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12-7-15 MinutesCity of Scandia Parks and Recreation Committee December 7, 2015 Members Present: Ryan Jinks (Chair), Brad Borg (Vice Chair), Greg Zauner, Matt Rasmussen, Alex Bildeaux and City Council Representative Dan Lee Staff Present: Brenda Eklund (Deputy Clerk) and Dave Williams (Director of Public Works) Guests: Mayor Randall Simonson Chair Jinks called the meeting to order at 7:00 p.m. PUBLIC FORUM There were no comments. APPROVAL OF AGENDA Motion by Zauner, seconded by Bildeaux, to approve the agenda. The motion carried 5-0. APPROVAL OF MINUTES Motion by Zauner, seconded by Rasmussen, to approve the November 2, 2015 minutes. The motion carried 5-0. REPORTS Chair's Report Chair Jinks reported that the City Council postponed action on the Pollinator Project at their November 17th meeting until an amendment to the development agreement for Swenson' Goose Lake Farm Estates is made. The agreement required that a ballfield and playground equipment be installed on Outlot A, but was not completed due to a decision by the Township. Legal changes will be made to the agreement that will allow for the pollinator project to proceed, most likely presented at the December Council meeting. Also at the November Council meeting, the Special Event Permits for the Scanley Cup and the Vintage Snowmobile Rally were approved. Vinterfest events being sponsored by the PRC were accepted, including the closure of 209th Street. Public Works Director Williams will look into using road barriers instead of cones as more effective traffic control. OLD BUSINESS Log House Landing Signage Jinks, seconded by Zauner, moved to postpone discussion of Log House Landing Signage to the January meeting due to the absence of National Parks Service representatives. The motion carried 5-0. Vinterfest 2016 Logo and Updates Selections of logo images for the Vinterfest event, developed by graphic artist Jeni O'Brien, were viewed. The committee came to a consensus on using the traditional Dala horse encircled with blue scrolling to be the permanent Vinterfest logo. It was recommended that a card be sent to Ms. O'Brien in appreciation for donating her time in preparing the images. Jinks offered to take care of this. December 7, 2015 Scandia Parks and Recreation Committee Page 2 of 3 Motion by Jinks, seconded by Bildeaux, to approve the traditional Dala horse image with blue scrolling as the permanent Vinterfest logo. The motion carried 5-0. Jinks will present this logo selection to the Council at their December 15th meeting, and obtain the graphics file to begin preparation of publicity materials. The Committee noted that the image and wording will be good for use on signage at events, but a more readable font will be used on banners designed for use along roadways. Cub Scout Pack 173 Ice Fishing Contest Special Event Permit Application Lisa Pothen submitted a Special Event Permit Application for a Cub Scout Pack 173 Ice Fishing Contest to be held on Goose Lake during Vinterfest. This is the second year the event will be held. The staff report noted that the application was submitted after the October 23rd deadline in order to be promoted as a Vinterfest event. Jinks recommended the event be approved even though it was a late submission, as the Committee had earlier discussed including it in the promotion of Vinterfest events. Motion by Jinks, seconded by Rassmussen, to reaffirm the Ice Fishing Contest as a promoted Vinterfest event. The motion carried 5-0. Meisters Mite Hockey Chair Jinks introduced a discussion of the Meisters Mite Hockey event that was held at Meisters' hockey rink parallel to the Scanley Cup last year. The event was well attended and owner Scot Taylor plans to expand the event this year to include a youth hockey jamboree, a pig roast, outdoor beer garden and various outdoor family activities. The event is entirely on the business property and Jinks stated that it is a complement to the Vinterfest activities and should be included in the advertising materials. Bildeaux recognized the support the business has made to the community but questioned if it would set precedence for future requests from businesses that want their events promoted by the city. Zauner said that it is typical for communities to list all events being held at citywide celebrations in one brochure. Discussion continued and Jinks concluded that each request should be considered in context — the Committee has discretion in choosing which events are promoted using certain criteria such as community support and donations. Motion by Jinks, seconded by Zauner, to include Meisters Mite Hockey as a Vinterfest event in the promotional material. The motion carried 5-0. NEW BUSINESS Vinterfest Button Design Contest Judging Zauner provided the 6th grade button design entries for selection of the top three. The entries were judged as best showcasing the Vinterfest theme "Hemslojden" (Swedish handwork). Shannon O'Brien, 1 st Place and official Vinterfest button design Alison Johnson, 2nd Place Heather Kaup, 3rd Place Motion by Zauner, seconded by Jinks, to approve the placements for the Vinterfest Button Design Contest. The motion carried 5-0. December 7, 2015 Scandia Parks and Recreation Committee Page 3 of 3 Rapid Press will print the design for assembly by Committee members into the buttons that will be sold at area businesses. Zauner will prepare the payment collection boxes for distribution around town. Vinterfest Planning Mayor Simonson was present to receive clarification on the expectations of his role as the Saami reindeer herder during Vinterfest. Jinks stated that having a recurring mascot is a great addition to the event and explained that his presence at the various venues would be appreciated. Jinks offered to transport Simonson to the locations and will put together a general schedule of times to appear for photo opportunities with media. Borg, as media coordinator, will assist with this schedule. Borg will also coordinate photo opportunities in advance of the event for Vinterfest promotion in local newspapers. Mayor Simonson recommended the Committee be aware of the potential for increased attendance at the fireworks show the Saturday evening of Vinterfest, and the safety issues related to that. Jinks will discuss traffic concerns with Deputy Yetter in order to be prepared for assistance with traffic management from the Sheriff's Department. Jinks stated that he will have a general schedule of events ready within the next week for distribution to members for preparation of posters and brochures. Zauner recommended the snow sculpture contest be moved up in the schedule to avoid overlap with the youth ice fishing event. There was consensus to schedule registration beginning at 9:30 a.m. with a 10:00 a.m. start for snow sculpting. The awards presentation will remain at the scheduled time. Jinks explained that the event will be moved to the front of the Community Center grounds for better public viewing. Council member Lee offered to bring in drums of snow from a local ski hill if snow is scarce. There was discussion on including the number of years that Vinterfest has been a community event on the promotional material. Deputy Clerk Eklund offered to research the history of this winter celebration in Scandia. AGENDA FOR NEXT MEETING The Committee agreed on the following agenda items for the January 4, 2016 meeting: 1) Vinterfest updates 2) Log House Landing signage (National Park Service) 3) Lilleskogen Strategic Action Plan review 4) Review draft of the Parks Committee annual report ADJOURNMENT Motion by Zauner, seconded by Rasmussen, to adjourn the meeting. The motion carried 5-0. The meeting adjourned at 8:10 p.m. Respectfully submitted, Brenda Eklund Deputy Clerk