported that many people came through Lilleskogen that didn't register to see the Sami Lavvu Camp filled with artifacts. Arnold also shared the Warner Nature Center brought a live owl. Arnold reported all sixth graders at Scandia Elementary participated in the Vinterfest button design contest; the teachers made it a requirement. The Sami exhibition displayed in the front display case at the school communicated Scandia Elementary's commitment to its International Baccalaureate curriculum. Arnold informed she would not be able to commit to Vinterfest on the same level next year. Meister's Bar and Grill Scot Taylor presented a check in the amount of $1,264, representing half of his profit from sales of food and beverages during Vinterfest. (Taylor's proposal, dated November 17, 2014, March 2, 2015 Scandia Parks and Recreation Committee Page 3of5 included "Meister's is also willing to donate half of all profits to Lilleskogen Park.") Taylor reported no alcohol related problems. Taylor indicated he wants to do even more next year and would like to see a list of events throughout the community. Taylor received lots of positive feedback. Taylor hosted a kid's hockey tournament Vinterfest weekend. Taylor indicated he would like to expand Meister's hockey rink. Taylor would also like to see the child hockey players participate in the other Vinterfest events around the Community Center. Taylor was disappointed his business was not listed on the City website and promotional materials. Vinterfishing Lisa Pothen reported 113 child participants registered for the ice fishing contest and there were approximately 250 people at the event. Pothen informed participants came from as far away as St. Cloud and River Falls. Pothen shared 100 gift bags were distributed. Pothen stated that although there was a $10 participant registration fee, the Cub Scouts did not make money due to the expenses. The expenses included tee-shirts, advertising, printing, prizes and concessions. Pothen indicated a need to solicit additional sponsorships in the future. Pothen was disappointed in the limited information regarding the ice fishing contest on the City's website. Lions' Breakfast Ross Brunfelt reported the Lions served slightly more pancake breakfasts this year than last year when the breakfast was not during Vinterfest weekend. Brunfelt pointed out that the pancake breakfast seeks donations and the breakfast is not a fundraising event. Brunfelt shared the Scandia-Marine Lions donated $500 towards the fireworks display. Brunfelt informed the Lions are open to ideas for their participation next year. Brunfelt would like to see ice -sculpting as an addition to the events. Simonson Feedback Mayor Simonson shared the positive feedback was phenomenal and the fireworks were a big topic of discussion. Simonson informed he was in Osceola, Wisconsin wearing his Vinterfest button and it gained people's interest. Some thought Simonson was wearing the St. Paul Carnival button. Simonson enjoyed his role as Sami reindeer herder elder and the enthusiasm generated by the sixth grade students during the Sami presentation at Scandia Elementary. Simonson shared an individual from the Twin Cities contacted Simonson after seeing promotional information regarding Vinterfest and the Sami culture. The individual thought Simonson was Sami and invited him to join their group. Simonson was approached during Vinterfest in costume that initiated a lengthy conversation regarding his role and appearance. Gammelgarden Fundraiser Janie O'Connor reported the Friends of Scandia Parks and Trails were invited to do a fundraiser to support Gammelgarden Museum and Lilleskogen. They started by selling three cookies for $5 and changed as sales grew slower. A total of $197 was raised for the butterfly garden at Lilleskogen. Chair Jinks thanked all the community volunteers and the Committee for their contributions. Jinks suggested addressing his Vinterfest proposal and then discussing the Vinterfest spending approval. March 2, 2015 Scandia Parks and Recreation Committee Page 4 of 5 NEW BUSINESS Vinterfest Proposal Jinks hoped for a better job at coordinating and organizing Vinterfest 2016. Jinks proposed the Committee take responsibility for the schedule of events, signage, and promotion, as well as the button design contest and sales. Jinks recommended enabling community groups to organize their events without making it a requirement to donate towards Vinterfest or Lilleskogen. Jinks suggested the PRC take responsibility for Vinterfest logo and graphics. Pothen questioned if the logo was going to change. Jinks suggested the logo would remain similar to the last two years. Arnold recommended the official logo should be ready by spring/summer. Bildeaux suggested the theme would be difficult to have ready in conjunction with the logo. Jinks suggested modifying his proposed milestone dates. Zauner also suggested the milestone dates would need to be changed if Vinterfest dates are changed to the last week in January. Arnold also suggested the dates need to be moved up at least 1 to 2 months and to keep printing deadlines in mind. Roberts reminded the Committee started preliminary planning for the Scanley Cup in August. Jinks stated he would reconsider the proposed milestones and prepare an updated proposal for the April meeting. O'Connor questioned where the $1,246 donation from Meister's was going toward. Jinks informed the proposal included the donation was to go towards Lilleskogen. Pothen stated she felt the Boy Scouts' donation was the 250 people that came to Scandia for the ice fishing contest. Pothen also presented $40 in button sales. Vinterfest Spending Approval Handt informed she received concerns from the public regarding a breakdown in communication and Vinterfest expenses following the February 2, PRC meeting. The Committee was not made aware of some expenses that later surfaced following final Vinterfest approval of promotional materials at the December 1, 2014 meeting. Jinks shared he believed the prizes for the button design contest were all donated. Arnold informed the commitment was made for the Forest Lake Wildlife Science Center for Scandia Elementary in the amount of $450 as a reward for participation in the button design contest. Arnold addressed the $250 facility fee for Gammelgarden Museum. Although the fee was not mentioned in past meeting minutes, Jinks stated the Committee decided not to pay a facility fee early in the planning stages of Vinterfest. Borg stated the Committee did not give clear order and he felt the $250 facility fee for Gammelgarden should be an approved expense. Borg shared the Committee should take responsibility for the miscommunication and approve the proposed expenses to Gammelgarden and the Wildlife Science Center. Motion by Jinks, seconded by Bildeaux, to pay $450 to the Forest Lake Wildlife Science Center. Motion carried 4-0. Borg opposed. Summer Recreation Programs Negus reported she met with staff at Camp Lakamaga in October 2014 to discuss summer recreation programs for 2015. Negus shared the Little Tyke Archers and Robin Hood & Maid Marion Archers classes will no longer be offered due to low enrollment. Negus informed the full- day Outdoor Explorers Day camp and half-day Junior Explorers Day camp will continued to be offered. A new program this year will be the "Sports, Sports, Sports" camp. The half-day camp will offer team sports as well as individual sports. There will be two sessions offered at a cost of March 2, 2015 Scandia Parks and Recreation Committee Page 5 of 5 $80. Negus informed Camp Lakamaga receives 80% of the registration fees. Negus stated she has secured a tennis camp instructor. Erika Fischer, who taught the tennis camp last year, will teach the camp again this year. Motion by Zauner, seconded by Rasmussen, to recommend all proposed summer recreation programs. The motion carried 5.0. AGENDA FOR NEXT MEETING The Committee agreed on the following agenda items for the April 6, 2015 meeting: 1. Ironman Bike Ride 2. Final Vinterfest 2016 milestone schedule 3. Lilleskogen presentation by Friends of Scandia Parks and Trails ADJOURNMENT Rasmussen, seconded by Jinks, moved to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 9:08 p.m. Respectfully submitted, Judi Negus Office Assistant