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3. PRSR 10-12-2011DRAFT MEETING OF THE ELK RIVER PARKS AND RECREATION COMMISSION HELD AT CITY HALL WEDNESDAY, SEPTEMBER 14, 201 I Members Present: Chair Anderson, Conunissionexs Ahlness, Karlsen, Niziolek, Nystrom and Peterson Members Absent: Commissioner Jaker Council Liaison: Mayor Dietz Staff Present: Steve Benoit, Recreation Manager, Chris Leeseberg, Planner/Park Planner, Rebecca Haug, Environmental Administrator, Tonga Love, Recreation Coordinator 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 September 14 2011 Parks & Recreation Commission Agenda Recreation Manager, Steve Benoit recommended tabling Item 7.2.B. so that the new Parks and Recreation Director can be involved in the discussion and process. Mr. Benoit also added Item 7.1.B. a Major Park Use request and added a discussion item regarding 4 on 4 Hockey League. Commissioner Anderson suggested makuig 4 on 4 HockeyLeague item 8.3. MOVED BY COMMISSIONER NYSTROM AND SECONDED BY COMMISSIONER PETERSON TO APPROVE THE SEPTEMBER 14, 2011 PARKS & RECREATION COMMISSION AGENDA WITH REQUESTED CHANGES. MOTION CARRIED 6-0. 3. Consider Minutes of August 10.2011 Parks & Recreation Commission Meetine MOVED BY COMMISSIONER PETERSON AND SECONDED BY COMMISSIONER AHLNESS TO APPROVE THE AUGUST 10, 2011 PARKS AND RECREATION COMMISSION MEETING MINUTES. MOTION CARRIED 6-0. Park & Recreation Commission Minutes September 14, 2011 4. en Mike -None 5. Volunteer of the Month DRAFT Page 2 Recreation Manager, Steve Benoit presented Roger Hohn as the Volunteer of the Month. 6. Recreation Manager's Report -Steve Benoit Recreation Manager, Steve Benoit shared the Elk River Senior Center and Ice Arena reports. Mr. Benoit reported that staff is transitioning into fall programming as well as planning for the upcoming winter activities. Mr. Benoit shared that the Fall Flag Football program was so popular that it quickly reached its capacityand a large waiting list. Staff was able to create a second class offering which coaxed out as well. Mr. Benoit also shared other department updates. Fast, that Michael Hecker had been hired as the new Parks and Recreation Director and second, that the Recreation Division was in the process of creating a timeline for moving offices form Lions Park Center to City Hall. 7. Action/Discussion Items 7.1. Policy Issues 7.1.A. cleanER Program Rebecca Haug, Environmental Administrator presented a new program initiative cleanER Program which would follow the same guidelines as the Adopt-a-Park program Ms. Haug shared that the program would be an umbrella program containing, Adopt-a-Storm Pond, Adopt-a-Wetland, Adopt-a- Neighborhood and Adopt-a-Park The program will be marketed as one program but will be coordinated by two different divisions; Parks and Recreation will continue to coordinate the Adopt-a- Park and the Environmental Division will coordinate the storm ponds, wetlands and neighborhood adoptions. If the city were to get a volunteer coordinator, it recommends having this position handle the coordination of the cleanER Program Ms. Haug explained that this program directly relates to the 2011-2012 Council adopted goal of Beautification. Commissioner Nystrom asked if this program would include plantings and flowers. Park&RecreationCommission Minutes DRAFT Page3 September 14, 2011 ------------------------------------ Ms. Haug stated that the programs focus is picking up garbage and there are no funds for plantings and flowers. MOVED BY COMMISSIONER NIZIOLK AND SECONDED BY COMMISSIONER KARLSEN TO RECOMMEND TO CITY COUNCIL TO ACCEPT THIS REQUEST OF CREATING cleanER PROGRAM ALONG WITH LOOKING INTO WORDAGE OF HOW TO MAKE IT MORE PERSONAL TO RESIDENTS OF ELK RIVER. MOTION CARRIED 6-0. 7.1.B. Major Park Use -Lions Park Recreation Manager, Steve Benoit shared a major park use request from the CAER organization to use Lions Park on Sunday, October 9, 2011 to hold a community walk fundraiser event, using the Lions Park Center building and outside attached shelter. Staff recommends that the facility rental fees be waived and that the group will cover the cost of any needed additional portable toilets. Commissioner Karlsen asked whythe comnssion is looking at this event request. Mr. Benoit explained that a first time event based on size of group and request for fees to be waived it is brought to the commission for approval. If it becomes a yearly request it is only brought to the commission for two years as long as the event continues to have the same requests. Commissioner Karlsen asked what the criteria are to waiving a rental fee. Mr. Benoit explained that the group that is requesting must be fundraising and serve the Elk River residents. MOVED BY COMMISSIONER NYSTROM AND SECONDED BY COMMISSIONER ALHNESS TO ACCEPT STAFF RECOMMENDATIONS FOR MAJOR PARK USE RENTAL BY CAER, WAIVING FACILITY RENTAL FEES AND GROUP PAYING FOR ANY ADDITIONAL NEEDED PORTABLE TOILETS. MOTION CARRIED 6-0. 7.2. Discussion Items 7.2.A. Facility Use Polic~Update -Tabled Recreation Manager, Steve Benoit requested to table this item until a future meeting based on the hiring of the new Parks and Recreation Director. This will allow him to be a part of the process. Mayor Dietz asked that the Parks and Recreation Director be informed of the idea of having a committee look at the Facility Use Policy. Park & Recreation Commission Minutes September 14, 2011 7.2.B. Suearbush Trail Feasibility Study DRAFT Page 4 Planner/Parks Planner, Chris Leesebetg shared that Commission Chairman Anderson received a letter from the Livonia Park Board Chair regarding the Sugarbush trail feasibility study and Chairman Anderson requested it be added to the agenda for discussion. Commissioner Anderson shared that Livonia Park Board Chair Gary Doebler sent a copy of the completed feasibility study on a trail connection between Livonia's Sugarbush Preserve and the Great Nortlrem Trail because eventually we hope that our communities will be connected. Mr. Leeseberg stated that they are proposing to go east to the Great Northern Trail Commissioner Anderson explained that Livonia Park Board would like involve the greater area in connecting the trails. Commissioner Karlsen shared he did not see how this would be a direct connection to Elk River trails and is more inclined to support a plan with City of Ramsey. Commissioner Anderson explained that we would not be supposing financially, it would be supporting their efforts. Commissioner Peterson shared that he supports any effort in connecting the trails as it is a unique forest. 8. Information/Update Items 8.1. Community Events Recreation Manager, Steve Benoit showcased the upcoming Family Fright Night event which will be Oct. 22nd. 8.2. Park/Program FIiQhliehts Recreation Manager, Steve Benoit presented the Fall Colors Canoe trip to be held on Oct. 1" and shared that the Night to Unite event held on Aug. 2"d was a great success which was held at Lions Park 8.3. 4-on-4 Hocke~aeue Commissioner Karlsen expressed his interest in offering a 4on4 Hockey League at our outdoor ice rinks. This could be the fast year with one open league building up to adding a men's, women's and youth 4on4 Hockey League. There is no goalie and no contact in 4on4 Hockey. Commissioner Anderson asked if Commissioner Karlsen and volturteers would run the league or would the city help. Park & Recreation Commission Minutes DRAFT Page 5 September 14, 2011 ------------------------------------ Comnvssioner Karlsen shared that he had been brainstorming ideas for the program with staff to work out program details. Commissioner Ahlness suggested that breaking in down by neighborhood to advertise challenging one neighborhood against another neighborhood will create excitement and interest in the program. City Council/Planning Commission Review/Updates Mayor Dietz shared that the results for the branding process were presented at the last EDA meeting. Mayor Dietz reported that four candidates were interviewed for the City Administrator position. 10. Other Business Conuivssioner Anderson thanked Recreation Manager, Steve Benoit for n,nning the Parks and Recreation Commission and creating a more engaged and involved meeting during the past year without a Parks and Recreation Director. 12. Adjournment There being no further business, the meeting adjourned at 7:42pm Minutes prepared by Tonya Love. Tina Allard, City Clerk Dave Anderson Parks and Recreation Commission Chair