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05-14-2008 PR MIN• MEETING OF THE ELK RIVER PARKS AND RECREATION COMMISSION HELD AT CITY HALL WEDNESDAY, MAY 14, 2008 Members Present: Chair Nystrom, Commissioners Anderson, Boese, Larson, Niziolek, and Schuldt Members Absent: Commissioner Paige Staff Present: Bill Maertz, Parks and Recreation Director; Steve Benoit, Recreation Manager; Tonya Love, Recording Secretary 1. 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 6:30 p.m. by Chair Nystrom. 2. Consider May 14, 2008 Parks & Recreation Commission Agenda MOVED BY COMMISSIONER CARSON AND SECONDED BY • COMMISSIONER ANDERSON TO APPROVE THE MAY 14, 2008 PARKS & RECREATION COMMISSION AGENDA. MOTION CARRIED 5-0. 3. Consider Minutes of April 9, 2008 Parks & Recreation Commission Meeting MOVED BY COMMISSIONER SCHULDT AND SECONDED BY COMMISSIONER CARSON TO APPROVE THE APRIL 14, 2008 PARKS AND RECREATION COMMISSION MEETING MINUTES. MOTION CARRIED 5-0. 4. Parks & Recreation Commissioner to Attend May 19 2008 City Council Meeting and june 10, 2088 Planning Commission Meetings 4.1. May 19, 2008 Citv Council Meeting Commissioner Nystrom will attend the May 19, 2008 City Council Meeting. 4.2. June 10, 2008 Planning Commission Meeting Commissioner Anderson will attend the June 10, 2008 Planning Commission Meeting. • 5. Open Mike -None Paxk & Recreation Commission Minutes April 9~ 2008 Page ~ Recreation Mana erg 's Report -Steve Benoit • Recreation Manager, Steve Benoit shared that the first annual Youth Expo was held on Apri112 and was attended by over 800 families. Mr. Benoit stated that for the first time the department is offering a T-ball program on Sunday nights and currently there are over 30 participants registered. Mr. Benoit stated that Zumba, a new fitness program began in April and the class has been received highly by the community filling to capacity. Mr. Benoit shared April programs that were offered and facility usage. Mr. Benoit shared the Senior Center Coordinator's staff report. 7. Director's Report -Bill Maertz Director of Parks and Recreation, Bill Maertz shared information that staff is developing a Park Improvement Program for repair and replacement of park amenities. Staff is working with the finance department to develop a funding source for this program other then park dedication funds. It is expected that trail repairs and connections will be a priority of this program in the first several years. Mr. Maertz stated that this will not be a 'd document and other issues will alwa s • ~ Y be taken into consideration when scoring takes place. 8.1. Action/Discussion Items 8.1.A. Recreation Manager, Steve Benoit shared an update regarding the Adopt a Park Program. There are currently 11 parks that have interest or groups providing service. 8.1.B. Recreation Manager, Steve Benoit shared an update regarding field use fees. Staff has determined that in order to ensure that appropriate fees are charged to user groups, current data on field maintenance supply costs needs to be collected. Over the course of the 2008 summer park maintenance staff will track supply expenses for materials used in maintaining athletic fields, with will be used to generate a fee structure. 8.1.C Recreation Manager, Steve Benoit shared that there was a request from a local band to use the band shell at Lions Park on May 24s'. The Parks and Recreation Department will be hosting the event and provide staff on site during the concert. Commissioner Larson asked if there would be police there. Mr. Benoit shared that in the past at these events the police were notified of the • event and that staff would be present.. Park & Recreation Commission Minutes Apri19~' 2008 Page 3D • Commissioner Schuldt asked who would carry liability since the request came from a . young adult. Mr. Benoit stated that the recreation staff was viewing it as an in-house event. Commissioner Niziolek stated he supported the event and asked that the concert run from 6-10pm with recreation staff on hand. Commissioner Anderson stated he supported the event and timeframe. MOVED BY COMMISSIONER NIZIOLEK AND SECONDED BY COMMISSIONER ANDERSON TO STAFF RECOMMENDATION THAT EVENT BE ALLOWED WITH CONCERT RUNNING FROM 6- 10PM AND THAT RECREATION STAFF WOULD MAKE GOOD DECISIONS REGARDING THE STAFFING NEEDS. MOTION AMENDED BY COMMISSIONER SCHULDT TO REQUIRE A POLICE OFFICER AT THE EVENT. Commissioner Niziolek accepted the amendment to the first motion. MOVED BY COMMISSIONER NIZIOLEK AND SECONDED BY • COMMISSIONER ANDERSON TO STAFF RECOMMENDATION THAT EVENT BE ALLOWED WITH CONCERT RUNNING FROM 6- 10PM AND THAT RECREATION STAFF WOULD MAKE GOOD DECISIONS REGARDING THE STAFFING NEEDS AND THAT A POLICE OFFICER BE PRESENT AT EVENT. MOTION CARRIED 6-0. 8.2. Policy Issues -Windsor Park 3`~ Subdivision Trail Director of Parks and Recreation, Bill Maertz presented information regarding Windsor Park 3`~ Subdivision Trail. Mr. Maertz stated that the Windsor Park Third Home Owners Association would like to transfer the walking trail over to the city for maintenance.. During the platting of Windsor Park 3~ the trail was constructed by the developer for the residents of Windsor Park 3`~. It is in the ownership of the Home Owners Association and is for public use. Mr. Maertz stated that staff recommends approval of the city taking over the maintenance of the trail along County Road 33 in the Windsor Park 3`~ subdivision with the following conditions: 1. Windsor Park Third Home Owners Association shall draft a maintenance agreement for the trail. • 2. The maintenance of the trail will be scheduled and prioritized with other city trails within the system. 3. The trail will eventually connect with a larger city wide trail system. Park & Recreation Commission Minutes Page 4D Apri19~ 2008 ----------------------------------- Commissioner Niziolek asked if there would be an easement granted. • Mr. Maertz shared that there is part of an oudot and trail that the HOA owns and citywould be granted use of the trail with a maintenance agreement. Commissioner Anderson stated that it may be worth exploring the issue of granting an easement for the trail and outlot and supports the staff recommdation. .Commissioner Niziolek suggested an easement so as to be able to do landscaping along the trail for the benefit of the residents. Discussion tabled for staff to look into it further. Elk River resident, Dan Wieman asked what the commission would need from the Windsor Park Board. Commissioner Anderson asked that Mr. Wieman speak with the board about their interest in both the easement along the trail and possibly adding the outlot as part of the easement. 9.1. Update Apri121, 2008 City Council Meeting- None 9.1. Update May 13, 2008 Planning Commission Meeting.,- None • 10. Other Business -None 11. Adjournment There being no further business, the meeting adjourned at 7:23 pm. Re pectfull~ed, C~~ Tonga Love Recording Secretary •