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09-14-2011 PR MINMEETING OF THE ELK RIVER PARKS AND RECREATION COMMISSION HELD AT CITY HALL WEDNESDAY, SEPTEMBER 14, 201 I Members Present: Chair Anderson, Commissioners Ahlness, Karlsen, Niziolek, Nystrom and Peterson Members Absent: Commissioner Jaker Council Liaison: Mayor Dietz Staff Present: Steve Benoit, Recreation Manager, C1uis Leeseberg, Planner/Park Planner, Rebecca Haug, Environmental Administrator, Tonya Love, Recreation Coordinator Call Meeting To Order Ptusuant 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 making 4 on 4 Hockey League 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 G-0. 3. Consider Minutes of August 10, 2011 Parks & Recreation Commission Meeting 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 Mmutes Page 2 September 14, 2011 4. en Mike -None 5. Volunteer of the Month Recreation Manager, Steve Benoit presented Roger Holm 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 capacity and a large waiting list. Staff was able to create a second class offering which maxed out as well. Mr. Benoit also shared other department updates. First, 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. 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- Parkand the Environmental Division will coordinate the stone ponds, wetlands and neighborhood adoptions. If the citywere to get a vohmteer 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. Pazk & Recreation Commission Minutes Page 3 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. IVlajor 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 commission is looking at this event request. Mr. Benoit explained that a fast 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 onlybrought 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 Policy 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 Comnvssion Minutes September 14, 2011 7.2.B. Sugarbush Trail Feasibility Study Page 4 Planner/Parks Planner, Claris Leeseberg shared that Commission Chaim~an 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 GaryDoeblersent a copy of the completed feasibility study on a trail connection between Livonia's Sugarbush Preserve and the Great Northern Trail because eventuallywe hope that our communities will be connected. Mr. Leeseberg stated that they are proposing to go east to the Great Nonhem Trail. Commissioner Anderson explained that Livonia Park Board would like involve the greater area in connecting the trails. Conunissioner 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 supporting 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 HiQhliehts 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 Hockey Lea tre Conurvssioner Karlsen expressed his interest in offering a 4on4 Hockey League at our outdoor ice rinks. This could be the first 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 voltrnteers would xun the league or would the city help. Pazk & Recreation Commission Minutes September 14, 2011 Page 5 Commissioner 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 Commissioner Anderson thanked Recreation Manager, Steve Benoit for r„t,ning the Parks and Recreation Commission and creating a more engaged and involved meeting during the past year without a Parks and Recreation Director. 12. Adjourrunent There being no further business, the meeting adjourned at 7:42pm Minutes prepared by Tonya Love. i `_" . ~/~ Tina Allard, City Cler i ;° Dave Anderson ` Parks and Recreation Commission Chair