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10-14-2009 PR MINMEETING OF THE ELK RIVER PARKS AND RECREATION COMMISSION HELD AT CITY HALL WEDNESDAY, OCTOBER 14, 2009 Members Present: Chair Anderson, Commissioners Boese, Jaker and Peterson Members Absent: Commissioners Larson, Niziolek and Nystrom Council Liaison: Councilmember Zerwas Staff Present: Bill Maertz, Parks and Recreation Director; Chris Leeseberg, Planner/Park Planner; Steve Benoit, Recreation Manager; Sue Kostanshek, Senior Center Coordinator Call Meeting To Order 2. 3. 4. 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 Anderson. Consider October 14 2009 Parks & Recreation Commission A enda Director of Parks and Recreation, Bill Maertz added agenda item 8.1.D; Letter of Support endorsing Sherburne County Grant Application. MOVED BY COMMISSIONER PETERSON AND SECONDED BY COMMISSIONER BOESE TO APPROVE THE OCTOBER 14, 2009 PARKS & RECREATION COMMISSION AGENDA. MOTION CARRIED 4-0. Consider Minutes of September 9 2009 Parks & Recreation Commission Meeting -~ MOVED BY COMMISSIONER JAKER AND SECONDED BY COMMISSIONER PETERSON TO APPROVE THE SEPTEMBER 9, 2009 PARKS AND RECREATION COMMISSION MEETING MINUTES. MOTION CARRIED 4-0. Parks & Recreation Commissioner to Attend October 19 and November 16 2009 C_ itv Council Meetings and November 10 2009 Planning Commission Meeting 4.1. October 19. 2009 City Council Meeting -e Commissioner Peterson will attend the October 19, 2009 City Council Meeting. 4.2. November 10. 2009 Planning Commission Me_e Park & Recreation Commission :Minutes Page 2 October 14, 2009 Commissioner Niziolek will attend the November 10, 2009 Planning Commission Meeting. 4.3. November 16. 2009 City Council Meeting Commissioner Niziolek will attend the November 16, 2009 City Council Meeting. 5. Open Mike -Elk River Resident, Keith Kranston, 17182 Nixon Ct. Elk River, MN Mr. Kranston asked if the Parks & Recreation Commission would consider pursuing an archery range in one of the Elk River parks. Commissioner Anderson shared that there is an archery range area set up in the Alba Ridge Park which was driven by volunteers in the past to be built. Director of Parks and Recreation, Bill Maertz shared details of the park and to contact staff is he is willing to volunteer in continuing maintenance of the archery range. Recreation Manager's Report -Steve Benoit Recreation Manager, Steve Benoit shared that this year's Farmers Market was a success and had grown with more vendors and attendees. Parking issues had to be looked into and adjusted. Mr. Benoit shared that Senior Center Coordinator, Sue Kostanshek would share the Senior Center Coordinator's Report during the Community Events power point presentation. 7. Director's Report -Bill Maertz Director of Parks and Recreation, Bill Maertz shared that the Movies in the Park series concluded on October 3"'. The series was held in the River's Edge Commons Downtown Park and attracted over 1200 people. Mr. Maertz shared that the ice arena installed coin operated controls for heaters in the Olympic rink. Due to the cost of heating the Olympic rink this will now give spectators the option to get 20 minutes of increased heat for a dollar. Mr. Maertz shared that the new section of the Great Northern Trail will be plowed for winter walking and it is hoped that this will help reduce the issues with people walking on designated ski trails. Mr. Maertz stated that the parks maintenance crew is busy repairing and painting hockey boards at both Lions Park and Handke Arena. Park & Recreation Commission Minutes Page 3 October 14, 2009 8. Action/Discussion Items 8.1. P~ Issues 8.1.A November Meeting Date Director of Parks and Recreation, Bill Maertz stated that the November Parks and Recreation regularly scheduled meeting will fall on November 11 `h which is the Veteran's Day holiday and suggested to move the meeting one week later to November 18`h MOVED BY COMMISSIONER PETERSON AND SECONDED BY COMMISSIONER BOESE TO HOLD THE NOVEMBER PARKS AND RECREATION COMMISSION MEETING ON NOVEMBER 18, 2009. MOTION CARRIED 4-0. 8.1.B. Non-Resident Fees Director of Parks and Recreation, Bill Maertz stated that at the August 10, 2009 budget workshop the Mayor requested a review of non-resident use of recreation programs. Staff pulled usage numbers for recreation programs and fee-based community events. A review of the 2008 registration numbers indicates the non- resident percentages of fee-based programs are approximately 32%. This is an estimate, based on available data. Mr. Maertz shared that if assuming 2009 non-resident participation in fee based programs is at 32% then the program budget subsidizes non residents by approximately $11,539. Staff estimates that total participation in fee based programs, free community events and warming houses for 2009 will tota128,789. Assuming 32% non-resident participation than the program budget subsidizes non residents by $1.25 per participant and the recreation administration budget and recreation budget combined subsidizes non-residents by $15.35 per person. Mr. Maertz shared some options staff could follow; one, charge non-resident fees for all recreation programs and fee based special events; two, seek sponsorships from businesses in neighboring communities for special events in order to reduce budget impact of these programs and third, pursue agreements with surrounding communities to offset the subsidy to their residents. Mr. Maertz shared some other points to consider. Charging anon-resident rate is consistent with how other cities are addressing this issue. In some cases substantial fee increases could actually reduce revenue or cause program cancellations which would impact Elk River residents. Other externalities should be taken into consideration. Over 9,000 non-resident participants in programs and community events generate customers for Elk River business. Current registration policy reserves the first week of registration exclusively for Elk River residents. Local businesses that sponsor events and partner with Parks and Recreation do not want to Park & Recreation Commission l-finutes October 14, 2009 Page 4~ be associated with anon-resident fee that may alienate customers. The City Council addressed this issue in 2004 and voted unanimously to eliminate non-resident fees. Mr. Maertz stated that staff is looking for the Parks and Recreation Commission to make a recommendation regarding non-resident fees. If the Parks and Recreation Commission supports non-resident fee increases, staff recommends an across the board, $5.00 per program non-resident fee. A higher rate may have a negative impact on enrollment and cause classes to close which could impact the number of offerings available to Elk River residents. Commissioner Anderson read a statement from Commissioner Nystrom stating he was not in favor of implementing non-resident fees. Commissioner Jaker shared that out of a fairness principle and the current economic time he believes there should be anon-resident fee and is concerned about the length of time residents currently have for priority registrations. Commissioner Peterson shared his concern of losing money if there were a non- resident fee. Mr. Maertz stated that he put some estimates together; however he is not confident in the numbers without knowing which way enrollments will trend if anon-resident fee was put into place. Commissioner Boese stated he was not in support of the non-resident fee. Having participants from other surrounding communities exposes Elk River residents to the opportunity of meeting and making new friends outside the community. Commissioner Anderson stated he is also not in support of anon-resident fee. He has always supported the Elk River community by volunteering and would worry about the administrative costs this may incur. Commissioner Anderson asked if we have sponsorships from outside the City of Elk River. Mr. Maertz shared a current list of Fright Night sponsorships and volunteers. He also stated that there are currently 40% of non-resident volunteer coaches in the recreation programs. Commissioner Anderson also shared that about 1 /3 of the volunteer ski group that works out at Woodland Trails are non-residents and the number of non-resident volunteers that work out at Hillside are probably higher. Recreation programs bring people into town which lead to support of local businesses. Commissioner Jaker stated that he believes that just because it may not be a good thing to do for some the issue should still be looked into more thoroughly. It is not so much about the money, as it is about the principle. Park & Recreation Commission Minutes Page 5 October 14, 2009 ------------------------------------ Councilmember Zerwas clarified that the major activities and events and passive recreation would not be charged anon-resident fee only the recreation programs, also a family cap could be implemented to prevent courses being too cost prohibitive. MOVED BY COMMISSIONER JAKER AND SECONDED BY COMMISSIONER ANDERSON TO RECOMMEND THAT STAFF STUDY THE ISSUE FURTHER AND COME BACK WITH HARDER INFORMATION. MOTION FAILED 1-3. Commissioner Jaker stated he would like to know what the wisdom and rationale of what other cities are doing with non-resident fees. Mr. Maertz shared that the City of Elk River is an island providing recreation programs in the area. MOVED BY COMMISSIONER PETERSON AND SECONDED BY COMMISSIONER BOESE TO RECOMMEND TO THE CITY COUNCIL TO NOT IMPLEMENT ANON-RESIDENT FEE AND STUDY THE ISSUE BEFORE THE NEXT SUMMER PROGRAM GUIDE. MOTION CARRIED 3-1. 8.1.C. Babcock Trail Grant Application Director of Parks and Recreation, Bill Maertz shared that in March 2009 staff applied for a DNR grant and federal stimulus funding for constructing phase two of the trail from downtown Elk River to Babcock Memorial Park. This trail is a vital link in connecting downtown Elk River to the Northstar rail station and Anoka County's proposed Mississippi River Trail. In September 2009 the DNR announced the first grants funded by the Legacy Amendment revenue. There is over $3 Million available for trails in the Regional Trail Legacy Grant program. The maximum grant per project is $500,000. MOVED BY COMMISSIONER BOESE AND SECONDED BY COMMISSIONER JAKER TO ACCEPT STAFF RECOMMENDATION TO RECOMMEND TO THE CITY COUNCIL TO PASS A RESOLUTION AUTHORIZING STAFF TO APPLY FOR A REGIONAL TRAIL LEGACY GRANT. MOTION CARRIED 4-0. 8.1.D. Endorsement letter for Sherburne County grant application Director of Parks and Recreation, Bill Maertz shared that Sherburne County is requesting a letter of endorsement from the Parks and Recreation Commission for a grant application that would extend the Great Northern Trail to Zimmerman. MOVED BY COMMISSIONER JAKER AND SECONDED BY COMMISSIONER BOESE TO SUPPORT AND HAVE STAFF WRITE A Park & Recreation Commission l~tinutes Page 6 October 14, 2009 LETTER OF ENDORSEMENT FOR SHERBURNE COUNTY'S GRANT APPLICATION. MOTION CARRIED 4-0. Information/Update Items 9.1. Volunteer of the Month Recreation Manager, Steve Benoit recognized Sandy Lindgren as this month's Volunteer of the month. Sandy volunteers her time helping at Pinewood Golf Course. 9.2. Community Events Senior Center Coordinator, Sue Kostanshek showcased Senior Center Month held in September at both the Activity Center and Senior Center in a power point presentation. 9.3. Park Highlights Planner/Parks Planner, Chris Leeseberg showcased Highlands West Park in a power point presentation. 9.4. Adopt-A-Park Update Planner/Parks Planner, Chris Leeseberg shared that Highlands West Park is available for adoption with the Adopt-A-Park Program. 10.1. Update September 21 2009 City Council Meeting- None 10.2. Update October 13 2009 Planning Commission Meeting- None 11. Other Business -None 12. Adjournment There being no further business, the meeting adjourned at 7:41pm. Minutes prepared by Tonya Love. ~~~G~ Tonya Love Parks & Recreation Recording Secretary ~~~~ Dave Anderson Parks and Recreation Commission Chair