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02-06-1991 PR MIN . . . MEETING OF THE ELK RIVER PARK AND RECREATION COMMISSION HELD AT THE ELK RIVER CITY HALL WEDNESDAY, FEBRUARY 6, 1991 Members Present: Chair Mike O'Brien, Dave Anderson, Todd Mixer, Rolfe Anderson (7:05), Dana Anderson, Byron Houghtelin and Marilyn VanPatten (8:00) Members Absent: Clete Lipetzky Also Present: Barb Northway; Phil Hals, Street/Park Superintendent; and Pat Klaers, City Administrator 1. Call Meetin~ To Order Pursuant to due call and notice thereof, the meeting of the Elk River Park and Recreation Commission was called to order by Chair O'Brien at 7:00 p.m. 2. New Commission Member New Park and Recreation member Dana Anderson, from the City of Otsego, was introduced to the Park and Recreation Commission. It was noted that Dana was appointed to a two year term on the Commission when the Council made appointments in January. Dana indicated that his family is active in some of the organized recreation programs that are offered in the area and that he has an educational background in park and recreation. 3. Consider 2/6/91 Park and Recreation Commission A~enda DAVE ANDERSON MOVED TO APPROVE THE 2/6/91 PARK AND RECREATION COMMISSION AGENDA. TODD MIXER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 4. Consider 12/5/90 Park and Recreation Commission Minutes TODD MIXER MOVED TO APPROVE THE 12/5/90 PARK AND RECREATION COMMISSION MINUTES. ROLFE ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 6-0. 5. Open Mike There was no one present for this agenda item. 6. Commission Officers The City Administrator noted that the Park and Recreation Commission ordinance calls for the position of Chair, Vice Chair, and Secretary. However, the ordinance does not specifically state that these positions should be considered on an annual basis at the first Park and Recreation Commission meeting of the year. Nonetheless, it is Park and Recreation Commission Minutes February 6, 1991 Page 2 . appropriate that these positions be considered annually at the first meeting of the year. The current positions on the Commission are as follows: Chair - Mike O'Brien Vice Chair - Dave Anderson Secretary - Rolfe Anderson Mike O'Brien indicated his preference to step aside and allow another Commission member to assume the responsibilities of the Chair. MIKE O'BRIEN MOVED TO APPOINT DAVE ANDERSON AS CHAIR , ROLFE ANDERSON AS VICE CHAIR AND TODD MIXER AS SECRETARY OF THE COMMISSION FOR 1991. BYRON HOUGHTELIN SECONDED THE MOTION. THE MOTION CARRIED 6-0. At this time Dave Anderson assumed the role of Chair of the Park and Recreation Commission. 7. Arts Council Proposal: Marisella Babcock . Ms. Babcock introduced herself to the Commission and reviewed the Arts Council proposal for 1991. This proposal was distributed with the Park and Recreation agenda material and is labeled "Outdoor Arts Extravaganza". The proposal calls for a series of events to be held in Lion's Park, generally at the bandshell, on each Thursday during the summer months of 1991. There are some exceptions for the Fourth of July event and when the Community Theater is holding an event. All activities are proposed to be free to the public. This will allow for more use of the park. Because of variety of activities being offered, the Council will get a better understanding of what the citizens of Elk Ri ver desire for entertainment. This will help formulate the 1992 program. Ms. Babcock indicated that she is requesting City permission to use the park, bandshell, and pavilion on Thursday evenings during the summer of 1991. The Commission indicated its strong support for the proposal and endorsed the use of the park, bandshell, and pavilion by the Arts Council for the "Outdoor Arts Extravaganza" for 1991. BYRON HOUGHTELIN MOVED TO SUPPORT THE REQUEST OF THE ARTS COUNCIL FOR USE OF LION'S PARK IN 1991. MIKE O'BRIEN SECONDED THE MOTION. THE MOTION CARRIED 6-0. 8. City Council Appointments . The City Administrator updated the Commission on the interviews held by the City Council on 1/9/91 for Park and Recreation Commission positions. It was noted that six individuals were interviewed including the three incumbents; Dave Anderson, Byron Houghtelin and Marilyn VanPatten. The City Administrator also noted that Commissioner Barb Northway was asked by the City Council to resign from the Park and Recreation Park and Recreation Commission Minutes February 6, 1991 Page 3 . Commission. This request was based on Barb's new residency which is outside the City limits and outside of the school district boundary. The City Council was reluctant to ask for Barb's resignation but felt their options were very limited due to her relocation. The City Administrator stated that the terms of the Commissioners were not appropriately staggered and that adjustments were made when appointments for 1991 took place and other adjustments will be made next year. In this regard, Dana Anderson was appointed for a two year term, Marilyn VanPatten was reappointed for a one year term, and Dave Anderson and Byron Houghtelin were reappointed for three year terms. The Commission discussed the expertise and background that Barb Northway brought to the Park and Recreation Commission. The Commission expressed its strong desire to have Barb retained as an active member of the Commission. ROLFE ANDERSON MOVED TO REQUEST THAT THE CITY COUNCIL AMEND THE PARK AND RECREATION COMMISSION ORDINANCE TO ALLOW AN ADDITIONAL MEMBER FROM OUTSIDE OF THE CITY AND ALSO TO ADD A NINTH MEMBER TO THE COMMISSION ON A ONE YEAR TEMPORARY BASIS FOR 1991. MIKE O'BRIEN SECONDED THE MOTION. THE MOTION CARRIED 6-0. . It was noted that the City ordinance currently allows for two Commission members to be from outside of the City limits. If this recommendation is accepted by the City Council, then three out of nine members in 1991 would be allowed from outside the City limits and in 1992 it would be three out of eight members being allowed from outside the City limits. 9. School Recreation Committee Street/Park Superintendent, Phil Hals, indicated he has been invited to participate in a committee set up by the School District. The Committee is composed of representatives of special interest athletic groups from the area. The group is set up to help respond to the need for additional athletic fields. An outgrowth of this discussion on the need for more fields will be a discussion on the need for a recreation employee, on an area wide basis, to help in the administration and management of the programs and fields. It was noted that the pending school land purchase for the construction of the new school may help with providing future additional fields for the area. It was also noted that $500,000 for fields was included in the approved school bond referendum. It was indicated that the earliest that fields could be developed, as related to the school site, would be 1991 for activities in 1992. . A general discussion took place regarding staff support for the recreation programs and adequate funds to finance the administration of the recreation program. It was noted that Bill Sanders may be requested to help in the design layout for an athletic area in relationship to the school project. Park and Recreation Commission Minutes February 6, 1991 Page 4 . It was further noted that the area will be losing a number of athletic fields on a temporary basis in 1991 when the Lincoln School addition construction proj ect takes place. A location for some additional temporary fields may be Lion's Park. 10-11 Implementation of Master Plan. 1991 Work Pro~ram. and Discussion on Park and Recreation Coordinator Job Description The Commission extensively discussed the need for an individual to organize, manage and administer the recreation programs that are taking place in and around the Elk River area. It was noted that most of the recreation programs take place on athletic fields on school property. It was also noted that most of the recreation programs are managed by independent athletic groups (i.e. youth baseball, youth boys and girls soccer) . . The Commission discussed the existing recreation system and stated that it would be practically impossible for the City of Elk River to withdraw from the area wide programs and develop a City of Elk River only recreation program. Along this line, it seemed that an area wide recreation director is necessary and the Commission felt that some type of financial participation for this employee from all governmental units within the area would be appropriate. Discussion continued regarding what agency would be the employer for this individual. It was noted that each individual city may still need a manager of the city parks. Regarding the financing of a recreation employee, it was noted that if only Elk River financed this position, then a rate structure for the recreation program may have to be established whereby nonresidents pay a larger amount to participate in programs so that the total cost of the position could be spread out and not financed only by Elk River. It was noted that a recreation employee to manage and administer the area wide recreation program was a very high priority of the Commission. Discussion pursued regarding a job description for this position, a time table for the hiring of this position and the limited amount of office space available at City Hall. Additionally, it was noted that limited funds are available in the City operating budget for such a position. The Commission discussed ongoing operating expenses and capital projects as it relates to park and recreation. The Commission strongly indicated it needed to have funds available in order to implement the Master Plan. Specific items discussed included a bond referendum for park land purchase and development and use of the NSP contribution (RDF money) . 12. Staff Updates . Phil Hals, Street/Park Superintendent, discussed the picnic table construction acti vi ty that is taking place by his work crew. It was indicated that he needs approximately $1200 for materials in order to construct additional tables. It was the consensus of the Commission to . . . Park and Recreation Commission Minutes February 6, 1991 Page 5 use the Capital Outlay Funds that are available to the Commission through the landfill surcharge. Discussion took place regarding the green space area between Boelter's Repair Shop and Jackson Avenue along Highway 10. It was stated that the curb cuts will be removed, per MnDOT request, this summer and that this will limit access to and from Boelter's. The Commission requested that barriers be placed from the street toward the railroad tracks in order to prohibit vehicles from driving in this future green space area and also to protect the new trees that will be placed in this area. 13. Other Business Dave Anderson noted that the Softball Association has received a $2500 donation and this money will be used to develop a child's play area somewhere around the softball complex. 14. Adjournment There being no further business, ROLFE ANDERSON MOVED TO ADJOURN THE PARK AND RECREATION COMMISSION MEETING. BYRON HOUGHTELIN SECONDED THE MOTION. THE MOTION CARRIED 6-0. The meeting of the Elk River Park and Recreation Commission adjourned at approximately 10:00 p.m. Respectfully s~bmitted, ."------- '"V" t .) i ./ / . I ./! ,/ }, L.. I/i..{, ,)~" ! ..~ ty Patrick Klaers City Administrator