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7.0. PRSR 11-14-2012 Item: 7 Ell_ MEMORANDUM River TO: Parks and Recreation Commission FROM: Michael Hecker, Parks and Recreation Director DATE: November 14, 2012 SUBJECT: Director's Report This report is a highlight of our Department's activities to inform the Commission on items related to strategic planning, staff development, park operations and collaborations during the past month. Baily Point Project City Council approved at the November 5 meeting, the purchase agreement and Minnesota Land Trust Easement for the Bailey Point property. We tentatively anticipate a closing on the property on November 20. During the next few months,we anticipate that the Park and Recreation Commission will review the concept plans and eventually a master plan for the site. This includes the recreational structures and programming that may be developed based on the restrictions as outlined in the Minnesota Land Trust Easement document. For example, restrictions such as playgrounds, athletic courts and athletic fields are not permitted anywhere on the site. The City's Environmental Division and Heritage Preservation Commission have enlisted in the help of St. Cloud State University (SCSU) Professor Chuks Ugochukwu to develop trail maker signs for the Bailey Point property. Professor Ugochukwu works in the Geography & Planning department at SCSU and teaches classes in Historic Preservation and Downtown Development. Students from these classes have been assigned to research the history of the Bailey Point Property and create interpretive trail signs and informational handouts for the future city park. Various topics of research include: the Battle between Ojibwe and Dakota Tribes, Fairgrounds, Golf Course, Ox Cart Trail crossing, Football field, Milling districts. Students will be presenting rough drafts of their research in class on November 19th and final drafts on December 3rd. Once completed the signs and handouts will be submitted to the City for review. A final project summary and trail marker sign design will be presented to the Parks and Recreation Commission after the start of the new year. Park Improvement Fund Staff continues to review and prioritize the number of park replacement and maintenance items including trails,repairs and replacements. This was based on feedback from the Parks and Recreation Commission. A second City Council work session is being held on Tuesday, November 13 to review the prioritization of projects and various levels of funding. For the 2013 year, the number one project continues to be the parks master plan ($30,000 and then $35,000 for 2014);number two is trail repairs ($100,000) and number three is the Orono Park Playground replacement ($250,000). Ice Arena The Arena Commission will be meeting the same night as the Parks &Recreation Commission on November 14. The meeting agenda will include follow up from the City Council meeting on November 13. The City Council will review the Ice Arena renovation options. Four options for renovations to the Ice Arena are being presented with cost estimates and pros and cons of each option. Pinewood Golf Course Parks Maintenance personnel are assisting in taking out dead trees at the golf course. The current split rail fence along the main road at Pinewood is being replaced this month. Work should begin soon. The fence is over 30-years old and falling apart. This is a current budget item that will replace the fence with an identical split rail fence. I received a phone call from a regular user of our facilities. This person wanted to let me know that Paul Anderson does a nice job with the operations at Pinewood. Field Use Allocation Policy I have been spending a great deal of my time with this policy draft the past few weeks. During my research, I found out that we are required as per a 2011 Minnesota Statute to include concussion awareness and training for all coaches. This will be included in the new policy. Another related item in which I have spent some time is national standards for background checks. We will eventually need to incorporate this into this policy and our volunteer policy manual, a national standard that outlines the process for screening volunteers. All of these items will probably require an additional cost to implement that should be planned and covered through program fees. You will hear more about this as this policy continues to be developed with the assistance of the Field Use Allocation Committee. A field use allocation committee meeting is planned following the regular Parks and Recreation Commission meeting. The agenda includes reviewing the latest two page outline (see next page) that represents a consensus of the "best practices" in addressing youth sports and policies for field use allocation. All Commission members are invited to attend a community youth sports meeting on Thursday, November 29. All of the Elk River youth community sports organizations will be attending. The main objective: "Formalize the policies, procedures and philosophies of the City in relation to youth sports programs." Agenda Items Include: • Community philosophy of youth sports • Insurance requirements for youth organizations • Residency requirements • Required training of youth coaches • Conducting background checks on all volunteer coaches National Alliance For Youth Sports and National Recreation and Park Association (NRPA) Recommended Standards for Communities and Youth Sports November 2012 This document is a plan outline that represents a consensus of what professionals in the youth sports field(many are parks and recreation professionals) firmly believe need to be the course of action to address the culture of youth sports in communities, including the development of a field use allocation policy. It also encompasses the "best practices" of parks and recreation departments' policies for youth sports/field usage and risk management information for sports associations from the League of Minnesota Cities. ONE Adopt a community philosophy that makes youth sports safe and positive for children • What is a community philosophy? o Should complement our department mission statement o Hold EVERY program accountable in-house and others using City fields • How? o Hold a meeting with local leaders to develop the philosophy o The philosophy should include an emphasis on sportsmanship positive attitude, improving skills and community values. o The philosophy supports the nine recommended standards • A draft philosophy is outlined in the draft policy o Adopt a City Council resolution that clearly states how youth sports should be operated in the City. TWO Appoint a professional youth sports administrator to ensure adherence to the philosophy • Recommend this is the Recreation Manager with staff assistance • Oversees the entire youth sports operation: o Acts as liaison between the Department and the community o Responsible for working with ALL outside sports programs o Ensures the Field Use Allocation policy and philosophy are clearly understood and followed by ALL sports programs o Oversee the training of coaches for ALL sports programs o Responsible for overseeing requirements for ALL volunteers, including coaches both in-house and ALL sports related organizations o Responds to ALL complaints o Stay up to date on national youth sports topics and trends THREE Hold Programs Accountable through a Field Use Allocation Policy • Establish the policy requirements o Insurance o Residency o Proof of Nonprofit status o Volunteer Training o Volunteer Screening • Conduct formal background checks as recommended by NRPA for ALL volunteers, seasonal staff and coaches o Concussion awareness for youth sports as per new MN law o Allocation process—Priority use • City, nonprofits, school district, for profit, etc.. o Signed acknowledgment of policies • User group application form—permit process • Oversight to hold programs (organizations) accountable o Eligibility process for field use permits o Hold annual field scheduling meetings for the new year- when? o Verification of requirements o Hold annual meeting with Parks Commission prior to annual field scheduling meeting to update this policy • Philosophy being upheld? • Verification of requirements? • Residency status? Sources: • Recommendations for Communities Raising Community Standards for Youth Sports Presented by National Alliance for Youth Sports and the National Recreation and Park Association, 2008; • National Recreation and Park Association National Congress Anaheim 2012 Session on Youth Sports • League of Minnesota Cities Risk Management Information for Sports Associations, 2012 • City of Mason, Ohio Youth Sports Policy Manual, 2009 • Cobb County GA Park User Handbook, 2011 • Guinnett County GA Parks and Recreation Sports Program Policies, 2012 • City of Chandler,AZ Youth Sports Association Guidelines, 2010.