8.0. PRSR 07-12-2017 Item: 8
Memorandum
River
To: Parks and Recreation Commission
From: Michael Hecker,Parks and Recreation Director
Date: July 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.
Park Maintenance Worker Position
Interviews for the vacant Park Maintenance Worker were held in early June. A total of seven
candidates were on the interview list and an offer was made to David Zakem. His hiring was
approved by City Council on July 3 and he will begin work on July 24. David comes to us from La
Crosse Parks,Recreation and Forestry Department in La Crosse,WI. This is the position that was
previously held by Todd Neal who took a supervisor position with Anoka County Parks.
Hillside Park Trail Construction
Progress on the reconstruction of the mountain bike trails at Hillside City Park is progressing
smoothly. YRU contracting has completed construction of the trails in section 3 (southeast corner)
of the park and is working through section 4 (northeast corner). Thus far,approximately 2.5 miles
of new trail have been constructed and completion of work is anticipated by the end of July. The
contractor stated that they made great progress through section three as the tree work conducted by
staff this past winter made ideal conditions for building the trail.
Section 4 is taking a little more time as he has to remove down trees and brush along the corridor;
however he is still progressing at roughly 650 feet of new trail per day. Several riders were in the
park this past week and expressed how much the like the new trail in section 3 and are excited to
have a trail that has good flow. Several bikers came as far away as Cambridge to ride the new trail
and said it is much improved over the trails we had in the past.
Woodland Trails Regional Park Potential Acquisition& Grant Application
Staff is currently working on the grant through the Greater Minnesota Regional Parks and Trails
Commission for park improvements identified in the Woodland Trails Regional Park Master Plan.
They are similar improvements that were submitted last year. The deadline to submit this year is
July 31,2017.
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Riverfront Concert Series 2016
Thus far,we have had two concerts for the Riverfront Concert Series. The next concert is A Hard
Day's Night on July 13. Feedback has been very positive regarding the new park expansion. The
remaining concert schedule is as follows:
July 20 Mark Stone& the Dirty Country Band
July 27 The Jimmys
August 3 The Ponzi scheme Band
August 10 Fabulous Armadillos
August 17 Boogie Wonderland
August 24 Arch Allies
Park Steward Guidelines Policy
City Council adopted on June 19,2017 the Park Steward Guidelines Policy. The new policy is
attached. As stated in the new policy, staff is dedicated to exceeding the goals of the Elk River city
council and expectations of the community we serve. Trust and respect are paramount in a positive
working relationship.
N:\Departments\Parks and Recreation\Commission\Packets\2017\07-12-17 PRC Packet\Director's Report 7-12-17.docx
City of
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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.
5. 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 June 19,2017 4.8