7.0. PRSR 04-12-2017 )41f'
City of
Elk Memorandum
River
To: Parks and Recreation Commission
From: Michael Hecker,Parks and Recreation Director
Date: April 12,2017
Subject: Director's Report
This report is a monthly highlight of department activities related to collaborations, strategic
planning, staff changes/developments,and park operations.
Recreation Facility Improvements
JLG Associates is completing further architectural drawings and estimates for Activity Center and
Lion's Park Center. Staff continues to work with school official and the YMCA on collaboration
ideas for recreation facility improvements. A City Council work session to discuss the latest
drawings is planned for April 17.
Athletic Facilities Improvements Tour
The Athletic Facilities Improvements Tour is planned for Wednesday,April 26. We plan to visit at
least 4—5 facilities in the metro area departing Elk River City Hall at 3:00 pm. Since we plan to be
out touring until 8:00 pm,we will provide dinner on the road.
Our athletic complexes are in need of many updates. Staff is reviewing ideas to develop a list of
capital improvement needs. We need to look at other regional athletic facilities and involve the
Commission on this research.
Pinewood Golf Course
The Pinewood Management Agreement was approved by City Council on March 6. It is a two year
agreement with the Elk River Golf Club. The course is expected to open to the public by mid-May.
Rivers Edge Commons Park
The Bank of Elk River was recognized at the April 3 City Council meeting for their continued
support to sponsor the Riverfront Concert Series at Rivers Edge Park. They have agreed to sponsor
the concert series for the next three years 2017 to 2019.
The contractor for the expansion park project should be out in the coming weeks to complete the
construction at Rivers Edge Park. The remaining items include irrigation,landscaping, decorative
railings and sod. A copy of the marketing magnets to advertise the concert series is attached.
rIVIP R M E R E I R
N:\Departments\Parks and Recreation\Commission\Packets\2017\04-12-17 PRC Packet\7-Director's Report 4-12-
17.docx NATURE
The Rivers Edge Commons Park grand opening is scheduled for June 15,rain or shine.
Commission members are encouraged to attend, along with City Council members. The event will
be 6-8 pm with the ribbon cutting ceremony scheduled for 7 pm. No headliner band is planned but
it will have roving entertainment to showcase the new park.
TPL 9th Annual Conservation Leaderships Award
An Elk River contingency (Michael, Steve B.,Justin Femrite,Jerry Olsen and Dave Anderson)
attended the Trust for Public Land 9th annual Conservation Leadership Awards breakfast on March
29th to honor Senator Mary Kiffmeyer. Her award states "Conservation Leadership Award for
helping to secure the funding needed to protect the William H. Conservation Area for outdoor
recreation and enjoyment" Dave Anderson received one of the awards last year.
NRPA National Conference Presentation
Michael has been requested to speak at the NRPA (National Recreation and Park Association)
Annual Conference this September in New Orleans regarding the William H. Houlton Conservation
Area (WHHCA). He will be presenting with one of three speakers for an education session titled
"Conservation Partnerships for Parks and Recreation". —The NRPA was looking for examples of
conservation successes in collaboration with nonprofit partners. The other two speakers will be Jim
Garges Director of Parks and Recreation Mecklenburg county, Charlotte NC (one of the largest
park and recreation agencies in USA with over 900 FT employees) and Kent Whitehead Trust for
Public Land National Project Manager in Washington DC.
N:\Departments\Parks and Recreation\Commission\Packets\2017\04-12-17 PRC Packet\7-Director's Report 4-12-17.docx
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Postcard sent to neighbors of Meadowvale Heights Park
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The city has received an increasing number of
complaints regarding pet waste left in and around
Meadowvale Heights Park,particularly on the wood Elk River Parks and Recreation
chip trail.City ordinance requires owners to clean up 13065 Orono Parkway
after their pets and for dogs to be on leash at all times Elk River,MN 55330
in our city parks.
www.EtkRiverMN.gov
Not onty is pet waste a public nuisance,the Center for
Disease Control reports waste contributes to diseases
that animals pass to humans.further,one-third of all
water contamination is a result of pet waste,when
dissolved in storm water,entering streams or leaching
into underground welt water.
TO make pet waste disposal more convenient,the Parks
and Recreation Department installed doggie pots at
both entrances to Meadowvale Heights Park.
Thank you for keeping Meadowvale Heights Park clean
and enjoyable for everybody to use'
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-River
BY-LAWS OF THE ELK RIVER
PARKS AND RECREATION COMMISSION
ARTICLE I - NAME AND AUTHORITY
1. Name
The name of this organization shall be the Elk River Parks and Recreation Commission.
2. Authority
This commission is established under the authorization of Elk River Code of Ordinances
Chapter 2,Article 5,Division 3 Parks and Recreation Commission.
ARTICLE II - PURPOSE AND FUNCTION
1. Purpose
The Parks and Recreation Commission is a commission established to review and make
recommendations to the city council on the development and organization of the city parks
and the city recreation programs. The scope of the commission shall consist of advising the
city council regarding matters relevant to the park and recreation functions of the city.The
commission shall participate in the planning for development and acquisition of park land,
including in its definition nature preserves,rain gardens, trails,river corridors and
conservation areas, facilities and recreational programs.
2. Function
A. The Elk River Parks and Recreation Commission shall hold hearings, solicit public input
and recommend to the city council such plans,programs and policies as it deems
necessary to carry out the purposes of the parks and recreation department. Such powers
shall include,but not be limited to, the study of and recommendation to the city council
on the following:
i. Land acquisition for park and recreation purposes.
ii. Plans for major improvements in city parks.
iii. Rules and requirements for conduct of and in parks and recreation facilities.
iv. Plans and programs relating to the design and programming of city parks and
facilities.
v. Propose amendments in the recreation section of the city growth management
plan.
vi. Development of a comprehensive city parks and recreation plan and make
recommendations on the implementation of this plan.
vii. Assist in the promotion of city parks.
viii. Conduct periodic inspections of city parks and review existing situations and
make recommendations on improvements of city parks and recreation programs.
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ix. Discouragement of vandalism in city parks.
x. Work with a variety of organizations in ensuring the offering of any appropriate
array of recreation opportunities for the youth and adults of the city.
xi. Work with the parks superintendent to ensure the proper maintenance and
development of city parks and park facilities.
xii. Work with the city administrative staff in ensuring that appropriate park
properties in the city are obtained by the city during the city development
platting process.
xiii. Any other plans and programs as may be assigned by the city council from time
to time.
xiv. Continued vision of growth and improvement to all city parks,athletic fields and
trails to ensure our parks and recreation system continues to stay on pace with
the growth of the Elk River community and its needs.
xv. Strive for a sustainable parks and recreational system.
xvi. Develop and/or maintain a management plan for the natural areas within our
parks.The focus of the management efforts should be on a functional ecological
system which supports biodiversity.
xvii. Work with the community to protect our natural resources through collaboration
with adjacent landowners.
xviii. Work with the community to enhance our parks and recreation system through
collaborative efforts such as: financial support,volunteer services,management
of adjacent properties and recreational corridors.
B. The commission shall not be considered a park board under state law and shall have no
powers to acquire or lease land,employ personnel,or enter into contracts or leases,or
any similar powers authorized for a park board by state law.
C. Commissioners shall be familiar with the Parks and Recreation Master Plan and the city
Comprehensive Plan as it relates to parks and recreation.
ARTICLE III — MEMBERSHIP, COMPENSATION AND TRAINING
1. Membership
A. The Commission shall consist of seven members appointed by the city council. An
appointment to city residents shall be given preference,but residency by itself shall not
be a disqualification for appointment.
B. A member of city council shall be a non-voting member of the commission and will act
as a liaison between the Parks and Recreation Commission and city council.
2. Compensation
Commissioners shall serve without pay but may be reimbursed for actual expenses incurred
while performing duties as a parks and recreation commissioner.
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3. Training
Commissioners are encouraged to take training courses offered by the city, state,and other
governmental units and agencies,and the city council shall budget for the reimbursement of
expenses incurred in training each year.
ARTICLE IV—TERMS AND VACANCIES
1. Terms
Terms of office are for three years and all terms shall end on the last day of February;
however,commissioners shall hold office until their successor has been appointed.The
terms of commissioners shall be staggered so that no more than three terms of office expire
at one time.
2. Vacancies
A. Vacancies shall be filled by the city council for the remainder of the term.
B. The chair shall immediately,upon receipt of a resignation or when advised of a vacancy,
notify city council.
C. Should a resignation be submitted to staff, they will immediately notify the chair and city
council.
ARTICLE V— OFFICERS AND DUTIES
1. Officers
A. Officers of the Parks and Recreation Commission shall consist of a chair,vice-chair and
secretary which are voted in by a majority vote at the commission's first regular meeting
in March of each year.
B. If a vacancy occurs in the chair office,the vice-chair shall assume the chair's duties for
the remainder of the year and a new vice-chair shall be elected by the commission at the
next scheduled commission meeting.
C. A vacancy occurring in the vice-chair or secretary office shall result in an election by the
commission at the next scheduled commission meeting.
2. Duties
A. Chair
i. Preside and preserve order at all meetings of the commission.
ii. Calls special meetings of the commission in accordance with the Section 2-235 of
the city's Code of Ordinances.
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iii. Sign documents of the commission.
iv. See that all actions of the commission are properly taken.
v. Work with city staff to set monthly meeting agendas.
vi. Provide orientation to all new commissioners as soon as possible.
vii. Perform all other duties and functions assigned by the commission or the city
council.
viii. Be familiar with Robert's Rules of Order and Minnesota Open Meeting law.
B. Vice-Chair
i. Assume the duties of the chair in their absence.
C. Secretary
i. Assume the duties of the chair in the absence of both the chair and vice-chair.
ARTICLE VI -ATTENDANCE
A commission member shall be expected to maintain a suitable attendance record.Attendance is
vital to board service and city council expectations. Because attendance is important,city council has
adopted the following attendance policy:
Members shall be automatically removed for lack of attendance. Lack of attendance is defined as a failure to
attend three (3)meetings or at least two-thirds of the meetings (including regular and special meetings)
scheduled during a rolling 12-month period. Participation for less than three fourths of a meeting shall be the
same as a failure to attend a meeting. Members removed pursuant to this paragraph shall not continue to
serve on the Parks and Recreation Commission and such removal shall create a vacancy.A member may
appeal the termination by requesting a hearing before the City Council within 10 days of notice of
termination.
A standard commission attendance form shall be used by all commissions for the staff liaison to record
attendance. The Office of the City Clerk shallforward the attendance record to the City Council at the end of
each June and December for the Council to review. Commissioners shall noti the staff liaison of planned
absences 72 hours prior to the meeting missed.
ARTICLE VII — QUORUM AND CONFLICTS OF INTEREST
1. Quorum
A quorum shall consist of a majority of the sitting members.
2. Conflict of Interest
Commissioners shall comply with the city Conflict of Interest policy.Any commissioner
who feels that he or she may appear to have,or in fact has,a conflict of interest on any
matter that is on the Parks and Recreation Commission agenda shall voluntarily excuse
himself or herself,vacate their seat and refrain from discussing and voting on said item(s).
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ARTICLE VIII — MEETINGS
1. Regular Meetings
Regular meetings are held on the second Wednesday of every month at 6:30 pm at Elk River
City Hall unless otherwise posted.
2. Special Meetings
Special meetings may be called by the chair as needed. Notice of the time and place of any
special meeting shall be communicated to the members and publicly noticed at least three
business days prior to the meeting. Special meetings may or may not have actionable items.
3. Work Sessions
Work Sessions may be called by the chair as needed and will be before or following a regular
meeting.Work sessions do not have actionable items and are open to the public.
4. Public Hearings
Public hearings are very infrequent and are posted as part of a regular meeting.They follow
specific protocol different than the Open Forum agenda item.
5. Protocol
A. All meetings follow Minnesota statutes on open meeting law.
B. Robert's Rules of Order,latest revised edition,governs the parliamentary procedure.
C. Meetings are open to the public.
D. In addition to providing the agenda packet to commissioners,the staff liaison will provide
copies of the agenda,minutes from the previous meeting and backup documentation to the
city administrator, city clerk,park planner,ice arena manager,parks superintendent and
meeting support staff.
ARTICLE IX—STAFF SUPPORT
1. Staff Liaison
A. A city appointed staff liaison will record attendance and minutes of each meeting and
make a permanent file of all minutes which shall be available to the public on the City of
Elk River website.
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B. The staff liaison will provide materials pertinent to a commission meeting in advance of
the meeting to allow commissioners time to review and prepare.
2. Videographer
A videographer will film the meeting which shall be made available to the public on the City
of Elk River website.
3. Parks and Recreation Management
The Parks and Recreation Director and/or the Recreation Manager will attend the meetings
to update the commission on department activities and provide answers to any questions
discussed during the meeting.
ARTICLE X - AMENDMENTS TO BYLAWS
1. Any changes to the Bylaws will be reviewed and approved by the Parks and Recreation
Commission and filed with the City Clerk's office.
2. These bylaws shall become effective upon adoption by the Parks and Recreation
Commission.
3. These bylaws may be amended at any regular meeting by a majority vote of the membership
provided that the amendment(s) has (have) been submitted in writing at the previous regular
meeting.
Adopted on this 9th day of March,2017.
Chair,Dave Anderson
Elk River Parks and Recreation Commission
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