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PRSR AGENDA MEMO 11-29-1990 ityof TO: PARK AND RECREATION COMMISSION Elk River FROM: PAT KLAERS, CITY A RATOR DATE: NOVEMBER 29, 1990 SUBJECT: AGENDA MEMO The next Park and Recreation Commission meeting is scheduled for Wednesday, December 5, 1990, at 7 : 00 p.m. at the Elk River City Hall. Attached for your review are the draft 11/7/90 Park and Recreation Commission minutes . The last Commission meeting got no further than the Open Mike agenda item. Accordingly, this next meeting will be, in a sense, a continuation of the last meeting. In this regard, everyone should bring the sample Park and Recreation Director/Coordinator job descriptions that were included in the November agenda packet. As agenda item 5 and 6 are the same as the November agenda, the following four paragraphs are also a repeat of the November agenda memo. . . • PARK AND RECREATION DIRECTOR JOB DESCRIPTION. . .Attached for your information are some comments on a job description from Commissioners Northway and O'Brien. Also attached are sample job descriptions from some metro and non-metro communities that are of similar size to Elk River. These job descriptions are from the Cities of Chanhassen, Savage, Stillwater, New Ulm, Hutchinson and Northfield. As you can see by the attached material, there is a wide variety of activities under the jurisdiction of a Park and Recreation Director/Coordinator. Each community tailors the responsibilities of a director to needs of the community and school district . Almost all of the communities combined their efforts with the school district in offering recreational opportunities . Also, almost all of the cities have responsibilities for park maintenance (street or park maintenance crew) , but this work is under the jurisdiction of a park director. Prior to any job description being put together, the City and School District will have to reach a clear understanding of future park and recreation responsibilities and needs for the City and for the School District. The attached material is offered for discussion and as examples in putting together an Elk River Park and Recreation Director/Coordinator job description. The development of this description will be difficult as it is anticipated that the 720 Dodge Ave. N.W. Elk River, Minnesota 55330 (612) 441-7420 • City responsibility in recreation is going to change in the next year or so. Even if a description is put together and approved by the City Council, there is still a significant concern with financing the position. Also, there currently is no office space available to house such a department at City Hall. The City "Park and Recreation Department" with a director is imperative for the full implementation of the Master Plan; but it is anticipated that this department and director will evolve somewhat slowly as the City's responsibility changes. Continued discussion on this issue is anticipated at the next few Park and Recreation Commission meetings. IMPLEMENTATION OF MASTER PLAN AND 1991 WORK PROGRAM. . .This item is on the agenda as a continuation of the discussion that took place at the last Park and Recreation Commission meeting. The three most identified needs in this area have been adequate staffing, adequate financing and adequate land. A temporary solution to some of the staffing needs may be related to additional help at the Community Education Department of the School District in order to assist the youth recreation organizations with administration of the programs (i.e. registration) . Also, if a school bond referendum is successful, the solution to the availability of flat, open recreation land may be a year or so in the future and a temporary solution will need to be worked on in 1991. Any available funding for the staffing, land purchases, or land improvements will need to be authorized by the City Council. Limited funds are currently available within the City General Fund Budget and through Park Dedication monies . As previously noted, the General Fund Budget does include some landfill monies that are dedicated toward miscellaneous and smaller park improvements which are not anticipated when the budget is approved. In addition to the above comments on a job description and a 1991 work plan, I believe it is important for the Commission to consider one additional major project for 1991 . This project is the formation of a committee to thoroughly review and examine the existing recreation program and ultimately make a recommendation on the future of the recreation program in the area. It has been staff' s contention that the City of Elk River could not withdraw from the existing recreation program and simply have a City of Elk River recreation program. The City is simply too much an integrate part of the existing program to withdraw. Staff believes that what currently exists is a school district wide recreation program that uses mainly school facilities and other City facilities (as available) . The City, in part, financially supports the recreation programs but none of the other surrounding communities financially 111 support the recreation programs . A committee or task force needs to be formed to review the existing relationships between the school district and Elk River; the school district and other surrounding communities; and the recreation programs use of school and city properties. The recreation system as it exists, is not broken and with limited additional facilities (flat open land) and staffing (a recreation assistant to help in youth registrations) the system may continue to function very adequately for the next few years . However, the system that has worked very well since the early 1980 ' s is approaching its peak capacity and some changes will need to be made in order for the recreation programs to continue to develop and remain an appropriate opportunity for all residents in the school district. It is possible that a task force could be formed that would include representatives from Zimmerman, Rogers, Otsego, the City Park and Recreation Commission, School District and any other area that should be represented. The School and City facilities are going to need to be addressed and City finances from all areas represented in the program are also going to need to be reviewed. This task force concept should get a great deal of discussion by the Park and Recreation Commission and be thoroughly evaluated before moving forward. • Other 1991 work projects that need to be reviewed include: Horses and the use of City trails The development of the railroad bed. The use of park dedication monies. The purchase of additional city parkland. The development of city parkland. Working with the school in the development of youth recreation land around the new facility in Elk River. STAFF UPDATES . . . It is appropriate for Charlie and Phil to update the Commission on winter park and recreation activities and to summarize fall activities. Also, attached for your information is a City park reservation policy and procedure that needs to be reviewed with the Commission. Additionally attached for your review, is the Park and Recreation Commission plan for use of park dedication funds in 1990 . Phil should review this list with the Commission in terms of what was accomplished and what was not, which will then be held over to be reviewed in 1991 . Also under staff updates I would like to update the Commission on the upcoming appointments/reappointments to the Park and Recreation Commission; the status of the Master Plan which Mr. Bill Sanders is completing; the 1991 adopted Park and Recreation budgets; and the meeting schedule/time frame for January and beyond. i • 7 � .rr, tye rnev eS b I •f -•� Q b Q. �-- 0 h y /30 gyp r` b7 PARK AND RECREATION COMMISSION RECOMMENDATIONS FOR 1990 Orono Park 1 . Street lights 11 ea @ $300 $3000 2. Picnic Tables 20 ea @ $50 1000 3 . Concrete pads for picnic tables 25 ea @ $75 1875,,E 4. Retaining wall south of the beach 1500;› k,1 11 . Lights at horseshoe pits 2 ea @ $300 600 Ridgewood East Park 17 . 1/2 Basketball Court (Asphalt Surface) $1250 • Anda Park 19 . Access and entrance $1250 20 . Fencing 4800 Depot Site 22 . Irrigation System $1500 23 . Planters 500 Woodland Trails 35 . Additional Ski Trails (eqpmt. rntl. ) $ 900 36 . Culverts for Hiking/Ski Trails 500 Ballfield Complex 48. Limerock service area $2000 50 . Irrigation pump and valves 2400 51 . Bleacher safety improvements 500 Deerfield IV Park 55 . Grading and Seeding $1000 Total $24575 110 — —� cap 71,Jec re Serve at-e_ at 5-u a aiib)e. w -k on The -f-evi 1s coo The R 6"4