4.8. SR 06-19-2017 EOty1� ,.,�� Request for Action
River
To Item Number
Mayor and City Council 4.8
Agenda Section Meeting Date Prepared by
ConsentJune 19, 2017 Michael Hecker, Parks and Recreation Director
Item Description Reviewed by
Park Steward Guidelines Policy T.John Cunningham, Fire Chief
Reviewed by
Tina Allard, City Clerk
Action Requested
Approve,by motion, the Parks and Recreation Park Steward Guidelines Policy.
Background/Discussion
In early April, some of the volunteer park stewards met with Mayor John Dietz and City Administrator
Cal Portner to discuss concerns they had in regards to improving communication with park maintenance
staff. Based on the feedback from the park stewards, staff developed operational policies/guidelines to
clarify volunteer and staff expectations. The attached policy was completed based on the volunteer
steward's feedback. This policy will become part of the Volunteer Policy Handbook.
Financial Impact
None
Attachments
■ Parks and Recreation Park Steward Guidelines Policy
POWERED 6T
AR
city of
ver
Parks and Recreation
Park Steward
Guidelines Policy
Parks and Recreation Park Steward Guidelines Policy
I. Communication
■ Staff will make every effort to respond to phone calls or electronic communications from Park
Stewards within the same business day, barring unforeseen circumstances. If the respective staff
member is unable to respond the same business day, s/he or another staff member will follow
up before noon of the next business day.
■ Phone calls or electronic communications received after scheduled work hours will be
responded to the following business day. Summer business hours (during daylight savings time)
are Monday through Thursday 7:00 am—4:30 pm and Friday 7:00— 11:00 am. Winter business
hours are Monday through Friday 7:00 am—3:30 pm.
2. Resource Requests
■ Requests for resources,including but not limited to: fuel, small hand tools, and expendable
supplies shall be submitted to the Park Superintendent by text, email, or voicemail and shall be
fulfilled within three (3) business days. Power equipment requests,including but not limited to:
chainsaws,pole pruners and ATV's shall be fulfilled within five (5) business days. The advance
request period allows staff to resource, schedule, and deliver equipment. Requests for equipment
shall include the purpose and duration of use. Once allocated, staff will inform the Park Steward
and arrange a time for delivery or pick-up. If equipment is anticipated to be needed longer than
scheduled, the Park Steward shall inform the Park Superintendent.
■ With the exception of the snowmobiles designated specifically for Woodland Trails Regional
Park and Bailey Point Nature Preserve and the Rokon and Snow Scoots at Hillside City Park, all
other power equipment serves other uses throughout the city.
■ Equipment/resources dedicated to a specific facility shall be inventoried by volunteers on a
monthly basis. Completed inventories shall be sent to the Park Superintendent. Inventories
shall include verification that all equipment is present and in good operating condition. Any
missing equipment or equipment found to not be in operating condition shall be reported to the
Park Superintendent upon identification of the deficiency. Staff will conduct periodic equipment
inspections to identify the condition and presence of assigned equipment.
■ The city allows the use of personal equipment for volunteer projects and their temporary storage
in city facilities. The city is not liable for damaged,worn, or missing equipment. Volunteer tags
for stored equipment will be made available at each site to distinguish between city and
volunteer equipment.
3. Positive Working Relationship
The city of Elk River employs an experienced, trained, and educated professional staff dedicated to
exceeding the goals of the Elk River city council and expectations of the community we serve. In the
course of our numerous and diverse core responsibilities,priorities,weather conditions, and resources
frequently change which may not be fully understood without an understanding of the broader picture.
Trust and respect are paramount in a positive working relationship.
4. Park Projects
■ The Park Superintendent shall provide notice to respective Park Stewards to participate in project
planning.
■ Before projects begin,the Park Superintendent shall hold a pre-project/construction meeting with
key staff and the respective Park Steward(s) to review details of the project scope,timing and
objectives.
■ Park Steward concerns regarding project operations/activities shall be directed to the Park
Superintendent, Parks and Recreation Director, and City Administrator.
■ Park Stewards shall not direct the work of city-hired contractors and may be responsible for contract
costs added outside the project scope if determined work direction contributed to the additional
project cost.
■ Park Stewards shall coordinate with the Park Superintendent and the Parks and Recreation Director
prior to initiating any volunteer activity not considered routine. Routine volunteer activities include,
but are not limited to: trail grooming and mowing, existing trail maintenance,grounds clean up,
storm damage clean up, etc.
■ Establishment of new recreation features, such as realignment of trails,new trail construction,Eagle
Scout projects, etc. shall be approved and coordinated through the Park Superintendent and the
Parks and Recreation Director. The Parks and Recreation Director shall validate needs,verify the
physical locations,permits and/or administrative requirements,budget and materials (type and
quantity). New features shall be evaluation in conjunction with the Park and Recreation Master Plan
and the park-specific master plan.
■ Park Stewards shall coordinate with the Park Superintendent prior to initiating habitat restoration
projects. Projects requiring herbicide application shall be coordinated at least five (5) business days
in advance to schedule license pesticide applicators to be present on the day of the project. Planting
of any vegetation shall be approved by the Park Superintendent prior to the purchase of materials to
verify location, species composition and maintenance requirements.
■ Park Stewards may request City of Elk River Finance Department purchasing approval for
miscellaneous expendable supplies at the Elk River Menard's. Purchases do not require prior
approval; however,itemized receipts of purchases shall be remitted to the Parks and Recreation
Department within three (3) business days. Expendable supplies may include,but are not limited to:
Sea Foam fuel additive, marking paint and ribbon, small quantities of lumber for repairs, etc.
S. Volunteer Handbook
The city council-approved volunteer handbook shall be reviewed and acknowledged annually by all
designated Park Stewards. Park Stewards, as crew leaders, are responsible for ensuring all volunteers
adhere to the handbook and city policies.
Policy History
Adopted by: On date Item#
City Council