01-21-20 Parks & Rec PacketCITY OF OTSEGO
PARKS &� "
Recreation
otsegoparksrec.com
PARKS AND RECREATION AGENDA
Tuesday, January 21, 2019
7:00 PM
Prairie Center
NOTES/ACTION 1/21/20
Call to Order
Roll Call:
1. Open Forum.
2. Consider Agenda For Approval.
3. Consider the Minutes:
3.1 December 17, 2020 Regular Meeting.
4. Unfinished Business.
5. New Business
5.1 Review School District Agreement.
6. Parks and Recreation Update.
7. City Council Reports.
8. Adjourn.
The next regular Parks and Recreation Meeting will be
February 18, 2020 at Prairie Center at 7:OOPM
"0TSEGO PARKSAND RECREATION, THROUGH ITS EMPLOYEES AND
VOLUNTEERS, IS COMMITTED TO PRESERVING HERITAGE WHILE
PROVIDING QUALITYAND INN 0 VA TI VE SER VICES, PARKS, AND
PROGRAMS TO RESIDENTSAND VISITORS."
ITEM 3.1
OTSEGO PARKS AND RECREATION
Prairie Center
December 17, 2019
7:00 PM
Call to Order.
Chair Angie Dehn called the meeting to order at 7:00 PM.
Roll Call: Chair Angie Dehn; Commissioners: Doug Cassady, Derrick Stark, Kitty Baltos
Travis Rittenbach, and Matt Killam.
Absent: Commissioners Angela Hilde and Jim Breitbach
City Council: Mayor Jessica Stockamp
Staff: Ross Demant, Parks and Recreation Director, Parks Maintenance II, Nick Jacobs,
and Connie Schwecke, Administrative Assistant.
1. Ogen Forum.
2. Consider Agenda Approval.
Commissioner Baltos motioned to approve the agenda. Seconded by
Commissioner Killam. All in favor. Motion carried.
3. Consider Meeting Minutes.
3.1 November 19, 2019 Regular Meeting Minutes.
Commissioner Stark motioned to recommend to the City Council to
approve all meeting minutes as written. Seconded by Chair Dehn. All in
favor. Motion carried.
4. Unfinished Business.
5. New Business.
5.1 Discuss Norin Landing Shelter Rental.
Parks and Recreation Director Demant presented memo. Chair Dehn advised that
adding a clause for clarity that a rental is reserved only for the shelter and not the
entire park. Demant agreed. Commissioner Baltos questioned if there were back to back
rentals, would garbage would be a problem. Demant said extra cans would be set out.
Chair Dehn added Three Rivers Park District requires rentals to pack out their garbage.
Commissioner Baltos suggested blocking out prom dates for families to take pictures.
Commissioners were in agreement.
Commissioner Cassady questioned the difference in cost from other cities. Demant
stated that because this park is on the river and it is a valuable resource and a higher
charge would not cost prohibited. Commissioner Baltos agreed.
Commissioner Baltos motioned to recommend to the City Council to
charge the following fee for the 2020 season at Norn Landing Shelter;
$40 for a 1/2 day rental 9:00-3:00pm or 3:00-9:00pm groups 50 or
ITEM 3.1
smaller and garbage will need to be packed out by renter. Seconded by
Commissioner Chair Dehn. All in favor. Motion carried.
5.2 2019 Recreation Programs.
Parks and Recreation Administrative Assistant Schwecke presented recreation annual
review.
6. Parks and Recreation Director Update.
Parks and Recreation Director Demant reviewed the sport youth association, school
district meetings and future plans for collaboration. Demant also reviewed a meeting
with the Bank of Elk River.
7. City Council Reports.
Mayor Jessica Stockamp gave an update to the commissioners.
8. Adjourn.
Commissioner Cassady motioned to adjourn. Seconded by
Commissioner Stark. All in favor. Motion carried. Adjourned at
8:20P.M.
Written by Connie Schwecke, Parks and Recreation Administrative Assistant
TV OF Q75FGO
PARKS
Recreation
otsegoparksrecxom
TO: Parks and Recreation Commission
FROM: Parks and Recreation Director Demant
DATE: January 21, 2020
RE: Shared Facility Agreement with ISD #728
Background:
Item 5.1
The City and ISD #728 have been working together to formalize a shared facility agreement that
would waive rental fees, reduce program duplication, and increase program collaboration.
This agreement was initiated due to the limited facilities that currently exist in Otsego.
Examples of the impact of limited space are: 1) The parks and recreation department is
requiring access to gym space to expand programs like adult volleyball and offer larger
community events like the Koo Koo Kanga Roo concert. 2) Community education is currently in
need of program space for their preschool parent education classes which Prairie Center is able
to offer.
Both groups are also looking at new ways to collaborate through innovative programs and
special events.
Recommendation:
Staff is recommending that the Commission review the information within this memo and
provide a recommendation to enter into an agreement with the ISD #728.
Attachments:
Agreement Related to Activities and Shared Facilities
JOINT POWERS AGREEMENT RELATED TO ACTIVITIES AND SHARED
FACILITIES
THIS AGREEMENT is entered into effective , 2018, by and between the City of Otsego
(the "City") and Independent School District #728 (the "School District").
RECITALS
A. The City and School District continue to partner effectively and to look for ways to
provide quality programming to residents in an efficient, cost effective manner.
B. This Agreement is intended to formalize and update current agreements between the
parties in its entirety.
C. The purpose of this Agreement is also meant to reaffirm the commitments related to
collaborative programming, facility rental, and non -duplication of offerings.
NOW THEREFORE, in consideration of the covenants contained in this Agreement, the City
and School District now agree as follows:
1. Facility Rental.
A. Facilities. The City and School District hereby agree to operate and waive rental
fees for applicable spaces (i.e. fields, gyms, theaters, etc.) when at least seventy-
five percent (75%) of the participants reside in the School District and in
accordance with School District Policies 901 (Community Education), 902 (Use
of School District Facilities and Equipment) and Minn. Statute 123B.51
(Schoolhouses and Sites; Access for Non -curricular Purposes).
B. Non -Duplication. The City and School District hereby agree to reduce and/or
eliminate program duplication in accordance with School District Policies 901
(Community Education).
C. Supplementary Costs. The City and School District hereby agree to charge/pay
reasonable and applicable costs related to such things as staffing, utilities,
supplies and equipment required as appropriate.
D. Priority. The City and School District hereby understand regularly scheduled
Early Childhood, Elementary, and Secondary programming shall not be
substantially disrupted.
E. Scheduling. The City and School District hereby agree to schedule activities
and/or make arrangements through parties and in accordance with practices
designated by each party.
2. Collaborative Prop -ramming.
A. The City and School District hereby agree to encourage use of facilities in order
to:
i. Maximize facility use
ii. Meet the educational needs and interest of area residents
iii. Utilize resources and the expertise of residents to develop a vibrant, well-
rounded community
iv. Increase active participation and engagement of residents.
B. The City and School District hereby agree to facilitate participant registration
when hiring staff and providing supplies.
C. The City and School District hereby agree to promote collaborative programming.
D. The City and School District hereby agree to equitably share any revenue and/or
expenditures related to collaborative programming.
E. The City and School District hereby agree to review program effectiveness,
feedback, and recommendations annually.
3. Marketine.
A. The City and School District hereby agree to provide information related to
program registration with a link/resource to the corresponding department in
publications and through registration software.
B. The City and School District hereby agree to advocate and promote shared
opportunities through available resources.
4. Reporting.
A. Annual Report. The City and School District Designee is encouraged to, as soon
as possible, after the end of each programming year, prepare and present to the
City Council and School Board an annual report of its activities and participation.
At a minimum, the report shall contain a description of program activity including
age group participation and a plan for programming for the coming year.
5. lndermjification. The City and School District shall each be liable for its own acts to the
extent provided by law and hereby agrees to indemnify, hold harmless and defend one
another, its officers and employees against any and all liability, loss, costs, damages,
expenses, claims or actions, including attorney's fees which the other, its officers and
employees may hereafter sustain, incur or be required to pay, arising out of or by reason
of any act or omission of the party, its agents, servants or employees, in the execution,
performance, or failure to adequately perform its obligations pursuant to this Agreement.
It is understood and agreed that nothing in this Agreement shall affect or otherwise
constitute a waiver of the limits on the liability of the City or the School District provided
by applicable law.
6. Further Consultation/Dispute Resolution. The City and School District agree to
consult with each other on all matters, which may affect or alter this Agreement. If a
dispute arises between the City and School District, regarding this Agreement, designees
will promptly meet and attempt in good faith to negotiate a resolution to the dispute.
7. Termination. This Agreement shall remain in force and effect and shall be binding on
the successors and assigns of the parties until terminated by either party. Either parry
may, for any reason, terminate this Agreement by providing 30 days' written notice of
termination to the other party. Upon written notice of termination, designees shall
prepare a final report and submit that report to the City and School District. The parties
shall work together in good faith to reach a final settlement of any/all financial matters.
8. Severabilily'. If any portion of this Agreement is found to be void, unenforceable or
unconstitutional, or any combination of these, by a court of competent jurisdiction, the
remaining portion of this Agreement shall remain in effect.
9. Entire Agreement. This Agreement is the parties' entire agreement regarding its subject
matter and supersedes all prior agreements and negotiations regarding its subject matter.
The parties may amend this Agreement only in a writing signed by both parties.
Dated: . 2018 CITY OF OTSEGO, MINNESOTA
By
Its
Dated: .2018 INDEPENDENT SCHOOL DISTRICT #728
By
Its
CITY OF OTSEGO
PARKS
Recreation
otsegoparksrec.com
TO: Parks and Recreation Commission
FROM: Parks and Recreation Director Demant
DATE: January 21, 2020
RE: Parks and Recreation Director's Update
It's January and we have already had a busy year with programs and park items.
Item 6
Staff have been meeting with representatives from various youth athletic groups in an effort to
identify future field needs. Discussions will continue throughout the year and will now involve
possible partnership opportunities with the new middle school.
Members from the parks and recreation department installed a demo solar powered light at
Carrick's Landing. This light is 100% powered by solar energy and can be installed up to 20 feet
above the ground. The cost of the light is approximately $1,500 and has an estimated 20 year
life span with a 5 year battery life span.
Staff recently met with Kevin Bergstrom from the new Edina Realty office here in Otsego. The
purpose of this meeting was to explore the possibility of hosting the 2020 Farmers Market in
their parking lot. Kevin agreed to host the market in his parking lot and is excited to partner with
the City of Otsego.
Park Highlights:
• Ice rink opened December 19
• Prepped new storage container for recreation
• Installed a demo solar powered light at Carrick's Landing
• Incorporated a new piece of equipment for plowing sidewalks which has decrease
sidewalk plowing times by 1 hour.
Recreation Highlights:
• Special Events
o Santa Day- 1,400 Participants
o Santa Paws- 42 Dogs
• Programs
o Senor Programs
■ Cards (Mondays & Wednesdays)
■ Bingo (Mondays)
■ Pickleball (Tuesdays)
■ Senior Line Dancing (Wednesdays)
■ Senior Tai Ji Quan (Tuesdays & Thursdays)
• Senior Book Club (1x per Month)
o Adult Fitness
• Cardio Drumming
• Zumba
• Body Sculpt
■ PiYo
o Youth/ Family Programs
• Intro into Tumbling
• Tumbling Basics
• Basic Line Dance Camp
• Dog Sledding
• Soccer/ Basketball Camp
• Soccer Camp
■ Tiny Tot Time
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Item 6