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HomeMy WebLinkAbout12-01-2016 Parks & Rec MinutesMINUTES OF THE REGULAR MEETING PARKS & RECREATION COMMISSION LITTLE CANADA, MINNESOTA December 1, 2016 Pursuant to due call and notice thereof a regular meeting of the Parks & Recreation Commission of the City of Little Canada, Minnesota, was held on the 1st of December in the Council Chambers of the City Center located at 515 Little Canada Road East in said city. Chair Dave Miller called the meeting to order at 6:30 p.m. and the following members of the commission were present: MEMBERS PRESENT: Ms. Rose Chu Ms. Sharen Darling Mr. Dave Miller Mr. Tom Ray Ms. Patti Sullivan ABSENT: Mr. Ron Horwath Mr. Peter Schletty ALSO PRESENT: Mr. Jim Morelan, Parks and Rec. Director Ms. Katie McGinnity, Rec. Supervisor Mr. Joel Hanson, City Administrator Mr. John Keis, Mayor Mr. Bill Sanders, Parks Consultant Mr. Kevin Helander Cable TV Producer Ray made a motion to approve the minutes from the November meeting. Sullivan seconded the motion. The motion passed 5 – 0. Chair Miller reported the Commission and the Council members had reviewed the job description at the November 16th workshop. The City Administrator explained since the original job description in September, the only changes that had been made were the reordering of a few of the tasks and creating sub-categories for the tasks. He continued, two tasks were moved to qualifications, but the central wording was not changed. The City Administrator reported the City Council reviewed the job description at their meeting, on November 30th and they discussed the job title. He explained the Council was planning to advertise the position with two separate titles. He stated both positions would be advertised on the League of Minnesota Cities Page, they would have the same descriptions, but one would be titled Parks and Recreation Director and one would be MINUTES 11.16.16 WORKSHOP: REVIEW PARKS AND RECREATION JOB DESCRIPTION MINUTES PARKS & RECREATION COMMISSION December 1, 2016 titled Community Services Manager. The City Administrator noted the position descriptions would clarify that there is only one job opening, but by advertising two job titles he hoped to broaden the applicant pool. Darling asked what was meant by Community Services Manager. The City Administrator explained the position description essentially went beyond the scope of Parks and Recreation with the addition of the role to promote the City through social media. The City Administrator stated the position would be tasked with coordinating news updates through social media outlets such as Facebook. The topics would include registration reminders for parks and recreation activities, notices for various Public Works maintenance projects, and other matters to enhance community spirit. Chu noted there was a big difference between a manager position and a director position. She explained a management position doesn’t have the same connotation as a director especially in regards to leadership. The City Administrator explained the role would be determined by the experience a candidate showed. Chair Miller asked if there was any worry the new employee wouldn’t fit into some of the organizations the current director is a part of. The City Administrator explained the position titles were based on comparison with The League of Minnesota Cities’ salary survey and titles. Chu asked when the City expected to begin advertising the position. The City Administrator stated the position would be advertised starting in late January and the person would start at the beginning of the second quarter, April 1st. Ray asked if the budget was intended to cover a half time position. The City Administrator explained staff had planned for three half time positions in the budget. Ray suggested advertising for a Parks and Recreation Director and looking for applicants who could later fill the Community Services Manager position. The City Administrator stated the Council wasn’t planning on offering two positions, but noted the Parks and Recreation aspect is the focus of the job. Ray then suggested using a subtitle for the job description so as not to throw off candidates. The City Administrator reminded the Commission these titles were not a new concept, but were found in the League of Minnesota Salary Survey. Chair Miller asked if the position would be half time or full time. The City Administrator explained the Council was planning on a full time position, but that would determine the start date for this year. The Recreation Supervisor asked if the positions would be advertised as two separate positions. The City Administrator said there would be two separate openings advertised, but each would show there is only one opening. The Recreation Supervisor noted that social media would only be a small part of the job, citing Councilman Torkelson’s statement that it would only require four hours per week. She questioned advertising a MINUTES PARKS & RECREATION COMMISSION December 1, 2016 position that would require minimal work when the focus should be on Parks and Recreation. The City Administrator stated that social media through Facebook would take four hours per week and that there would be additional duties including coordinating the redesigning of the City website. The City Administrator noted the intent of offering the Community Services Manager position was to fulfill long term objectives. The Recreation Supervisor asked how the title was chosen as it didn’t seem to fit the position. The City Administrator stated the job title was included in the League of Minnesota Cities’ Salary Survey. Darling asked if the information put on Facebook would also be posted elsewhere. The City Administrator explained that currently the Le Petit is the primary source for information. The information from the Le Petit is put on the City website by Kevin Helander. Facebook would be another source of information and the news from Facebook would also be posted on the City website. Darling asked if the new employee would also handle updates for the website. The City Administrator stated the new employee would most likely not update the website. Darling asked why the information needed to be posted to Facebook. Chu explained Facebook served as an important communication trend that would reach a broader audience. The Recreation Supervisor explained the Little Canada Bingo Hall uses Facebook to communicate quickly and remind people of upcoming events. Chu explained websites typically contain static information while Facebook, and social media in general, provide basic updates and reminders, sometimes with links to the website. Darling asked if Helander could also be in charge of Facebook. The City Administrator stated he could not because Helander posts the updates that are provided to him. The City is looking for someone to generate these posts. Sullivan suggested the job title be changed to Parks and Recreation Community Outreach Director. Darling agreed. Chu voiced her understanding but explained the titles should stay as staff suggested because it clearly indicates the importance of Parks and Recreation in the tasks section, but allows for a broader array of applicants. The City Administrator reminded the Commission they had the opportunity to recommend changes to the job description as they see fit. He also noted the title and position itself were highly dependent on the person selected to fill the position. Darling asked if the interview process would focus on Park and Recreation experience or computer skills. Ray stated Darling’s questions should be clarified within the job description under the minimum and desired qualifications. The City Administrator explained the interview process ranks candidates based first on minimum qualifications, then moves down to desired qualifications and so on. He used the example of hiring Heidi MINUTES PARKS & RECREATION COMMISSION December 1, 2016 Heller as the new City Clerk to explain that once the applicant submits their initial application, the City sends out questions for the applicant to answer. Once the applicant’s answers are received the top responses are chosen for a phone interview. After the phone interview, a few top applicants are chosen for the in-person interview. The City Administrator suggested the Commission members consider being a part of the interview board. Sullivan asked if use of social media should be moved from the desired to a minimum qualification. The City Administrator thought moving it to a minimum qualification may detract some applicants who could learn on the job. Chu stated she was not in favor of changing it because it would turn people away from the position. Ray agreed. The Mayor explained the Commission may also become more involved in social media as the City becomes more involved. Chu suggested the job description be edited slightly to reflect the need for the person to be responsive to address changes within the City. The City Administrator asked where that should be included. Chu suggested it be placed under the Strategic Planning Section. The City Administrator said he would draft something to look at for the next Commission meeting. Chair Miller explained the City was looking into paving the east side of Pioneer Park’s temporary parking area to comply with City ordinances. Chair Miller explained staff had put together a list of other cities parking ordinances for their parks as well. The City Administrator stated there was currently $80,000 in the budget to pave the temporary parking area. He explained, according to the ordinance, the park is 72 spaces too small, but noticed there is ample parking on most days of use. The City Administrator stated the Council wanted to make sure the park was in compliance, but also didn’t want to build parking that isn’t needed. To solve this problem, he stated the Council wanted to review the entire parking ordinance to ensure parking space restrictions are accurately serving the needs of the community. The City Administrator explained the Council also felt that the temporary parking structure didn’t need to be made permanent. He stated the Council wanted to remove the stop blocks and only allow grass parking for large events. The City Administrator noted grass parking is currently needed for about 5 events per year. The Director pointed out this would create disorder when more parking was needed. He suggested adding a permanent barricade to be opened when the temporary parking was needed. The City Administrator stated the Council thought it would be easier to have the area striped out for parking spaces when needed. He explained this would make it easier to mow and less permanent. The Commission agreed. 11.16.16 WORKSHOP: PIONEER PARK PARKING MINUTES PARKS & RECREATION COMMISSION December 1, 2016 The City Administrator stated staff moved $244,775 to the General Capital Improvement Fund from the Park Land Acquisition Fund to cover the cost of the top nine items on the Commission’s priority list. He explained the Acquisition costs are only placeholders for now, to ensure there is funding available for them. The City Administrator stated the first four projects listed on the priority list are scheduled to be funded in 2017, but this could be changed. He explained currently the Gervais Park Garden, Pioneer Park Drinking Fountain, Pioneer Park pond planting, and one of the playground area improvements would be funded. The City Administrator noted Councilman Torkelson, at the last Council meeting, seemed to be interested in looking for the community’s input in not only improving the play structures, but possibly redesigning them. Sullivan noted, although Horwath was absent, he had been interested in creating a destination park. The Recreation Supervisor noted it would be a good chance to make the park ADA compliant. The City Administrator stated the Council would like to see more research regarding a need for the Pioneer Park drinking fountain and potential options for the playgrounds. He explained that typically when the budget is approved the next year’s projects would be set and the following years are modifiable, but some projects, in this case for 20 17, can be approved, pending further discussion. This would allow a placeholder for the playground project and drinking fountain, but ensure more discussion occurs. Chu noted the budget will be positive by 2021. She thanked everyone for their work at the workshop and throughout the budgeting process. The City Administrator thanked the Commission for their hard work in the budgeting process and noted his appreciation in the Commission’s help brainstorming community projects. The City Administrator also mentioned the Council wanted the Commission to know that although the park shelter is lower on the prioritization list, because it is a big ticket item, the project should be looked at for its necessity not solely its cost factor. Chair Miller noted he would like to see smaller projects be phased in as well, and not only spend money for large projects. He thought the pickle ball court was a good example of a smaller project. The City Administrator stated he saw a consensus to fund the Gervais Mill Park Garden, but a possibility to change directions with the playground improvements. He also noted the Pioneer Pond Planting was a part of 2016’s budget being carried forward to 2017, and the drinking fountain for Pioneer Park was still under review. If the Commission wanted to reprioritize, the City Administrator noted that was the Commission’s decision. 11.16.16 WORKSHOP: CIP BUDGET REVIEW MINUTES PARKS & RECREATION COMMISSION December 1, 2016 Chair Miller asked the Commission about the priorities. The Commission agreed to keep Gervais Mill Park as number one. The Director suggested the Commission discuss the drinking fountain. He asked the City Administrator to elaborate on the Council’s request for more research. The City Administrator stated the Council saw that the Gervais Mill Park water fountain would cost around $10,000 while the Pioneer Park drinking fountain would cost around $23,000 and be rather far from many of the other activities at Pioneer. The Mayor echoed this and added that if the Commission came back to the Council with more research as to the effectiveness of placing a drinking fountain near the tennis courts, the Council would be willing to discuss the topic further. He noted the trend now is most people are bringing their own water bottle, and there may be less of a need for a drinking fountain at Pioneer Park. Chu noted the Commission felt it was still necessary. Chair Miller explained having a drinking fountain near the basketball and tennis courts was much more accessible than the current drinking fountain in the center of the complex. For people using the tennis courts, the center was a rather long ways. The Mayor stated this brought up the question, how much are the tennis courts being used. Chair Miller asked if the current water fountain in the center of the complex could be updated to include a water bottle filler instead of adding a new drinking fountain. Sanders noted the high use of the basketball courts, playground, and tennis courts near that area. He explained the high cost was a result of the difficult access to water pipes, but thought the high usage during the summer months may be justifiable. The mayor noted he needed more specific research as to the high usage of the area. Chu suggested the Commission take the next year to research the usage of the area, and instead fund the pickleball court and the dog park projects. Chu noted it may be a better idea to implement the pickleball court in 2017 while the trend is growing, instead of waiting and possibly missing out. Sanders agreed that may be a good idea and he encouraged further evaluation of the projects to look for what best fits 2017. He thought it would also be important to evaluate the costs of improving versus replacing parts of the playground equipment. The Mayor stated the Council also had questions about taking away a tennis court and replacing it with a pickleball court. Some worried this may take away resources that may be more used. He explained the Council would like to see more research for ideas like these. The Mayor reasoned it may be a better investment to build a separate pickleball court. Chair Miller explained refurbishing a tennis court for pickleball allowed the game to be tested, at a minimal cost, and depending on its usage could be given its own space. MINUTES PARKS & RECREATION COMMISSION December 1, 2016 CREATING PUBLIC ACCESS ON SAVAGE LAKE Chu asked the Commission if they wanted to swap out the drinking fountain with the pickleball court and dog park. Sullivan thought it would be a good idea, especially since there was another water fountain in the park. Chair Miller agreed, noting he did not want to completely forget the tennis court water fountain, but rather research its usage. Darling made a motion to research the usage of a water fountain over the next year, and instead fund the pickleball court. Chu seconded the motion. Ray suggested the dog park also be added to the list of projects to be funded in 2017. Chair Miller agreed noting the dog park was a small dollar amount and allowed the use to be tested. Ray amended the motion to include the funding of the dog park in 2017 as well. Darling seconded the motion. The motion was approved 5-0. The Recreation Supervisor noted that there is a pickup game at the basketball courts every night in the summer and the area becomes littered with water bottles. She explained she lives nearby and helps pick up the empty water bottles. The Director reiterated the Recreation Supervisor’s point noting that the basketball court is used much more than the tennis courts. Chu thanked the Council for allowing the Commission to have a greater say in the budgeting process. The Mayor thanked the Commission for taking on this opportunity. Chair Miller noted he would like to see this process continue to evolve in the future. The Director reminded the Commission that they had wanted to send out mailings to the area inviting residents to the February Commission meeting. The Commission had wanted to ask the residents for their input regarding the public access to Savage Lake. Chair Miller clarified he would like to have the mailings go out in late December or early January. Darling asked how many residents had requested public access. The Director said only one person requested access. Chu reasoned the intention of the February meeting was to gauge interest from other residents. Sullivan asked if the Commission would have cost estimates for the project options. Sanders explained he could have some estimates brought in, but the goal would be to hear from the residents, and find out their thoughts on the project. Darling asked if all the residents on the lake had property running down to the lake. The Director stated the properties on the lake ran all the way down to the lake and there were two right of ways from Lake Street and Old County Road C, which could provide public access. Darling commented that the right of ways were rather small. Chair Miller noted the plan was to provide a path and possibly a dock so residents not living on the lake could walk down and see the area. Chair Miller stated the Commission would look at this again at the January meeting. MINUTES PARKS & RECREATION COMMISSION December 1, 2016 Chair Miller stated a resident had sent an email asking if the two Eagle Scout projects, recently completed, would receive any formal recognition. The Director explained Rocky Waite thought the pergola and the picnic table projects should be recognized in some way by the City. He noted Waite had remembered the Commission discussing recognizing the projects. Chair Miller remembered discussing a small plaque to commemorate the projects. Sanders thought the Scouts had received a thank you, but noted he did not feel a plaque was needed. Sullivan agreed explaining she had worked with many Scouts over the years at Roseville, and they had never received a plaque. Chair Miller suggested the Scouts be invited to the dedication ceremony and recognized for their efforts at that time. Chu suggested the Scouts be given a certificate of recognition at the ceremony. Sullivan noted the Scouts had invited people from the City of Roseville to their own recognition ceremony, but they were not typically recognized by the City itself. The Director thought inviting the Scouts to the ceremony would be a nice way to gain public recognition. Sanders noted a certificate would also be a nice way to commemorate their work. Ray made a motion to have the Eagle Scouts recognized at the dedication ceremony and provided a certificate. Chu seconded the motion. The motion was approved 5-0. The Director reported the City Hall would be hosting a holiday party, and the invitations would be sent out soon. He hoped to see many Commission members attend the event on December 29th. The Director noted Chu had asked why she was marked late to the October meeting. He explained that the Recording Secretary had marked Chu late at the October meeting to reflect the amount of people in attendance when the motion to approve the minutes took place. The Recreation Supervisor reported the winter activities registration flyer would be sent out on Friday December 2nd. Ray asked if this was the only way the activities were advertised. The Recreation Supervisor explained the flyer is sent to St. Johns School, Little Canada Elementary School, Parkview School, and Edgerton School and in the newsletter. The Director stated this information is also put in the school district newsletter, on the website and on Channel 16. Chair Miller thanked the Director his many years of service to the Parks and Recreation Department. The Director explained it was a pleasure working with the Commission and it was one of the more rewarding parts of his time as Parks and Recreation Director. Ray remembered signing his kids up to play baseball when they moved to Little Canada, and the Director asking if he would check the coaching box. Ray explained he has OTHER BUSINESS EAGLE SCOUT PROJECT RECOGNITION MINUTES PARKS & RECREATION COMMISSION December 1, 2016 been involved ever since that time. Sullivan remembered the Director coaching her team. Chair Miller asked Sanders if this would be his last meeting with the Commission. Sanders explained it was his last meeting. Chair Miller thanked Sanders for his dedication to the City and many years serving the Commission. Sanders thanked the Commission and noted his experience with the Commission has been very rewarding and he appreciated his time with the City. The Director noted Sanders was a charter member of the Parks and Recreation Commission of Little Canada and has been involved in every park project thus far. Sullivan suggested the Commission host an informal gathering of past Park and Recreation Commissioners. She noted she would like to help plan a small event. Chu asked if there was any parting advice Sanders or the Director had for the Commission. Sanders noted he would like to see the history of the Commission preserved and remembered. Chu suggested the Commission consider writing an article for the newsletter to commemorate Sanders and the Director’s time with the City. Ray moved the meeting be adjourned Motion seconded by Sullivan. Motion carried 5 – 0. There being no further business, the meeting was adjourned at 7:45 p.m. Respectfully submitted, Anna Leibel Recording Secretar y ADJOURN