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10. PRSR 01-10-2001 • Item #: 10. City of MEMORANDUM Elk River TO: Park and Recreation Commission FROM: Michele McPherson`Director of Planning DATE: January 4, 2001 SUBJECT: Informational/Update Items for January I I, 2001 Meeting B. Park/Trail Developments 1. December Park Dedication Fund Balance Sheet The ending balance for the Park Dedication Fund was $737,488.62. While not final, the 2000 Revenues were $236,711.29 and Expenditures were $178,632.85. The net increase to the fund was $58,078.44 2. Community Recreation Update 3. River City Snow Riders Newsletter 4. Letter to Rollie Ring-Jarvi regarding Woodland Trails policies • 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • TDD & Phone(763) 441-7420 • Fax (763) 441-7425 BALANCE SHEET DECEMBER 30, 2000 Date: 01/03/01 Time: 2:31pm City of Elk River Page: 1 As of: 12/31/00 Balance )II/1 Type: SR SPECIAL REVENUE Fund:, 225 PARK DEDICATION Assets CURRENT ASSETS i 1010 Cash 737,488.62 CURRENT ASSETS 737,488.62 Total Assets 737,488.62 Reserves/Balances FUND EQUITY 2400 Fund Balance 679,410.18 2600 Change In Fund Balance 58,078.44 FUND EQUITY 737,488.62 Total Reserves/Balances 737,488.62 Total Liabilities & Balances 737,488.62 • l • Item #4.5. City of Elk River MEMORANDUM TO: Mayor & City Council Klaers, City Add' istrator FROM: Pat y ,ice avt DATE: December 18, 2000 SUBJECT: Community Recreation Update Councilmember Paul Motin is our city representative on the Community Recreation Board. Michele Bergh is the Recreation Manager. The next Community Recreation Board meeting is Monday, December 18, 2000. Attached for your review is the agenda packet for this meeting. At this City Council meeting, Paul is scheduled to present an update on recent • community recreation activities. • s:\council\comrecud.doc 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • TDD & Phone (763) 441-7420 • Fax(763) 441-7425 COMM UNITY RECREATION BOARD AGENDA • Monday, December 18, 2000 s , La Rose's, Elk River � CaI ��El1��Ri�er�>�a 1 1:45am 1. Call meeting to order 11:45 a.m. 2. Routine It( ms a. Consider December 18, 2000 Agenda b. Approve November 20, 2000 Minutes 3. Discussion/Board Action Items a. Joint Powers Agreement—final draft will be sent Wednesday,December 13 b. Policy for new youth associations/leagues 4. Staff Reports/Informational Updates report enclosed a. Winter/Spring Brochure and Programming b. Open Gyms c. Warming Houses 5. Community Reports a. Elk River • b. Hassan Township c. Otsego d. Rogers e. ISD 728 6. Set next meeting Consider January 151h as the next meeting. 8. Adjournment Your attendance is always important. If you cannot make the meeting,please arrange to send an alternate. Please plan to arrive and have your meal ordered or help yourself at the buffet and be ready to begin meeting at 11:45 a.m. • , r Item #4.5. • City of Elk River MEMORANDUM TO: Mayor & City Council FROM: Pat Klaers, City Add, istrator Y o DATE: December 18, 2000 SUBJECT: Community Recreation Update Councilmember Paul Motin is our city representative on the Community Recreation Board. Michele Bergh is the Recreation Manager. The next Community Recreation Board meeting is Monday, December 18, 2000. Attached for your review is the agenda packet for this meeting. At this City Council meeting, Paul is scheduled to present an update on recent community recreation activities. 1110 s:\council\comrecud.doc 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • TDD & Phone (763) 441-7420 • Fax (763)441-7425 COMMUNITY RECREATION BOARD MINUTES Monday, November 20, 2000 La Rose's, Elk River Attendance: Board Members: Mark Strater- ISD 728, Virginia Wendell—City of Otsego, Paul Motin—City of Elk River, Roger Rosenquist—Hassan Township City/School Representatives: Pat Klaers —City of Elk River, Gary Morrison—Hassan Township Absent: Gary Eitel—City of Rogers 1. Called meeting to order at 12:10 p.m. 2. Routine Items a. Consider November 20, 2000 Agenda Motion to approve made by Virginia Wendell, seconded by Paul Motin. 4-0. b. Approve October 16, 2000 Community Recreation Board Minutes Motion to approve made by Virginia Wendell, seconded by Paul Motin. 4-0. 3. Discussion/Board Action Items • a. Checking Account/Signers Motion to have department head and chair of the Community Recreation Board be the two signers on the checking account made by Paul Motin, seconded by Roger Rosenquist. 4-0. b. Joint Powers Agreement Motion to approve changes made thus far and to fine tune some of the language made by Paul Motin, seconded by Roger Rosenquist. 4-0. 4. Staff Reports/Informational Updates—report enclosed a. Fall/Winter Brochure and Programming b. Winter/Spring Brochure and Programming c. Adult Leagues d. MRPA Conference e. Open Gyms f. Warming Houses g. Marketing 5. Community Reports a. Elk River—4`h council member to be selected at the council meeting on the 20th. The Rotary is talking about repairing the stone building at Handke. The Lions are proposing an addition to an existing shelter at Lions Park. b. Hassan Township—Working on a 40-acre park, trails and a sugar shack. • c. Otsego—Jeff Bartheld, chair of the Park Commission, will be leaving at the end of 2000. d. Rogers—None. e. ISD 728—Bond and levy were successful. New board members were elected, one incumbent returning—MJ Swanson. Dr. Flannery has verbally announced his retirement. 6. Set next meeting Next meeting will be December 18th. 7. Adjournment • Motion to adjourn made by Paul Motin, seconded by Virginia Wendell. 4-0. • inter/Spring Brochure and Programming .,; next brochure goes to the printer on Friday, December 15`h. This brochure will cover mid-January through mid-May. We will also be sending out a promotional flyer about ' way through the season to re-promote programs that fall in the later months. A big change this year will be our promotion of Tball in this earlier brochure. Parents start looking for this information in February when the youth associations begin their registration process so we will have the information all ready to go. I am hoping to have flyers available at the Youth Baseball and Girls Softball registrations. We have a couple of new programs that I am really excited about. One is a cheerleading program for jr high girls. We have a one-day clinic that is just for fun and will be a fundraiser for the Cheerleaders as well as a weekly program that will meet for about 10 weeks to prepare those who are interested in trying out for cheerleading in 10th grade. It will cover skill development as well as clarify all the expectations of the cheerleaders. We have also acquired the Ski Club that used to be run by the school district. We were asked by Mike Hanlon to take over this program that has been running for about 25 years. We are finalizing all the trip details for the season and will be getting all the information out to the schools in the next few days. These trips are a great way to serve about 50 jr. and sr. high students every Friday throughout the winter. Additionally, we have gained a new staff person for programming who is currently teaching with the Skating cademy program. She will be adding off-ice conditioning soon and will also be offering a Matworks program. s is a Pilate-based program geared towards athletes to strengthen muscles as well as repair damaged muscles. We will be offering this program at the Emporium site to teens through adults. Open Gyms Open gyms are off to a great start. Attendance has been good so far and we are looking forward to a busy season. Last year's numbers were really low, many sites had little to no attendance for the majority of the season, but things seem to be back on an upward swing. We currently have 12 hours a week in open gyms available. Warming Houses We will be opening warming houses in the next two weeks. I believe we'll have enough staff to cover the shifts. We are working on making these positions safer and will be meeting with the park commissions in Elk River and Otsego (if they offer a rink this year) to discuss various possibilities. Some of the ideas being discussed in Elk River are two person shifts, having concessions at some site and one person would work concessions and the other would supervise the warming house area, and not having all the sites open at the same times. I will know more after the 13th when the park commissions meet. 0 • Community Recreation will assist and promote one youth association per sport and population served. Any new associations serving a population in a sport that is already being served must meet the following criteria to be assisted and promoted by Community Recreation: • Have a minimum of 4 teams and • Demonstrate that they have done everything possible to resolve any issues with the existing association. If no conflicts exist, Community Recreation will encourage the new association to join the existing group. 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N °'� °co Eo a — : °• ° -C � ° a) L v ac o E ° ° N a ai o ° E c� o _ o o o a C ' 0h' C nn �° 1-,0 co 0o aL ° c >, o a, mc �' _s_, 0 co) ° ECD . ai -04- 0 - C L'U C L - 0 o •� co" >, 0 L X 0 c Cl) (.1.) 0> C C O U � conE �oc° >'O C, E -o coE 2 co o on oEn3 O — u) ..= >,:c a U Z C0 .U •C n ) c LI � -0 o 2 o Ez E o a CO Q4 � o = E ° L ° o 2 0 HI ! -0 ° ° 0-v - r E o_° O -O O s IWH o o c v EL co 4, — ° U ° a o° O N 0 E 2 O U fl ° c U -5 o o _ m o 'C c C 'C C 'c o o c N a .o a 'o 0 U o • 2 ca E 'o C —' -0 2 Ec ( � > c .o • c 0 .= Ua) a0 = o a CC - > °) c ° a o c o c o o 0 o � °E aw L E u) C z ECL c Q E 2 0 Cl) 4 - ,...0 -rd i Ecn o a. — ? zn ° . � 3 cc . cn 0 0 a_ a. er tie Wity of Elk ,, River December 14, 2000 Rollie Ring-Jarvi Elk River Area Schools 322 King Avenue NW Elk River MN 55330 Re: Use of Woodland Trails Park for Cross Country Ski Team Practices and Events Dear Mr. Ring-Jarvi: The Elk River Park and Recreation Commission has established policies regarding the use of Woodland Trails Park for all activities including cross country ski races and practices. Enclosed please find a set of home team responsibilities, which we would like you to implement as a part of your practice and race day routines. In an effort to further protect the Woodland Trails Park resource, the Commission has established a policy for out-of-town school team practices. A copy of this policy is attached for your information. The guidelines that we used to establish the available dates last year were that out-of-town teams could practices on Mondays, Tuesdays, Wednesdays, and Thursdays unless there was a race scheduled on that day or the following day. This policy was established to protect trails from overuse and to allow adequate time for grooming and maintenance before races. This year we allowed outside teams to practice on Monday's before races also. Thank you for your cooperation in supporting the Park and Recreation Commission's policies regarding the use of Woodland Trails Park. Woodland Trails Park is a unique and valuable resource to the citizens of Elk River and those outside the community who choose to utilize its scenic beauty. We hope that the policies that have been established will maintain this resource for many years to come and your assistance in this endeavor is greatly appreciated. If you • 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • TDD & Phone (763) 441-7420 • Fax(763)441-7425 have any questions regarding the policies for the use of Woodland Trails Park, please feel free to contact me at 441-4902. Sincerely, Mi ele McPherson Director of Planning • • S:1P LA N N I NG\M I C H M C\LETTE RS1RI N GJARV.DOC Woodland Trails Home Ski Team Policy • 1. Post practice schedule and location daily. 2. Post race schedule and location the day before the race and the day of the race. 3. Install warning cones prior to the event. 4. Race-day trail markers must be removed immediately after the race. 5. Police parking and start area for litter. • Woodland Trails Park 1111 Reservation Request Form Name of Group: Contact name: Address: Date reserved: Hours of event: Telephone number: (H) (W) Activity and description of area in which activity will occur: Policies Ask 1. Requests shall be submitted 5 business days prior to requested use date. 2. The park will remain open to public during reserved uses. Every courtesy should be granted non-event park users. 3. Certain uses require "warning cones" to be displayed at park entrances. Upon granting approval for your use you will be notified if that requirement is necessary and instructed as to the locations that the cones are to be displayed. 4. A $50.00 Reservation fee (non refundable) is required. 4. A $50.00 deposit is also required to secure the cones and it will be returned when the cones are returned. 5. Please leave the park and parking lot cleaner than you found it. 6. Park closes at 10:00 pm. 7. Park department will verify compliance of polices. By signing this form I agree to obey the above stated policies. Signature: Date: • OUT OF TOWN SKI TEAM PRACTICE POLICY FOR WOODLAND TRAILS PARK Out of town high school cross-country ski teams may request practice dates at Woodland Trails Park with the following restrictions: 1. Requests for practice dates must be made 5 business days before the date of the requested use. 2. Out of town teams may practice two days each month for the months of December, January, and February. 3. A maximum of two out of town teams may practice per week. 4. Only one out of town team may practice per day. 5: Practices will be limited to Monday through Thursday on open dates listed below. Open practice dates for 2000-2001: Dates subject to 24-hour cancellation notice. December: 11, 12, 26, 27, 28 January: 1, 10, 11, 24, 25, 29, 30, 31 February: 1, 5, 6, 7, 8, 14 • To:Michele McPherson(441-7425) From:1 612 2741842 1/10/01 03:39:14p Page 1 of 1 Staff Report Michele Bergh January 2001 Warming House/Ice Rinks Things are going well with the ice rinks. The floater during the week is working very well and then we have 2 people on the evening weekend shifts. There are a few weekend shifts that have a floater vs. the 2 people coverage due to staff availability. All rinks are now up and running. Winter/Spring 2001 Brochure and Programming The brochure was delivered on January 31 . We have our standard programs as well as a couple of new ones. The phones and walk in registrations have been very busy. We are seeing a lot of new customers that haven't registered for programs before. Emporium We are starting up a game night on Tuesdays for teens at Emporium who play Magic and those types of alternative games. They can come to Emporium and use the space and hopefully make some new friends who share a common interest. Concerts are still popular and we are not experiencing any problems. Updated Registration Software We have received an update to our registration software, which was a big change to what we had before. It is working great and just taking a little getting used to. We are very happy with the company and 41) program we are using. Open Gyms All open gyms are running and run through mid-March. We are having good attendance. We have passes available for people to purchase which helps with money and change. They also receive 6 for the price of 5 visits or 13 for the price of 10, depending on the pass they purchase. This has really helped out administratively and seems to be popular with people. Intramural Basketball This league is scheduled to begin this week. We have had a great response from high school students by the deadline and always get in a few more after the deadline. I anticipate having 15-20 teams this year. This program runs on Sunday evenings at Salk Junior High. Summer Programming We will be starting to work on our summer programs within the next few weeks. All summer programs must be set by the end of March. •