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HomeMy WebLinkAbout03-15-2021 Parks and Trails Packet CITY OF OAK PARK HEIGHTS 4k PARKS COMMISSION MEETING AGENDA MONDAY, MARCH 15, 2021 at 6:OOPM This meeting will be conducted by video/telephone conference due to the ongoing COVID-19 health pandemic. The meeting will follow the provisions of Minnesota Statute § 13D.021. If practical,members of the public may be permitted to remotely listen to the meeting as provided in 13D.021, Subd. 3, subject to such person paying for any added cost incurred by the City as a result of the additional connection. The open meeting can be viewed remotely online at: https://us02web.zoom.us/i/4786278054 or by calling (312-626-6799) and entering meeting ID 4786278054#.No participant ID needed. Please contact the City at 651-439-4439 or jpinskikci . ofoakparkheights.com in advance of March 15, 2021 if you have any questions about access. I. Call to Order II. Approval of Agenda III. Approve Parks and Trails Commission Minutes —January 25, 2021 (1) IV. Department/Commission Liaison Reports A. Arborist B. Public Works Director (2) C. Other/ Commission Liaison Report(3) V. Visitors/Public Comment This is an opportunity for the public to address the Commission with questions or concerns not on the agenda. Please limit comments to three minutes. VI. Public Hearing None VII. Old Business A. Bylaws Amendment(4) VIII. New Business IX. Informational A. 2021 Summer Park Program Activities Schedule from Coordinator Gina Zeuli (5) B. Next Meeting: Monday, April 19 at 6:00 p.m. via Zoom C. Upcoming Council Meeting: Tuesday, March 23 at 6:00 p.m. via Zoom X. Adjourn THIS PAGE INTENTIONALLY LEFT BLANK CITY OF OAK PARK HEIGHTS PARKS AND TRAILS COMMISSION MEETING NOTES Monday,January 25, 2021 at City Hall Held via Zoom videoconferencing allowed per MN Stat 13D.021 I. Call to Order: Chair Chirhart called the meeting to order at 6:01 p.m. Present: Commission Hoeppner, Commissioner Thoreson, and Commissioner Peterson. Also present: City Administrator Johnson, Public Works Director Kegley, Arborist Danielson, and Commission Liaison Councilmember Johnson. Absent: Commissioner Weyer. It Approval of Agenda Commissioner Thoreson, seconded by Commissioner Hoeppner, moved to approve the Agenda. Carried 4-0. III. Approve Parks and Trails Commission Worksession Notes —December 21, 2021: Councilmember Hoeppner, seconded by Commissioner Thoreson, moved to approve the Worksession Notes. Carried 4-0. IV. Department/Commission Liaison Reports: A. Arborist: Arborist Danielson reported that the 2021 prairie vegetation maintenance contract, which included a prescribed burn and three weed control visits, was set to be approved by the City Council at their February 26 meeting. B. Public Works Director: Public Works Director Kegley reported that the ice rinks and warming houses were open and the attendants had been trained on the COVID policies. He said his department was working on standard maintenance, including trail snow removal and trash removal. C. Other/ Commission Liaison Reports: Commission Liaison Councilmember Johnson reported that the City Council held its annual goal setting session the previous week, and the Council was looking into sustainability of the Cover Park garden. City Administrator Johnson reported that the Fat Tire Festival was held with no complaints received. He also reported that the King Plant Advisory Panel suspended meetings until June 2021. V. Visitor/Public Comment: None VI. Public Hearings: None VII. Old Business: A. Lookout Trail Update: City Administrator Johnson reported that the City held two neighborhood meetings regarding the reconstruction of Lookout Trail. He showed the Commissioners the options that were discussed, and reported that the City Council wanted to move forward with the option that included a parking/pedestrian lane on the west side of the road. He said the hope was to complete the reconstruction in 2021. Parks Commission Minutes January 25, 2020 Page 2 of 2 VIII. New Business: A. Parks and Trails Commission Terms/Discussion on Possible Bylaws Amendment: City Clerk Pinski reported that the City Council discussed term limits for the City's advisory committees and suggested commissioners be allowed to seek a third consecutive term if interested and there were no other applicants. Commissioner Thoreson, seconded by Commissioner Hoeppner, moved to direct staff to create a draft amendment to the Bylaws allowing the extension of the term as suggested by the City Council as needed to make a full commission, and to bring the draft to the next meeting for approval. Carried 4-0. City Clerk Pinski also reported that Commissioner Tony Weyer, who had completed two terms, had indicated he was not interested in seeking a third term. She suggested the Commission authorize staff to advertise a vacancy. Commissioner Peterson, seconded by Commissioner Thoreson, moved to authorize staff to list the vacancy and seek applicants. Carried 4-0. Commissioner Chirhart, seconded by Commissioner Hoeppner, moved to direct staff to send a letter of thanks from the City and the Commission to Tony Weyer. Carried 4-0. IX. Annual Meeting of the Parks Commission—Election of Officers: Commissioner Hoeppner, seconded by Commissioner Thoreson, moved to elect Judith Chirhart to a second year as Chairperson of the Commission. Carried 4-0. Commissioner Thoreson, seconded by Chair Chirhart, moved to elect Hal Peterson to a second year as Vice-Chairperson. Carried 3-0, Peterson abstained. X. Informational: A. Next Meeting: Monday, February 22 at 6:00 p.m. via Zoom B. Upcoming Council Meeting: Tuesday, January 26 at 6:00 p.m. via Zoom XI. Adjourn: Commissioner Hoeppner, seconded by Commissioner Thoreson, moved to adjourn at 6:52 p.m. Carried 4-0. Respectfully submitted, Jennifer Pinski City Clerk 2 it City of (yak Park Heights 14168 Oak Park Blvd N.•Oak Park Heights,MN 55082•1'iione(651)4394439•Fax 439-0574 Memorandum To: Eric Johnson, Administrator Cc: Park Commission From: Andrew Kegley, Public Works Director Date: 03/121201 Re: 2021 Rink Use The winter of 2020-2021 was unusual. Warm temperatures into December and even January made for poor quality ice rinks and a short season. The PW crew made all reasonable attempts to create and maintain ice rinks, but in the battle, mother nature prevails every time.The City's ice rinks and warming shelters were opened on or around January 5, 2021 and the ice melted by February 22, 2021. COVID safety protocols were in place and enforced in the warming houses, with no reported incidents. In fact, rink use rarely exceeded the ten (10) person limit on warming house use. Each season we require the rink attendants to take an hourly head count of people using the rinks. We know this is not an official attendance record, but it is an easy method to generally quantify rink use.The results are displayed as charts on Pg. 2. Brekke Rink Use By Day 20 15 10 5 o ■9:00 AM ■10;00 AM 11:00 AM 12:00 PM ■1:00 PM f 2:00 PM ■3:0o PM ■4:OOPM ■5:OOPM M6:OOPM r7:00PM 08:OOPM 09:OOPM Cover Rink Use By Day 20 15 10 5 O I III I I I ' I l II I l Hilt `I I I I I ��II titi titi nti z n� nti 1, titi titi ti� titi titi titi titi nti titi nti n~ titi nti �ti titi ti\tiy\ ti\tip\ti\tip\ti\tip\ti\tip\ ti\ny\y\n�\y\nh\ �\ti\nom'\y\��\ ti\�\ ti\�\ ti\�\ `U\�'\ti\ti°\.y\tin'\ti\ti°\ ■9:00 AM ■10:00 AM =11:00 AM 12:00 PM !1:00 PM ■2:00 PM ■3:00 PM ■4:00 PM ■5:00 PM ■6:00 PM ■7:00 PM ■8:00 PM ■9:00 PM 2 l f z 1 w� CITY OF OAK PARK HEIGHTS Gar en Clu THE CITY OF OAK PARK HEIGHTS IS ALWAYS IN NEED OF VOLUNTEERS TO AID IN THE MAINTENANCE OR EVEN THE FURTHER ESTABLISHMENT OF COMMUNITY GARDENS. IF YOU OR A GROUP OF LOCAL COMMUNITY MEMBERS WOULD LIKE TO CONSIDER FORMING A VOLUNTEER GROUP TO HELP BEAUTIFY THE CITY PARKS AND TRAILS, WE WOULD LIKE TO HEAR FROM YOU. To join the team or for more 13 103 information sign up by SCAN ME i�Ji�y•�F scanning code • by callingthe number: • • • • • or THIS PAGE INTENTIONALLY LEFT BLANK City of Oak Park Heights 4 Memo To: Parks and Trails Commission From: Jennifer Pinski Date: March 12, 2021 Re: Parks and Trails Commission Bylaws Amendment The Parks and Trails Commission Bylaws currently state that no member shall serve more than two consecutive terms (which each term consisting of three years). At your January 25, 2021 Commission meeting, you directed staff to prepare a draft amendment to the Bylaws which followed the City Council's discussion on allowing a third three-year term if a Commissioner desired to stay on the Commission and no other applications were received. Attached you will find that draft which shows the proposed changes on Page 2 if the Bylaws. I also made a few suggested amendments on Page 4 to follow more closely with what has been standard practice. I requested you review the proposed amendments, discuss and make any changes, and then take action to approve the amended Bylaws. CITY OF OAK PARK HEIGHTS PARKS AND TRAILS COMMISSION BYLAWS ARTICLE 1 — ORIGIN AND POWERS A. Authorization. The City is authorized and empowered to establish a Parks and Trails Commission under the provisions of Chapter 205 of the code of ordinances for the City of Oak Parks Heights. B. Establishment. The Park Commission was created in an advisory capacity by action of the Oak Park Heights City Council pursuant to Chapter 205 of the code of ordinances of the City of Oak Park Heights and to Commission Bylaws established on June 8, 1999. ARTICLE 2 — DUTIES AND OBJECTIVES A. Advisory Capacity. The Parks and Trails Commission is designed to serve in an advisory capacity to the Oak Parks Heights City Council. B. Objectives. The objectives of the Parks and Trails Commission are to make recommendations to the City Council, which will guide the development of city Parks and related services and facilities. C. Public Hearings. The Parks and Trails Commission shall hold such hearings as are provided within the City Ordinances and shall make recommendations on same as requested by the City Council. D. Special Public Hearings. The Parks and Trails Commission may hold such public informational hearings as the City Council directs and may make recommendations on same as requested by the City Council. ARTICLE 3 — MEMBERSHIP A. Voting Members. The Parks and Trails Commission shall consist of five citizen members who are eligible voters residing within the Oak Park Heights City limits and who are appointed by the City Council. B. Ex-Officio Members. There shall be a City Council person designated by the Mayor, with the consent of the City Council, to be a liaison to the Parks and Trails Commission. Such City Council person shall serve without voting power and in a capacity as ex-officio to the Parks and Trails Commission. The Mayor, with the consent of the City Council may also appoint non-voting, ex-officio members to represent other groups or organizations from the community. C. Terms. The five members of the Parks and Trails Commission shall be appointed by the City Council. All such appointments shall be initiated and be established by resolution of the City Council. The term of each member shall be for three years with initial terms being staggered by the City Council resolution of appointment. No member shall serve more than two consecutive terms on the Parks and Trails Commission; however, a member may seek an appointment for a third consecutive term if they desire to stay on the Parks and Trails Commission and no other applications were received after the vacancy was advertised and the deadline to apply has passed. D. Absenteeism. If any voting member fails to attend three consecutive meetings or a total of four meetings (or 25 percent) during the calendar year, the Parks and Trails Commission shall notify the City Council of the same with a recommendation from the Parks and Trails Commission as to the continued ability for such person to remain on the Commission. Parks and Trails Commissioners shall notify the Chairperson or City staff when an absence is anticipated. E. Removal. Any member of the Parks and Trails Commission may be removed at any time by a four-fifths (4/5) vote of the City Council with or without cause. F. Compensation. Compensation of Parks and Trails Commission members as selected by the City Council shall serve without compensation except as otherwise established by Resolution of the City Council. G. Training. The Chairperson and the City staff shall meet with each new Parks and Trails Commissioner to explain Parks and Trails Commission procedures. H. Resignation. A member who wishes to resign shall submit a written resignation to the Chairperson, who shall in turn forward the same to the City Council. I. Vacancies. Vacancies occurring within the Parks and Trails Commission shall be filled for the balance of the appointment by the City Council. Members that are filling vacancies as a result of a resignation or removal of a member, may complete the balance of such term but may then be appointed to a full initial term without penalty and may then serve a second and additional terms pursuant to Article 3 C. ARTICLE 4 — OFFICERS, DUTIES AND ELECTION OF OFFICERS A. Officers. The officers of the Parks and Trails Commission shall be Chairperson and Vice-Chairperson. 2 B. Duties of the Chairperson. The Chairperson shall preside at all meetings, appoint Parks and Trails Commission members to committees, appoint Parks and Trails Commission representatives, rule on procedural questions (subject to reversal by a two-thirds (2/3) vote of those members in attendance), meet with all newly appointed members, exercise the same voting rights as other Parks and Trails Commissioners and carry out such other duties as are assigned by the Parks and Trails Commission or by the City Council. C. Duties of the Vice-Chairperson. The Vice-Chairperson shall act in the absence or inability to act of the Chairperson, and in such instances shall have the powers and functions of the Chairperson. D. Terms. The Parks and Trails Commission officers shall be elected from among its appointed members. No member shall serve as Chairperson or Vice- Chairperson for more than two consecutive years. A member may serve as Vice- Chairperson for two years and then Chairperson for two years, or in alternate or alternating order. The election shall occur at the Parks and Trails Commission's annual meeting. E. Vote. Candidates for office receiving a majority vote of the entire membership (three-fifths (3/5), shall be declared duly elected. F. Date of Office. Newly elected officers and members shall take office at the annual meeting in January and which is an end date (sine die) for the preceding term year. G. Vacancies. Vacancies occurring in the offices of the Parks and Trails Commission shall be filled immediately by the above election procedure. ARTICLE 5 — MEETINGS A. Annual Meeting. An annual organizational meeting shall be held in January of each year. Election of officers shall be conducted at that time. B. Regular Meetings. Regular meetings of the Parks and Trails Commission shall be held at 6:00 PM on the third Monday of each month or as otherwise designated to account for legal holidays or other special circumstances as approved by the City Administrator. The meetings shall be held in the City Hall Council Chambers or as otherwise designated and duly posted. The regular meeting date of the Parks and Trails Commission may be changed by resolution of the City Council. C. Special Meetings. Special meetings may be called at the discretion of the Chairperson, after consultation with City staff. 3 D. Notice of Meetings. Notice in writing of all regular and special Parks and Trails Commission meetings, setting forth the time, place and agenda of such meetings, shall be Emailed by the City staff to all Parks and Trails Commission members at least f v*—, three days in advance of each meeting. E. Site Investigation. Prior to each meeting, all Parks and Trails Commission members shall endeavor to visit any properties to be discussed at the meeting. F. Parks and Trails Commission Representative at City Council Meetings. Each Parks and Trails Commission member shall in turn represent the Parks and Trails Commission at regular City Council meetings if representation is requested. ARTICLE 6 — PRE-MEETING PROCEDURES A. Agenda. The agenda for each meeting of the Parks and Trails Commission shall be developed in writing by the City staff and shall be available at the City Hall prior to each meeting. B. Withdrawal. If a petitioner or applicant desires to withdraw a matter from an agenda, such request must be submitted to the City staff in writing, and if any public notice has been given, all persons appearing at the noticed hearing on said petition or application shall be entitled to be heard. ARTICLE 7 — PUBLIC HEARING PROCEDURE A. Time. The time of each public hearing shall be stated on the agenda, and no hearing may begin before this time. Each hearing shall begin as soon as possible after this time. B. Presentation. If a public hearing is required for a request by a petitioner, the petitioner or an appointed representative shall state the request, explain the proposal and answer questions of the Parks and Trails Commissioners. If no petitioner is involved, the Chairperson or the City staff member shall explain the purpose of the hearing. The Chairperson may impose reasonable restraint upon the number of times one individual may speak. C. Termination of Hearing. The Chairperson may close a public hearing after hearing those present who care to speak, or any member may move to continue the public hearing until a specified date. If a hearing on the petitioner's request is closed, the Parks and Trails Commission shall make a recommendation to the City Council within 30 days following the close of the hearing. If a hearing is 4 continued, mailed notices of the continuation may be requested by any voting member. ARTICLE 8 — MEETING PROCEDURES A. Rules of Order. Unless otherwise specifically designated, Roberts Rules of Order, as most recently revised, shall govern the meeting procedure. B. Quorum. A majority of the voting membership (three-fifths (3/5)) shall constitute a quorum for meeting purposes. Whenever there are vacancies on the Parks and Trails Commission the Commission may meet and transact business with half of the non-vacated seats being present. Votes on issues where the commission members are equally split will be deemed to be passed onto the City Council without recommendation. C. Conflict of Interest. Whenever a Parks and Trails Commission member shall have a direct or indirect personal or financial interest in an application or petition before the Parks and Trails Commission, that member shall declare such interest and excuse himself/herself from the discussion and vote. D. Agenda. The order of business at regular meetings generally shall be as follows: 1 . Call to order. 2. Roll call of members. 3. Approval of the minutes of the previous meeting. 4. Public hearings. 5. Informational hearings. 6. Old business. 7. New business. 8. Adjournment. E. Appearance of Petitioner. No application or petition shall be given final approval unless the applicant or petitioner appears personally or by representative at the hearing called thereon, or unless he/she makes satisfactory explanation or presentation in lieu thereof. F. Tabling. A tabling motion, if passed, has the effect of laying a matter over until the next regular meeting, unless otherwise specified. G. Reports. Any matter may be tabled for a technical report or study which the Parks and Trails Commission may make or request of the petitioner, the City staff, the City Attorney, the City Engineer or other sources. Such report shall be presented to the City staff for forwarding to the Parks and Trails Commission at least five-three days prior to the meeting at which said matter will be heard again. 5 H. Non-Agenda Matters. No binding or final action may be taken on any matter not on the written agenda except by unanimous vote of the members in attendance or four-fifths (4/5) vote of the entire membership. ARTICLE 9 — COMMITTEES A. Parks and Trails Commission Committees. The Parks and Trails Commission may establish committees of its own membership for a specific purpose and duration. B. Ad Hoc Committees. The Parks and Trails Commission may request that the City Council appoint other members of the community to Ad Hoc Commission committees, which may be created by the Parks and Trails Commission for a specific purpose and duration. At least one voting member of the Parks and Trails Commission also shall be appointed to each such committee. ARTICLE 10 — RECORDS A. Minutes. The Commission shall rely on video or audio recording for the purposes of securing full and complete official minutes at all regular and special meetings of the Parks and Trails Commission and which shall be transcribed and provided to the Commission for review and approval at the next regular scheduled Commission meeting. The City staff shall be responsible for keeping a record of all Parks and Trails Commission resolutions, transcriptions, minutes and findings, including circumstances when the Commission convenes off-site meetings where video or audio recording is not practical. B. Open Meetings. All meetings shall be a matter of public record. Amended by City Council on 10/14/2018 — Several Clarifications Amended by the City Council on 10/24/17 — Changing Start time from 6:30 PM to 6:00 PM Amended by the City Council on 07/23/19 — Amending the name to Parks and Trails Commission Amended by the City Council on 03/09/2021 — Amending language in Article 3C, 4D, 4F, and 8G. 6 THIS PAGE INTENTIONALLY LEFT BLANK 5 2021 City of Oak Park Heights Summer Park Program Activities Schedule All events are free! Look over the following schedule, and mark the dates on your calendar. Please check the City's website for further updates on summer programming in the parks. All ages are welcome to attend activies. Children under six must be accompanied by an adult. Email Gina at gzeulig .com with any questions. June 8: Craft in the Park - Wiggly Wood Animals: Autumn Hills Park, 10am - 12pm. June 15: Craft in the Park - Wood Frames: Autumn Hills Park, 10am - 12pm. June 22: Craft in the Park - Wooden Trays: Autumn Hills Park, 10am - 12pm. June 29: Craft in the Park - Fabric Animals: Autumn Hills Park, 10am - 12pm. July 6: Craft in the Park - Banners and Wood Signs: Autumn Hills Park, 10am - 12pm. July 13: Craft in the Park - Ceramics: Autumn Hills Park, 10am - 12pm. July 15: Kid's Bingo in the Park: Autumn Hills Park, 6:30 - Spm. July 20: Craft in the Park - Ocean and Sun Suncatchers: Autumn Hills Park, 1 Dam - 12pm. July 27: Craft in the Park - Plants and Pots: Autumn Hills Park, 10am - 12pm. July 29: Craft in the Park - Rock Paintng: Autumn Hills Park, 6:30 - 8pm. August 3: Outside Programming to be Announced: Autumn Hills Park, 10:30am. August 10: Outside Programming to be Announced: Autumn Hills Park, 10:30am. August 12: Craft in the Park - String Art: Autumn Hills Park 6:30 - 8pm. August 17: Craft in the Park - Umbrella Decorating: Autumn Hills Park, 10am - 12pm. August 24: Craft in the Park - Decorate Pillow Covers: Autumn Hills Park, 10am - 12pm. August 26: Craft in the Park - Bird Feeders: Autumn Hills Park, 6:30-bpm. August 31 : Craft in the Park - To Be Announced: Autumn Hills Park 10:30am.