4-6-15 MinutesCity of Scandia Parks and Recreation Committee
April 6, 2015
Members Present: Ryan Jinks (Chair), Brad Borg (Vice Chair), Greg Zauner, Alex Bildeaux,
and Dan Lee (City Council Representative)
Members Absent: Matt Rasmussen
Staff Present: Kristina Handt (City Administrator), Tim Kieffer (Director of Public Works), and
Judi Negus (Office Assistant)
Guests Present: Karen Schik and Janie O'Connor
Due to the Board Room not being immediately available, Chair Jinks called the meeting to order
at 7:04 p.m.
PUBLIC FORUM
There were no comments.
APPROVAL OF AGENDA
Motion by Bildeaux, seconded by Borg, to approve the agenda. The motion carried 4-0.
APPROVAL OF MINUTES
Motion by Zauner, seconded by Bildeaux, to approve the March 2, 2015 minutes. The
motion carried 4-0.
REPORTS
Chair's Report
Chair Jinks reported he attended the March 17, 2015 City Council meeting. The Council
approved the amendment to Parks and Recreation Committee Bylaws to alter the election dates
of Chair and Vice Chair and to adopt an ordinance to alter the term dates of Committee
members. Chair Jinks also shared the Council accepted donations for Vinterfest, Lilleskogen,
and the Wojtowicz Skating Park. Although Chair Jinks' report included the Vinterfest
discussion, he chose to hold off on the report until the Vinterfest agenda item.
Staff Report
Negus provided the 2014 closing expenditure report as well as the March 2015 expenditure
report. The worker's comp expense was questioned. Handt informed this expense is usually
paid early in the year and is usually a one-time expenditure. Handt shared we went over budget
last year due to unemployment expenses.
Handt informed the City recently received a second park dedication fee. To date, the City
received $6,000 in park dedication fees this year. There is a total of $7,000 in park dedication
fees, but $1,000 is earmarked to complete the rain garden at Lilleskogen.
OLD BUSINESS
Vinterfest 2016
Jinks recommended the Committee consider the donation structure for Vinterfest/Lilleskogen
and shared he would like to maintain income flow for the PRC. Jinks suggested nonprofits
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Scandia Parks and Recreation Committee
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would not be required to make a financial donation, and for-profit businesses would give a
percentage to the PRC fund. Handt suggested an in-kind donation could be required for
nonprofits. Another suggestion was to limit the guidelines to include only local nonprofits would
not be required to make financial donations.
The Committee agreed it should establish guidelines for financial and in-kind donations for PRC
project sponsorship.
Jinks asked the Committee to agree on promotional guidelines for Vinterfest. Several
organizers were promoting Vinterfest differently and not using consistent themes and logos.
Jinks suggested the Committee could be responsible for Vinterfest promotions, and members of
the community could come forward to volunteer to organize Vinterfest events with Committee
approval. Zauner informed Lynne Moratzka at Gammelgarden has already offered to help
organize the Quiz Promenade and/or some other event. Zauner plans to talk to the Elim Church
Council to pursue their involvement.
There was discussion regarding the weekend Vinterfest would be held next year. There would
be conflicts with St. Paul Winter Carnival and Celebration of the Lakes if held on January 29 and
30, but potentially better chance for good ice. Zauner pointed out the banners that promote
Vinterfest as the first weekend in February would need to be replaced.
After discussion of the proposed Vinterfest timelines, the Committee agreed on the following:
Preliminary Event Proposals: Submit for PRC review at September 7, 2015 meeting (with
documentation to Negus by August 28). **NOTE: Upon writing these minutes, Negus
discovered the September PRC meeting will be on September 14 due to Labor Day. **
Final Event Submission: To November 2, 2015 PRC meeting for approval (with documentation
to Negus by October 23).
City Council Approval: November 17, 2015
Vinterfest 2016: January 29 and 30, 2016
Lee questioned how to communicate these deadlines to the community. Handt suggested
creating a Facebook page for Vinterfest and giving administrative rights to event organizers.
The City could have final approval of posts and authority to remove any posts. Negus agreed to
share the approved timelines with previous event organizers.
Motion by Zauner, seconded by Bildeaux, to approve the agreed upon timelines. The
motion carried 4-0.
NEW BUSINESS
Lilleskogen Presentation (Friends of Scandia Parks and Trails)
Karen Schik addressed the Committee as a representative of the Friends of Scandia Parks and
Trails' butterfly committee. Schik attended a PRC meeting last fall to request funding support of
$22,000 for completion of Lilleskogen parking lot. Although the PRC agreed to recommend
funding, the issue was never brought to the City Council. Schik was informed it wasn't the right
time to ask for funding.
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Schik provided Committee members with documentation of the proposed timelines for a five-
year plan addressing improvements to Lilleskogen, including the tasks, priorities, funding
requests, and recommendations. Schik asked the Committee to consider planning requests for
funding not only this year, but subsequent years. The documentation that Schik provided is
hoped to be used as a tool to get the conversation started on how to proceed with Lilleskogen
restoration. Jinks suggested removing Wind in the Pines from the documentation and focusing
on Lilleskogen only.
Janie O'Connor approached the Committee to report on the amount of support there has been
for the butterfly garden and Lilleskogen park. O'Connor reviewed the written documentation she
provided to Committee members. Since the documentation, O'Connor has received three more
volunteers. In addition to the original total of $3,387 in cash donations, O'Connor reported
receiving $50. O'Connor informed a donation jar is placed out at butterfly garden promotional
events. O'Connor informed the EDA plans to donate $1,000. Handt stated the EDA decided to
give an undetermined donation if other funds were found.
The topic of the need to have topsoil was discussed. Kieffer shared there is ditching planned
that could bring in approximately 1,500 cubic yards. Schik was concerned about the quality of
the soil. Jinks asked how many inches of top soil would be needed. Schik informed 8 inches
would be a good start. Jinks recommended postponing the expansion of the butterfly garden
until the success of it is determined. O'Connor shared the butterfly garden will take a couple
years to become established.
Handt would not support volunteers pulling buckthorn as this is a difficult task that should be
done right by professionals. Handt also reminded that there is a potential the Veterans
Memorial will be at Lilleskogen and may impact the butterfly gardens. Jinks stated he felt the
Veterans Memorial was not a good fit for Lilleskogen. Although, Handt reminded the Committee
previously approved to have the Veterans Memorial at Lilleskogen.
To fund Lilleskogen, Handt suggested asking for 50 percent donation and 50 percent approval
from the City Council for an inner -fund loan. Handt feels the City Council would not be
supportive of the City being totally financially responsible for Lilleskogen improvements. Handt
also recommended that funding requests be specific.
O'Connor inquired who should be asking for donations from the Scandia Marine Lions. Handt
recommended the Friends of Scandia Parks and Trails make requests that impact the butterfly
garden and the Committee make requests for other Lilleskogen improvements, such as the
picnic shelter.
Handt stated the plan that Schik presented is a great tool for the Committee to use in going
forward with Lilleskogen restoration.
Motion by Jinks, seconded by Zauner, to work in collaboration with the Friends of
Scandia Parks and Trails toward the goal of Lilleskogen restoration. The motion carried
4-0.
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Ironman Bike Ride
In past years, flyers were handed out listing Scandia history and museums and businesses and
posters were displayed, as well a Power Point presentation was shown. None of these
promotions received a lot of attention. Handt suggested there was little or no value in showing
the Power Point presentation again this year. Committee members agreed they could volunteer
by contacting Scandia Marine Lion Bill Jabbas or come to greet the riders.
AGENDA FOR NEXT MEETING
The Committee agreed on the following agenda items for the May 4, 2015 meeting:
1. Vinterfest (donation structure/promotional guidelines/theme and graphics)
2. Capital Improvement Plan (requests finalized)
ADJOURNMENT
Bildeaux, seconded by Borg, moved to adjourn the meeting. The motion carried 4-0.
The meeting adjourned at 8:30 p.m.
Respectfully submitted,
Judi Negus
Office Assistant