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12-10-2003 PR MIN . . . MEETING OF THE ELK RIVER PARK AND RECREATION COMMISSION HELD AT LIONS PARK CENTER WEDNESDAY, DECEMBER 10, 2003 Members Present: Cb.air Peterson, Commissioners Anderson, Nystrom, Kuester, Polston- Hark, and Paige Members Absent: Commissioner Jackett Staff Present: Pat Klaers, Gty Administrator; Michele McPherson, Director of Planning; Orris Leeseberg, Planner/ParkPlanner; Phil Hals, Park/Street Superintendent; Terry Bye, Park Foreman; Rae Ann Gardner, Recording Secretary 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River Park and Recreation Commission was called to order at 7:13 p.m. by01air Peterson. 2. Consider 12/10103 Park & Recreation Commission Agenda COMMISSIONER POLSTON-HORK MOVED TO APPROVE THE DECEMER 10,2003 PARK & RECREATION COMMISSION AGENDA. COMMISSIONER NYSTROM SECONDED THE MOTION. THE MOTION CARRIED 6-0. 3. Consider Minutes of 11/12103 Park & Recreation Commission Meeting COMMISSIONER POLSTON-HORK MOVED TO APPROVE THE NOVEMBER 12, 2003 PARK AND RECREATION COMMISSION MEETING MINUTES. COMMISSIONER NYSTROM SECONDED THE MOTION. THE MOTION CARRIED 6-0. 4. Park & Recreation Commissioner to Attend December Planning Commission and Gty Council Meetings a. December 15, 2003 Gty Council Meeting Commissioner Jackett will attend the December 15, 2003 Gty Council Meeting. b. December 16, 2003 Planning Commission Meeting Commissioner Nystrom will attend the December 16, 2003 Planning Commission Meeting. 5. Open Mike No one appeared for this item. . . . Park & Recreation Commission Minutes December 10,2003 Page 2 6. Neighborhood Meetings/Discussions: None 7. Park Development Progress Report Mr. Bye noted that the lights on the trail and aronnd the parking lot at Lions Park Center have been completed. Utilities need to come out and finish one light up on the sliding hill and finish adjusting the holiday lights. Mr. Bye also stated they will begin flooding the Handke Pit and Lions Park when the weather gets cold enough. Mr. Bye also shared that they have been working in Big Tooth Ridge Park cutting down between 40- 50 dead trees and 6 live trees that were rotted. It has taken 2-3 days to cut down and clear all the trees. They also cleared behind Beaudrys and need to clean the narrow area up by Tipton. 8. Gty Recreation Update Michele Bergh reported that the schedule for the ice rink attendants has been completed and that all the shifts have been covered. The rinks are scheduled to begin the week of winter break depending on the weather. Ms. Bergh also stated that the Cabin Fever schedule is being finalized and that the January-February Program Guide has been sent out. The department is currently working on the March-April Program Guide that will cover some of the surmner programs such as Lions Den and T- Ball. Ms. Bergh reported that the Facilities Subcommittee met and worked on formalizing a mission statement for the Recreation Department and recommended the following to the comnnsslon: "To provide year ronnd recreation opportnnities to enhance the lives of all members of the community." MOTION BY COMMISSIONER NYSTROM, SECONDED BY COMMISSIONER POLSTON-HORK TO RECOMMEND THAT THE MISSION STATEMENT BE APPROVED BY THE CITY COUNCIL. MOTION CARRIED 6-0. Ms. Bergh reported the Facilities Subcommittee discussed a policy for the types of programs offered by the Recreation Department. The Recreation Department will strive to provide programs that meet two or more of the following criteria: 1. CDmmunity and! or Partnership Building Opportnnities 2. Public Safety 3. Promotion of Gty Facilities 4. "Feeder" Programs 5. Programs that Promote Activity and Overall Wellness MOTION BY COMMISSIONER KUESTER, SECONDED BY COMMISSIONER POLSTON-HORK TO ACCEPT THE POllCY AS WRITTEN AND TO RECOMMEND THAT THE CITY COUNCIL ADOPT THE SAME. MOTION CARRIED 6-0. Ms. Bergh reported that the Facilities Subcommittee discussed the Non-Resident Fee Structure for the Recreation Department. Ms. Bergh shared the three options discussed. Recreation Department Staff recommends Option eto have no non-resident fees and continue to have residents register one week before all others. . . . Park & Recreation Commission Minutes December 10, 2003 Page 3 MOTION BY COMMISSIONER KUESTER, SECONDED BY COMMISSIONER ANDERSON, TO ELIMINATE THE NON-RESIDENT FEE AND TO CONTINUE TO ALLOW RESIDENTS TO REGISTER ONE WEEK BEFORE ALL OTHERS. MOTION CARRIED 6-0. Ms. Bergh also stated that the Subcommittee reviewed the Lions Park Center Policy concerning holiday rates. Under the current policy, the holidays that fall on weeknights are charged the regular weeknight rates. The Recreation Department has received two requests this year for holiday events. The subcommittee and staff are recommending that the following be added to the policy for Lions Park Center use: "All holidays will be considered weekend use and are subject to staff availability." MOTION BY COMMISSIONER ANDERSON, SECONDED BY COMMISSIONER POLSTON-HORK TO ACCEPT THE RECOMMENDATION TO CONSIDER HOLIDAYS AS WEEKEND USE, SUBJECT TO STAFF AVAILABILITY. MOTION CARRIED 6-0. Ms. Bergh shared the out of town Nordic Ski team practice policy for Woodland Trails Park with the following proposed changes. Chmges include: 1. Proof of insurance required 2. No maximum number of practice dates per month 3. Fee would change from $50 to $25 or $1/skier (whichever is less). 4. Fee can now be dropped off in the donation box if there isn't time to submit payment to the Recreation Department prior to the practice. 5. In 2004, an Adopt-a- Trail Program would be available to provide "in kind" assistance on trail maintenance in exchange for practice dates. Staff along with the Subcommittee, recommends approval of these policy changes for the 2003-04 season. MOTION BY COMMISSIONER NYSTROM, SECONDED BY COMMISSION POLSTON-HORK, TO ACCEPT THE POLICY CHANGES AS RECOMMENDED. MOTION CARRIED 6-0. 9A1. G>mmunity Events: None 9.B.1. G>nsider Park Dedication - Case No. P 03-16 Park Planner, Chris Leeseberg reported that Morcon has submitted a preliminary plat for Elk Ridge Center, a commercial development. The subject property is located at the southwest comer of the intersection of Highway 169 and 197th Avenue and totals 18.9 acres. The current proposal is to subdivide the property into seven lots to be utilized for commercial use. One lot will be separated from the other six lots by the proposed Holt Street extension. Due to the nature of the parcel, staff recommends cash dedication. MOTION BY COMMISSIONER ANDERSON, SECONDED BY COMMISSIONER NYSTROM, TO ACCEPT THE STAFF RECOMMENDATION OF CASH DEDICATION FOR THE PRELIMINARY PLAT BY MORCON. MOTION CARRIED 6-0 . . . Park & Recreation Commission Minutes December 10, 2003 Page 4 9.C 1. Discuss Park & Recreation Director Pat Klaers, Gty Administrator was present to explain the timeline and process for hiring of the new Park and Recreation Director position. The Gty plans on advertising for this position in mid-March and will take applications for one month. Mr. Klaers shared that he would like the Park and Recreation Gmunission to chose two representatives to participate in the interviewing and selection process. Mr. Klaers requested the Commission to review the job description and qualifications and make recommendations for the personnel committee to review. The Commission will review the job description before the January meeting at which time they will make recommendations and discuss office space issues. 9.C2. Tobacco Free Recreation Jennifer Eide and Brittany Meyer from Tobacco Free Youth Recreation presented information on Tobacco Free Recreation policies. They shared what other communities have adopted for policies in their parks and signs that are available to any community that adopt a Tobacco Free policy. Ms. Eide also shared information on a policy request for the Gty of Elk Rivers's outdoor recreational facilities. The Commission requested more information and would like staff to present a draft policy for the city at the January meeting. 9.C3. Royal Valley Park Update Director of Planning, Michele McPherson reviewed the written proposal for maintenance of the prairie planting at Royal Valley Park submitted by Prairie Restorations.* *Ms. McPherson stated that the Utilities were unwilling to pay for maintenance when they had paid forthe $9,000 worth of prairie plants. Commissioner Kuester stated that he recalled that the door had been left open regarding reparations for the damage done to the park He felt that maintenance should be Uilities responsibility. Commission Anderson stated that the restoration turned out very well. The neighbor has requested that he be able to install a fence to allow his cattle to continue to graze outside of the planted area. It was agreed to assign the preparation of a reparations recommendation to the construction subcommittee. Reparations may include: Maintenance of the Prairie Tree Replacement Installation of a fence to allow cows to graze A recommendation from the subcommittee will be presented at the January 14,2004 meeting. Mr. Adams, General Manager, will be asked to attend. . . . Park & Recreation Commission Minutes December 10,2003 Page 5 9.C4. Consider Cbange in Meeting Time Director of Planning, Michele McPherson stated that there is an interest in moving the Park and Recreation meeting start time to 6:30 pm instead of 7:00 pm. This would be consistent with the start time for other Commission and Council meetings. MOTION BY COMMISSION POLSTON-HORK, SECONDED BY COMMISSIONER ANDERSON, TO CHANGE THE PARK AND RECREATION COMMISSION MEETING START TIME TO 6:30 PM BEGINNING JANUARY, 2004. MOTION CARRIED 6-0. 10. Information/Update Items This information was presented to the Commissioners in their packets. No action was required. 1. Park Dedication Fund Balance 2. Woodland Trails Donations 2. voss Country Ski Schedule 3. "Preserving Tall Grass Prairie" 4. "Putting Brakes on Ditch-Driving ATVs" 11. Update on November 17, 2003 GtyCouncil Meeting Commissioner Peterson provided an update on the November 17, 2003 Gty Council meeting. 12. Update on November 25, 2003 Planning Commission Meeting Commissioner Jackett was not in attendance to give an update. 13. Other Business 14. Adjournment There being no further business, the meeting adjourned at 9:25pm Respectfully submitted, Recording Secretary