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02 09 2011 PR MINMEETING OF THE ELK RIVER PARKS AND RECREATION COMMISSION HELD AT CITY HALL WEDNESDAY, FEBRUARY 9, 201 I Members Present Chair Anderson, Commissioners Ahlness, Jaker, Karlsen, Niziolek, Nystrom, and Peterson Council Liaison: Mayor Dietz Staff Present: Steve Benoit, Recreation Manager; Chris Leesebexg, Planner/Park Planner; Tonya Love, Recording Secretary; 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River Parks and Recreation Commission was called to order at 6:30 p.m. by Chair Anderson. 2. Consider February 9, 2011 Parks & Recreation Commission A enda Recreation Manager, Steve Benoit asked to add the following items to the agenda; 6. Update on giant projects MOVED BY COMMISSIONER PETERSON AND SECONDED BY COMMISSIONER NYSTROM TO APPROVE THE FEBRUARY 9, 2011 PARKS & RECREATION COMMISSION AGENDA. CARRIED 7-0. 3. Consider Minutes of January 12. 2011 Parks & Recreation Commission Meeting MOVED BY COMMISSIONER NYSTROM AND SECONDED BY COMMISSIONER NIZIOLEK TO APPROVE THE JANUARY 12, 2011 PARKS AND RECREATION COMMISSION MEETING MINUTES. MOTION CARRIED 7-0. 4. Open Mike -None 5. Volunteer of the Month Recreation Manager, Steve Benoit presented Maxk Rathbun as the Volunteer of the Month. 6. Recreation Manager's Report - Steve Benoit Recreation Manager, Steve Benoit shared the Elk River Senior Centex and Elk River Ice Arena staff reports. Park & Recreation Commission :~Lnutes February 9, 2011 Page 2 Mr. Benoit reported that outdoor ice rinks and warming houses have been heavily used in December and axe off to a great season. Mx. Benoit followed up by reporting that as a February 3"' there have been 71 cross country skiable days of the season at Woodland Trails Park, along with the trails being maintained by a community of volunteers. Mx. Benoit shared a draft copy of the upcoming Program Guide and that marketing for Pinewood Golf Course will be streamlined this year. Mr. Benoit presented an update on the different grant opportunities the Parks and Recreation department is pursuing. Commissioner Jakex asked who was writing the giants, staff ox someone hired from outside the organization. Mr. Benoit explained it was a combination of city staff and is being operated as a group project. Discussion/Action Items 7.1.A. Major Park Use -Handke East Ice Rink for Paxkex Elementary Family Night Recreation Manager, Steve Benoit shared a request from the PTO of Parker Elementary to use Handke East Hockey Rink to host a Parker Elementary Family Night on Friday, February 25`h, 2011. Mx. Benoit stated that staff recommends no fees or deposits fox use of park and that the group would be responsible fox any expenses incurred such as extra portable toilets or trash clean up as required. Commissioner Kaxlsen stated that the warming house is way too small for a group of 200 and would like to see the warming house expanded in the future. Mx. Benoit shared that the group was aware of the size of the warming house and that families would come and go during the event. MOVED BY COMMISSIONER NYSTROM AND SECONDED BY COMMISSIONER NIZIOLEK TO ACCEPT STAFF RECOMMENDATION OF CHARGING NO DEPOSIT OR PARK USE FEES AND GROUP BEING RESPONSIBLE FOR ANY ADDITIONAL EXPENSES SUCH AS EXTRA PORTABLE TOILETS AND TRASH CLEAN UP. MOTION CARRIED 7-11. 7.1.B. Major Paxk Use -Wedding and reception at Orono Park Shelter #1 Recreation Manager, Steve Benoit shared a request from Tanya Witzke fox use of Orono Park Shelter #1 for a wedding ceremony and reception on Saturday, August Park & Recreation Commission 1ltinutes February 9, 2011 Page 3 20, 2011 from Gam-10pm. The rental party would set up and extra 20'x40' canopy tent, 150 chairs, eight tables and one arch for upwards of 160 guests. Mx. Benoit stated staff recommendations of charging fees similar to River's Edge Commons Park. $250 damage/cleaning deposit, $200 park use fee and group being responsible fox any expenses incurred such as extra portable toilets ox trash clean up as required. Commissioner Anderson encouraged staff to think about parking issues and to work with the party on where they can park. Commissioner I{axlsen asked if staff would be putting up the canopy tent. Mx. Benoit shared the group would hire that out and work with the parks maintenance staff on a location. MOVED BY COMMISSIONER JAKER AND SECONDED BY COMMISSIONER PETERSON TO ACCEPT STAFF RECOMMENDATION OF CHARGING $250 DAMAGE DEPOSIT AND $200 PARK USE FEE ALONG WITH GROUP BEING RESPONSIBLE FOR ANY ADDITIONAL EXPENSES SUCH AS EXTRA PORTABLE TOILETS AND TRASH CLEAN UP, MOTION CARRIED 7-0. 7.1.C. Protection of Natural Resources Planner/Park Planner, Chris Leeseberg shared a draft Ordinance Amendment regarding the disturbance of natural features and wildlife in city parks. Mr. Leeseberg expressed that feedback received from city staff was to change a phrase in Section 2, 54-35. Item (a) 1) from "in any manner" to "intentionally". Mayor Dietz asked if the city attorney had signed off on the ordinance amendment. Mr. Leeseberg shared that he had not and would be reviewing it prior to the council meeting. Commissioner Anderson stated he would like to see "trapping" added into Section 54-35 (a) 1). Commissioner Peterson expressed that many people feed ducks and geese and it would be really difficult to enforce. Recreation Manager, Steve Benoit shared that this ordinance will give the police a tool to fall back on to use at their discretion. Commissioner Niziolek questioned if written authorization would be needed to harvest fruits and nuts fox personal consumption. Park & Recreation Commission Minutes February 9, 2011 Page 4 Commissioner Karlsen stated it is difficult to carve out all the exceptions and that Steve is onto something in that the police department uses it to their discretion. Commissioner Anderson asked if the commission members would like to see Section 54-34 (a) 5) removed. All members agreed. Commissioner Niziolek asked to change Section 54-35 (a) 1), to add "research" to the exception. 7.2.A. Update of Sidewalk Connections City Engineer, Justin Femrite shared an update regarding sidewalk connections. Mr. Femrite stated he met with Parks Maintenance Supervisor, Rodney Schreifels about trail and sidewalk maintenance fox 2011. They are creating a list prioritizing the areas to be improved with the $20,000 budget. Commissioner Anderson asked if the traIls were rated in the same manner as streets are rated. Mx. Femrite explained that they are currently collecting information on all streets in Elk River and if there is a trail ox sidewalk nearby they will be rated as well, however this will not cover all whole trail system. Mr. Femrite shared that staff is cuxxendy working with Sherburne County regarding the work being done on County Road 77. Commissioner Anderson asked if approval was needed. Mx. Femrite explained that if the commission agrees with plan he would work with Rodney Schreifels in completing the trail maintenance fox 2011. 7.2.B. Ridges of Rice Lake/Great Northern Trail Planner/Park Planner, Chris Leeseberg shared an update regarding the ability to connect the Great Northern Trail (GNT) to the Ridges of Rice Lake development. Grants were researched as a possible solution to fund the project however the City does not have the funds to match the 50% cash match required. Mr. Leeseberg stated that staff will continue to look at funding options and explore connection opportunities with GNT to the Ridges of Rice Lake development. Commissioner Anderson expressed that this project is premature; there is a lot of leg work to be done, such as speaking with the property owners about the new trail. Park & Recreation Commission Minutes February 9, 2011 Page 5 Commissioner Niziolek asked if 223` can be attached to the trail, there isn't a lot of traffic and this may be the quickest and cheapest option. Commissioner Nystrom asked if the trail could go further north. Mx. Leesebexg shared that those options had not been looked into and the}' may run into no feasible connection going further north. Recreation Manager, Steve Benoit explained that there axe actions that need to happen fox the project to be considered fox other grants. 7.2.C. Policy fox Field Use Recreation Manager, Steve Benoit presented additional information requested by the commission in January for fees paid by Youth Athletic Associations fox field use, scheduling procedure and possible loss of revenue fox city sponsored activity due to lack of field space. Mr. Benoit stated that staff is looking fox direction from the Commission on how fields are allocated between Parks and Recreation programs and Youth Athletic Association use. An example of a city program loosing revenue due to lack of field use is the Fall Flag Football program. Should fields be shifted to city use in order to address the demand fox the program? Mayor Dietz expressed that he heard the Commission say that Youth Associations should get first priority. How many other programs will conflict with association; axe we reinventing the wheel? Mx. Benoit stated that city programs are an introductory feeder program to the associations. Mayor Dietz asked if the field allocations vary from year to year. Mx. Benoit shared that there is a push from year to year and staff will balance the Parks & Recreation programs and Youth Associations. Mayor Dietz stated that the numbers given is not a lot of loss of revenue. Commissioner Anderson asked how big the Youth Football Association is. Mr. Benoit stated they have approximately 400-500 children in program. Commissioner Anderson stated that looking at it as a number of participants instead of how much money. If we took away half the fields then that is not serving around 200 participants. Mayor Dietz stated he could not think of any other program in this situation. Park & Recreation Commission minutes February 9, 2011 Page G Commissioner Anderson stated that this is a natural issue of growing pains. The Ciry is growing a need and the football association is growing as well. Let the associations grow and utilize the fields and grow the city programs when there is space for it ox try playing Flag Football another night of the week. Mayor Dietz stated that Steve Benoit would have to show a list of programs with a significant amount of money. If we didn't have the association it would come out of our budgets; takes more staff and money. Staff gets frustrated with others using fields and live with what we have. Commissioner Anderson discussed that there was a subcommittee that looked at fees and is it time to do that again? Commissioner Jaker shared that Mayor Dietz's observations make sense; we do not want to force competition between the City and Associations and we have to live within our means. Commissioner Anderson asked of the $1400 revenue what is the percent of the budget? Mr. Benoit stated it is 1% of the budget. Mayor Dietz stated the commission should give staff direction; council will want to know your thoughts since it involves revenue and that a small fee increase of the field use fees would be warranted. Mr. Benoit restated that question being whether fields should be shifted to city use in order to address the demand fox a program. Commissioner Nystrom stated that the associations would be better served to the older kids. MOVED BY COMMISSIONER NIZIOLEK TO RECOMMEND THAT NON-PROFIT ASSOCIATIONS WILL NOT BE DISPLACED BY PARKS & RECREATION PROGRAMS WHEN ALLOCATING FIELDS. Commissioner Nystrom stated the motion sounds too permanent If lights axe installed at YAC it would change in the future. Football is critical due to the lights. Commissioner Kaxlsen suggested to resolve to put on the youth association the $1500 lost revenue. Commissioner Anderson stated that would double the association field use fees. Commissioner Jaker stated that the budget is miniscule; if we raise the sates we need to look at inflation as one issue and the other issue being what should staff do in growing programs. Park & Recreation Commission btinutes Page 7 February 9, 2011 Commissioner Jaker asked staff to meet with association leadership to explain situation and can they help us with the loss of revenue. Commissioner Ahlness shared that he agrees to forming a fee committee and as the city we should keep programs and should not have to turn away participants. Commissioner Niziolek expressed two things. First, philosophy of associations having fast priority and second, fees being charged. Commissioner Niziolek withdrew his first motion. MOVED BY COMMISSIONER NIZIOLEK TO RECOMMEND THAT NON-PROFIT ASSOCIATIONS HAVE FIRST PRIORITY OF FIELD USE AND PARKS & RECREATION IS SUPPORTIVE IN NATURE ON REMAINING FIELDS. Commissioner Niziolek stated that staff need a policy which could lead to a detaIled policy. Commissioner Kaxlsen supports Commissioner Niziolek's idea but want to have Recreation Programs first priority and Association needs to cover the rest. We axe about Elk River. Commissioner Niziolek restated his motion. Commissioner Niziolek withdrew is his motion. MOVED BY COMMISSIONER NIZIOLEK AND SECONDED BY COMMISSIONER KARLSEN TO RECOMMEND THE RECREATION PROGRAMS HAS FIRST PRIORITY AND YOUTH ASSOCIATIONS HAVE SECOND PRIORITY. MOTION FAILS 5-1,1 ABSTAIN Commissioner Peterson stated that the commission has made this decision in the past. Commissioner Anderson stated that the last time this was discussed the commission agreed that the associations would have first pxioriry. MOVED BY COMMISSIONER JAKER AND SECONDED BY COMMISSIONER KARLSEN TO DIRECT STAFF TO ENGAGE YOUTH ATHLETIC ASSOCIATION LEADERSHIP IN REVIEWING THE CURRANT CHALLENGE OF FIELD USE/AVAILABLITIY AND LOSS OF FEES, PURSUE SOLUTION, AND REPORT FINDINGS AND STAFF RECOMMENDATIONS AT MARCH COMMISSION MEETING. MOTION CARRIED 6-0,1 ABSTAIN 8. Information/Update Items Park & Recreation Commission Minutes February 9, 2011 8.1. Community Events Page 8 Recreation Manager, Steve Benoit showcased the Family Fire & Ice Festival held on January 23`d, Breakaway Hockey program and the SHIP Grant and how a survey was sent out regarding use of the trail system in Elk River. 8.2. Park/Program Highlights Planner/Park Planner, Chris Leeseberg shared what winter activities are avaIlable in the City's park system. City Council/Planning Commission Review/Updates Commissioner Peterson stated that the open meeting laws were reviewed by the City Council and that the years of experience was left in the Parks and Recreation Director job description for consistency with other director positions with in the city. 10. Other Business -None 11. Adjournment There being no further business, the meeting adjourned at 9:08pm. Minutes prepared by Tonya Love. Tina axd, ity erk ~ ~~ ave Anderson Parks and Recreation Commission Chair