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HomeMy WebLinkAbout01-28-08 Parks Packet s FILE COPY CITY OF OAK PARK HEIGHTS PARKS COMMISSION MEETING AGENDA Monday, January 28, 2008 — 6:00 p.m. I. Call To Order II. Approval. of Agenda III, Approve Parks Commission Minutes — December 17, 2007 (1) IV. Presentation by Alex Bildeaux of Bildeaux Services Regarding Proposed Thinning Operation, Pine Plantation at 5502 Osgood Avenue (2) V. Department /Commission Liaison Reports 1. Arborist 2. Public Works Director (3) 3. Other /Commission Liaison Reports VI. Visitors /Public Comment "T his is an opportunity for the pub is To adds - ess The Commission )Vith questions or wil ems nod on The agenda. Please limiT cormenis to three minutes. • VII. Public Hearings VIII. New Business 1. City Hall Citizen's Advisory Committee (4) 2. Review of Parks Commission By -Laws (5) 3. Schedule Parks Commission Annual Meeting IX. Old Business 1. Pine Plantation at 5502 Osgood Avenue — Make Recommendation 2. Discussion of 2008 Park and'Frail Projects (6) X. Informational Upcoming Meetinizs: Monday, February 25, 2008, 6:30 p.m. Council Representative: January 8 & 22 — Commissioner Zeuli February 11 & 26 — Commmissioner Dougherty XI. Adjourn • Page 1 of 34 Y A' • This Page Is Left Intentionally Blank. i l- fr � V . • Page 2 of 34 � r • CITY OF OAK PARK HEIGHTS PARKS COMMISSION MEETING MINUTES Monday, December 17, 2007 1. Call to Order: Chair Zeuli called the meeting to order at 6:30 p.m. Present: Commissioners Dougherty, and Estes; City Administrator Johnson, - i, Public Works Director Ozzello, Arborist Widin and Commission Liaison TvIcCorriber. Absent: Commissioners Wagner and Nelson. 11. Approval of Agenda: Commissioner Dougherty, seconded by Commissioner Estes, moved to approve the Agenda. Carried 3 — 0. III. Approve Parks Commission Minutes — November 27.2007: Commissioner Dougherty, seconded by Commissioner Estes, moved to approve the Minutes as presented. Carried 3 — 0. IV. Department /Commission Liaison Reports 1 Arborist:.Arborist Widin stated that she has been working on the end of the year reports, the annual forestry activity report, and the Tree City USA report. She reported that she has been working on the pine plantation thinning update at 5502 Osgood Avenue. She stated that she met with the Commodities Management Forester and met • with a logger to review the site. She stated that the l recommended that about 30 percent be thinned out. Widin stated that the l would also remove buckthorn and any box elder or elm trees that are in p oor p or poor condition. She noted that if the City decided to do the thinning, the corridor for the trail would need to be chosen. She stated that the logger could commence the Job in late February or he could wait until next winter. She suggested a meeting with the Parks Commission and possibly the City Council to discuss the process. Ch Zeuh suggested a meeting on January 28, 2008 at 6:00 p.m. prior to the scheduled Parks C meeting. Arborist Widin will contact him to see if that works with his schedule. Commissioner Estes questioned whether it would be wise to obtain several bids as far as the market for the wood. Arborist Widin stated that there are not a lot of people who would come in to utilize the wood. She stated that she can investigate that. Chair Zeuli, seconded by Commissioner Estes, moved to accept Arborist Widin's report. Carried 3 — 0. 2. Public Works Director: Chair Zeuli stated that the Public Works Director was not present at the meeting to provide a report. City Administrator Johnson stated that the Public Works Director provided a short memo to the Parks Commissioners. He stated that they have been • working on the ice rinks and are hoping to have the rinks open by the weekend. Page 3 of 34 Parks Commission Minutes December 17, 2007 Page 2 of 3 • Johnsoii also reported that trails are plowed after the roads and access ways are cleared. Chair Zeuli stated that they have been doing an excellent job of clearing the trails. 3. Other / Commission Liaison Reports: Commissioner Liaison McComber stated that she received the new playground equipment catalog and that she had some information on different types of elements for skateboard parks. She stated that City Administrator Johnson will pass that lnf()rinatlon on to the Parks Commissioners. City .Ad111inlstratoi' Johnson reported that the City received one bid on the picnic tables from a resident. He stated that Council will need to award the bid to the bidder and will need to dispose of the remaining tables in another fashion. Commissioner Estes, seconded by Commissioner Dougherty, moved to recommend that the picnic tables be donated to the Disabled Vets Camp on Big Marine Lake. Carried 3 —0. V. Visitors /Public Comment: Kevin Simpson, a resident of Oak Park Heights, came forward and stated that the tennis courts at Swager Park are unusable right now and he would like the courts to be resurfaced. City Administrator Johnson reported that the City received bids about two years ago for reconstruction. He stated that under New Business on that evening's agenda was Capital • Projects for 2008 and tennis courts could be discussed as part of that item. Chair Zeuli reported that a survey was provided to residents within a one mile radius of the park and the tennis courts did not come out as a top priority. VI. New Business: 1. 2008 Meeting Dates: Commissioner Dougherty, seconded by Commissioner Estes, moved to approve the meeting dates. Carried 3 — 0. 2. Review handouts from the Last Meeting: Chair Zeuli stated that she reviewed the requirements for Playful City USA and stated that the City already meets most the requirements. She stated that the Parks Commission could be the Play Commission and that Party in the Park could be considered the annual play day. She also noted that the Parks Commission does conduct two park walkthroughs each year for an audit of play equipment. Commissioner Dougherty, seconded by Commissioner Estes, moved to recommend to the City Council to make an application for Playful City USA designation. Carried 3 — 0. 3. Capital Projects for 2008: City Administrator Johnson stated that the total funds allotted for budgeted projects for parks and trails in 2008 is $240,000. Mayor Beaudet came forward and suggested the Parks Commission create a list of projects they would like to be bid. He stated that once the bids come in, the Parks Commission may pick which • Page 4 of 34 Parks Commission. Minutes December 17, 2007 • Page 3 of 3 projects should move forward. The Parks Commissioners discussed several projects that they would like the engineer to begin work on for 2008. They compiled a prioritized list. Chair Zeuli, seconded by Commissioner Estes, moved to submit the following prioritized list of capital projects to the council: 1. Playground Equipment at Swager Park 2. Concrete of hockey area at Brekke Park 3. Raymic Johnson Trail 4. Valley View Landscaping — replacement of railroad tic retaining wall 5. "Plan A" trail across northern boarder of 5502 Osgood Ave Property to I3rekke Park 6. Tennis Courts 7. Skateboard Park Carried 3 — 0. VII. Old Business: 1. 5502 Osgood Avenue Property — Pine Plantation Thinning- Update: Chair Zeuli reported that this item was covered by Arborist Widin in her previous report. • VIII. Informational: 1. Upcoming Meeting: Meeting with logger, Monday, January 28, 2008 at 6 pm @ City Hall Regular Meeting, Monday, January 28, 2008 at 6:30 pm @ City Hall 2. Council Representative: December 27 — Wagner January 8 and January 22 — Zeuli IX. Adjournment: Chair Zeuli, seconded by Commissioner Estes, moved to adjourn at 7:18 p.m. Carried 3 — 0. Respectfully submitted, Jennifer Thoen Administrative Secretary /Deputy Clerk • Page 5 of 34 • This Page Is Left Intentionally Blank. Yi;.. • • Page 6 of 34 ` Eric Johnson W orn: K.D. VVidhn[kdwidi net] Sent: Wednesday, January 09 2008 8:53AM To: Eric Johnson; Tom Ozze|kz Subject: LoggeMeetingwithParkaOumm. Eric, Tom - I contacted the lugger, Alex�Bildoacw~of-Bildeaou Services and be is able to meet with the Parks Comm. on Mou.(jan. 28th at 6:00 F .m., regarding thinning and tl�66k s�16'fr6m 5502 Osgood Ave.. I asked him to bring a proposal./description of what typo of work he proposes to do, and a rough estimate of what it might cost the city, after sale of the wood. He estimates at this time that the work would be done uoot winter. z will also contact St. Croix Tree Service for an estimate to thin the plantation and remove buckthorn, for comparison. I have also started the tree inventory of that pacoel and intend to have it completed by Jan. 28th. Let me know if you have any questions or xill uond more information. Kathy Widiu azboziat City of Oak Pack Heights / / �)`'�` \ � | �t4 / | z � Page 7Cf34 • This Page Is Left Intentionally Flank. • • Page 8 of 34 — � Park UKK���ate�� for U����u��ry 28, 200�� Public Works Director: Tom OzzeOo.' -' CovmrPark — VVor ' has continued on maintaining the ice cm the rink. VVu have attached the attendance numbers Through January 21 from both x Cover and Brekkefroferonoa. The | d closing of the rinks but the brutal on|d has J (G'8)Uhewure��du»mmmmior »»oan nu»»0 i o inowarmuwharodmmn�omuy eUoweduoto restore ice VVe may impose naotrononoan}nm mo ' if (like the wnvviU keep aUuse o�to vuau|t�omumoofmka�u.or m�( . avoid damage. The other extreme \n cold weather has resulted in minimal use un some days. VVe purchased — new professional style hockey nets for 8nakka and Cover. Brokke should bo installed within the week and Cover will follow. BnmkkePmrk —VVorkhauconUnuedonmmintainingthmic*onthahnk. VVa have attached the attendance numbers Through J -- 21 h reference. Bnahkmfurro�enoa. The January (G'8) thaw created some major loss and closing of the rinks but the brutal cold has | allowed ua1uraabor � restore VVo may impose vasthctinnoon\dimo the ice warms where damage may if UkaUnn6 wowiU keep aUuse off \o avoid damage. � veeu|thnmuxeofmkah�.cv me( . The other extreme in cold weather has resulted in minimal use on some days. We purchased new professional style hockey nets for Brekke and Cover. Brekke should be installed within the week and Cover will follow. Autumn Hills Park —No additional work is planned until spring, Trails are open. Swaacier Park — The parking lot and trails are open and clear. We placed some banked snow in the park west of the tennis courts and did not realize there was unfrozen ground under some of the deeper snow at the time. This area was selected since it is scheduled for root removal and leveling in the spring after the brush was removed in 2007. It did cause some unsightly areas that we expected to get snow cover on. I would not make a good weatherman as I have missed predictions on snow, temperatures and sunshine very well this year. Hopefully the work and plantings in the spring will allow Public Works to redeem itself. Vallev View Park — The drive and lots are open. 1[giLs — Are all open and in use, The occasional dusting of snow has been cleared with some effort. The dry snow, in cold weather, does not plow well and blows right back in place at times. Other We have had several repairs on the tractor implements this last month and have also scheduled repairs on the tractor. The snow blower and the sweeper both experienced down time from power transfer and cylinder issues. Drive chains, scraper bars, broken rams and lost oil can be addressed by our staff. We have a leaking seal on the front axel that we will have the dealership address. The building on Osgood is being checked regularly and a detailed inspection is done each Friday. We have received two quotes for Portable Toilets at the parks. They are being evaluated for the best interests of the city. Picnic table have been sold or donated. Page 9 of 34 Please enter the the number of users at the end of each hour Rink Usage BREKKE PARK USAGE BREKKE 9:00 AM 10:00 AM 11:00 AM 12:00 PMI 1:00 PM 2:00 PM I 3:00 PM 4:00 PM 5:00 PM 6:00 PMI 7:00 PM1 8:00 PM 9:00 PM 12/28/07 Q Q O Q 12/29/07 0 � �� 12/30/07 - LA 12/31/07 1/1/08 I 1/2/08 I I I I I `7 7 0 I C3 1/3/08 1/4108 1/5 116/08 I 1/7/08 I:r :; ti . I I I 1/8/08 ... ., Y� d;.�'.°•,P�"si! "/ -w1�3i .s� 'Me"4 nW I I I I 119/08 {.n ,y `rtY ..r3k % Iy. ,.*�a 1/10/08 tW M;•'x"„p„ +' "i ! .5 r:, ., ." e z, n•• , 1/12108 I f. I ? I, i I I I ;v 1 1/13108 a? t f;? f I ( �� 1114/08 ~r-. "9'q"�' 'a'r t ` : •rcx'• .�.:�-•; m >r v,.<,+,:. �:K;.:. a. . fix. y :, 1115108 :: f .... ., ;.`;' •; " :,' I �. � t I ! , •�;i 1/16/08 sAE!Lf z Y h °`rk3 .� fie:•. F: W . 101 " a in AM I :�:F_k ,.t.�. � ><,' '�:�� N : �:ii • i N . ^Yti�• J�,'�v�,:'.- .�::iY � I Alr•�_. 1/18/0 1/21/08 1122/08 I, ✓s. 7x a:a, a.5� aa s ae.� �lrv`:7:'s'" i . < ° } "" ` ",• I I 4 I p ...4r..:�::`.zCZa.,�. 1123/08 .�f I ,:t e:.:. r.. ^. X-- i }.F':§�i:�.st: {•� %y ^ih 4" 5 11241 QS . yr > .R.��.,:. �.;..•�. ; <.Z'sk," a SK'4l�".F;Fs k r . x C'W..s', :C y . ' :n: ~:x�.o• �,"°o; eF' ... 1125108 1 ._f,.���• I I 1/26/08 1127/0 1 /28/0a I &, "" .r:, •s I G:. nA t • Please AM the the number of users at the end of each hour Rink Usagm COVER PARK RINK 00 PM, 1:00 PM 2:00 PM ";4:00 PM 5-00 NO 6:00 PM 7:00 PM 8:00 PM 9:00 PM 15 -0 10 AM 11:00 AM 12: - \(w 9:00 AM 19 AY 12/28/07 1 2/29/07 , "r" k' 12/30/07 .�.` .....' "`: t ,� '� � '���� e�' . �� �"�!� �f�g f , � 1M (? •!` S// e , ;" ., 12/31107 1 h 108 f ;2 1/2/08 1/3108 1/4108 115/08 1/6/08 ---------- 1/7/08 1/8/08 r 1/9108 0" 0 W 1/1 g p 0 1/11/08 1/12108 1/13108 - - - - - - - - ..... 1/14108 41l 'i SW 1115/08 1 AMM 1f16108 1/17/08 1118/08 1/19/08 1120/08 ow- 1/21/08 4, 1/22/08 IN FO. ME -; ISO I WX A v 1/23/08 1/24/08 N ", U 1/25108 1/26/08 - M /27108 ®r - MW k" WIN I 0 co • This Page Is Left Intentionally Blanlc. • Page 12 of 34 City of Oak Park Heights Memo To: Parks Commission From: Jennifer Thoen Date: January 25, 2008 Re: City Hall Facility - Citizen Advisory Committee At their December 27, 2007 meeting, the City Council voted and approved the creation of a Citizen Advisory Committee for the purpose of reviewing information related to the possible rehabilitation or replacement of the current city Hall facility. The Committee shall be compromised of three citizen representatives, two Councilmembers, one Planning Commissioner and one Parks Commissioner. Generally, the primary issues to be considered by the Committee will be the examination of City facility needs, cost-effectiveness of any construction project, long-term building serviceability, and fiscal impacts upon the • community. Upon review and discussion of significant information, the Committee will be requested to make recommendations to the City Council about the above issues so as to provide the City Council additional direction as it looks to and considers the future. It is anticipated that this Committee will meet several times over the next 60 days to discuss the above matters. Meetings will typically be held in the evening, but as scheduled by the Committee once convened. City Administrator Johnson has followed up with several individuals, who were indicated to him as having interest in participating on the committee, with information on how to submit their formal request to participate as a citizen representative. An online form was also placed on the City web page with a deadline of 4:30 p.m., January 11, 2008 for citizens to submit their request to participate. Action Reauested: Nominate and vote to recommend a Parks Commissioner to serve upon the City Hall Facility Citizen Advisory Committee. • Page 13 of 34 • This Page Is Left Intentionally Blank. • • Page 14 of 34 City of Oak Park Heights 14168 Oak Park Blvd. N • Box 2007 •Oak Park Heights, MN 55082 • Phone (651) 439-4439 • Fax (651) 439-0574 January 16, 2008 nn ;F-, MEMO TO: City Council Members '(!b FROM: Eric Johnson, City Ad rill or t nii for RE: Park Commission The Park Commission is approaching t eir al quired annual meeting and we have a few issues that that must be addressed by th ity Council. • • Current by-laws of the Comm on only allow persons to serve two consecutive terms (see Art. 3C). • Appointments to Chairperson and Vice-Chair positions are limited. In both of the above instances the Commission is in conflict with the By-laws. The Council should review the enclosed comprehensive memo as prepared by Julie Hultman and discuss possible remedies which can include elimination of term limits, extending term limits and possibly how officer terms are constituted. In the past the City has had difficulty finding citizens to serve on this committee and has likely precipitated the current situation. It should be understood that the current Park Commissioners have served in good-faith and are seeking clarity on these issues and do desire to be in compliance with the by-laws. Please review the enclosed memo and we will discuss at the 1/22/08 work-session. There are several recommendations on the last two pages of this packet. f rl c: Park Commissioners • Page 15 of 34 CITY OF OAK PARK HEIGHTS • PARK COMMISSION BYLAWS ARTICLE 1 - ORIGIN AND POWERS A. Authorization. The City is authorized and empowered to establish a Park Commission under the provisions of Chapter 205 of the code of ordinances for the City of Oak Park 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 Park Commission is designed to serve in an advisory capacity to the Oak Park Heights City Council. • B. Objectives. The objectives of the Park 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 Park 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 Park 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 Park 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. " Chapter 205 of Zoning Ordinance as amended May 25, 9999. Page 16 of 34 • 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 Park Commission. Such City Council person shall serve without voting power and in a capacity as ex- officio to the Park 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 Park Commission shall be appointed by the City Council. All such appointments shall initiate 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. Unless extended by special order of the City Council for a period of one year, no member shall serve more than two consecutive terms on the Park Commission. 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 of March to February, the Park Commission shall notify the City Council of the same with a recommendation from the Park Commission. Park Commissioners shall notify the Chairperson or City staff when an absence is anticipated. E. Removal. Any member of the Park Commission may be removed at any time by a four - fifths (4/5) vote of the City Council with or without cause. • F. Compensation. shall serve n wit without Park compensation members exccept aasselected the City Council otherwise established by Resolution of the City Council. G. Training. The Chairperson and the City staff shall meet with each new Park Commissioner to explain Park Commission procedures. H. resignation to the member who who shall in resign n turn shall sameitto written City resignation p Council. 1. Vacancies. Vacancies occurring within the Park Commission shall be filled for the balance of the appointment by the City Council. ARTICLE 4 — OFFICERS, DUTIES AND ELECTION OF OFFICERS A. Officers. The officers of the Park Commission shall be Chairperson and Vice - Chairperson. • 2 Page 17 of 34 B. Duties of the Chairperson. The Chairperson shall preside at all meetings, • appoint Park Commission members to committees, appoint Park 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 Park Commissioners and carry out such other duties as are assigned by the Park 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 Park Commission officers shall be elected from among its appointed members for the term of two years. No member shall serve as Chairperson or Vice - Chairperson for more than two consecutive terms. The election shall occur at the Park 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. P. Date of Office. Newly elected officers shall take office at the annual meeting in March. G. Vacancies. Vacancies occurring in the offices of the Park Commission shall • be filled immediately by the above election procedure. ARTICLE 5 -- MEETINGS A. Annual Meeting. An annual organizational meeting shall be held the third Monday in March of each year. Election of officers shall be conducted at that time. B. Regular Meetings. Regular meetings of the Park Commission shall be held at 6:30 PM on the third Monday of each month in the City Hall Council Chambers. The regular meeting date of the Park 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. D. Notice of Meetings. Notice in writing of all regular and special Park Commission meetings, setting forth the time, place and agenda of such meetings, shall be mailed by the City staff to all Park Commission members at least five days in advance of each meeting. 3 Page 18 of 34 • E. Site Investigation. Prior to each meeting, all Park Commission members shall endeavor to visit any properties to be discussed at the meeting. F. Park Commission Representative at City Council Meetings. Each Park Commission member shall in turn represent the Park Commission at regular City Council meetings. ARTICLE 6 — PRE - MEETING PROCEDURES A. Agenda. The agenda for each meeting of the Park 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 Park 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 Park Commission shall make a recommendation to the City Council within 30 days following the close of the hearing. If a hearing is continued, mailed notices of the continuation may be requested by any voting member. • 4 Page 19 of 34 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 Park 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 Park Commission member shall have a direct or indirect personal or financial interest in an application or petition before the Park 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. Cali 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. P. 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 Park 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 Park Commission at least five days prior to the meeting at which said matter will be heard again. " As amended April 27, 2004. 5 Page 20 of 34 • 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 (415) vote of the entire membership. ARTICLE 9 — COMMITTEES A. Park Commission Committees. The Park Commission may establish committees of its own membership for a specific purpose and duration. B. Ad Hoc Committees. The Park Commission may request that the City Council appoint other members of the community to Ad Hoc Commission committees, which may be created by the Park Commission for a specific purpose and duration. At least one voting member of the Park Commission also shall be appointed to each such committee. ARTICLE 10 — RECORDS A. Minutes. The City shall supply a secretary at all regular and special meetings of the Park Commission who shall be responsible for taking full and complete minutes and record all such meetings. The City staff shall be responsible for keeping a record of all Park Commission resolutions, transcriptions, minutes and • findings. B. Open Meetings. All meetings shall be a matter of public record. S:1Parks\By1aws.doc • 6 Page 21 of 34 City of Oak Park Heights • Memo To: Eric Johnson, City Administrator From: Julie Hultman Date: January 4, 2008 Re: Park Commission - Annual Meeting & Commission Terms Issues At your request, I have completed a thorough review of the terra appointments for the current Park Commissioners. Attached to this memo you will find a sheet for each Commissioner, detailing the appointment information I was able to locate as to appointments to the Commission, Chair and Vice Chair Officer positions and sub- committee representation. The information outlined on the summary sheet for each Commissioner can be found in their respective Park Commission file, bearing their name. I am comfortable in that the term appointment and Officer appointment information is complete; however I cannot assert that the information to sub - committee appointments is complete as I had to rely on information found in our system, searching each Commissioner. The Bylaws for the Park Commission, which were adopted in 1999, direct: • 1. That an annual orizanizational meetine is held. in March each vear: wherein the election of Officers is to be conducted. Assuming the 2 -year officer term, annual meetings with officer election should occur every two years from 1999. This would constitute officer elections in 2001, 2003, 2005, 2007, 2009 and so on. The unexpected departure of a Commissioner who also held an Officer position would naturally result in an election of a replacement Officer which would not necessarily occur at the annual meeting such as occurred in July of 2000 when Gina Zeuli was elected to replace departing Daria Berger as Vice Chairperson. An annual meeting was held in 2001, and both 2002 and 2003, with different individuals being elected as Chairperson and Vice Chairperson. 2001 elections resulted in Kevin Furlong as Chairperson and Gina Zeuli as Vice Chairperson, with terms that should have run to March 2003. The event of a 2002 annual meeting being held re- elected both Kevin and Gina to the same officer positions but effectively reduced their previous term appointment by one year and ultimately balanced out as a 2003 annual meeting was held and Officers elected. The Annual Meeting and Office election in 2003 was the last held. At that time Gina Zeuli was elected Chairperson and Chuck Dougherty elected Vice Chairperson. They have been serving in such capacity since. Page 22 of 34 City of Oak Park Heights • 2. That unless extended by special order of the Citv Council for a period of one vear,, no member shall serve more than two consecutive terms on the Park Commission. The current Commissioners term should have or should expire as follows: Chuck Dougherty received three full appointments from City Council with consecutive terms having been held from January 2000 through December 31, 2008. With a term extension by special appointment from the City council of one year, Chuck's term per the Park Commission Bylaws should have expired December 31, 2006. Chuck remains participant with the Commission. Pat Estes received his first appointment from the City Council to a partial term that expired December 31, 2006, though he has remained participant with the Commission during 2007 and having not heard otherwise is anticipated to continue doing so as of January 2008. Per the Park Commission Bylaws, Mr. Estes is able to seek reappointment. He should be queried as to his desire to seek reappointment and indicate one way or the other, preferably in writing. Depending upon his response, reappointment (to a term period of l/ 1/2007 to 12/31/2009) or Commissioner vacancy advertisement should occur. • Beth Nelson received her first appointment from the City Council to a partial term that ended December 2005 and was reappointed to her first full term period in 2006 which expires December 31, 2008. Randy Wagner received his first appointment from City Council to a partial term that ended December, 2004 and was reappointed to his first full term period in 2005, which expired December 31,2007. Having not heard otherwise, it is anticipated that he will continue to participate as of January, 2008. Though Per the Park Commission Bylaws, Mr. Wagner is able to seek reappointment. He should be queried as to his desire to seek reappointment and indicate one way or the other, preferably in writing. Depending upon his response, reappointment (to a term period of l/ 1/2008 to 12/31/2010) or Commissioner vacancy advertisement should occur. Gina Zeuli received her first appointment from City Council to a partial term that expired December 2000. She has been consecutively reappointed since and completed to full Commissioner terms of 3 years each in 2006. City Council reappointed Gina to full 3 year term in January, 2006 resulting in a term period ending December 31, 2008. With a term extension by special appointment from the City council of one year, Gina's term per the Park Commission Bylaws should have expired December 31, 2007. Gina • remains participant with the Commission. Page 23 of 34 City of Oak Park Heights 3. That Park Commission Officers be elected from among its appointed members for the term of two nears, which election occurs at the annual meeting. No member shall serve as Chaimerson or Vice - Chairperson for more than two consecutive terms. Gina Zeuh is the current Chairperson.. Through a 10 month partial term and subsequent annual meeting elections, she has served in the role of an Officer consecutively since June of 2007 when she was first elected Vice Chair at the time of former Commissioner Dana Berger's departure. Gina has served as a Commission Officer in the following capacity: Vice Chairperson June 2000 to March 2003 2 years, 10 months Chairperson March 2003 to March 2005 2 years Continued as Chairperson without formal re- election March 2005 to present (1 / 08) 2 uears, 10 months Approx 7 years, 8 months total Total Consecutive Officer Term Periods Broken Down By Office: Vice Chairperson (1 partial and 1 full term) 2 years, 10 months Chairperson (elected and unelected capacity) (1 full elected term) 2 years • (1 full term + 10 months) 2 years, 10 months Chuck Dougherty is the current Vice Chairperson. Elected as Vice Chairperson at the 2003 annual meeting and having continued in capacity without formal re- election, Chuck has served in the role of an Officer, namely as Vice Chair person, consecutively since March of 2003. Vice Chairperson March 2003 to March 2005 2 years Continued as Vice Chairperson without formal re- election March 2005 to present (1 / 08) 2 uears,10 months Avorox 4 years, 10 months total 4. That if any voting member fails to attend three consecutive meetinr?s or a total of four meetings (or 25 percent) duriniz the calendar vear of March to February, the Park Commission shall notify the City Council of the same with a recommendation from the Park Commission. Park Commissioners shall notify the Chairperson or City staff when an absence is anticipated. Attendance and notice of absenteeism per the bylaws has been somewhat sketchy. 1 know we have had to call periodically to check on people coming and you have addressed the Commission on the importance of letting staff know in advance that they will not be in attendance for quorum purposes. Page 24 of 34 I City of Oak Park Heights • Attendance records from 2001 through 2007, reconstructed from the Minutes when necessary, shows that we peaked in 2002 with full Commissioner attendance at meetings 55% of the time and then dropping to below 30% in 2003, 2004 and 2005. 2006 and 2007 are our worst years for full Commissioner attendance at 9% and 8% respectively. Based on the Bylaws calendar of March to February, and just for the past three years, there have been two incidents of one Commissioner absent 3 consecutive meetings and 4 incidents (4 Commissioners) where they were absent 4 or more times or greater than 25% of the periods meetings. The 2007 -2008 Park Calendar Year attendance cannot be calculated until after the February, 2008 meeting; although presuming full attendance for both January and February of 2008, shows that the incident of 4 meetings and /or 25% being missed has occurred by 4 of the 5 Commissioners. In Summaru: Terms: • Beth Nelson's term is accurately on schedule. • Chuck Dougherty and Gina Zeuli are both currently participant and have both exceeded term limits established within the Park Commission Bylaws. • Based on the present Park Commission Bylaws neither Chuck Dougherty nor Gina Zeuli would be permitted to serve as a voting member of the • Commission. - • Pat Estes has served beyond his appointed term, which expired December 31, 2006 and should be reappointed to a first full term if he so desires (1 / 1/07 12/31/09). • Randy Wagner's term expired December 31, 2007. She he so desire, he should be reappointed to a second full term (1/ 1/08 - 12/31/2010). Annual Meetings & Officer Terms: • An annual meeting should be held in 2008, electing Officers for a one year period from the 2008 Annual Meeting date to the 2009 Annual Meeting date, at which time Officer elections should occur as needed for departing officer members and at the Annual Meetings held in odd numbered years when current Officer 2 -year terms period culminate. • Based on the present Park Commission Bylaws neither Chuck Dougherty nor Gina Zeuli would be permitted to be elected as an Officer. Attendance: • Steadily declining full Commission participation at regular meetings • Incidents of 3 consecutive meetings missed by a member and no report to City Council or other activity of record during Park Calendar years of 2005 through 2007. • Four of five Commissioners have had at least 1 incident where they were absent 4 or more times or greater than 25% of the meetings held. • Page 25 of 34 PARKS COMMISSION • Commissioner: Chuck Dougherty 12/14/99 CC appointed to 3 -year term. ➢ First Full 3 -year term. (1/1/2000 -12/31/2002) Chairperson. 03/17/03 PC elected as Vice Chair p ➢ First Full 2 -year Officer term (3/2003 - 3/2005) 03/25/03 CC re- appointed to second 3 -year term. ➢ Second Full 3 year term. (1/1/2003 - 12/31/2005) 01/10/06 CC re- appointed to third 3 -year term. ➢ Third Full 3 year term (1/2/2006 - 12/31/2008) Commissioner Term(s) Officer Term(s) 1St Full - 1/00 -12/02 (3 yrs) 151 Full- 3/03 - 3/05 (V. Chair) 2nd Full -1/03 -12/05 (3 yrs) 2006 Vice Chair - unofficially 3rd Full -1/06 -12/08 (3 yrs) 2007 Vice Chair - unofficially ( i Other Anbointment sl: ➢ 2001 Hwy. . 36 Partnership Study Committee Alternate ➢ 2002 A.S. Kin g Landfill Future Park Development Group ( Moelter Fly Ash Site ) ➢ 2006 OPH City Comprehensive Plan Update Review Committee tY P p Page 26 of 34 • PARKS COMMISSION Commissioner: Pat Estes 02/28/05 PC recommended appointment to complete uncompleted term of outgoing Commissioner Janel Belz, who did not return for term 2004 2006. 03/08/05 CC appointed to complete 2004 -2006 term vacancy created by outgoing Commissioner Janel Belz who opted to not seek a re2004-2006 term re- appointment. ➢ Partial to begin ul March and end 12/31/2006. Commissioner Termisj Officer Term(s) Partial - 3/05 -12/06 (1 yr. 10 mo.) 15 Pull - s h3U- d ,.�,oure� 40-In J Other Appointments: A OI? - Dool - 2,00 • Page 27 of 34 PARKS COMMISSION • Commissioner: Beth Nelson 04/18/05 PC reconunended appointment to complete outgoing Commissioner Furlong's term (ending December 31, 2005), 04/26/05 CC appointed to complete unexpired term of Kevin Furlong ➢ Partial Term to begin in May and end 12/31/2005. (6 months) 01/10/06 CC Re- appointed to first full 3 -year term. ➢ First full term period (1/1/06 - 12/31/2008) Commissioner Term(s) Officer Term(s) Partial - 5/05 -12/05 (6 mo.) 1St Full -1/06 -12/08 (3 yrs) Other Appointments: Page 28 of 34 l r • PARKS COMMISSION Commissioner: Randy Wagner 09/15/03 PC recommended appointment to complete outgoing Commissioner Weyer's term (ending December 31, 2004) 09/23/03 CC appointed to complete the unfinished term of Mark Weyer who resigned effective 07/21/03. ➢ Partial Term to begin in October and end 12/31/2004. 01/25/2005 CC re- appointed to first full 3 -year term. ➢ First Full Term period (01/01/05 - 12/31/07) Commissioner Term(sl Officer Term(s) Partial -10/03 -12/04 (1 yr. 3 mo) 1St Full - 01/05 -12/07 (3 yrs.) Other Appointments: • Ov.� �Ju.� ( �SJ J 2o)0 Page 29 of 34 PARKS COMMISSION • Commissioner: Gina Bias - Zeuli 1/26/99 CC appointed to complete unexpired term of Lynae Byrne, who moved to City Council. First meeting shown in attendance is 3/99. ➢ Partial Commissioner Term, expiring 12/31/2000. 7/ 17/00 PC elected to serve as Vice Chairperson. Replacing resigned Commissioner Berger. �- Partial officer term ending in 2001 2/1.2/01 PC recommended Re- appointment to 3 year term. ➢ First Full Commissioner Term, 1/1/2001 to 12/31/2003. 04/23/01 Re- elected to serve as Vice Chairperson. 03/18/02 Re- elected to serve as Vice Chairperson. Term noted as March 2002 to March 2004 ➢ First Full 2 -year Officer Term - Vice Chair 03/17/03 Elected to serve as Chairperson (March 2003 to March 2005) Note: 2003 Was the correct year to hold an Annual Meeting for officer election. Gina's Vice Chair election in 2001 should have carried up to 2003 Annual • Meeting) ➢ Second Full 2 -year Officer Term - Chair 11/25/03 CC Re- appointment to second full 3 year term. ➢ Second Full Commissioner Term, 1/1/2004 to 12/31/2006. \ 01/10/06 CC Re- appointment to third full 3 year term. Note: Using this date for netu term for Gina her term is nozo ending 1 �t ➢ Third Full Commissioner Term, 1 /1/2006 to 12/31/2008. Commissioner Term Term (s) Officer Ters) Partial - 3/99 -12/00 f q rn0,) Partial - 06/00 - 04/01 V. Chair t l� mu� Full - 1/01 - 12/03 (3 yrs) 1 Full - 4/01 - 3/02 V. Chair (Yr.1) Full -1/04 -12/06 (3 yrs) or 12/05 (2 yrs) - 3/02 - 3/03 V. Chair (Yr.2) Full -1/06 -12/08 (3 yrs) 2»d Full- 3/03 - 3/05 Chair (Yrs 1 & 2) Other Appointments: > 1999 Strategic Planning Update Committee 0 lA ➢ Hwy 36 Partnership Committee (Withdrew 10/21/02) L) 4h r1 Page 30 of 34 City of Oak Park y Heights g FOLLOWING UP ON 2007 PARK ACTIVITY: At their April 16, 2007 meeting, the Park Commission moved recommend continuance of the Annual Meeting for one year and that during that time the City Council re- examine the Park Commission Bylaws and make appropriate changes to them. The motion made by Chair Zeuli, seconded by Vice Chair Dougherty and voted aye by Commissioner Estes for a 3 -0 vote and carried. Commissioners Nelson and Wagner were absent from the meeting and dial not vote. I have found no documentation that suggests that the City Council has re- examined the Park Commission Bylaws or that they have made any changes to them. It would my suggestion that the Park Commission or their City Council Liaison, on their behalf, elaborate and relay to the City Council what changes the Commission are seeking to the Bylaws. The following are my suggestions for consideration: 1. Remove term limits, while continuing the 3 year term appointment process. • In the capacity of an advisory board there is little argument for a long -term commission member becoming overly influential in the ways of checks and • balance for fairness. • It is beneficial to have members with a history of activity participation to be involved with current activities. • Historically, members have left the Commission of their own accord for the most part versus having to due to term limitations being imposed. It is reasonable to expect that this type of departure would continue thereby creating change to the overall composition of the Commission. • Stimulating interest to membership of the Commission has been challenging; despite advertisement the Commission had a vacant seat the full year of 2004 and part of 2005. • Continuing with 3 year term appointments creates the opportunity for members to resign at a fixed point in time versus haphazardly as well as allows for in house tracking of citizen service to the Commission. 2, Remove Officer cumulative term limits, while continuing the 2 -year term period for them upon election and continued re- election every two years at the Annual Meeting or when necessitated by the departure of a Commission who is also serving in the capacity of an Officer. • The cumulative term limits really have no bearing on influence or effect of limiting leadership by another Commission member as long the Officer term period maintains the 2 -year election periods and elections continue to be held at the Annual Meetings. • Page 31 of 34 r•;; . ,'- City of Oak Park Heights Election periods create an opportunity for a change in Officer • position (eg. Current Vice Chairperson may become the Chairperson by election). • Elections at the Annual Meeting create an opportunity for different members to be elected to either Officer Position or for the Commission to affirm their desire to maintain the Officers elect as they are for another 2 year term. If cumulative Officer terms are kept, I would like to see the term language in Article 4, Section D revised to make it clear whether the two consecutive terms permitted is 4 years total in the capacity of Chairperson for 4 years or Vice Chairperson for 4 years or a combination of either for a total period of 4 years. 3. Change the calendar year of March to February to a January through December calendar year, thereby keeping it in line with that of a regular fiscal year for stipend payments and attendance calculation, and easier to monitor with December 31 Commission term ending dates. 4. Change the Annual Meeting month from March to January to simplify the transition of Officer election with December 31 Commission term ending dates and the potential of a member leaving who is also an Officer. 5. Either clarify what other organizational items are to be facilitated at the Annual Meeting beyond Officer election or direct Annual Meetings to be held every two • years commencing in 2009. To date no other business beyond officer election has been had at the Annual Meeting. If there is no other business, I believe it lends confusion to elected Office terms. 6. Require that Commissioners declare their intention, in writing, to seek reappointment to a new three year term in September, so that in the event of non - intention, a period of transition may exist wherein vacancy is advertised, applicants received, interviewing done and appointment made before the outgoing Commissioner departs. 7. Clarify a more specific advanced absenteeism policy (eg. Email a specific party, etc) and clarify what recommendation the City Council would like in the event of absences meeting the criteria of Article 3, Section D. For example, does the City Council want to know when it occurs regardless of the Commission wishing any action to be taken or otherwise? 8. Article 5, Section D Notice of Meetings: states that these are to be mailed at lest 5 days in advance of each meeting. Presently materials are hand delivered to Commissioners the Friday preceding the meeting. Consider revising language to preferred number of days and manner of distribution. 9. Article 5, Section F Park Commission Representative at City Council Meetings. Consider revising the language to clarify which meeting or that all regular Council meetings following the Park Commission meeting be attended. There is some confusion as to what is required presently. Page 32 of 34 2335 Highway 36 W St. Paul, MN 55113 Tel 651- 636 -4600 • fax 651.636-1311 wwwbonestroo,coin January 16, 2008 Mr. Eric Johnson 7r Bonestroo City Administrator City of Oak Park Heights 14168 Oak Park Blvd., P.O. Box 2007 Oak Park Heights, MN 55082 -2007 Re: 2008 Trails and Park Improvements Conceptual Cost Estimates BRA File No. 55 -08 -000 Dear Eric: As directed, we have estimated the costs for various trail and park improvement projects throughout the City of Oak Park Heights. Improvements are identified at Brekke Park, Swagger Park and Valley view Park. A detailed description of each improvement is identified in your memo of January 7, 2008 and summarized on the attached Preliminary Cost Estimate. The table below summarizes the total cost for the improvements at each park. The low end of the range is for the base improvements as identified by City Staff and the high end includes the cost of all the alternates, The total cost range includes preliminary survey, engineering design and construction administration. (The • attached Preliminary Cost Estimate identifies the total cost for each improvement identified at the parks.) { Park Total Cost Range* Brekke Park $184,800- $432,000 { Swagger Park $100,800 - $130,800 { Valley View Park $560,000- $729,600 *Soil Borings are not included in the estimate. This estimate was done based on visual observations performed at each snow covered park in January 08. Per the memo of January 7, 2008 it was requested that all trail improvements be ADA compliant, Prior to confirmation that the trails can meet ADA standards it will be necessary to perform a preliminary survey of the sites, It may be necessary to switchback the trails to meet ADA standards, specifically for the improvements at Brekke Park (Identified as Project number Alternate 1 B on the attached table.) If you have any questions or require additional information, please contact me at (651) 604 -4788 or Dennis Postler at (651) 604 -4815. Sincerely, BONE TROO Karen S, Erickson, P, E. St, Paul cc: Scott Richards, City Planner St. Cloud • DMP, CWL2, GDK, File— Bonestroo Rochester Milwaukee Chicago Architects Planners � Bonestroo City of Oak Park Heights 2008 Trail and Park Improvements Preliminary Cost Estimate 17- Jan -08 Estimated Engineering Estimate Total Project Number Project Description Summary Construction Cost Fees* Cost ** Improvements at Brekke Park 1 Placement of a concrete hockey rink at Brekke Park $154,000 $30,800 $184,800 Alternate 1A Placement of a concrete pleasure rink at Brekke Park $98,000 $19,600 $117,600 Alternate 1A.1 Placement of 1/2 concrete pleasure rink at Brekke Park $54,000 $10,800 $64,800 Installation of new bituminous walkway /trail from the parking lot at Alternate 1 B Brekke Park to the south side of the Brekke Park Shelter. $27,000 $5,400 $32,400 Installation of a new 8` wide bituminous trail from Brekke Park through the property at 5502 Osgood Ave. to a point along Osgood Ave, directly Alternate 1C adjacent to Upper 55th Street. $81,000 $16,200 $97,200 Improvements at Swagger Park Replacement of the tennis courts at Swagger Park, including replacement 2 of the fencing, net posts and a new practice wall. $84,000 $16,800 $100,800 Installation of a lighting system at the Tennis Courts at Swagger Park. Alternate 2A This system would be on a timing system. $25,000 $5,000 $30,000 Improvements at Valley View Park Installation of a bituminous trail from Valley View Park northerly to the Project 3 intersection of Ozark Ave. and 58th Street N, $467,000 $93,400 $560,400 v installation of a bituminous trail from the intersection of Ozark Ave. and CID Alternate 3A 58th Street to the Xcel Energy Fly ash trail. $74,000 $14,800 $88,800 � Replacement of the retaining wail that surrounds the eastern and 0 Alternate 3B southern sides of the Valley View Park Shelter $67,000 $13,400 $80,400 *Estimated at 20% of construction cost for budgetary purposes �Gl. * *Soil borings are not included in the estimate 2q 0 �o:✓b +(— Ts F>�1 p6F �- t�'1!`'"