4.5 SR 03-03-2025The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community
engagement that encourages and inspires prosperity
Request for Action
To
City Council
Item Number
4.5
Meeting Date
March 3, 2025
Prepared By
Justin Femrite, Public Works Director/Chief Engineer
Item Description
Update to Park Steward Policy
Reviewed by
Justin Femrite
Cal Portner
Tina Allard
Action Requested
Approve, by motion, Park Steward Guideline Policy update.
Background/Discussion
The Park Steward Policy was originally adopted in 2017. Since that time, our operations and staffing models
have changed considerably. The updated policy reflects changes to increase efficiencies, relationships, and
understanding between park stewards and staff.
Our annual park steward meeting is being planned for later in March, and we desire to review this updated
document with that group during that meeting.
Financial Impact
None
Mission/Policy/Goal
Meet changing needs - Agile
Attachments
1. Park Steward Guidelines Policy
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Parks and Recreation
Park Steward
Guidelines Policy
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Parks and Recreation Park Steward Guidelines Policy
1. Purpose
The intent of the is policy is to provide a clear guidelines and expectations for City of Elk River elected
officials, management and staff, city volunteers and park stewards.
The City of Elk River of Elk River has a proud history of active community volunteers who have made
an indelible contribution to the growth, development, and maintenance of the city park system. The
city’s growth has resulted in the addition of a professional staff to manage and maintain the park system.
The city is committed to working closely with community volunteers to ensure our community park
system continues to be among the best in the entire state.
2. Definitions
City Staff: Designated city employees to manage this policy to include the parks foreman, public works
supervisor, and special events coordinator.
Emergency: An event or happening which results in an immediate safety hazard, personal injury, or
missing city property.
Electronic Communication: Email from City Staff official City of Elk River email account.
Park Steward: A designated volunteer assigned as the lead contact for approved park volunteer work.
Routine Volunteer Activity: Includes, but are not limited to, trail grooming and mowing, existing trail
maintenance, grounds clean up, storm damage clean up, etc.
Volunteer: An individual who has successfully completed application, training and acknowledge
receiving and reviewing the City of Elk River Volunteer Manual and Park Steward Guideline Policy.
3. Communication
▪City Staff will make every effort to respond to Electronic Communication from Park Stewards
within a timely manner. If City Staff is unable to respond on the same business day, they will
follow up before 12 p.m. noon on the next business day.
▪Phone calls and text messages are to be used only in an Emergency.
▪As a Volunteer, your passion and generous support for the City of Elk River is greatly appreciated.
Please remember your efforts are to support the park system and not police it. If you encounter
violations of policy or rules, please promptly report them to City Staff or call 911.
▪The closing of parks/trails shall be the sole decision of the City staff.
4. Resource Requests
▪Requests for resources, including but not limited to fuel, small hand tools, and expendable
supplies shall be submitted to City Staff who shall fulfill within three (3) business days.
▪Power equipment requests, including but not limited to chainsaws, pole pruners, snowmobiles,
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ATVs, mowers, and vehicles with material shall be fulfilled within five (5) business days. The
advance request period allows City Staff to resource, schedule, and deliver equipment.
▪Requests for equipment shall include the purpose and duration of use. Once allocated, City Staff
will inform the Park Steward and arrange a time for delivery or pickup.
If equipment is anticipated to be needed longer than scheduled, the Park Steward shall inform City
Staff of a needed extension via Electronic Communication before the originally scheduled
completion.
Except for the snowmobiles and ATVs designated specifically for Woodland Trails Regional Park
and Bailey Point Nature Preserve, the Rokon and Snow Scoots at Hillside City Park, and the ATV
at William Houlton Conservation Area, all other power equipment serves other uses throughout
the city.
▪Equipment/resources dedicated to a specific facility shall be inventoried by Volunteers annually.
Completed inventories shall be sent to City Staff. Inventories shall include verification that all
equipment is present and in good repair. Any missing equipment or equipment found not be in
good repair shall be reported to City Staff via Electronic Communications upon identification of
the deficiency.
▪City Staff shall 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 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.
5. Positive Working Relationship
The City of Elk River employs an experienced, trained, and educated professional staff dedicated to
meeting and exceeding the goals of the Elk River City Council. In the course of our numerous and
diverse core responsibilities, work priorities, weather conditions, and physical resources frequently
change resulting in a work direction change. Please respect and understand management decisions may
not be fully understood without knowledge of the broad picture. Trust and respect are paramount in a
positive working relationship.
6.Park Improvement Activities
▪City Staff shall provide notice to Park Stewards to participate in project planning via Electronic
Communication.
▪Volunteers shall not transport city equipment/material in their personal vehicle.
▪Before work begins, City Staff shall hold a pre-project/construction meeting with key city
employees and the respective Park Steward(s) to review details of the scope, timing, and
objectives.
▪Park Steward concerns regarding work operations/activities shall be directed to City Staff via
Electronic Communications.
▪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
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additional project cost.
▪Park Stewards shall communicate via Electronic Communication with City Staff prior to initiating
any volunteer activity not considered Routine Volunteer Activity. No work shall be done without
prior authorization/knowledge of City Staff.
▪Establishment of new recreation features, such as trail realignment, new trail construction, Eagle
Scout projects, signage, etc. shall be approved and coordinated through City Staff.
o City Staff shall validate needs, verify the physical locations, permits and/or administrative
requirements, budget, and materials (type and quantity).
o New features shall be evaluated in conjunction with the Parks and Recreation Master Plan
and the park-specific master plan.
▪Park Stewards shall coordinate with City Staff prior to initiating habitat restoration projects.
o 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.
o Planting of any vegetation shall be approved by City Staff prior to the purchase of materials
to verify location, species composition and maintenance requirements.
▪Park Stewards may request the City of Elk River Finance Division purchasing approval for
miscellaneous expendable supplies at the Elk River Menard’s.
o Purchases do not require prior approval; however, itemized receipts of purchases shall be
remitted to City Staff within three (3) business days of purchase.
o Expendable supplies may include Sea Foam fuel additive, marking paint and ribbon, small
quantities of lumber for repairs, etc.
7. 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
City Council
June 19, 2017
March 3, 2025
4.8
4.5
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