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HomeMy WebLinkAbout2016-04-20PRC Packet AGENDA CITY OF MAPLEWOOD PARKS AND RECREATION COMMISSION 7:00 P.M April 20, 2016 City Hall, Council Chambers A.CALL TO ORDER B.ROLL CALL C.APPROVAL OF AGENDA D.APPROVAL OF MINUTES 1.February 17, 2016 E.NEW BUSINESS 1.Open Space Report 2.Abatement Bond Sales for Park Improvements 3.Parksand RecreationCommission Membership F.UNFINISHED BUSINESS G.VISITOR PRESENTATIONS H.COMMISSION PRESENTATIONS I.STAFF PRESENTATIONS 1.Acknowledgment of Outgoing Commissioner J.ADJOURNMENT RULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY Following are rules of civility the City of Maplewood expects of everyone appearing at Commission Meetings -elected officials, staff and citizens. It is hoped that by following these simple rules, everyone’s opinions can be heard and understood in a reasonable manner. We appreciate the fact that when appearing at Commission meetings, it is understood that everyone will follow these principles: Speak only for yourself, not for other Commission members or citizens -unless specifically tasked by your colleagues to speak for the group or for citizens in the form of a petition. Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each other. Berespectful of the process, keeping order and decorum. Do not be critical of Commission members, staff or others in public. Be respectful of each other’s time keeping remarks brief, to the point and non-repetitive. MINUTES D1 MAPLEWOOD PARKS AND RECREATION COMMISSION 7:00p.m., February 17, 2016 Council Chambers, City Hall A.CALL TO ORDER A meeting of the Parks and Recreation Commission was held in the City Hall Council Chambers and called to order by Chair Malletat 7:00p.m. B.ROLL CALL Commissioners Commissioner Rick Brandon Present Commissioner Craig Brannon Present Commissioner Ron Cockriel Absent ChairpersonTerri Mallet Present Commissioner Dorothy Molstad Absent Commissioner Russel Susag Absent Commissioner Nikki Villavicencio Present Staff Parks Manager, Jim Taylor Present C.APPROVAL OF THE AGENDA Parks Manager, Jim Taylor, requested the addition ofthe discussion of the March Parks and Recreation Commission meeting under section I, Staff Presentations. Draft CommissionerBrannonmoved to approve the agendaas amended. Seconded by Commissioner Villavicencio. Ayes – All The motion passed. D.APPROVAL OF MINUTES 1.January 20, 2016 Commissioner Brandon made mention of an error in the adjournment section of the minutes. Staffwill seek to amend this error. Commissioner Villavicenciomoved to approve the January 20, 2016Parks and Recreation Commission minutesas amended. Seconded by Commissioner Mallet. Ayes – Brannon Mallet,Villavicencio Abstain – Brandon The motion passed. E.NEW BUSINESS Wednesday,February 17, 2016 Parks and Recreation Commission Meeting Minutes D1 1.Kid City Recreation Manager, Audra Robbins, gave a summary on the Kid City project and introduced Amelia Brown, Chris Griffith, and Sherry Erlandsonwho then proceeded to give a presentation on the efforts and purpose of Kid City. 2.Election of Officers Parks Manager, Jim Taylor, initiated the process of election of officers. Commissioner Villavicencio moved to nominate Commissioner Brannon to be Chair of the Parks and Recreation Commission. Seconded by Mallet. Ayes – All The motion passed. Commissioner Mallet moved to nominate Commissioner Villavicencio to be Vice- Chair of the Parks and Recreation Commission. Seconded by Brannon. Ayes – All The motion passed. F.UNFINISHED BUSINESS 1.Maintenance and Reinvestment Priorities and Implementation Parks Manager Jim Taylor, gave a summary of the maintenance and Draft reinvestment priorities and implementation plansand answered commissioner questions. 2.2015 Annual Report and 2016 Goals Parks Manager, Jim Taylor, gave a summary of the 2015 Annual Report and 2016 Goals. He then discussed the report and goal with the commission and answered commissioner questions. Commissioner Villavicencio made a motion to approve the 2015 Annual Report as amended with the 2016 Goals. Commissioner Mallet seconded the motion. Ayes – All The Motion passed. G.VISITOR PRESENTATIONS 1. H.COMMISSION PRESENTATIONS Wednesday,February 17, 2016 Parks and Recreation Commission Meeting Minutes D1 1. I.STAFF PRESENTATIONS 1.March Parks and Recreation Commission Meeting Parks Manager, Jim Taylor, made mention that there had already been several planned absences for the March meeting, this would not allow for a quorum or a March meeting. Therefore the March Parks and Recreation Commission meeting has been cancelled. J.ADJOURNMENT Commissioner Malletmoved to adjourn the meeting. Seconded by Commissioner Villavicencio Ayes – All The motion passed. The meeting was adjourned at 8:50 PM. Next meeting is April 20, 2016. Draft Wednesday,February 17, 2016 Parks and Recreation Commission Meeting Minutes E1 MEMORANDUM TO: Parks and Recreation Commission FROM:Ginny Gaynor,Natural Resources Coordinator DATE: April 20, 2016 SUBJECT:2016Open Space Update Introduction Maplewood has fifteenNeighborhood Preservesandseveral other natural areas throughout the city. At the April 2016Parksand RecreationCommission meeting, Natural Resources Coordinator Ginny Gaynorwill present an update on the open space programand discuss priorities for trails, improvementsand restorationat the preserves. E2 MEMORANDUM TO: Parks and Recreation Commission FROM:Jim Taylor, Parks Manager DATE: April 20, 2016 SUBJECT:Abatement Bond Sales for Park Improvements Introduction Staff spenttwo years working with residents, businesses, City Council, Parks System Plan Task Force, Parks and Recreation Commission, and our consultants to create a Parks Systems MasterPlan giving us a 20 year vision of what the residents of this community would like to see from their parks system. Background The creation of this plan took two years and began in February of 2013. The first phase of the process included a thoroughengagement of our residents, businesses, and parks and recreation users to hear all comments that could influence the plan. At the completion of this phase in January of 2014, the City Council adopted the findings. In March of 2014, City Council authorized staff to begin phase two of this process and contract with Hoisington Koegler Group for the completion of the Parks SystemsMasterPlan. This phase was to use the findings from phase 1 of this project and use benchmarking data, conduct a system wide evaluation, and compare Maplewood’s current system against standards from the National Parks and Recreation Association and best practices from other communities.All in all City staff along with our consultants hosted 29 meetings, 2 online questionnaires, 1 business survey, and 1 community wide statistically valid survey. The main overarchinggoal of the planning processwas to educate and raise awareness about the importance of parks and recreation in Maplewood and to ensure that future investment in the system meetthe needs of the community. Staff feels this was accomplished through the extensive community process. In addition, the plan provided strategies for all areas of Parks and Recreation and implementation methods. The project approach was an inclusive process with forward thinking and vision driven planning. At the time of adoptionspecific prioritization was given to improvements in the parks system. With more projects than funding available, prioritization was necessary to guide where funds would be allocated. As part of this prioritization process, it was identified that the Maintenance and Reinvestment portion of the plan would be the highest priority and essential to the future health of the system. The Maintenance and Reinvestment recommendation identifies $7,000,000 of improvements to our existing system. This accomplishes the highest priority we heard from our residents of “Take Care ofWhat We Have”. E2 Since the adoption of the plan in January of 2015, staff has been working on an implementation strategy for the Maintenance and Reinvestment priority. In the 2016-2020 Capital Improvement Plan it was listed as a separate line item to be funded another way. Upon doing research and meeting with Springsted – Public Sector Advisors, it was decided the best funding source for these projects would be Equipment Certs. and Abatement Bonds. Staff is recommending a first round of $2,000,000 over the next two years starting in 2016. This will be the first part of a five year plan. The plan would consist of the following: 2016 AmountFinancing MethodImprovements $250,000Equipment Cert.Goodrich PlaygroundReplacement 2017 AmountFinancing MethodImprovements $600,000Abatement BondsWakefield Building Replacement $150,000Abatement BondsSherwood Playground Replacement $400,000Abatement BondsHazelwood Building Replacement $350,000Abatement BondsHazelwood Playground Replacement (Univer. Designed) $250,000Abatement BondsHazelwood Field Improvements This timeline is important to give us the ability to run a public process for each of these projects. These projects are much bigger than the improvementswe have made over the last couple of years and we want the residents involved throughout the process. Recommendation Staff recommends approval of the implementation of the Parks SystemMasterPlanby using Abatement Bonds and Equipment Certs. Attachments 1.Tax Abatement in Minnesota (MN Statutes 469.1812-1815) E2, Attachment 1 E2, Attachment 1 E3 MEMORANDUM TO:Parks and Recreation Commission FROM:Jim Taylor, Parks Manager SUBJECT:Commission Membership DATE:April 20,2016 Introduction Maplewoodityodestatesthat there shouldbe nineconfirmed members ofthe Parksand Recreation Commission.Staff is proposing to change the codetoreduce the Parksand Recreation Commissionfrom nine to sevenmembers. Discussion Over the last couple of years recruitment for commission members has become increasinglydifficult. For large portions of 2014 and 2015 theParks and Recreation Commission was not full at nine members. Staff is proposing lowering the membership to seven. We feel that with this reduction in membership it will be less difficultto keep the commission full. TheCity Council will be holding a workshop on Monday, May 23, 2016 to discuss the reduction in commission memberships. The Parks and Recreation Commission is not the only City commission having this discussion. ocess for this possible change would be as follows: The pr 1.Discussion with the Parks and Recreation Commission 2.Workshop at City Council 3.Advertise for Public Hearing st 4.1Reading of the code change during Public Hearing at the City Council nd 5.2Reading and City Council Vote on the code change Recommendation It is recommend that the Parks and Recreation Commission make a motion of support to the City Council to change the City Code from nine sworn commissioners to seven. Attachments 1.CurrentMaplewoodCity Code Maplewood, MN Code of OrdinancesPage 1of 2 E3, Attachment 1 \[2\] ARTICLE II. - PARK AND RECREATION COMMISSION Footnotes: --- (2) --- Cqnrr qdedqdmbdá Boards, committees and commissions, § 2-156 et seq. Rs`sd K`v qdedqdmbdá Authority of city council in optional plan B council-manager city to create commission to advise the council with respect to any municipal function or activity, Minn. Stats. § 412.621, subd. 1. Sec. 26-31. - Created; composition; appointment. There is hereby created a city park and recreation commission consisting of nine members to be appointed by the city council. (Code 1982, § 21-16) Sec. 26-32. - Terms. The members of the park and recreation commission shall serve staggered terms. All appointments shall be for a term of three years. (Code 1982, § 21-17; Ord. No. 901, 4-26-2010) Sec. 26-33. - Chairperson; secretary; rules and bylaws. (a)After appointment, the park and recreation commission shall organize for the purpose of doing business and shall elect from among its members a chairperson and a secretary. (b) After the commission has organized, it shall adopt its own rules of order and bylaws for the purpose of procedure and shall provide therein for its date of meeting, provided that it shall meet at least once each month. (Code 1982, § 21-18) Sec. 26-34. - Compensation. Members of the park and recreation commission shall serve without compensation. (Code 1982, § 21-19) Sec. 26-35. - Powers and responsibilities. The park and recreation commission shall act in an advisory capacity to the city council, the manager and the director of parks and recreation in all matters pertaining to public parks and recreation and to cooperate with other groups in the advancement of sound park and recreation planning and programming. Specific responsibilities of the commission shall be to: (1) Formulate policies on recreation services for approval by the city council. (2) Advise the council and manager as to the minimum qualifications for the position of director of parks and recreation. (3)Recommend for adoption standards on land acquisition, facility development, program and financial support. (4)Make periodic inventories of recreation and park services that exist or may be needed and interpret the needs of the public to the city council and the director of parks and recreation. (5) Aid in coordinating the park and recreation services with the programs of other governmental about:blank4/15/2016 Maplewood, MN Code of OrdinancesPage 2of 2 E3, Attachment 1 agencies and organizations. (6)Interpret the policies and functions of the park and recreation department to the public. (7)Review, prepare and make a report to the city council by January 31 of each year regarding its activities plan and recommendations for changes which the commission may deem desirable. (Code 1982, § 21-20) Sec. 26-36. - Citizens committees. The park and recreation commission may appoint citizens committees in an advisory capacity for the purpose of assisting the commission in determining recreation policy for the city. (Code 1982, § 21-21) Sec. 26-37. - Enforcement; delegation of powers. The city council may administer this article as it may deem necessary and may delegate such administrative authority to the park and recreation commission. The commission shall have power to delegate authority as it deems necessary for the purpose of performing its duties and the duties as set forth in this article. (Code 1982, § 21-22) Rdbr. 26-38á26-65. - Qdrdqudc. about:blank4/15/2016 I1 MEMORANDUM TO: Parks and Recreation Commission FROM: Jim Taylor, Parks Manager DATE: April 20, 2016 SUBJECT:Approval of Resolution of Appreciation for Ron Cockriel Introduction Ron Cockrielhassubmitted his resignation as a member of the Maplewood Parks and Recreation Commission.Maplewood City Council appointed Mr. Cockrielto the Parks andRecreation Commission on February 11, 2013. Mr. Cockriel will be serving through April 20, 2016. Budget Impact None Recommendation Approve a Resolutionof Appreciation for Parks and RecreationCommissioner Cockriel. Attachment 1.Resolution of Appreciation for Ron Cockriel I1, Attachment 1 RESOLUTION OF APPRECIATION WHEREAS,Ron Cockriel has been a member of the Maplewood Parks and Recreation Commission since February 11, 2013 and has served faithfully in that capacity to the present time; and WHEREAS, the Parks and RecreationCommission has appreciated Mr. Cockriel’s experience, insights and good judgment; and WHEREAS, Mr. Cockriel has freely given ofhis time and energy, without compensation, for the betterment of the City of Maplewood; and WHEREAS, Mr. Cockrielhas shown sincere dedication to his duties and has consistently contributed hisleadership, timeand effort for the benefit of the City. NOW, THEREFORE, IT IS HEREBY RESOLVED for and on behalf of the City of Maplewood, Minnesota, and its citizens that Ron Cockriel is hereby extended our gratitude and appreciation for hisdedicated service. Passed by the Maplewood City Council on ___________, 2016 ____________________________________ Nora Slawik, Mayor Passed by the Maplewood Parks and Recreation Commission On April 20, 2016 ____________________________________ Craig Brannon , Chairperson Attest: ________________________________ Karen Haag, City Clerk