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HomeMy WebLinkAbout010896 MEMORANDUM TO: FROM: DATE: SUBJECT: Parks Advisory Committee Paul Hokeness 1/3/96 January 8th Meeting HAPPY NEW YEAR!! I hope all of you had a wonderful Holiday. It's hard to believe that the holiday season is over and 1995 is behind us, but it's also exciting to think of the start of a new year. I'm really looking forward to working with all of you in 1996 and I feel that this is going to be a great year. The new P.A.C. members will not be interviewed until the day of our meeting on January 8th, so this means that we will not be at full strength that evening. I'm hoping to get them involved in our January 17th Lakefront Park public meeting. That meeting will take place at the Fire Station at 7:00 p.m.. 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER P ARKS ADVISORY COMMITTEE MEETING MINUTES DECEMBER 11, 1995 The Parks Advisory Committee meeting was called to order by Co-Chair, Kathy Smith at 7:30 p.m. on Monday, December 11, 1995. Members present were Kathy Smith, Pat Heaney, Tom Reddinger and Bob Rykken. Staff members present were Paul Hokeness, Director of Parks and Recreation, Bret Woodson, Recreation Supervisor, and Lynn Lake, Parks and Recreation Secretary. Co-Chair, Kathy Smith called the meeting to order, welcomed our guest, Jeff Schoenbauer from Brauer & Associates, Ltd. BOB RYKKEN MADE A MOTION TO APPROVE THE MINUTES FROM THE NOVEMBER 13, 1995 MEETING. TOM REDDINGER SECONDED MOTION. MOTION WAS APPROVED UNANIMOUSLY. Paul stated that we have poured the footings for the new building at Memorial Park. We will act as the general contractor on this project instead of hiring a contractor. We decided to general out the work because it will save us money . We can do the work for $70,000 - $75,000 instead of the $140,000 which was bid. Kathy Smith asked for New Business. Lakefront Master Plan was first on the agenda. Paul introduced Jeff Schoenbauer from Brauer & Associates. He will be working with us on the Lakefront Park Master Plan. He has put together some elements and time frames that we will be working with. Jeff passed out a list of the team members that will be helping him on this project as well as a schedule for us to follow. This is to give an idea of what's involved and how we are going about it and to establish a time frame for the next couple of meetings. The design team will be lead by Jeff and George Watson from Brauer & Associates. In addition to Jeff and George, we will be working with a number of other companies; Steve Apfelbaum with Applied Ecological Services, Inc., will be looking at natural resources and come to one of the PAC Meetings to discuss any concerns and answer questions, Benshoof & Assoc., which are a traffic planning firm, TSP/EOS Architects/Engineers, they will be looking at any architectural issues that might arise and Steve Harvey, Civil Engineer with Brauer & Assoc., will be dealing with any engineering issues that might arise. Jeff is very comfortable working with all of these 16200 Eagle Creek Ave. S.E.. Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER ------,---- people and thinks that the committee will find them to be quite talented in their specific professions. ~ \ Within the next couple of weeks, we will be hammering out a lot of issues like base mapping and property ownership, things that are internal concerns that we need to understand up front. We will also be doing a site analysis, which is checking out what is out there and what the conditions are of the existing facilities, what seems to work, what doesn't seem to fit, and safety concerns. We will also be looking at the natural resources and management analysis issues. The first meeting will be to address the issues that we should know about. The program will be broad at this point. We want to hear every idea, good, bad, indifferent and we will eliminate them through a process, versus excluding them or not considering them. It is important to recognize that we are planning to design a park that serves the needs of the community. It would be very easy to design park and just say here it is, but the objective is to listen to what the community has to say and how the community uses that park and then design a park that accommodates the people. Don't hold back any of your comments or concerns after we get into this because it will be important for us to gain a real grasp of what potential the park has. ~. We will develop three different schematics based on that program which will look at the park in different ways. Some will be really conservative and some will be carefree, just to try to open up that spectrum of opportunity. At that point we will be meeting with the PAC as well as the public and take input on those concepts. Then we will mold the data into a master plan. It will be our expectation that none of those concepts will be picked right off the board and accepted as the concept. It will probably be a combination of all or additional design thoughts that come out of review of those concepts that will be the basis for the MasterPlan. Also, as part of that MasterPlan, we'll look at universal access and implementation. We all know that there are certain ADA requirements that we legally need to adhere to. We are trying to take universal design beyond that so we can accommodate a broad range of users, whether it's the elderly or handicapped. We want to make sure that we understand what those needs are and carry them into the design of the park. Finally is the implementation plan which will be a framework to work with and look at priorities, short term goals and long term goals. There was discussion regarding the public meeting schedule. Paul commented that on the January 8th meeting he was hoping to have the new PAC members on board and thought that could be overwhelming for them. They should have r the January meeting be their introductory meeting to help educate them on the history of PARKS ADVISORY COMMITTEE MINUTES - DECEMBER 11,1995 2 what we do and what we are looking to do. We may want to set-up another meeting within the month to start the plan. Tom asked if there was going to be a model of the park when we make a final decision on the plan. Jeff stated that there will not be a model but we will do a few graphics on mounted boards to show people what the plan will look like and for Paul to use to show people at meetings or to the community. At the end we will give you our ideas in written form and it will talk about the whole process and how we got from the start to the finish. We will do some mounted graphics for you to look at and to show to the community. Kathy questioned if Lakefront Park had to have a certain percentage of the park that had to stay active and a percentage that had to stay passive. We will have to look into that stated Paul. Our next scheduled meeting with Jeff Schoenbauer and first public meeting will be on Wednesday, January 17th, 7:00 p.m. at the Fire Hall. Our next PAC Meeting will be Monday, January 8th, 7:00 p.m. at the Fire Hall and hopefully we will have our new members on board to help get them up to speed on this project as well as on our parks as a whole. Jeffs final handout is a copy of our proposal that defines the understanding of the issues. This is for you to look at and get some ideas to think about before our next meeting. Kathy asked for any changes or suggestions to the By Laws. TOM REDDINGER MADE A MOTION TO CHANGE THE WORDS IN THE BY LAWS ARTICLE 3, SECTION A TO CHANGE THE MEETING DAY AND TIME TO THE SECOND MONDAY OF EACH MONTH AT 7:00 P.M. AT THE FIRE HALL. PAT HEANEY SECONDED THE MOTION. THE MOTION WAS APPROVED UNANIMOUSL Y. TOM REDDINGER MADE A MOTION TO APPROVE BY LAWS IN THERE ENTIRETY WHEN THE ARTICLE 3, SECTION A CHANGE IS MADE. PAT HEANEY SECONDED THE MOTION. THE MOTION WAS APPROVED UNANIMOUSL Y. The Comprehensive Plan was reviewed. Bob questioned the Compo Plan for Lakefront Park in regards to certain years for things to be done. PARKS ADVISORY COMMITTEE MINUTES - DECEMBER 11,1995 3 "'-'-'-'--'--""-'-'-T-- ., Paul stated that there was an error in the Plan and we will change the figures to fit into the right year. Kathy asked that the soccer fields listed on The Pond's and Lakefront Park be changed to Small Soccer Fields, so as to not confuse people into thinking we have five regulation size soccer fields. Paul stated that we will make the changes to the soccer fields. BOB RYKKEN MADE A MOTION TO ACCEPT THE COMPREHENSIVE PLAN WITH CHANGES TO LAKEFRONT PARK AND THE PONDS. PAT HEANEY SECONDED THE MOTION. THE MOTION WAS APPROVED UNANIMOUSLY. The next PAC meeting will be on Monday, January 8th, at 7:00 p.m. at the new Fire Hall. PAT HEANEY MADE A MOTION TO ADJOURN THE MEETING. TOM REDDINGER SECONDED THE MOTION. MOTION APPROVED. Meeting was adjourned at 9:30 p.m. Paul Hokeness Parks & Recreation Director Lynn Lake Recording Secretary 1295 PARKS ADVISORY COMMITTEE MINUTES - DECEMBER 11,1995 ""'- ~ /--...., 4 PARKS ADVISORY COMMITTEE 1/2/96 Current Members Date Appointed Term Expires Term Limit Ron Ceminsky 11/90 9/96 9/96 Thea Fluhrer 1/96 9/97 9/02 Patrick Heaney 9/89 9/97 9/96/97* T om Reddinger 4/95 9/96 9/02 Robert Rykken 4/93 9/97 9/99 Thomas Schultz 1/96 9/96 9/02 Kathy Smith 9/89 9/97 9/96/97* Annual Committee/Commission evaluation due to the City Council annually by: August 1 ,1995. Proposals for bylaw changes due to the City Council by: December 1 ,1995. Recommendation for Chair due to City Council annually by: August 1 , 1995. * It has been the Council's policy that when a member has been appointed to serve a portion of a term due to the resignation of a member, then the appointed member's term will be extended to afull term. PACBYLAWDOC BYLA WS OF PRIOR LAKE PARKS ADVISORY COMMITTEE Adopted May 16,1994 Amended January 2,1996 PREAMBLE The Prior Lake Parks Advisory Committee (PAC) was created in July, 1989 by an act of the Prior Lake City Council to: (1) serve as a liaison between city government and the community, (2) serve as a resource for a new and existing neighborhoods, groups, and civic organizations seeking information concerning the Prior Lake park system, (3) to assist city government in setting open space, land acquisition and development policies, (4) to serve as a body to make recommendations to the city council relating to specific parks and open space development, and, (5) to assist city council in researching a variety of funding sources for the Capital Improvement Program and related park development. ARTICLE 1. NAME Section A. ~ - The legal name of the organization IS the "Prior Lake Parks Advisory Committee". Section B. Office - The Office of the Prior Lake Parks Advisory Committee is at 16200 Eagle Creek Avenue, S.E., Prior Lake, Minnesota 55372. ARTICLE 2. OFFICERS Section A. Officers - The Officers of the Prior Lake Parks Advisory Committee shall be a Chair, Vice-Chair and a Secretary. The City Manager of hislher designee shall serve as Secretary of the Committee. Section B. Chair - The Chair of the Committee shall be appointed annually on September 1, by majority vote of the City Council after considering the recommendation of the Committee. The duties of the Chair include: 1. Review and approval of meeting agendas. 2. Presiding at meetings. 3. Participating with the City Council in the selection of Committee members. 4. Semiannual reporting to the City Council. 5. Representation of the Committee as appropriate. Section C. Vice Chair - The Vice-Chair shall be selected annually by the Committee and shall perform the duties of the Chair in hislher absence. The Vice- Chair shall assume such other duties as assigned by the Chair. PACBYLAWDOC -..-..-..-...... .-......-......-........---r-...--....---.......-.-.---.. Section D. Secretary - The City Manager or hislher designee shall act as the Secretary and shall be responsible for recording and compiling a written summary of all official activities of the Committee. Section E. Appointment - The Committee shall consist of seven (7) members, appointed by the Prior Lake City Council for a term of two (2) years from September 1 to August 31. The Committee shall be representative of the citizens who live in Prior Lake. Committee members may serve based upon attendance and participation, continued residence in Prior Lake and in accordance with the term limit policy established by the City Council. Section F. Vacancies - If the office of Chair becomes vacant the City Council shall appoint a replacement after considering the recommendations of the Committee. If the Office of Vice-Chair becomes vacant, the Committee shall elect a successor from its membership at the next regular meeting, and such election shall be for the unexpired term of said office. Should a member resign, or otherwise vacate a seat on the Committee, Prior Lake City Council shall appoint a replacement to complete the term. The selection of the Chair or Committee member will be filled m accordance with City Council Bylaws. Section G. Performance Criteria - Annually the Committee shall perform a written self-evaluation on the following: 1) Implementation of the preamble. 2) Achievement of goals and objectives. 3) Compliance with bylaws. 4) Formulation of proposals and recommendations and overall accomplishments. 5) Visitation of subject sites as applicable. 6) Members personal attendance record of at least 75%. The Committee shall forward this evaluation to a review committee comprised of the staff member assigned to the Committee, City Manager, Mayor, and one member of the City Council. The review Committee shall present this report and any additional comments to the Council by the first week of December for action and recommendation at the annual meeting in accordance with the Council Bylaws. Section H. Term Limit - It is the policy of the Prior Lake City Council to impose a three term (or 6 year) service limitation for all appointed positions within the committees and commission. Partial terms do not count toward the term limitation. The purpose of the term limit policy is to encourage resident participation on City advisory bodies and provide community PACBYLAW DOC ..---...."..-----.-..---T.....~.....----.-..,-..--.--...------- Section 1. Section J. Section A. PACBYLAW DOC members with the opportunity to participate in their local government. Conflict of Interest - A member shall refrain from discussing, voting on, or in any manner taking part in an action or decision of the PAC if: 1. The member has, or reasonably expects to have during the member's term of office, a direct interest in the outcome of the action or decision, unless the effect of the action or decision on the member's interests would be no greater than its effect on other persons or property similarly situated; or 2. The member has a direct or indirect interest in any sale, lease, or contract that is the subject of the action or decision, except as expressly permitted under state laws governing municipal contracts. If a conflict involves the presiding officer, in addition to refraining from participation in the action or decision as provided in this section, the presiding officer shall disqualify him/herself from the duties of presiding officer and shall pass the gavel to the Vice-Chair or to any member who has no conflict. The presiding officer may resume the chair once the issue has been dispatched. This section shall be construed and interpreted according to Minnesota statutes and case law. Code of Conduct - Committee members will adhere to the following: 1. Committee member's opinion pertaining to a function, organization or specific application or issue shall not be given to the public or media unless there is a clear qualification that the opinion is that of the member and not the official opinion of the committee or the City. If a Committee member gives or represents the opinions of the Committee, he/she shall do so only after receiving the official direction from the Committee. 2. The conduct of Committee members shall reflect positively upon the Committee, individual member and city. 3. Committee members shall avoid any actual or apparent impropriety. ARTICLE 3. MEETINGS Regular Meetings - In conformance with the Minnesota Open Meeting Law all meetings of the committee are open to the public. Regular meetings shall be held on the second Monday of each month at 7:00 p.m. at Prior Lake Fire Station I, 16776 Fish Point Road, Prior Lake, Minnesota. In the event that such a date shall fall on a legal holiday, the meeting shall be held on the next succeeding day. Regular meetings may be rescheduled, -..--.. .-.---..-..--.....-T-....-.....--......--. canceled or changed depending upon unique circumstances and subject to the approval and consent of both the Chair and/or Vice-Chair. Section B. Notification - All regular meetings of the Committee shall be noticed by: 1) Posting at city hall for at least two (2) days prior to the meeting. 2) A copy of the notice, agenda and accompanying materials shall be received by the Committee, City Council, staff and others designated by the City Council, no later than the Friday prior to the Tuesday meeting and in no case later than two (2) days prior to a special meeting. Section C. Special Meetings - Special Meetings of the Committee may be called by the Chair, or two (2) members of the Committee for the purpose of transacting any business designated in the call. Staff may recommend calling a special meeting, but must receive approval from either the chair or two members of the Committee. The call for a special meeting may be delivered prior to the time of the proposed meeting to each Committee member of the Committee at least two (2) days prior to the special meeting. At such meetings, no business shall be considered other than as designated in the call. The notification provisions of Section B of the article shall be followed. Section D. Quorum for Regular and Special Meetings - A maJonty of Committee members shall constitute a quorum for the purpose of conducting its business, but a smaller number may adjourn from time to time until a quorum is obtained. When a quorum is in attendance, action may be taken by the Committee upon a vote of a maj ority of the Committee present. Section E. Conduct of Business at Meetings - The agenda for a regularly scheduled meeting shall include the following in order of business: 1. Call to Order 2. Approval of minutes of previous meeting( s) 3. Old Business 4. Other Business 5. Staff Update 6. New Business 7. Adjournment Section F. Voting - All members of the Committee have equal voting authority. ARTICLE 4. SCOPE OF POWERS AND DUTIES Section A. Powers and Duties - The Committee shall act in an advisory capacity to the PACBYLAW DOC Section B. Section A. PACBYLAW ?ACBYLAW.DOC Prior Lake City Council and shall advise the City Council on Park matters identified in the preamble or as assigned to the committee. Semiannually, or as otherwise required by the Council, the Committee Chair shall give an accounting of the Committee's activities with respect to its goals and objectives before the city council. Additionally, specific powers, duties and responsibilities may be assigned to the Committee upon approval of the City Council. Subcommittees Subcommittees objectives. The Committee may divide its membership into as it deems necessary to implement its goals and ARTICLE 5. AMENDMENTS Amendments - These bylaws shall be reviewed by the Committee annually. The Committee may recommend revised bylaws to the City Council for final approval. .--.----.-.....--T-...--.-.--.-..----.---