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03-08-2023 PR MINRiver Members Present: Members Absent: Council Liaison: Meeting of the Elk River Parks and Recreation Commission Held at the Elk River City Hall Wednesday, March 8, 2023 Chair Williams, Commission members Anderson, Holmgren, Loidolt, Niziolek, Rathbun, and Brown Niziolek Mike Beyer Staff Present: Michael Hecker, Parks and Recreation Manager, Senior Administrative Assistant Dawn Larson 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 6:34p.m. by Chair Williams. 2. Pledge of Allegiance 3. Consider 03/08/2023 Agenda Moved by Commissioner Loidolt and seconded by Commissioner Holmgren to approve the March 8, 2023, Parks and Recreation Commission meeting agenda with the modification of adding the election of chair and vice -chair as item number 5 after the consideration of minutes. Motion carried 6-0. 4.1 Consider 02/08/2023 Regular PRC Minutes Moved by Commissioner Rathbun and seconded by Commissioner Loidolt to approve the following February 8, 2023, Parks and Recreation Commission Minutes Motion carried 6-0. S. Election of Chair and Vice Chair Moved by Chair Williams and seconded by Commissioner Brown to elect Commissioner Loidolt as Vice Chair of Parks and Recreation Commission. Motion carried 6-0. Moved by Commissioner Loidolt and seconded by Commissioner Rathbun to elect Commissioner Williams as Chair of Parks and Recreation Commission. Motion carried 6-0. 6. Open Forum Parks & Recreation Commission Minutes Page 2 March 8, 2023 7. Presentations 8. Action Items 8.1 Athletic Field Analysis Mr. Hecker presented his report. Commissioner Loildolt asked if a committee would be formed to use the information from this report to work on the next phase which is the master field plan. Mr. Hecker confirmed that he has requested that a committee of no more than three members for this purpose. Councilmember Beyer wanted to make sure that the audience was aware that this is an analysis and not a guarantee of what will happen. Moved by Commissioner Holmgren and seconded by Commissioner Loidolt to recommend City Council to accept the final draft of the Athletic Field Study. Motion carried 6-0. 8.2 Organization/Business Large Group Policy Mr. Hecker presented his report. Mrs. Larson added that by spreading out the reservation times in blocks and requiring a shelter to be reserved, the City is providing much better customer service than having multiple groups showing up at the same time competing for space. Large groups of children usually need a place to eat lunch, store their bags, and rest in between play. The reservation guarantees that the group will have a place to do this at the peak of the busy season. Commissioner Holmgren was concerned about the minimum group size of 8 people being too small and affecting daycares and smaller organizations. Commissioner Anderson agreed. Mrs. Larson asked the Commissioners what group size they would recommend. Commissioner Hohngren recommended 10. Commissioner Anderson said he would like to see that number higher but would be willing to wait for the review after summer. Commissioner Loidolt said this is a good step forward and that the commission will reevaluate the policy in the fall. Moved by Commissioner Anderson and seconded by Commissioner Holmgren to recommend City Council to approve the Organization/Business Large Group policy with the amendment to change the minimum group size to 10 people. Motion carried 6-0. 9. Discussion Items INATM Parks & Recreation Commission Minutes March 81 2023 10. Recreation Manager Update Page 3 Mr. Hecker presented his report. He stated that there is a change from West Oaks Park to Mississippi Oaks Park on his spreadsheet. Commissioner Brown asked if the issues with Spectrum rinks ice maintenance will be resolved. Mr. Hecker reiterated that the rink is not level so that will need to be resolved to improve the ice rink flooding. City staff would also like to paint the boards white to help prevent melting around the side boards, and Spectrum agreed to allow that. 11. Announcement Chair Williams discussed the need for improved communication between the Parks and Recreation Department and the Furniture and Things Community Event Center staff due to a recent scheduling conflict between a meeting scheduled by parks and recreation and a hockey tournament that was scheduled at the Furniture and Things Community Event Center. Chair Williams was concerned about key staff at City Hall not knowing about the tournament before the meeting was scheduled. Chair Williams reminded the commission that in 2019 he and Council member Wagner were going to work with the Fire Chief Mark Dickinson to make sure AED's were located at the athletic fields. Chair Williams and Commissioner Brown will continue that project this year. Chair Williams explained that as of not all of the athletic complexes are set up with them. He will check into grants for AEDs. He also believes they should have alarms on them to prevent theft and address concerns with vandalism. Commissioner Rathbun mentioned that on a race recently two people collapsed- one made it that had the AED the other did not. Commissioner Brown also believes it would be important to have one at the Handke ice rink as well as Woodland Trails. The commissioners welcomed new commission member Mike Brown. 12. Adjournment There being no further business, Chair Williams adjourned the meeting of the Elk River Parks and Recreation Commission meeting at 7:07 p.m. 10� =AXWWF E Parks & Recreation Commission Minutes March 8, 2023 Minutes prepared by Dawn Larson. avid Williams, Chair Tina Allard, City Clerk Page 4 P I I F I I I 11 NATURE �-