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*PLEASE REVIEW FOR MEETING OF 4/11/94*
PARKS ADVISORY COMMITTEE
AGENDA
MONDAY. APRIL 11. 1994
7 :00 P.M. CITY COUNCIL CHAMBERS
1. Call to order.
2. Approval of minutes from meeting of3/14/94.
3. Old Business
4. Other Business
A. Parks Advisory Committee Open Forum
5. Staff Update
A. Bill Mangan, Director of Parks and Recreation
1. Spring Park Maintenance Schedule.
2. Hiring of Additional Secretary
3. ADA Update
B. Bret Woodson, Recreation Program Supervisor
1. Winter Program summary
2. Spring Activities Status Report
3. Dance Recital Status Report
6. New Business
A. Review and make recommendation on the 1995-99 Capital Improvements
Program.
B. Discussion and recommendation on proposed bylaws as proposed by
Councilmember Greenfield and City Manager Frank Boyles.
7. Establish next meeting date.
A. The next meeting is scheduled for Monday, May 9, 1994.
8. Adjourn the meeting.
**PLEASE--CALL TO CONFIRM YOUR ATTENDANCE!!**
AGEN4.WRT
4629 Dakota St. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
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AGENDA NUMBER:
PREPARED BY:
SUBJECT:
DATE:
INTRODUCTION:
BACKGROUND:
DISCUSSION:
RECOMMENDATION:
ACTION REQUIRED:
AGN46A
6A
BILL MANGAN, DIRECTOR OF PARKS AND RECREATION
DISCUSSION TO PRIORITIZE FUNDING FOR THE 1995-99
CAPITAL IMPROVEMENT PROGRAM
APRIL 11, 1994
This item is to discuss the funding priority for the 1995-99 Capital
Improvement Program. Staff is currently in the process of
preparing the five year CIP and would like a recommendation from
the PAC as to the funding priorities. This recommendation will be
given to the City Council at the time of discussion on the five year
CIP.
The planning for the 1995-99 CIP has already begun. Each
department has received the necessary documents to begin the
planning process. The month of April has been reserved for each
of the advisory committees to review the CIP and make their
recommendations. By the end of May, the 1995-99 CIP will be in
draft form for review. A Public Hearing at the City Council
meeting has been set for Monday, June 6, 1994.
With the majority of the discussion focusing on the 1995 budget,
please bring your 1994-98 CIP with you to the meeting. Staff will
be bringing additional items for discussion as well.
The PAC recommendation will be contingent on the discussion
relevant to the CIP. Staff would hope to have the PAC discuss and
prioritize the different capital improvements based on the merits of
the projects and the amount of funding available.
A motion to support the PAC findings for recommendation of
the 1995-99 Capital Improvement Program.
4629 Dakota S1. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
AGENDA NUMBER:
PREPARED BY:
SUBJECT:
DATE:
INTRODUCTION:
BACKGROUND:
DISCUSSION:
RECOMMENDATION:
ACTION REQUIRED:
AGN46B
6B
BILL MANGAN, DIRECTOR OF PARKS AND RECREATION
DISCUSSION OF DRAFf OF PROPOSED BYLAWS
APRIL 11, 1994
This item is to discuss the draft of the proposed bylaws for the
Parks Advisory Committee as prepared by Councilmember
Greenfield and City Manager Boyles. The proposed bylaws are a
result of the City Council/Staff workshop where discussion was
held on methods of standardizing all of the various advisory
committees.
At the Council workshop, discussion focused on the need to have
some similarities between the different advisory committees.
Generally, the Council decided that each committee should have
five members, the chair should be appointed by the Mayor, there
should be some performance criteria, and there should be
minimum standards regarding attendance.
The discussion should focus on the attached bylaws. Staff is
looking for comments to be prepared based on the discussion of
the PAC. Staff will pass those written comments on to City
Manager Boyles by April 25, 1994. The City Council will be
meeting on the proposed bylaws at their meeting on May 2, 1994.
At that meeting, Advisory Committee Chairs are invited to share
with the City Council any comments or concerns that were
expressed at the advisory committee's meetings.
A recommendation is not as critical at this point as is a listing of
comments and concerns as expressed by the Parks Advisory
Committee. A listing of the comments should be prepared at the
meeting so that they can be relayed by Staff to City Manager
Boyles and, ultimately, to the City Council.
No formal action is required on this item. However, a list of
comments and concerns need to be prepared so that Staff can
forward them to the City Council.
4629 Dakota St. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
BYLAWS
OF
PRIOR LAKE PARKS ADVISORY COMMITTEE
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 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.
The Parks Advisory Committee, as established, will function as an advisory committee to the
City Council for a period not to exceed four (4) years, with all appointments terminating on July
1, 1993.
ARTICLE 1. NAME
Section A.
Name. The legal name of the organization is the "Prior Lake Parks
Advisory Committee".
Section B.
~. The Office of the Prior Lake Parks Advisory Committee is at 4629
Dakota Street 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 or his/her
designee shall serve as Secretary of the Committee.
Section B.
Chair. The Chair of the Committee shall be appointed annually on
(Seotember _1. ~ majority vote of the ~itp CoulJdl. The duties of the
(Chair include: CD R /!....
()) 'r rr
~? 1. Review and approval of meeting agendas.
2. Presiding at meetings.
~ .~ Mc-dll'ig '.vith committEe. members to discuss perf-ermance.
4. Participating with the City Council in the selection or
i.i'. ;o~~cation of committee member terms.
ltY 5. . nnual reporting to the City Council.
6. 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 his/her absence. The
Vice-chair shall assume such other duties as assigned by the Chair.
1
Section D.
Section E.
Section F.
Section G.
Section H.
Section 1.
Secretary. The City Manager or his/her designee shall act as the Secretary
and shall be responsible for recording and compiling a written summary of
all official activities of the Committee.
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Appointment. The Committee shall consist of five- ~ 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
C'\ citizens who live in Prior Lake. ~rs may serve based
~pon satisfactory a~m~H , ontinued residence in
Prior Lake and in accordance with the term limit policy established by the
City Council.
(J) ~~
Vacancies. If the office of Chair becomes vacant the-€iLy Council shall
select a replacement. 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 in
accordance with City Council Bylaws.
Performance Criteria.~lll]allY the Chair 'lIill meet with eacn-commitree
-memb€>fj&? ~g other things:
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@ . 1) ~6. r.lati~ 16 Job lkwiptiuu.
2) Annual attendance of at least 75% of the committee
meetings.
3) Knowledge of and confOlmance with these bylaws,
applicable city policies, laws and objectives.
4) Continuing palticipation in agenda discussions and
committee assignments.
5) Abstention from issues which create a real or perceived
conflict of interest.
6) Visitation of sites where applicable, prior to official
discussion of the issue.
~ T ir will forward the results of this eting to City Council by July
\J!J I st of each ye . a or. et with the Chair after receiving such
evaluations to discu pel 0 Commissioners and the Chair.
Upon com . n of this process the Mayor WI this information
with Ity Council.
Term Limits. 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
members with the oppOltunity to participate in their local government.
Conflict of Interest. Members with a financial or vested interest with an
applicant, application, proposal, policy, or other Committee issue shall
disclose the relationship before participating in discussion about the issue.
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Section J.
Section A.
Section B.
Section C.
d3
If the conflict is deemed to be significant, the member shall refrain from
discussion and voting on such issue. If the conflict involves the presiding
officer, he/she shall disqualify him/herself from discussion and pass the
gavel to the Vice-chair or a member who has no conflict. He/she may
resume the chair once the issue has been dispatched.
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
Lawall meetings of the Committee are open to the public. Regular
meetings shall be held on the second Monday of each month at ~. 1: era fJ IYl
at Prior Lake City Hall, 4629 Dakota Street S.E., 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,
cancelled or changed depending upon unique circumstances and subject to
the approval and consent of both the Chair and/or Vice-chair.
Notification. All regular meetings of the Committee shall be noticed by:
1)
2)
Posting at city hall for at least two (2) days prior to the
meeting.
A copy of the notice, agenda and accompanying materials
shall be prepared by staff and distributed to the Committee,
City Council, staff and others designated by the Cit;.
Council, no later than the Friday prior to thtr1\.iesd3: ~
meeting and in no case later than two (2) days prior to a
special meeting.
@
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.
3
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Section D.
Section E.
Section F.
Section A.
Section B.
Section A.
PACBY2
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Quorum for Re2ular and Special Meetin2s. A majority 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 majority of the Committee present.
Conduct of Business at Meetin&s. The agenda for a regulary 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
Votin&. All members of the Committee have equal voting authority.
ARTICLE 4. SCOPE OF POWERS AND DUTIES
Powers and Duties. The Committee shall act in an advisory capacity to
the 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. The Committee may divide its membership into
subcommittees as it deems necessary to implement its goals and
objectives.
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.
4
PARKS ADVISORY COMMITTEE
MEETING
MARCH 14, 1994
The Parks Advisory Committee meeting for March was called to order by Doug Berens,
Chairman, at 7:05 P.M. on Monday, March 14. Members present were Doug Berens, Kathy
Smith, Pat Heaney, Sam Emond, Bob Rykken, and Ron Ceminsky. Staff present included Bill
Mangan, Director of Parks and Recreation and Bret Woodson, Recreation Program Supervisor.
In addition, Frank Boyles, City Manager, Pete Schenck and Allen Greenfield, Council Members,
were also in attendance. Art Schoot arrived at 7 :40 P.M.
Doug Berens then asked for Staff Reports from Bill Mangan. Bill updated the committee on the
skating rink season. The Lakefront Park rink was opened on December 21. The Shakopee/Prior
Lake Hockey Association made good use of the two rinks at Lakefront Park, as well as the
general public. There has only been one complaint about the accessibility of the Lakefront
Hockey rink to the general public. Due to the extent of cold weather, the rinks did not close this
year until February 28.
Bob Rykken asked if there was any request to expand the hockey facilities into the
neighborhoods. Mangan stated that, at this time, there had been no request made to do that or
expand the facilities at Lakefront Park.
Mangan then updated the Committee on personnel changes. He introduced Bret Woodson as the
new Recreation Program Supervisor. Bret had finished at the top of over 50 applicants for this
position. Mangan then stated that the department advertised for another secretary to work
afternoons and that staff would be interviewing once Nancy returned from vacation. Mangan
then informed the Committee that staff would be interviewing tomorrow, March 15, to fill the
newly created position of Park Maintenance Worker II, in hopes of having that person on board
by April 1, 1994.
Bret Woodson then updated the Committee on the winter activities and the activities planned for
Spring Break. Ron Ceminsky inquired as to how many activities were offered in the evening so
that more working adults and families could participate. Bret listed the activities that are
currently offered for evening participation, and also stated that this is an important area of
concern. He then informed the committee that each seasonal brochure offers a variety of
programs during the day as well as in the evening.
Pete Schenck then offered the suggestion that he could make arrangements with both KARE 11
Television Studio and the airport for future tours involving youths. Staff agreed with the idea
and will look into the possibility of coordinating something in the near future for a program
offering in our brochure.
Chair Berens then opened the meeting to the PAC members for any items they wished to discuss.
There were no items of discussion.
The next item on the agenda was discussion of a grant application for the Bang Property.
Mangan informed the committee of the change in status of the Bang parcel. He informed the
committee that the parcel is included in the Parks Comprehensive Plan as future park land.
Mangan also indicated that the Bang's have approached the City and appear to be very willing
sellers. Another item of interest is that both the county and the city need a portion of that parcel
4629 Dakota St. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
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for stormwater retention and will have to buy the land from the Bang's anyway.
Discussion on this item followed with several questions relating to uses, topography, ponding
areas, and development.
MOTION BY HEANEY, SECONDED BY CEMINSKY, TO SUPPORT TIlE APPLICATION
FOR GRANT FUNDING AT THIS TIME. MOTION PASSED UNANIMOUSLY.
Mangan recommended that, since this item is not budgeted, that the PAC recommend to the City
Council that the funding source for this grant come from the General Fund balance which is
where previous grants have been funded.
MOTION BY SCHOOT, SECONDED BY RYKKEN, TIlAT TIlE GRANT, IF SUCCESSFUL,
BE FUNDED FROM THE GENERAL FUND BALANCE. MOTION PASSED
UNANIMOUSLY.
Mangan then introduced the next item on the agenda which involved discussion on raising the
parking fee for boat trailers at Sand Point Beach. Mangan explained that this service is to
provide overflow parking for the DNR Public Access. The DNR does not charge for trailer
parking. As part of the agreement with the DNR, the City provides for overflow parking of
trailers once the DNR lot is full. The City can charge for this service and has charged $7 per
trailer in the past. Since staff was directed to research funding methods for construction of the
parking lot at Sand Point Beach, Mangan recommended that increasing the trailer parking fee
would seem appropriate.
Discussion occurred regarding the $10 fee. Questions were asked as to whether that is sufficient
or if it should be higher. The current fee for an annual sticker for residents to use Sand Point
Beach for swimming is $15 and Mangan indicated that that fee was just raised from $10 two
years ago and we don't want to price the Prior Lake residents out of reach.
MOTION BY RYKKEN, SECONDED BY SMITH, TO INCREASE TIlE BOAT TRAILER
PARKING FEE AT SAND POINT BEACH TO $10 PER VEHICLE FOR 1994. Discussion
centered on the fact that this fee is just for vehicles pulling boat trailers, not vehicles using the
beach for swimming or picnicing. MOTION PASSED UNANIMOUSLY.
Next item on the agenda was discussion of different funding mechanisms for acquisition and
development of Community Parks. Mangan informed the PAC that there is currently no funding
mechanism in place for the future acquisition or development of park land. Where this poses a
problem is the recent application for a grant for the Bang property. If the City's portion were to
be funded out of the Capital Park Fund, those neighborhoods that have contributed park
dedication funds through building permits would not be able to have their parks developed
because the money would be spent on a community park. This would leave staff with not having
sufficient funds to develop a neighborhood park even though the residents of that neighborhood
had paid the money that should be used for that development.
Discussion occurred concerning what kinds of expenditures would be corning up in the future.
Mangan was requested to bring back to the PAC a list of those lands that have been identified in
the 2010 Comprehensive Plan, a cost for acquisition and/or development of those properties, the
percentage of funding of the future parks, when is the money going to be needed, resale of
excess property, and the possibility of developer reimbursement of some development of
parkland.
Future funding vehicles that were discussed included a park referendum, franchise fees on utility
bills, Capital Park fee on the water/sewer bills, an excise tax city wide, user fees, revenue bonds
for those parks generating revenue, and other sources both current and future.
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The PAC directed Mangan to prepare the information that was requested and to bring the
information back for discussion at the next PAC meeting.
The next item on the agenda was discussion and review of user fees for athletic facilities.
Mangan presented information on what other communities are doing regarding the charging of
maintenance fees for athletic field use. Mangan told the PAC that in his research from the
communities of Bloomington, Eagan, Burnsville, Lakeville, Shakopee, and Savage, there are no
maintenance fees charged to youth athletic teams. Of the cities listed, Burnsville was the only
community that was contemplating starting a fee of $8.75 per game for field maintenance for
adult athletics. That fee would be split between the two teams and included in the team
registration fee. Eagan charges $20-$30 per field per day for tournaments which are not city
sponsored. In addition, Eagan charges $20 per hour for field lighting for those games or
tournaments which are not city sponsored. No other community charges its residents for field
lighting. The City of Prior Lake charges $35 per field per day for games or tournaments that are
not city sponsored.
Discussion occurred regarding league participants paying for maintenance through their taxes.
Some discussion focused on the fact that most youth organizations tend to hold fees down to
increase participation. Most of the members agreed that non-residents or teams sponsoring
tournaments to raise funds should have to pay their way for field maintenance.
Sam Emond had to leave the meeting at 9:40 P.M.
MOTION BY HEANEY, SECONDED BY CEMINSKY, THAT NO CHANGE BE MADE IN
THE CURRENT FEE STRUCTURE BUT THAT THE FEES SHOULD BE REVIEWED
ANNUALLY TO KEEP THEM CURRENT. MOTION PASSED UNANIMOUSLY.
Next item on the agenda was presented by Frank Boyles, City Manager. Boyles updated the
PAC on the process of reviewing the Bylaws as adopted by the City Council. He indicated that
no decisions have been made yet regarding the size of the various committees but that the
Council was leaning toward five member committees as opposed to seven to eleven member
committees. Boyles also informed the PAC that the Chair of the various committees would be
appointed by the City Council. Some members inquired if they would have any input. Boyles
indicated that they would still be the recommending body to the Council as to who they would
like as Chair. Smith had some questions regarding loss of autonomy of the PAC. Boyles
indicated that the function of the PAC remains the same, the PAC continues to be appointed by
the Council and they are advisory to the City Council.
The next item was the scheduling of the next meeting. The next meeting of the Parks Advisory
Committee will be Monday, April 11, at 7:00 P.M.
The meeting was adjourned at 10: 10 P.M.
Bill Mangan
Director of Parks & Recreation Department
PAC3
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