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Home My WebLink About02-22-10 Parks Packet CITY OF OAK PARK HEIGHTS PARKS COMMISSION MEETING AGENDA Monday, February 22, 2010 at 6:30 p.m. at City Hall 1. Call to Order H. Approval of Agenda 111, Adjourn to Annual Meeting of the 11 , , irks Commission A for Annual Meeting: 1 Corninissioncr Appoijitincnts Consistent with Bylqws 1`111closed (1) 1V. ;\djourn Annual Meeting and .Reconvene Regular Nlectin V. Approve Parks Commission Minutes --.- December 21, 2010 (2) V1. Department / Commission Liaison Reports A. Arborist B. Public Works Director C. Other / Commission Liaison Report V11, Visitors/Public Comment This is al? o])J-)017 ill? ityfi)r the public to address the Coinnfission iii/h questions or concerns not on ihe agendct. Please flinii coini)ienls to 1hree )nhl I Iles, V111. Public hearings None IX. New Business A. Request by VAA to Reserve Brekke Ball Fields (3) X. Old Business A. Summer Park Programming (17o enclosure) B. Placement of Light Poles in City Parks (4) C. Update on Moeller Fly-Ash Site Closure (no enclosure) X1, Informational A. Next Meeting: Monday, March 15, 2010 at 630 p,m, at City Hall B. Council Representative: Tuesday, February 23, 2010 — Commissioner Niedzolkowski X11. Adjourn Page 1of20 This Page Is Left Intentionally Blank. 3q I I I Page 3 of 20 3 I CITY OF OAK PARK HEIGHTS PARK COMMISSION BYLAWS ARTICLE I , ORIGIN AND POWERS A. Authorization. The City is authorized and empowered to establish a Dark Commission under the provisions of Chapter 205 of the code of ordinances for the City of Oak Park Heights, B. Establishment. The Dark 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 Dark 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. Page 5 of 20 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 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 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, the Park Commission shall notify the City Council of the same with a recommendation from the Park Commission as to the continued ability for such person to remain on the Commission. Park Commissioners shall notify the Chairperson or City staff when an absence is anticipated. C. Removal. Any member of the Park Commission may be removed at any time by a four - fifths (415) vote of the City Council with or without cause. F. Compensation. Compensation of Park 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 Park Commissioner to explain Park Commission procedures. 1-1 . 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 Park 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 an full initial term without penalty and may then serve a second and additional terms pursuant to Article 3 C. 2 Page 6 of 20 ARTICLE 4 -.. OFFICERS, DUTIES AND ELECTION OF OFFICERS A. Officers. The officers of the Park Commission shall be Chairperson and Vice - Chairperson. 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 (213) 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 [Dark 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 Park Commission's annual meeting. E. Vote. Candidates for office receiving a majority vote of the entire membership (three - fifths (315)), 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 terra year. G. Vacancies. Vacancies occurring in the offices of the Park Commission shall be filled immediately by the above election procedure. ARTICLE a — MEETINGS X Annual Meeting. An annual organizational meeting shall be held in January of each year. Election of officers shall be conducted at that time. Q. Regular Meetings. Regular meetings of the Park Commission shall be held at 6 :30 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 3 Page 7 of 20 or as otherwise designated and duly posted. 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. 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 small 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. Tine. 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 shali 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. 4 Page 8 of 20 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 Dark 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. 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 (315)) 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. 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, C. 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. 5 Page 9 of 20 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. 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 Bark Commission may establish committees of its own membership for a specific purpose and duration. B. Ad Floc Committees. The Bark Commission may request that the City Council appoint other members of the community to Ad Floc 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 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 Park 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 Park Commission resolutions, transcriptions, minutes and findings, including circumstances when the Commission convenes off -site meetings where video or audio recording is not practical. Q. Open Meetings. All meetings shall be a matter of public record. 6 Page 10 of 20 CITY OF OAK PARK HEIGHTS r. PARKS COMMISSION MEETING MINUTES Monday, December 21, 2010 at Cit.y Hall I- Call to Order: Chair f,,der called the meeting to order at 6:30 p.m, Present: Commissioue -s Krieger, Nieftolkowski, and Viers; City Administrator Johnson, Arborist Widin, Public Works Director Kegley, Commission Liaison McConaber,and Park Programming Coordinator Zeuli. Absent: Vice Chair Hauble. _cif _Agen ' ' Commissioner Krieger, seconded by Commissioner Viers, moved to approve the Agenda. Carried 4-0, gks_Commission Minutps ... ..-.Commissioner Novomber 16, 2009: Commissioner Krieger, . i ...... . ............. . seconded by Comnlissioner Viers, moved to approve the Minutes, Carried 4-0, IV, Liaison Reports: A. Arborist: Arborist Widin reported that tree pruning was taking place on the norilr side ofDrokke Park flor clem She rq011cd that there were: a couple of trees that were dead or had storm damage that were being removed. Widin reported that there were alillost 50 dead tree"; in 1110 pine plaillationat Brekko Pm'k which were being removed by St. Croix "free scl-vice. Widin reported she prepared a list [or winter boulevard tree prunino to be completed L JnJanuary or 1:-ebruary. She reported they will not be doing a full pruning oil Ash trees because the City was to be startinga structured Ash tree rernoval plan in ailticip' application ation of L Ash Borer. Widin reported she a I () , ant 0 al I i , ti to the Dq),irtment of Agricullilre for funds to help mpith structured removal of Ash tree's. Arborist Widin reported there was some woody tree and shrub removal taking place by Prairie Restorations in the Valley View Park prairie restoration 'Irea, Widin stated she was working on the 'free City USA report sand planned to finish that report that week, She reported she will submit it to the Department of Resources for approval, Arborist Widin reported the City was finishing up oil a small cooperative weed in a magemen t area grant that the City received from the Washington Conservation District. She reported that Public Works Direelor Kegley purchased a backpack sprayer and some chemicals for dormant season treatment of'buck1horn. Commissioner Krieger, seconded by Commissioner Nicdzolko\vskj,. moved to approve the Arborist's report. Carried 4-0. B, Public. Director: Public Works Director Kegley reported that the dcpartment has been working on ice rinks and trail plowing. lie 1'ePONed that the WRrIlling 110LIse Page 11 of 20 Parks Com) nission Minutes Ueceinber 21, 2009 Page 2 of 3 at 13rekke Park was open as of that date. He stated that Cover l'ark's warming house was not yet open due to some hydrant problems, but that they hoped to have it opera within a week. Kegley recited the rink hours and questioned if the Parks Coma nissioners had any objection to closing the rinks at 3:00 p.m. on Christmas Eve, Commissioner Krieger suggested staying open until 5:00 p,m, Chair :der noted it gets dark closer to 4:00 p.m., so the rink could stay open until then. Kegley confirmed the rinks would chase at 4:00 pan, on Christmas Eve clay and that the hours would be posted. Commissioner Viers, seconded by Commissioner Krieger, moved to approve the Public Works Director's report. Carried 4 -0, (I. 0t -h et' / C_'[ ?€� mission Liaison Reports: Commission Liaison MCComber reported that the City Council approved the 2010 budget at its last meeting. She reported there were some decreases for the parks budges She stated that the City Council would be discussing, the closure Of the Xcel Energy Fly Ash site at its next mecting. She stated Ole Parks Commission would likely be discussing the fu ture of that: site tit. upcoming €ne;e;tin f;s. V. Visitors/Public Comment: None VI Pub He arings: None VII. Neer Business: A. 201,t)7\�lceti�� t:�4it_GS_�i�d_C c3ttzicil Representatives: Co€ missiono €• Vjer,: , sc;condced by Commissione Nied olkowski, moved to accept the meeting elates and council representative schedule included in the packet. for that evening's moc:ting. Carried d.- 0. Vllf. Old 1:3usiness: A. Discuss _)co B or Soffit and Fascia Replacement ent cat Valley View Park 1't €blic Works Director Kegley reported he se out a request for quotes, and four firms responded. He recommended approval of the base bid plus alternate 2. Kegley stated the low bidder was Mariah Remodeling. He stated the project would be funded under the budgeted projects -- park building main.temance fund. He reported the current balance in that fund was $5,000. Kegley stated the City Council added $15,000 to that fund for the 2010 budget. Chair Eder, seconded by Commissioner Viers, moved to direct Public Work's Director Kegley to move forward with recomme €}cling to the City Council that Mariah Remodeling be awarded the contract to replace soffit and fascia in Valley View Park, Carried 4 -0. Page 12 of 20 Parks Commission Minutes December 21, 2009 Page 3 of 3 13. 2010 lark Ili - m ramming: Park Programming Coordinator Zeuli provided the Parks Commissioners with a preliminary schedule of summer events. The Parks Commission discussed purchasing speakers for use during movie nights and other events. Chair Eder suggested Zculi obtain some pricing information for speakers. Chair Eder, seconded by Commissioner Niedzolkowski, moved to approve the summer park programming as presented in the draft with updates to be made as necessary and the schedule to be published in the Oak Park H eights newsletter. Carried 4 -0. IX, Informational: A. Next Meoing: Monday, January 25, 2010 at 6:30 I n�. at City Hall 13, Council Representative: Tuesday, ,lanuary 26, 2010 - Vice Chair 1-Iauble X. �Cj)t3t1I17111�1�1: Commission(.' Viers, seconded by Commissioner Nied olkowslci, eau }ved to adjourn the me;eiing. Carried 1 -0. Respectfully submitted, Jennifer Pinski Administrative Secretary /Deputy Page 13 of 20 This Page Is Left Intentionally Blnnkl i i 3 Page 14 of 20 City of oak- .Pad' .£ .Reights 1.4168 Oak Park 13MI Kt 13o%� 2N7 o Oak Jlivk 1lcighls• MNI 55082 a Phone (051) 439 -4439 a l ax 439 -0574 Memorandum To: Eric Johnson From Andrew Keglq CC: Park Commission Rafe: 1/2212010 Re, VAA Request to Restive Brekke Ball f=ields Mr. Rick Hill reproseliting the St. Croix Valley Athletic Association (VAA) subinitted an application to reserve the ball playing fields at Brekl<e Park for local youth baseball and softball teams. The request is similar to previous years whereby the VAA would have the ball fields reserved from 5:30 p.m. to 9:00 p.n1. beginning April 15, 2010 through July 20, 2010. The field assi gnment schedule is as fbllows: Brokke Upper: Mondtay, `1 uosday, Wednesday, "l'llursday 131'ekke; Lower; Mor�d<a }r, "1'>tcsday, "I huasday, Friday Granting VAA's request to reserve Brekke Park ball fields for youth baseball and softball programs benefits the City as well as the entire Valley Cona lilt] nity. 111 past years representatives (if VAA have been pleasant to work with and the ar €anire'd activities draw a substantial crowd of residents and locals to Brekko Park. Attachments: 2010 Ball field Reservation Application `I'RI:,E CITY U.S.A. Page 15 of 20 St. Croix Valley Athletic Association Baseball and Softball Programs City of Oak lark Heights January 4, 2010 c/o Andy Kegley Fie: 2010 Ball Field reservation Application Bear Mr. Kegley 1 am writing this letter to schedule playing fields for VAl~AI youth baseball and softball teams. In the past your city has allowed VA A to use your fields for our baseball and softball programs. As we did last year, we will make all the arrangements for the dragging and lining of your baseball diamonds on a weekly basis. We will make every effort to bring your city's children back to the harks by offering programs that are inclusive and not overly competitive. With the cooperation of all local municipalities, we are able to offer programs that fill our beautiful lOairks with local children and keep our admission fees affordable to all of our youth. We respectfully request your Cooperation and ask for the same arrangement VA A has enjoyed in the past and request you assign our organization use of the following fields from 5.30 p.m to 3.00 p.ni begimiing April 15th through July 20 Brekke Upper Monday, Tuesday, Wednesday, Thursday Drekke Rower Monday, Tuesday, Thursday, Friday Please include our request on the next city council meeting agenda. if you wish for ruse to appear at this meeting to explain our request, please contact me at 430.2522 Thank you for your anticipated cooperation in this matter. We greatly appreciate our local communities working alongside the VA><At to benefit our children. Tease acknowledge receipt of, and agreement to, this correspondence by ernailing me at rick.hill t@.3bc.ealn or calling 430-2522. Thank you, sincerely, Rick Hill rick.l ► ill cr gba.corn ', Page 16 of 20 - Approxima - Ae Light Placementin Brekke Park .6 � �g at 7. ...... . . . . . . . . . 'Ss: v- MOO R oN IT. IN CD lRepresents li placement" Represents elecEricai stub I ? k y s Approximate Light Placement in Cover Park ,,,s, r,> �' t `Y)LT - 9� • J �a � 1 r - i / r uw _- y [ S 7 NMI AMAZON ' I -' ': r h '� r,`u'•, ?r 2 ! r r�?"ay -- 3 za 9'C /'1- ' P1< HIM �� ` , r / -- � Y _'�t�, I NK /' +; ,1 tiLr.' r> v -\ .3`` {': YW - < ., t i - 7 I EE E ' .l�j � l��% S `�'wY J•� ,t' / § l r r / �t� r� �Y I i � __ X13 ,� � '� •. � - - f Y, � / / . . x 'sn. 'a 3 / �E2h2 - � li d I way long go A. j r ' . A Kim A. AIR 4 N ' r Js Ao / wX ,' � O O CJ O 11 S 9 UJ r Represents light placernent N � � Represents electrical stub