Loading...
HomeMy WebLinkAbout2012-11-21 PRC PacketAGENDA CITY OF MAPLEWOOD PARKS AND RECREATION COMMISSION MEETING Wednesday, November 21, 2012 7:00pm Meeting Council Chambers - Maplewood City Hall 1830 County Road B East 1. Call to Order 2. Roll Call 3. Approval of Agenda 4. Approval of Minutes a. June 20, 2012 b. July 18, 2012 c. September 26, 2012 5. Visitor Presentations a. 6. Unfinished Business a. Council Directive on Minutes b. 2012 Parks and Recreation Commission Goals Review and 2013 Annual Report 7. New Business a. 8. Staff Presentations a. Edgerton Field #10 b. Gethsemane Playground c. Upcoming in December 9. Commissioner Comments 10. Adjourn — (9:00 p.m.) MINUTES MAPLEWOOD PARKS AND RECREATION COMMISSION 7:OOp.m., Wednesday, June 20, 2012 Council Chambers, City Hall A meeting of the Parks and Recreation Commission was held in the City Hall Council Chambers and was called to order at 7:02PM by Chair Roman. Commissioners Commissioner Craig Brannon Presen Commissioner Don Christianson Presen Commissioner Peter Fischer Absent Chair Bruce Roman Presen Commissioner Therese Sonnek Presen' Commissioner Roy Adams Absent Commissioner RJ Erhardt Presen Commissioner Kim Schmidt Presen Staff Parks Manager, 3. APPROVAL OF TH n by Commissioner Christianson Ayes - All The 4. APPROVAL OF MINUTES a. May 16,2012 Commissioner Erhardt made the correction under Commissioner Comments, "Commissioner Erhardt stated that she liked Commissioner Sonnek's suggestion about having rock bands at the Maplewood Community Center as a place for adolescents to go and listen to these bands as well." Commissioner Erhardt moved to approve the minutes as amended. Seconded by Chair Roman. Ayes - Chair Roman, Commissioner's Wednesday, June 20 Parks and Recreation Commission Meeting Minutes Christianson, Sonnek, Erhardt Abstain - Commissioner's Brannon and Schmidt The motion passed. S. VISITOR PRESENTATIONS a. Recreation Coordinator —Neil Breneman Neil Breneman, Recreation Coordinator, f recreation programs and events that he c of the Commission. b. Resident, Dave Johnson, 2587 [�11i!ItlIN6y:lgr]IYllyl�l��y 7. NEW BUSINESS a. Parks Commission Vacancy Jim Taylor, Parks Manager, updated the mation about the different the city and answered questions Parks and Recreation and -ru fthe on the Gladstone Savannah project Creek Event Taylor, Parks it is in the or ger, stated that the event was rescheduled due to weather. The of being rescheduled and will be posted as soon as a date is c. Tennis Court Resurfacing Jim Taylor, Parks Manager, updated the Commission on the Tennis Court Resurfacing project. d. Beaver Creek Preserve Jim Taylor, Parks Manager, updated the Commission on the progress of the Beaver Creek Preserve and answered questions of the Commission. Wednesday, June 20 Parks and Recreation Commission Meeting Minutes 9. ADJOURNMENT Commissioner Brannon moved to adjourn the meeting. Seconded by Commissioner Schmidt Ayes - All The meeting was adjourned. Next meeting is July 18, 2012. Wednesday, June 20 Parks and Recreation Commission Meeting Minutes MINUTES MAPLEWOOD PARKS AND RECREATION COMMISSION 7:OOp.m., Wednesday, July 18, 2012 Council Chambers, City Hall A meeting of the Parks and Recreation Commission was held in the City Hall Council Chambers and called to order by Chair Roman. Commissioners Commissioner Craig Brannon Commissioner Don Christianson Commissioner Peter Fischer Chair Bruce Roman Commissioner Therese Sonnek Commissioner Roy Adams Commissioner RJ Erhardt Commissioner Kim Schmidt Staff Parks Manager, 3. APPROVAL OF TH by Com Present Present Ayes — All The 4. APPROVAL OF MINUTES ; a. June 20, 2012 Commissioner Sonnek me Johnson came to present. Seconded by Commissioner Christianson Ayes - Commissioner's Brannon, Christianson, Schmidt, Sonnek, Erhardt Nay - Chair Roman Abstain - Commissioner Fischer July 18, 2012 Parks and Recreation Commission Meeting Minutes The motion passed. S. VISITOR PRESENTATIONS 6. UNFINISHED BUSINESS a. Joy Park Utility Easement Maintenance Jim Taylor, Parks Manager, presented the Joy Park Utility Easement Maintenance and discussed it with the Commission. Commissioner Fischer moved to accept the recommendation that staff has made wit[ Policy has been made. Seconded by Commissioner 7. NEW BUSINESS a. Fish Creek Master Plan and Mat Jim Taylor, Parks Manager, pies( and answered questions of the C 8. STAFF PRESENTATIONS a. Lions Park Jim Taylor, Parks Manager, upda and answered auestions of the ( 9. ADJOURNMENT, Commissioner Fisch Seconded by Comm The meetiniz was ac Ayes- the Fish Creek Master Plan and Management Plan the Lions Park improvements Ayes — All Next meeting is September 19, 2012. July 18, 2012 Parks and Recreation Commission Meeting Minutes MINUTES MAPLEWOOD PARKS AND RECREATION COMMISSION 7:00p.m., Wednesday, September 26, 2012 Council Chambers, City Hall A meeting of the Parks and Recreation Commission was held in the City Hall Council Chambers and called to order by Chair Roman. Commissioners Commissioner Craig Brannon Commissioner Don Christianson Commissioner Peter Fischer Chair Bruce Roman Commissioner Therese Sonnek Commissioner Roy Adams Commissioner RJ Erhardt Commissioner Kim Schmidt Staff Parks and Recreation Direct Parks Manager, Jim Taylor Natural Resources Coordina Senior Planner, Tom'Ekstrar 3. APPROVAL OF THE AGE Chair Roman requested Commissioner Schmidt Seconded by The motion passed. 4. APPROVAL OF MINUTES a. June 20, 2012 b. July 18, 2012 Present Present Present Present Present Steve West to Agenda Item 6A. ristianson Ayes — Chair Roman, Commissioner's Brannon, Christianson, Fischer, Adams, Schmidt Abstain — Commissioner Sonnek September 26, 2012 Parks and Recreation Commission Meeting Minutes Commissioner Fischer moved to table the minutes of June 20, 2012 and July 18, 2012 to discuss the options available for action minutes and recommendations that could possibly be made to City Council. Seconded by Commissioner Adams Ayes - Commissioner's Brannon, Christianson, Schmidt, Sonnek, Adams, Fischer I TiR11 The motion passed. S. Neighborhood Meeting a. Sale of Roselawn Property Parks Manager, Jim Taylor, presente property and discussed it with Staff, attendees. Resident, Amy Dorn Fernand, 365 To( Resident, Herb Toenjes, Lot 1 and Lot Resident, Diana Lohgrie, 1771 Burr St Residen€, Rebecca Cave, 2020 Prospe Resident, Sandra Nesseth, 353 E. Rost i regarding the sale of Roselawn and the neighborhood meeting Place , enue Avenue Resident, Sharon Tarble, 1975 McMenemy Street Non Resident, Richard Kotoski, 2570 N. Grotto Street, Roseville Resident, Maurice Schneider, 443 E. Roselawn Avenue Resident, Jolynn Giles, 1967 McMenemy Street Resident, Claude La Vallee, 1988 Arkwright Street Chair Seconded by Commissioner Christianson Ayes: Chair Roman, Commissioner's Christianson, Brannon Sonnek, Adams Nay: Commissioner Fischer Abstain: Commissioner Schmidt September 26, 2012 Parks and Recreation Commission Meeting Minutes 6. Visitor Presentations a. Steve West Steve West, presented information regarding the history, cost of installing a course, and the benefits of Disk Golf. Mr. West answered questions of the Commission. 7. UNFINISHED BUSINESS a. Fish Creek Master Plan Ginny Gaynor, Natural Resources Coordinator, presented information on the Fish Creek Master Plan and discussed it with the Commission. Commissioner Christianson Seconded by Chair Roman 8. NEW BUSINESS a. 9. STAFF PRESENTATIONS a. MN Twins Community ,Fu Jim Taylor, Parks Managei Fund Field Grant that was Park to long time resident of the Commission`. b. MW /NESA Hazelwood Fi( Jim Tavlor. Parks Ma and Ginny Gaynor, Na Savannah and an! 10. Commissioner '' >'Brannon Seconded by Chair The meeting was adjourned. Next meeting is October 17, 2012. Grant rmation'r,regarding the MN Twins Community city to dedicate field number one at Edgerton Taylor, Parks Manager, answered questions Commission on the MW /NESA Hazelwood Field lommission. of oordinator, updated the Commission on Gladstone of the Commission. Ayes — All September 26, 2012 Parks and Recreation Commission Meeting Minutes AGENDA REPORT TO: James Antonen, City Manager FROM: DuWayne Konewko, Community Development and Parks Director Jim Taylor, Recreation Program Supervisor SUBJECT: Council Directive on Minutes DATE: November, 15, 2012 INTRODUCTION The Parks and Recreation Commission have expressed some concern about the format of the minutes. At the September meeting of the Commission, staff was directed to further research the directive given by the City Council. On October 10, 2011, the City Council reviewed the attached memorandum from Karen Guilfoile, the Director of Citizen Services, and gave their direction as to the nature of commission minutes (action minutes vs. summary minutes vs. verbatim minutes) and the keeping of such information. In summary, the council stated and directed the following as pertains to minutes: • The written minutes are the legal format for recording and keeping a record of all city meetings. • All commissioner minutes shall be in the form of "action" minutes with "summary" information included occasionally as may be appropriate for a specific case. • Commissioners should forward any questions about the need for action vs. summary minutes directly to the city council and not through staff. • The council is satisfied with the content in commissioner minutes and do not wish to make any changes to the policy. ACTION No further action is required at this time. Attachments Memorandum from Karen Guilfoile Regarding Council and Commission Records Retention Policies and Procedures 2. Sample minutes from a 2012 BEDC meeting Item D2 MEMORANDUM TO: James Antonen, City Manager FROM: Karen Guilfoile. Director Citizen Services DATE: October 4, 2011 RE: Discussion on City Council and Council Commissions Records Retention Policies and Procedures Introduction In reviewing current policies and procedures for records retention for the city council and for boards and commissions, staff is requesting a conversation with the city council so that our direction is clear in these matters. In the Rules of Procedure for City Council and Council Meetings on Page 5, Section 4 Minutes D. it states: Minutes for city council meetings will be summary minutes. Minutes for Boards and Commissions will be either action or summary minutes. Further on Page 11 under Other Matters it states: Web streaming of city council meetings will be available on the city website as soon as is practical after each meeting and will remain available on the website for no less than 12 months after any given meeting. Background ACTION MINUTES are defined as minutes containing information that is required by State Law The following items must be included: ➢ The members of the public body who are present ➢ The member who makes or second motions ➢ Roll call vote on motions ➢ Subject matter of proposed resolutions or ordinances ➢ Whether the resolutions or ordinance are defeated or adopted ➢ The votes of each member SUMMARY MINUTES are defined as minutes containing all information required in action minutes and a summary of any reports or information submitted by boards, commissions, developers, etc. VERBATIUM MINUTES are minutes where every word during the meeting is transcribed. Although not generally required by statute, several court decisions suggest that including certain information in the minutes can help to defend a city's action should lawsuit occur. The following types of data are examples of information that should be included in the minutes: Packet Page Number 1 of 5 ➢ Findings of fact. Case law requires them for land -use decisions and some personnel decisions. ➢ The council's conclusions. Case law requires them for land -use decisions and some personnel decisions. ➢ The specific reasons behind the council's conclusions. Examples would include such things as the economical, social, political or safety factors that were considered when the council made a particular decision. State Statute requires that agenda packets of city council meetings are permanent records and are to be kept for posterity. State Statute also directs that agenda packets for boards, commission, committees, etc. that are council approved or appointed are to be retained for three years. The State Retention Schedule states that video (DVD) recordings of public meetings can be erased and reused three months after formal approval of written minutes. And audio tape recordings of city council, commissions, boards, etc. are to be kept one year after formal approval of the written minutes. Finally, by State law, tape recordings cannot be the permanent record. Web Streaming: The city began web streaming in January of 2010 which is accessible on the city website and sponsored by CTV. Staff is requesting a discussion regarding this since our agreement with CTV is to make city meetings available up to 18 months at any given time. CURRENT PRACTICE: Minutes: Currently the city council minutes are a mixture of action and summary minutes as it is with most Commissions and Boards. Some Commissions and Boards consistently request additional information in their minutes which becomes staff intensive. Mnutes are stored in Laserfische and retained for permanent record. Video (DVD): Video /DVD of the city council, boards and commissions has been retained since January of 2006. Recommendation Staff is requesting that minutes of the city council, boards, commissions and any council appointed committees be action minutes as described above including information as suggested by court decisions outlined above. It is recommended that video recordings of all city council meetings be retained for a period of five years. Packet Page Number 2 of 5 MINUTES OF THE BUSINESS AND ECONOMIC DEVELOPMENT COMMISSION 1830 COUNTY ROAD B EAST, MAPLEWOOD, MINNESOTA 6:00 P.M., THURSDAY, AUGUST 23, 2012 190 1 M 0XII] N Q 4 N A meeting of the Commission was held in the City Hall Council Chambers and was called to order at 6:00 p.m. by Chairperson Jenkins. ROLL CALL Commissioners Gary Kloncz, Commissioner Mark Jenkins, Chairperson Jennifer Lewis, Commissioner Beth Ulrich, Commissioner Warren Wessel, Commissioner Present Present Present Absent Present until 6:40 p.m. Staff Michael Martin, Planner APPROVAL OF AGENDA Commissioner Wessel added 5. a Commissioner Wessel Seconded by Commissioner Ayes — All The motion passed. 4. APPROVAL OF MINUTES Commissioner Wessel moved to approve the minutes for July 26, 2012 Seconded by Commissioner Kloncz. Ayes — All The motion passed. NEW BUSINESS a. Passing of Paul Yocum, founder of Yocum Oil The commission wanted to acknowledge his dedication to being a business owner in the community and requested the staff to request a resolution of appreciation for his service and make a request with the city council acknowledge Mr. Paul Yocum. Commissioner Wessel requested that staff recommend to the city council a resolution of appreciation for Mr. Paul Yocum for his civil duty and dedication as a business owner in the community for Yocum Oil. Paul Yocum and 5 a. moves to 5 b. August 23, 2012 Business and Economic Development Commission Meeting Minutes Seconded by Commissioner Lewis. Ayes — All The motion passed. b. Economic Development Consultant — Janna King i. Mr. Martin introduced the item and Ms. Janna King. ii. Ms. Janna King had addressed the BEDC. Ms. King had been a guest speaker at a previous BEDC meeting. Ms. King gave a presentation on economic development and answered questions of the commission. Staff will make modifications to the document that was discussed and this information will be brought forward to the city council at a council workshop Monday, September 24, 2012. UNFINISHED BUSINESS None. VISITOR PRESENTATIONS a. City Councilmember, and BEDC Liaison, Mary Koppen addressed the BEDC regarding redevelopment and serving as past President of the WBABA (White Bear Avenue business association). COMMISSION PRESENTATIONS Chairperson Jenkins asked commissioners for articles on local businesses. STAFF PRESENTATIONS a. Development Summary i. Staff gave a brief update on the Keller Golf Course, RSI Recycling and LA Fitness that will move into the old Circuit building. 10. ADJOURNMENT Chairperson Jenkins adjourned the meeting at 7:07 p.m. August 23, 2012 Business and Economic Development Commission Meeting Minutes AGENDA REPORT 10A9 -WT- TirSIX4mm.11.TIL .uu .I FROM: Jim Taylor, Parks Manager SUBJECT: 2012 Parks and Recreation Commission Goals Review and 2013 Annual Report DATE: November 15, 2012 INTRODUCTION In compliance with Article II, Section 21.20 of the Maplewood city ordinance, the Maplewood Parks and Recreation Commission is required to submit an annual commission report. In addition to this report, the Parks and Recreation Commission provided a list of 2012 goals to the City Council. These goals need to be reviewed as part of the 2013 Annual Commission Report. DISCUSSION As part of the report the Parks and Recreation Commission created a set of goals for 2012. The Commission will review the goals created and assign somebody from the Commission to write the 2013 report. City staff will also provide a list of accomplishments made by the department to be added as well. RECOMMENDATION Staff recommends the Parks and Recreation Commission review the 2012 goals and appoint a member from the Commission to write the 2013 Parks and Recreation Commission Annual Report. Attachment: 1. PRC 2012 Goals 2. Additional Parks and Recreation Accomplishments 2012 Parks and Recreation Commission Goals 1. Continue collaboration with the MCC with quarterly meetings 2. Evaluate pilot project and continue to evaluate a possible site for an off leash dog area 3. Work with staff to seek alternative funding sources for capital improvements 4. Convene a meeting with the Human Rights Commission to discuss opportunities to increase multi - cultural inclusion 5. Start Music in the Parks Program 6. Improve Parks and Trail Maps 7. Expand Social Media Resources — Gather input from the public. QR Codes 8. Plan a parks tour 9. Have a joint meeting with North Saint Paul 10. Develop Fish Creek Master Plan 11. Have a Meet the Commission at the Park night 12. Do a joint event with the library in the Legacy Park area 13. Name Legacy Park 14. Improve our Parks and Trail signage. 15. Brainstorm collaboration with county for at risk youth 16. Address handicap accessibility in parks (Inventory) 2012 Parks and Recreation Department Accomplishments 1. Lions Park has been completed 2. A new playground has been installed at Gethsemane Park with input from neighborhood residents and students at Gethsemane school. This project was completed in conjunction with the Bartelmy Meyer Neighborhood Improvement Plan 3. Trail overlays were completed at City Campus, Harvest, Playcrest, Nebraska, and Geranium Park's. 4. The city has secured a grant from the Minnesota Twins Community Fund and a donation from the Maplewood Athletic Association to upgrade a baseball field in Maplewood in honor of longtime Maplewood resident Tom Kelly. Work has begun on Edgerton #1 and will be completed in the spring. 5. City staff has worked closely with North East Soccer Association to make field upgrades at Hazelwood Park 6. Phase I improvements were implemented at Gladstone Savanna Neighborhood Preserve, including soil remediation, archeological investigation, storm water basin, installation of trails, and seeding with a temporary cover crop. 7. Prairie seeding was completed at the Beaver Creek Neighborhood Preserve. 8. Volunteers at the Priory Preserve created and installed an interpretive trail. 9. Rain gardens and buffers were planted at Joy Park Neighborhood Preserve by Eagle Scouts and other volunteers.