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01-11-2023 PR MINr) ��L Meeting of the Elk River Parks and Recreation Commission ver Held at the Elk River City Hall Wednesday, January 11, 2023 Members Present: Chair Williams, Commission members Anderson, Loidolt, Niziolek, Rathbun, and Soltvedt Members Absent: Holmgren Council Liaison: Mr. Beyer Staff Present: Recreation Manager Michael Hecker, Recreation Coordinator Warren Ellingworth, Recreation Assistant Ali Wallace I . Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Elk River Parks and Recreation Commission was called to order at 6:30p.m. by Chair Williams. 2. Pledge of Allegiance 3. Consider 01 / 1 1 /2023 Agenda Moved by Commissioner Soltvedt and seconded by Commissioner Loidolt to approve the January 11, 2023, Parks and Recreation Commission meeting agenda. Motion carried 6-0. 4.1 Consider 12/14/2022 Regular PRC Minutes Moved by Commissioner Rathbun and seconded by Commissioner Anderson to approve the following December 12, 2022, Parks and Recreation Commission Minutes. Motion carried 6-0. S. Open Forum - None 6. Presentations - None 7. Action Items 7.1 2023 Park Rental Fees Mr. Ellingworth shared the staff report. Staff are recommending increasing the daily rate for Orono Park shelter #3 from $60 to $70 for residents and $90 to $100 for non-residents and removing the damage deposit for the Orono Park Pavilion. There are no shelters at Orono Park that have a damage deposit and the restrooms are open to the public, unlike the restrooms at Lion John Weicht Park which are only Parks & Recreation Commission Minutes Page 2 January 11, 2023 ----------------------------- available to the pavilion renter. If we remove the damage deposit, we anticipate the rentals to increase for the pavilion. We have had a lot of calls about the pavilion, but people are hesitant to reserve it due to the large damage deposit. We can also save money on credit card transactions by not having to refund the damage deposit. Commissioner Niziolek asked how often the damage deposits are kept. Mr. Ellingworth stated we don't keep the deposits. Commissioner Niziolek suggested we should discuss whether or not we should have damage deposits in the future. Commissioner Anderson shared when he's paid the $250 damage deposit it makes him be more responsible and gives a degree of care. Mr. Elhngworth shared Orono Park shelter #3 was rented 24 times and Orono Park pavilion was rented 7 times because the fee was cheaper and there was not a damage deposit for the shelter and they have access to the same amenities. There is always a chance that there could be damage at the pavilion but shelter #3 can also be damaged and there is not a damage deposit for the shelter. Commissioner Andy feels we shouldn't collect a damage deposit for any pavilions, the damage would likely be more than $100. Commissioner Loidolt agrees we could eliminate the damage deposits. Commissioner Rathbun asked what kind of language is in the rental agreement that assigns responsibility to the renter for damages. Mr. Ellingworth said it states they are responsible for any damage. Commissioner Anderson feels like the fees are a bargain and a great amenity. Moved by Commissioner Anderson and seconded by Commissioner Niziolek to recommend to City Council to accept staff recommendations to approve the park rental fees for 2023. Motion carried 6-0. 7.2 Concession Stand Use Fees Mr. Ellingworth shared the staff report. After updating the fee structure last year, the one complaint staff received was regarding the daily charge for the concession stand. After talking to our primary concession stand users, Baseball and Softball � I E R E I e r 'NATURE Parks & Recreation Commission Minutes Jj January 11, 2023 Page 3 associations, we decided to change the fee from a per day fee to a weekend fee for tournament use. The associations will still be able to use the concession stand during the week as long as they have a health permit and have given it to staff. The Department of Health was not going to allow seasonal temporary food stand permits for Dave Anderson Athletic Complex due to the facility being outdated. However, staff has worked with them to come up with procedures such as hand washing stations to allow them to sell burgers and hotdogs. We want to make the fee more feasible for the tournament users to use the concessions appropriately. Moved by Commissioner Loidolt and seconded by Commissioner Anderson to recommend to City Council to accept staff recommendations to approve concession stand use fees for 2023. Motion carried 6-0. 7.3 Elk River Area Special Olympics Season Field Use Fees Mr. Ellingworth shared the staff report. In the past Elk River Area Special Olympics was associated with the school district and were not charged for the fields, but now they are on their own. Since their numbers were down in 2022 due to Covid, staff honored the previous agreement informing them there may be a fee in the future. They do not require field prep or maintenance and use the fields in a non-primetime. Staff is proposing they are categorized under the fee structure for local organizations which is $25 per day per field, $25 for lights plus $4/hour for lights since they serve a lot of youth in the area. Would like to have the fees consistent across the board. Commissioner Anderson asked if they are nonprofit and if we have communicated this with the organization. Mr. Ellingworth said they are a nonprofit and he has been in communication with them about the process. They appreciated the heads up so they are able to budget appropriately. Moved by Commissioner Rathbun and seconded by Commissioner Niziolek to recommend to City Council to accept staff recommendations to approve the field use fees for Elk River Area Special Olympics. Motion carried 6-0. 8. Discussion Items - None 9. Parks and Recreation Director Update Commissioner Loidolt asked if there are new bands coming to Riverfront Concert Series. �orEAEI or 'NATURE] Parks & Recreation Commission Minutes Page 4 January 11, 20231'—) ----------------------------- Mr. Hecker shared the new bands are Hillbilly Inc and Gen X Jukebox. Commissioner Niziolek asked if we can do a publication in the newspaper once the water feature in the nature play area is repaired at Woodland Trails Regional Park. 10. Announcement Commissioner Anderson shared we have many Eagle Scout service project candidates. If any commission members have ideas, they should be shared in the event we can add more variety to our service project list. II. Adjournment There being no further business, Chair Williams adjourned the meeting of the Elk River Parks and Recreation Commission meeting at 6:54 p.m. Minutes prepared by Ali Wallace. Z2, David Williams, Chair Tina Allard, City Clerk 11NATURdE e r E R E 1 1