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9-9-13 MinutesCity of Scandia Parks and Recreation Committee September 9, 2013 Members Present: Greg Zauner (Chair), Mike White, Pam Arnold, Matt Rasmussen (Vice -Chair), Alex Bildeaux, Dan Lee (City Council Representative) Staff Present: Kristina Handt (City Administrator), Tim Kieffer (Public Works Director) and Judi Negus (Office Assistant) Chair Zauner called the meeting to order at 7 p.m. PUBLIC FORUM Councilmember Sally Swanson reported there was a total of 16 teams for the Taco Daze dodgeball tournament. Swanson shared concern regarding the coordination of the tournament and her disappointment that the PRC voted to recruit volunteer referees without compensation. Swanson urged the PRC to reconsider compensating the volunteer referees who spent five hours refereeing in 92 degree heat. APPROVAL OF AGENDA Chair Zauner recommended the addition of Taco Daze wrap-up to the agenda under Old Business. Motion by Bildeaux, seconded by White, to approve the agenda as amended. The motion carried 5-0. APPROVAL OF MINUTES Motion by White, seconded by Arnold, to approve the August 5, 2013 minutes. The motion carried 5-0. REPORTS Chair's Report Chair Zauner thanked Rasmussen and Swanson for running the Taco Daze dodgeball tournament. In addition to Chair Zauner's written report, Chair Zauner reminded the PRC of the need to ensure future scout projects are complete before submitting to the City Council for approval. Staff Report Handt reported the Hay Lake Park trail has been improperly installed without a base. A sub -base will be added at no cost to the City. Handt suggested to the Lions that future scout projects should allow 9 to 12 months for final approval by City Council. Handt recommended there be one point of contact for future scouts and shared concern that there were too many mentors for the Lillquist Eagle Scout Project. Handt encouraged the PRC to work as a group during PRC meetings and not individually. Handt informed the PRC that Negus will share a recap of the summer recreational programs once she has the results from surveys that were distributed by Camp Lakamaga. Handt provided the August expense report and informed the PRC would need City Council approval if they would want to move dollars and that any dollars unused would go to unreserved fund balance. NEW BUSINESS Hockey Tournament Fundraiser Handt reported Corey Roberts of Roberts Funeral Home had an interest in sponsoring a hockey tournament fundraiser. Handt pointed out that our current Ice Rink Reservation Policy does not September 9, 2013 Scandia Parks and Recreation Committee Page 2 of 3 allow for reservations on the weekend. In past years, Roberts sponsored a pond hockey tournament in conjunction with Forest Lake's Flakefest, but shared a desire to change the venue due to past years ice conditions and dates. Roberts would like to host a regular hockey tournament and add a fundraising component. Rasmussen suggested adding the hockey tournament to our Vinterfest activities the first Saturday in February. Roberts agreed to the dates and proposed the tournament would start Friday evening, January 31, and conclude Saturday, February 1. Roberts proposed four - on -four hockey with two goalies and a cap of 6 to 8 teams. Roberts would seek former hockey players to volunteer referee. Roberts suggested a $500 winning prize. Roberts also suggested the local Lions club may want to sell food and refreshments. It was recommended that we may want to consider having a co-ed hockey tournament to attract more teams. Roberts proposed using the pleasure rink to set up skills stations for youth. Roberts agreed to organizing and marketing the tournament with a goal to make the tournament an annual Vinterfest event. Bildeaux asked Roberts to provide in writing a complete plan for the event including what tasks Roberts would be taking on to sponsor the tournament. Chair Zauner stressed the fundraising dollars need to be used to support our rink. Arnold shared concern that the tournament be promoted as a City of Scandia event even though it is being sponsored by a Forest Lake business. Roberts informed he will make sure the PRC knows how they will be promoting the tournament. There was no action taken at this point. The PRC will wait to review the details of the hockey tournament once provided by Roberts. Lilleskogen Parking Lot Kieffer reported he is working with Washington County to get the curb replaced to make a loop. Kieffer is working on receiving additional bids for the concrete curb work. Bildeaux will provide Kieffer with an additional contact he knows from North Branch. Rasmussen reported Tom Triplett is working on obtaining a gravel donation and agreed to follow-up with Triplett regarding the status. Kieffer suggested we may get better quotes in the spring. Motion by Chair Zauner, seconded by White, to postpone the parking lot until spring. Chair Zauner rescinded his motion and recommended to table the decision, seconded by White. The motion carried 5-0. OLD BUSINESS Vinterfest Arnold shared her suggestions for additional activities to be offered at Vinterfest 2014. Handt reminded the PRC to limit the activities to what they could successfully support and that no PRC members could compete in the activities where there might be a conflict of interest. Handt shared that Bolton and Menk might be willing to sponsor the sculpture contest. The PRC agreed the following events would be offered at Vinterfest 2014: ski workshop, quiz promenade, loppet, team snow sculpture contest, Pleasant Valley Cloggers, hockey tournament, winter survival skill workshop, bonfire, chili contest, and sledding. Arnold offered to talk to some Scandia Farmers Market vendors to see if there is an interest in participating in Vinterfest. Although Bildeaux suggested allowing beer sales during Vinterfest, Chair Zauner suggested not allowing beer sales to promote a family -friendly Vinterfest. Lee and White agreed to coordinate and judge the chili cook -off contest. Bildeaux agreed to coordinate the bonfire. Arnold will work with her contacts to coordinate the: ski workshop, quiz promenade, loppet, and winter survival skill workshop. Bildeaux reminded of the need to close 209th Street between the Community Center and Olinda to allow for safe sledding. September 9, 2013 Scandia Parks and Recreation Committee Page 3 of 3 Taco Daze Recap Rasmussen reported the biggest dodgeball tournament to date with 16 teams. Due to some disorderly pushing, the last championship tournament game ended early. Handt reported the Lions could recruit future volunteer referees for the dodgeball tournament. Rasmussen recommended that if the PRC solicits referees, they should be compensated. Arnold stated she did not feel it was appropriate to compensate this year's referees since the PRC minutes reflected the Committee was to seek volunteers. Rasmussen also suggested the dodgeball rules need to be clarified. Handt also shared an interest in a tennis clinic being held during a future Taco Daze in place of dodgeball. Handt encouraged the PRC to consider cancelling any future Taco Daze activities that the PRC cannot support. Bildeaux agreed to help coordinate the dodgeball tournament next year and recommended adult referees. Rasmussen recommended two referees on each side of the court. AGENDA FOR NEXT MEETING The Committee agreed on the following agenda items for the October 7, 2013 PRC meeting: 1. Vinterfest 2. Winter Programming 3. Lilleskogen ADJOURNMENT Chair Zauner, seconded by White, moved to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 8:55 p.m. Respectfully submitted, Judi Negus Office Assistant