Loading...
4.5 SR 04-15-2024City of Elk - River To City Council Meeting Date April 15, 2024 Item Description Parks and Recreation Park Steward Guidelines Policy Update Request for Action Item Number 4.5 Prepared By Cal Portner, City Administrator Reviewed by: Cal Portner Joe Stremcha Action Requested Approve, by motion, an update to the Park Steward Policy. Background/Discussion The Parks and Recreation Park Stewards Guideline and Policy was crafted and approved by the City Council in 2017. Since then, we have had some organizational processes in the department and the city. Further, stewards have been challenged to close sodded trails in the spring without a policy and ordinance to ensure compliance. The City Code of Ordinances was amended at the April I, 2024, Regular City Council Meeting to establish a means to close trails. The Steward policy now provides the process for stewards to follow when trails need to be closed. Financial Impact N/A Mission/Policy/Goal Explain how this meets the city's mission, current policies and/or council goals Attachments 1. 2024 Policy Park Steward Guidelines CLEAN 2. 2024 Policy Park Steward Guidelines The Elk River Vision A avelcoming community with revolutionary and spirited resourcefulness, exceptional service, and community p p W E R E U A Y engagement that encourages and inspires prosperity 201 Recreation Steward idelines Page 40 of 201 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 on 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 a.m. — 4:30 p.m. and Friday 7:00 — 11:00 a.m. Winter business hours are Monday through Friday 7:00 a.m. — 3:30 p.m. 2. Resource Requests Requests for resources, including but not limited to fuel, small hand tools, and expendable supplies shall be submitted to the Public Works Director or his/her designee 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 ATVs 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 Public Works Director or his/her designee. 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 monthly by volunteers. Completed inventories shall be sent to the Public Works director or his/her designee. 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 Public Works Director or his/her designee 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 meeting the goals of the Elk River City Council and the expectations of the community. Our numerous and diverse core responsibilities are affected by frequently changing priorities, staffing availability, training/certification, weather conditions, and resources. Trust and respect are paramount in a positive working relationship as changing priorities may not be fully understood without an understanding of the broader picture. 4. Park Projects The Public Works Director or designee shall provide notice to the respective Park Steward(s) to participate in project planning. 230616v1 Page 41 of 201 ■ Before projects begin, the Public Works Director or designee 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(s) concerns regarding project operations/activities shall be directed to the Public Works 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 Public Works Director or designee 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 trail realignment, new trail construction, Eagle Scout projects, etc. shall be approved and coordinated through the Public Works Director. The Public Works Director or designee 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 Parks and Recreation Master Plan and the park -specific master plan. Park Stewards shall coordinate with the Public Works Director or designee 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 Public Works Director or designee prior to the purchase of materials to verify location, species composition and maintenance requirements. Park Stewards may request purchasing approval from City of Elk River Administrative Services/Finance Division 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 Public Works 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. Important Notice: The City of Elk River is a tax-exempt organization and will not reimburse added sales taxes. S. Park and Trail Closures Park Stewards shall coordinate with Park staff prior to posting notices of any trail or park closures. Notices should note the date of the trail or park closure, an anticipated reopening date (if applicable), the purpose of closure, and that it is a violation of Sec. 54-31 to enter or remain upon trails or parks when closed. Park Stewards should refer any alleged violations of Section 54-31 to the Elk River Police Department. 6. 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. 230616v1 Page 42 of 201 Policy History Adopted by: On (date) Item # City Council June 19, 2017 4.8 Ci", Council Aril 15, 2024 Page 43 of 201 Recreation Steward idelines Page 44 of 201 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 on 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 a.m. — 4:30 p.m, and Friday 7:00 — 11:00 a.m. Winter business hours are Monday through Friday 7:00 a.m. — 3:30 p.m. 2. Resource Requests Requests for resources, including but not limited Ito fuel, small hand tools, and expendable supplies shall be submitted to the Par-1 Public Works Director or his/her designee 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 Public Works Director or his/her designee. 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 monthly by volunteers - Completed inventories shall be sent to the Par - Public Works director or his/her designee.- 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 Sepefii4enEleat Public Works Director or his/her designee upon 230616v1 Page 45 of 201 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 Ceity of Elk River employs an experienced, trained, and educated professional staff dedicated to exeeeditig meeting the goals of the Elk River eCity eCouncil and expectations of the community-we—jef ve. ift the eettr-, e of a0ur numerous and diverse core responsibilities are affected by frequently changing_; priorities, staffing availability, training/certification weather conditions, and resources_ Trust and respect are paramount in a positive working relationship as changing priorities.-- may not he fully understood without an understanding of the broader icture. 4. Park Projects ■ The Part Public Works Director or designee shall provide notice to the respective Park Steward4s� to participate in project planning. ■ Before projects begin, the Pffk Sttpei4ftteftdeftttPublic Works Director or designee 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 f" ,Public Works Director and City Administrator. 2 230616v1 Page 46 of 201 ■ 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 Public Works Director or designee 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 trail realignment&, new trail construction, Eagle Scout projects, etc. shall be approved and coordinated through the -Parks afid n er-e 4e r,.v e�efPublic Works Director. -The-Pai:k, atad Reer-,,at4e., D - +e- Public Works Director or designee 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 Parks and Recreation Master Plan and the park -specific master plan. Park Stewards shall coordinate with the Public Works Director or designee 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 Public Works Director or designee prior to the purchase of materials to verify location, species composition and maintenance requirements. Park Stewards may request purchasing approval from City of Elk River Administrative Services Finance Depar-"eft+ Division 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 P r s atia Ree feft4 f Public Works 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. Important Notice: The City of Elk River is a tax-exempt organization and will not reimburse added sales taxes. S. Park and Trail Closures Park Stewards shall coordinate with Park staff prior to posting notices of any trail or park closures. Notices should note the date of the trail or park closure, an anticipated reopening date if applicable), the purpose of closure, and that it is a violation of Sec. 54-31 to enter or remain upon trails or parks when closed. Park Stewards should refer any alleged violations of Section 54-31 to the Elk River Police Department. 6. Volunteer Handbook 230616v1 Page 47 of 201 The ECity ECouncil-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 City Council Aril 15, 2024 4 230616v1 Page 48 of 201