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HomeMy WebLinkAbout2011-04-08 Park Board Packeta AGENDA (Revised as of 4/8/11) ** = Items added to the Agenda on 4/8/11 Regular Meeting of the Edina Park Board Tuesday, April 12, 2011, 7:00 P.M. Edina City Hall Council Chambers 4801 West 50th Street PARK BOARD MEETING PROCEDURES During "Public Hearings, " the Chair will ask for public comment after City staff members make their presentations. If you wish to speak on the topic, you are welcome to do so as long as your comments are relevant to the discussion. To ensure fairness to all speakers and to allow the efficient conduct of a public hearing, speakers must observe the following guidelines: •Individuals must limit their presentations to three minutes or less. The Chair will modify presentation times, as deemed necessary. •Try not to repeat remarks or points of view made by prior speakers and limit comments to the matter under consideration. •In order to maintain a comfortable environment for all those in attendance, the use of signs, clapping, cheering or booing or any other form of verbal or nonverbal communication is not allowed. *The Park Board Chairman shall decide whether or not to allow the public to speak about an agenda item that is not considered a Public Hearing. If the Chairman allows the public to speak individuals must limit their presentations to three minutes or less. Individuals should not expect the Park Board to respond to their comments. Instead, the Park Board might direct the matter to staff for consideration at a future meeting. PARK BOARD AGENDA I. APPROVAL OF THE MINUTES * Tuesday, March 8, 2010 Park Board Meeting. II. NEW BUSINESS A. *Park Board Bylaws B. Establish Committees 1. Facility User Fee and Other Related Fees Committee 2. Donations Policy and Naming Parks and Facilities Policies Committee C. Veterans Memorial Committee D. **Edinborough Park Consultant 1 E. **Community Advisory Team Representative F. **Move June Park Board Meeting to Monday, June 13, 2011 III. OLD BUSINESS A. *Braemar Golf Course Clubhouse Consultant RFP. IV. PUBLIC COMMENTS During "Public Comments, " the Chair will ask to hear from those in attendance who would like to speak about something not on the agenda. Individuals must limit their presentations to three minutes or less and cannot speak to an issue for which a public hearing was previously held and closed or a matter scheduled for a future hearing. Individuals should not expect the Park Board to respond to their comments. Instead, the Park Board might direct the matter to staff for consideration at a future meeting. V. UPDATES FROM STAFF (information only — no action requested) VI. PARK BOARD COMMENTS VII. * ADJOURNMENT The City of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing amplification, an interpreter, large print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. * These are agenda items that require or request Park Board action. 2 r,� 0 H Memo To: Edina Park Board From: John Keprios, Direct Edina Park and Recreat4 Department Date: March 24, 2011 Re: TUESDAY, APRIL 12, 2011, PARK BOARD MEETING STAFF REPORT. Enclosed you should find the following items: 1. Tuesday, March 8, 2011, Park Board Meeting Minutes. 2. Tuesday, April 12, 2011 Agenda. 3. Park Board Subcommittees Recommendation to the Council. 4. Donations Policy. 5. City of Eagan Naming and Donations Policy. 6. August 9, 2010 Park Board Work Session Minutes. 7. Eden Prairie Donations Policy. 8. Email from Gene Persha. 9. 2011 Park and Recreation Department Approved Budget. 10. Facility Use Fee History. 11. Section from National Park Service Donations Policy. 12. Naming of Parks and Facilities City of Edina. 13. New Hope's Naming of Parks and Facilities Policy. 14.2011 Fees and Charges. 15. City Gyms Expenses & Revenues for 2007. 16. City Gyms Expenses & Revenues for 2008. 17. City Gyms Expenses & Revenues for 2009. 18. City Gyms Expenses & Revenues for 2010. 19. Gym User Fee Revenues. 20. Bylaws of the Edina Community Health Committee. 21. Bylaws of the Edina Heritage Preservation Board. 22. Bylaws of the Edina Human Rights and Relations Commission. 23. Bylaws of the Edina Planning Commission. 24. Articles of Organization and Function of the Park Board. 25. City Code 1500 and 1507. 26. Proposed Park Board Bylaws. 27. Golf Course Consultant Request for Proposal. The following is the monthly Staff Report concerning each item on the agenda with the exception of Approval of the Minutes, Public Comment and Park Board Comment. Page 1 of 5 PARK BOARD MEETING IN THE COUNCIL CHAMBERS EDINA CITYHALL 4801 WEST SO STREET The Tuesday, April 12, 2011, Park Board meeting will be at 7:00 p.m. in the City Council Chambers at Edina City Hall. If you are unable to attend, please contact either Office Coordinator, Janet Canton, at 952-826-0435 JCanton@ci.edina.mn.us or me at 952-826-0430 JKeprios@ci.edina.mn.us. I. APPROVAL OF THE MINUTES * Tuesday, March 8, 2011 Park Board Meeting II. NEW BUSINESS A. *Park Board Bylaws Enclosed is a 1St draft attempt for proposed Park Board Bylaws document which is included in this packet. To assist me in the process, I reviewed the Bylaws of four other Edina Boards/Commissions which are also included in this packet. As you will notice, no two are the same. Also enclosed is a copy of the original "Articles of Organization of the Park Board" that were created in 1958. I tried to keep the proposed Bylaws for the Park Board as short as possible and not duplicate what is already in the City Code or current Minnesota State Law. The Park Board should feel free to alter the proposed Bylaws to your liking for the City Council's consideration. Formal Park Board action is requested on this agenda item. B. Establish Committees To accommodate and expedite the Park Board's request to form committees, the enclosed "Park Board Subcommittees Recommendation to the Council" document has been placed on the Council's April 5 agenda. Assuming the Council passes that recommendation, the Park Board may formally create those Committees. Once the City Council approves the Park Board's recommended Bylaws, the Park Board can have committees and subcommittees meeting outside of your regular meetings without having to seek prior Council approval. Chairman Joseph Hulbert recommends that the Park Board form the following two committees. 1. Facility User Fee and Other Related Fees Committee In an effort to help this committee prepare for their discussions, I have included the following documents in this packet: * Facility User Fee History Page 2 of 5 • 2011 Fees and Charges • 2011 Park and Recreation Department Approved Budget • City Gyms Expenses & Revenues for 2007. • City Gyms Expenses & Revenues for 2008. • City Gyms Expenses & Revenues for 2009. • City Gyms Expenses & Revenues for 2010. • Gym User Fee Revenues. I would also like to point out that there is a significant amount of budget information available to you on the City's website at: http://www.cityofedina.com/Departments/L3-11_Finance.htm That is the Finance Department's web page that has the following information available for viewing and/or downloading: • 2011 Budget • Enterprise Fund Detail • 2011-2015 Capital Improvement Plan • Annual Report (auditor's report) • 2010 Budget • 2010-2014 Capital Improvement Plan The above consists of several hundred pages of documents. If Park Board members would like a hard copy of specific documents to assist you with your committee duties, feet free to contact me. For this committee's benefit, I wish to point out that the Field Maintenance budget on page 115 shows the expenses to prepare athletic fields for scheduled play. As you will notice, the full-time and part-time Park Maintenance staff expenses in 2009 were $265,131. If there is other additional information that would be helpful in studying this issue, feel free to contact me. 2. Donations Policy and Naming Parks and Facilities Policies Committee In an effort to help this committee prepare for their discussions, I have included the following documents in this packet: • Donations Policy • City of Eagan Naming and Donations Policy • August 9, 2010 Park Board Work Session Minutes • Eden Prairie Donations Policy • Email from Gene Persha The Park Board began discussions regarding these two issues at their August 9, 2010 Park Board Work Session. No motions were made or actions taken at that time. Page 3 of 5 If there is other additional information that would be helpful in studying this issue, feel free to contact me. C. Veterans Memorial Committee As I briefly mentioned at the March Park Board meeting, Veterans Memorial Committee Chairman Mike Goergen and I are pleased to welcome a volunteer Park Board member to serve on the Veterans Memorial Committee in either a voting or non-voting capacity, whichever the Park Board prefers. The purpose for the request is to have a Park Board liaison other than staff at the meetings (in either a voting or non- voting capacity) in efforts to create more transparency, public support and better communications between the Park Board and the Veterans Memorial Committee. The Veterans Memorial Committee meets on the third Friday of every month from 7:30 a.m. to 9:00 a.m. at City Hall. The remaining 2011 Friday morning meeting dates are April 15, May 20, June 17, July 15, August 19, September 16, October 21, November 18 and December 16, 2011. III. OLD BUSINESS A. *Braemar Golf Course Clubhouse Consultant. Enclosed is a draft copy of a Request for Proposal (RFP) that can be sent to Golf Course Consulting firms. This draft is the result of additional input from the Park Board as well as revisions made by City Manager Scott Neal. At the March 8, 2011 Park Board meeting, Todd Fronek, Joseph Hulbert and Louise Segreto volunteered to serve on a committee to review the proposals from vendors who respond to the RFP and make recommendations to the Park Board. After proposals are received and analyzed, the Park Board reserves the right to interview one or more consultants before making a final decision. All Park Board members will receive copies of all written proposals. As you will notice, I am proposing a deadline of Wednesday, May 4, 2011 for vendors to respond to the RFP. Formal Park Board action is requested on this agenda item. IV. PUBLIC COMMENTS During "Public Comments, " the Chair will ask to hear from those in attendance who would like to speak about something not on the agenda. Individuals must limit their presentations to three minutes or less and cannot speak to an issue for which a public hearing was previously held and closed or a matter scheduled for a future hearing. Individuals should not expect the Park Board to respond to their comments. Instead, the Park Board might direct the matter to staff for consideration at a future meeting. V. UPDATES FROM STAFF (information only — no action requested) Staff will provide a verbal update on other Park and Recreation Department matters of interest to the Park Board that are not on the agenda and do not require any formal action. Page 4 of 5 VI. PARK BOARD COMMENTS This is the opportunity for Park Board members to provide comments on park and recreation related matters not on the regular agenda. VII. * ADJOURNMENT Page 5 of 5 Minutes of the Edina Park Board March 8, 2011 Edina City Hall, Council Chambers MEMBERS PRESENT: Bill Lough, Todd Fronek, Ellen Jones, Joseph Hulbert, Louise Segreto, Dan Peterson, Keeya Steel, Randy Meyer, Felix Pronove MEMBERS ABSENT: David Deeds, Austin Dummer, Jennifer Kenney STAFF PRESENT: John Keprios, Ed MacHolda, Janet Canton I. APPROVAL OF THE MINUTES Dan Peterson MOVED TO APPROVE THE JANUARY 11, 2011 PARK BOARD MINUTES. Todd Fronek SECONDED THE MOTION. MINUTES APPROVED. II. NEW BUSINESS A. Chowen Park Playground Equipment - Mr. Keprios informed the Park Board that for the Chowen Park playground equipment they used a different process on their approach to the design and selection of playground equipment. He explained that Mr. MacHolda solicited volunteers to serve on a small committee and asked them to come up with a plan they thought might work and then sent out a mailing to 333 households (those within 1,000 feet of the park) and invited them to an Open House. He noted that since the Open House Mr. MacHolda has continued to visit with the neighbors who were actively involved in the process and showed a strong interest in the neighborhood. He stated that they did go through a couple of other revision plans until they found one that equally satisfied their needs and desires. Mr. Keprios pointed out that from a staff's perspective they feel it's their duty to ensure that the final design is within budget, equipment is safe, that it's a really good value for the community, that it meets ADA requirements and that it's properly sized for its surroundings in the park. He indicated that the other step they changed is to bring it to the Park Board for approval. Mr. Keprios commented that for the next project he would like to ask a Park Board member to serve on the neighborhood committee. Mr. MacHolda stated that Jennifer Corniea and Matt Dubbe were the neighborhood committee members. He noted that at the Open House a resident, Angela Gadtke, informed the committee that she thought the design was missing some toddler elements. He indicated that for the next week Ms. Gadtke, Ms. Corniea, Mr. Dubbe, Game Time representatives as well as himself made a series of revisions and came up with the final plan which everyone endorses. Mr. MacHolda pointed out that in addition to what is seen on the diagram of the park in terms of playground equipment there are three trees, five benches, two trash receptacles and a pair of soccer goals. Mr. Keprios informed the Park Board that the selection of the pieces wasn't simply done by what looked to be the most fun but kept in mind the obesity issue and so the equipment is a little more exciting, challenging and physically rewarding for kids. Ms. Jones asked if the neighborhood had a chance to see the final revised plan after the Open House to which Mr. MacHolda replied no. Mr. MacHolda indicated there were approximately 12 adults and five children at the Open House where there was a large drawing of the proposed plan. He noted there was good dialog and they did start the process of making a couple of revisions. He commented Ms. Gadtke really stepped forth from the community in stating that she felt there was a piece missing for the toddler age group. He noted Ms. Gadtke, Ms. Corniea and Mr. Dubbe early in the process branched to other neighbors that had toddler age children and made revisions so what they have today is a good representation of the neighborhood. Ms. Segreto commented that she does like the change in process so that it now includes the Open House and added that she thinks it broadens the bases of community consensus. She asked is it clear when the time for public comment is over, so that people feel if they don't get their comment in by a certain time it would not be considered because it's late. Mr. Keprios replied that the letter that was mailed out inviting neighbors to attend the Open House stated: "if, after reviewing and discussing the plan on Wednesday, February 16th the neighborhood agrees with the neighborhood committee, the proposed plan will be placed on the Park Board's March 8th 2011 agenda for their approval." The neighborhood was made aware there would be no follow-up Open House. Mr. Lough stated that he would like to support this process and all processes that would tend to involve a wider range of the community that the park would have an impact on which has been done in this case. He stated that the only caution he would urge, and it seems to have been done in this case, that you bring the process to a conclusion so that the public feels they have had the chance to make their comments. Mr. Peterson asked if there is any activity by senior citizens in the neighborhood where there is something in the park for them and secondly what is the life expectancy of the playground equipment. Mr. MacHolda replied that the current playground equipment at Chowen Park was installed in in 1991. He noted that the new equipment should easily last 20 years. As far as the diversity of the neighborhood once the letter went out he did hear from the senior population and when they found out who was involved in the neighborhood committee they were at ease. He pointed out that more trees and benches will be added which will be an enhancement for the older population to come and enjoy and sit and watch. Mr. Hulbert asked if the soccer area will become a scheduled field to which Mr. MacHolda replied no. Mr. Hulbert asked if there is a plan for the rest of the parks beyond the current CIP as far as the playground equipment. Mr. Keprios replied there has been an ongoing plan that's in written form that shows it as a 15 and a 20 year 2 replacement schedule. However, with the newer equipment with the exception of the wooden equipment seems to last about 20 years so they are pretty much on a 20 year replacement schedule. Mr. Hulbert commented that he also likes the addition of the trees in there for the next generation. Ms. Angela Gadtke, 5825 Drew Ave., stated she would like to commend the process and commend Mr. MacHolda for his work. She noted she was very vocal at the Open House in trying to get more activities and equipment for the younger children and Mr. MacHolda was very open to suggestions. She indicated that she thinks they came to a consensus of a plan that really represents the young families in their neighborhood as well as the families of children that are a little bit older. Mr. Meyer asked what is the warranty of the equipment which John Elder, the representative from Minnesota Wisconsin Playground, replied that the warranty on the product is 100 years on locks and uprights, 15 years on rotationally molded plastics and one year on the moving parts. Mr. Meyer asked Mr. Elder if he ever gets any objections to the one year on moving parts to which Mr. Elder replied no because if something is going to happen it's going to happen within the first year. Mr. Elder explained to the Park Board the difference between an engineered wood fiber and a wood chip. With a wood chip you are at the mercy of whatever the person operating the chipper decides to throw in that day: leaves, branches, bark, limbs, etc. He indicated that engineered wood fiber is the shredded core of a hard wood tree and the benefit to that is it knits together to make more of a static surface which complies with the ADA and provides a predictable impact safety surface. He added that it also allows for use of wheelchairs and walkers whether it's for someone who has ADA challenges or someone who is elderly with a grandchild. Mr. Meyer asked how often the wood fibers are topped off to which Mr. Elder replied there will be a top off every five to seven years. Mr. Hulbert asked is there anything in this facility that is directed towards children with developmental disabilities or special needs. Mr. Elder replied a lot of the rope based activities are quite often used for kids who have some of the ADA challenges as well as some of the cognitive disorders. He noted there are ground level events for children who have mobile disabilities such as steering wheels and the like. He pointed out that the tire swing is something that is strongly pursued for ADA purposes and is quite often used for children with mobility issues because of the larger area that you are able to place the child onto. He indicated that for the swings they did two belt swings and two enclosed tot seats and the purpose behind that was because of the larger number of smaller children in that area. Mr. Elder commented that the toddler rocker as well as the see saw are also ADA compliant as ground level events. He noted these are some of the things that are of the new age playgrounds where it's using different muscles and different motor skills which is especially helpful for kids whether it's autism or the spectrum disorders or any of the physical disabilities. Mr. Hulbert asked what about for children with disabilities that might like to swing but can't stay in a loop belt or won't fit into the enclosed tot seat. Mr. Elder replied right now there is nothing; however, it is equipped so that they are able to put in an adaptive seat. Mr. MacHolda stated that there was one on the original drawing but one of the parents who attended the Open House was concerned about the weight of that bucket. This person felt if a toddler wasn't paying attention it could really hurt a small child; therefore after the Open House they went to the two belt two bucket swings. Mr. Elder pointed out that there is a nature discovery table underneath one of the decks where kids are actually able to position themselves and it has a very tactile sensation because that is something that is especially attractive and calming for children with any of the sensory disorders. Mr. Hulbert commented that as a parent of child with special needs he thinks this is something that needs to be considered and if anybody has talked to anybody in that neighborhood that might be a user of that park their thoughts should be taken into consideration if they haven't been brought to the table. Mr. Elder replied absolutely and that is one of the things you will notice with their plan. They always meet the ADA requirements but usually they exceed it and added that when he puts a playground together he tries to keep those sorts of things in mind. Mr. Hulbert asked with this equipment for the swings if they wanted to add one of these two years down the road could they put that on that playground equipment to which Mr. Elder replied absolutely. Mr. MacHolda commented that they can easily swap out one of the belt buckets for the ADA swing. Mr. Fronek asked Mr. Elder if his company provides both the equipment and the installation to which Mr. Elder replied yes. Mr. Fronek asked if they are going to be within budget to which Mr. Elder replied the way the equipment is priced they will be within budget which does include installation. Joseph Hulbert MOVED TO APPROVE THE PROPOSAL AS OUTLINED WITH THE CAVEAT OF HAVING ONE OF THE BELT SWINGS CHANGED OUT FOR AN ADA TOT SEAT. Louise Segreto SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. B. On -Camera Meetings vs. Off -Camera Meetings — Mr. Hulbert indicated that he has received feedback from some members who feel an off -camera environment may be more conducive to dialog because they are able to sit around a table and look at one another. He stated that it may be a little more productive in the case of certain topics to have off -camera meetings and added that it would not require as much expense. Mr. Lough stated there are at least two broad areas in his mind where off -camera situations would facilitate their coming to eventual agreement about issues which may be more nettlesome. He indicated that he also thinks when they sit in an on -camera session there are different levels of understanding as to what the issue is and sometimes they are expected to act on something in a fairly short order manner. Therefore, he thinks one of the benefits of work sessions, which may be off -camera, is that they can absorb research and ask questions about the research as well as ask for follow-up research. He noted then they can get themselves to a level where they feel comfortable and understand what's going on and what they are being asked to decide upon. Mr. Lough stated that he would rather see more on -camera time used by the individual 10 members to state what they think about their understanding of the issue and their opinion 4 about what actions should be taken. He commented that also during work sessions they are able to sit in a more collegial environment and spend time not only collecting data but exchanging opinions. He stated that he's not saying they wouldn't do that in an on - camera session but he thinks it would allow them to form points of view around certain issues and to express those points of view with some degree of confidence and it doesn't take anyone by surprise per se and they are encouraged much more to do that. Ms. Jones indicated that she was thinking in terms of the questions that were on the letter that Scott Neal, City Manager, had sent out. The first question was "Do you believe that filming your Commission meeting, and subsequently rebroadcasting the filmed meeting on cable television, would change the manner in which commissioners or guests behave or participate in your Commission meetings?" She stated in response to the question she does actually get a little self-conscious and does think it can affect a free flow of opinions and attitudes; however, when it comes down to it she doesn't think it has a totally negative effect. She commented that when she wants to look into what's been going on in the city she looks through the minutes and feels as long as there are good minutes they don't need to be filmed. She also pointed out in this day and age when they have to watch every penny and the fact people are getting paid to film the meetings makes her hesitant about spending taxpayer money on that. She stated she would be interested whether or not the community feels that this is a service they want their tax money spent on. Ms. Jones stated that another question that was asked was "In what areas do you think it would be very important to have those filmed". She stated her feeling is that any kind of public comment period would be important to be filmed. Ms. Segreto stated she does agree with everything Mr. Lough and Ms. Jones said. She then asked Mr. Keprios if they were to take some of their meetings and convert them into work sessions that would not be televised is there a requisite number of public meetings that the Park Board must have to satisfy the ordinance requirements. Mr. Keprios replied no but did clarify that the Park Board could still have a meeting, not necessarily a work session, that's not on camera. He stated that he doesn't want to confuse work sessions versus meetings off -camera. He noted that work sessions really are a singular agenda topic item that is one issue that they are going to work on. He stated that meetings are when they actually intend to take action as well as take public comment but it doesn't have to be on -camera so there is a difference between an off - camera meeting and a work session. Ms. Segreto asked Mr. Keprios if the City is receiving any public input as a result of the meetings being televised. Mr. Keprios replied that to his surprise there are quite a few people that do watch it and from his own experience people do tell him that they've watched the Park Board meeting on TV. Ms. Segreto indicated that if the Park Board is taking a vote on something then she thinks it should be televised. If they are not taking a vote and it's truly a work session then they could cut back on the number of meetings that are televised. Mr. Keprios pointed out that the question for the Park Board is how important is it so they can watch it at home on TV versus reading the minutes. He noted that the action can take place whether the Park Board is on camera or not. He stated that if the people want to be actively involved in their government then they need to be here. That is something you should consider as you are thinking about camera versus no . camera, or perhaps there are only certain types of issues that require an on -camera meeting as is the case in at least one other community he is aware of. Mr. Fronek indicated that he would like to echo all of the statements previously made. He noted that he does think being on -camera does affect the manner that he conducts himself and he thinks it's sub -conscious. He stated when you're on TV and you're sitting up high he does think the manner he is conducting himself is different. He noted that whether it's an off -camera meeting or work session scenario they are at a round table, it's easier to have a discussion. He indicated that maybe Park Board members need to take on a little more burden or as Mr. Lough has eluded to a little bit more research and understanding of the issues that are presented before them. He stated they should have some sort of dialog among Park Board members and staff in a less formal environment so that when they are on -camera the facts are all out and everyone understands their opinion. Therefore, he thinks as a Park Board that first they will be more informed and second they will be able to discuss different factors with the people in the community. Mr. Hulbert indicated that when they had their work session last July he thought it was very productive and people were chiming in whenever they wanted and didn't have to worry about interrupting or touching their microphones. He stated that he thinks they could have more of them and if it ever evolved into something where they wanted to make a formal motion they would then bring it to the Park Board meeting. Mr. Hulbert suggested that maybe they look at forming smaller subgroups and try to tackle more things at the same time and then come back and report back to the Park Board like what Ms. Jones did with the CAT committee. Ms. Steel noted that the two issues that come to her mind are transparency and accessibility and Edina has done a good job televising the Park Board meetings as well showing it online. She stated that she does receive e-mails from people saying that they have watched the Park Board meetings either on TV or online so there are viewers out there. She indicated that to take that away from viewers in the age of twitter and social media she thinks it would really be a step backwards for Edina and she couldn't do that to their community members. She noted that people are not always able to attend their meetings for many different reasons so they also need to consider that. Ms. Steel commented that as far as work sessions they have a lot of issues that they need to work on and a lot of questions so she would like to have more work sessions where they are able to divulge into these issues and have that dialog because she thinks they are very productive. She stated if they are taking action on something that needs to be televised and they need to be up front with the community. Mr. Meyer gave a little perspective from his involvement with the School Board. He noted that about three years ago they went to approximately every other meeting being a workshop as opposed to a formal meeting and thinks that structure has worked well for them. He noted that they have a lot of ideas and interest in things they want to pursue but unless staff comes to the Park Board with proposal X they really don't have a way of articulating it in a general sense and feels that is what workshops are for. He stated that he agrees with Ms. Steel and at School Board workshops they rarely pass an item, unless it is time sensitive, it goes back to the regular meeting as part of the minutes. Mr. Meyer indicated that he disagrees with what said earlier about workshops having one agenda item. He commented that he thinks you can come into a workshop and say okay, we are going spend 20 minutes on item A, 20 minutes on item B, and 20 minutes on item C; it doesn't need to be a single focus. He noted that they may want to think about some kind of regular schedule to start with to get into this type of process. Mr. Meyer indicated that he thinks if they are going to pass a motion it should be in front of the cameras at a televised meeting. Mr. Peterson stated that he agrees with Mr. Meyer and in response to Mr. Neal's third question, "Do you believe that filming and rebroadcasting your Commission meetings is an important tool in communicating your Commission's activities and discussions with the public?" that he does. He indicated that he thinks there is a lot of interest and that television has become the equivalent of a New England town hall meeting except you don't have to go to City Hall you can watch it at home. He stated that he does like the idea that if there are no action items maybe they could get longer briefings from staff and a longer questioning period of understanding what the issues are. Mr. Pronove stated that in general he agrees with what has been said so far, but it seems to him that when they do have some basic questions they faint away from the camera. He indicated that at their last work session when one of the focuses was the golf course there were definitely more questions brought up. He noted that he felt a little more confident coming in knowing a little more about the golf course and knowing a little bit more about the concerns. He stated that he tends to shy away sometimes from basic questions he might need answered because other people might find it irrelevant. Therefore he thinks work sessions are a nice spot to get things out of the way but when they are on -camera they should definitely focus more on the more important kind of questions that they can't answer themselves because they need help from the community or even experts. He stated that he feels work sessions help for more basic questions and the more important and in-depth questions should definitely be brought up on -camera. Mr. Lough stated that after listening to everyone's point of view it seems they spend a lot of time asking questions of staff and having communication back and forth between member and staff. He indicated that he thinks if they had more work sessions then maybe they would become more comfortable looking at each other, asking questions of each other and even be willing to express, to some degree, disagreement when it's appropriate. He noted that he's not saying disagreement is wrong, it's a matter of feeling more comfortable with one another to do it and perhaps that comfort would help them arrive at better decisions as a Park Board. He stated that he would like to be able to exchange their views and get into some of these issues in a little more comfortable and direct way. He indicated that he thinks the public would benefit from this because he thinks it's more likely at that point that they would then exchange views on -camera and it would be much more forthcoming about what they are thinking, what point of view they are taking and what perspective they are taking on a particular issue as they try to arrive at the correct decision for the community. 7 • C. Recap of February 1 2011 Work Session with City Council (action plan) 1. Veteran's Memorial Future Maintenance Expenses — Mr. Hulbert reminded the Park Board that at the work session it seemed the maintenance expenses for the future veteran's memorial was a concern for some people. He indicated that they want to know what would be the city's burden for maintaining it. Mr. Keprios replied the discussion of future maintenance expenses will form its own calendar based on the design process and they won't know that until they have a design and it's been approved. He stated at that point the discussion will be who is going to cover the cost for the maintenance. He noted that he also thought what he heard at the joint work session was that they also need to come forward with what is the value of the land where it's going to be placed and the cost of any proposed restroom facility improvements if that becomes an added feature to the park. Therefore, they need to decide should that be the burden of the Veteran's Memorial Committee even though the restrooms currently serve the whole park, so they will need to have a discussion regarding that issue. Mr. Hulbert asked Mr. Keprios if the committee said something about having an Open House. Mr. Keprios replied that the City Council made it real clear they would like an Open House that we will host as well as hold a public hearing at the City Council level. He stated that the question for the Park Board is do you also want to have a public hearing at a Park Board meeting or just rely on input from the community beyond an Open House. He indicated that he is envisioning that once they have a design to bring before the community and answer their questions if the Park Board still feels a need to have a public hearing at a Park Board meeting, we can certainly put it on the agenda at that point. He noted what he heard from City Council is they want there to be an Open House and they definitely want to have a public hearing and specifically want to make sure they are aware of what the maintenance expenses are and what the burden on the tax payer is going to be. Mr. Hulbert asked if they have solicited design companies or architectural firms to submit proposals. Mr. Keprios replied that the City Council approved the contract with SEH Architects, and so far they have had one meeting with the Committee. The meeting was more of a fact finding, where does the committee want to go, what elements are they sure about, etc. He noted that there is still a long ways to go before a design will come to the Park Board. Mr. Keprios commented that he was going to ask the Park Board next month to see if they would like to have a liaison serve on the Veteran's Memorial Committee. He noted that he hasn't had a chance to discuss this with the chairman so he would like to give him the courtesy of a phone call first; however, please start to think about it and they can discuss it at next month's meeting. Mr. Meyer asked what sort of meeting schedule the committee is on to which Mr. Keprios replied the main committee typically meets the third Friday of each month at 7:30 am in the Mayor's Conference Room. He indicated that recently the Chairman sent him an e-mail asking if this would be an appropriate time to step up the number of meetings in the short term; however, he thinks there are enough sub committees 8 that should be doing a lot of the work outside the main body that they should be able to keep meeting once a month and added that the architect also seemed to think that was appropriate. 2. Facility User Fee Per -Participant — Mr. Hulbert asked Mr. Keprios is there or is there not going to be a study taken to determine activity by activity what the cost is for soccer versus softball versus hockey, etc. Mr. Keprios replied he is trying to recall if that was a request of the City Council to get into that level of detail because it's not going to be an exact science if that's the mission they are being sent off to do. He noted that staff can certainly take a shot at it but if this is going to be a priority item they will not be able to have all four items on the same agenda because there wouldn't be enough time to get all of the information to the Park Board. He pointed out that the participant fee is going to come down to is philosophically does the Park Board feel it should be covering the expense for the majority of a particular sport or should they be subsidized like it is now. He stated that the per -participant fee will likely go up next year but it becomes a matter of how much. Mr. Keprios indicated that he thinks the Park Board may need some more background information in order to make an informed decision. In addition, they will also need to inform the athletic groups that this is under consideration. Mr. Meyer indicated that he didn't think the goal was necessarily to up the fees or fix it but rather what would be helpful initially is to be able to understand where their costs are and get a handle on how the expenses work. He noted that he thinks once they have that information they can start to think about what their long-term objective is and then they can see where they are subsidizing programs in some places, which may be just fine, but be able to make it a choice versus a random act. He indicated that from his perspective the most helpful thing as a board member would be to understand the overall dynamics of how it's currently structured, he's not so worried about getting down to the last nickel, it's more conceptually how are these costs rolling out and then have a discussion around it. He stated that he doesn't want to surprise the athletic associations and up all of their fees but, more importantly, at least understand does it make sense when they look at it. Mr. Keprios informed the Park Board that he can certainly take a shot at it if the desire is to try to break it down sport by sport. He noted they are not budgeted that way and he would have to take their best estimate because they have a field budget and an outdoor rink budget and how much of that is specifically expense just for a hockey rink is something they can take a shot at and then take the raw data as best they can and go from there. Mr. Meyer stated that he thinks before staff goes through a ton of work maybe the Park Board should discuss the process first so that Mr. Keprios is clear on whether we are giving direction or asking questions that make sense. We need to be clear about what it is we are asking for so that Mr. Keprios is not putting in a ton of work without being really sure about what it is we are trying to accomplish. Q, Mr. Fronek indicated that maybe it would help to see how the budget breaks out and see what is spent on fields and then try to formulate how many kids are in field sports and get a rough idea of where they are subsidizing. He noted that to Mr. Meyer's point maybe get a little bit more tangible idea of where the expenses are so they can begin to drill down and not put a ton of burden on staff. Mr. Keprios replied that he would be happy to start with the budget and show on the big picture of what they have so that it's clear data to then break it down per sport and then have a discussion. Mr. Hulbert stated that he thinks this is something that would be good to discuss at a work session and talk about the data and work through the topic and later bring it to a Park Board meeting to take action. Mr. Fronek indicated that he also thinks that would be an opportunity to discuss philosophy and express opinions so they can start to back up the process. He commented that if he remembers correctly this started out as a good idea to start charging these people a dollar amount and then it's increased incrementally; however, that philosophical viewpoint hasn't been reevaluated. Future of Edinborough Park and Centennial Lakes Park — Mr. Keprios informed the Park Board that this issue was requested by staff to be put on the Park Board/City Council joint work session agenda. He explained that Edinborough Park/Centennial Lakes started out with a trust fund that had approximately nine million dollars and in less than five years it will be down to zero. He noted they will be out of money because there is a subsidy every year and to cover the subsidy it comes out of the trust fund, it's like a train running out of track. He stated that they need to find a way to do one or more of three things: bring in more revenue, cut expenses or find another source of subsidized funding. He noted that from staff s view the last thing they want to see happen is to have it become another Town Square like St. Paul where it's sold and becomes private property. He stated that maybe there are a lot of other ideas of what Edinborough could be or should be. He noted that one of the things he heard would be to hire a professional consultant and added that he has already been hearing input from some City Council members as well as residents. Mr. Keprios stated that he would like to hear more input and said he can put together all of the data regarding their numbers of visits, how many are residents, etc. He pointed out that they are trying to do a little better job of breaking out where the maintenance and operating expenses are within the park itself as well as what are the options, how would it affect current contracts and agreements that are in place with those that own property around the area. He stated that it's a very large issue that is going to need attention soon and it's something that's on their radar screen as a high priority and would like the Park Board's input into the process. Mr. Fronek asked if Edinborough Park is a separate entity from Centennial Lakes Park as far as the trust fund is concerned to which Mr. Keprios replied they are of the same trust fund so they are considered one and the same. Mr. Meyer indicated that he would say this is probably their highest priority as far as understanding. He noted this would be a good workshop item to find out the history, where they are now and what the current time line is for the decision process. He commented that he thinks they could go from there because he doesn't know the 10 history to understand possible solutions or the perspective on it so he feels that should be the first step. Mr. Peterson questioned how many people even know about the facility. He stated that a lot of municipalities collect e-mail addresses of citizens and maybe they could start to do that in Edina. He noted there are a lot of ways to put a coupon on an e- mail. He also suggested that possibly they think about having the City of Edina or Park and Recreation Department have a table at the Farmer's Market at Centennial Lakes and feature what's available and maybe members of the Park Board could volunteer to be there for a couple of hours. This is one way people will know the incredible facilities that the Edina park system has to offer. 4. Naming of Parks and Facilities Policy — Mr. Hulbert indicated that maybe they should try to schedule a joint work session with the City Council to discuss Edinborough Park and Centennial Lakes. He noted he would also like to have a work session to discuss facility user fees and pick up where they left off at last year's July work session regarding the naming policy and donations or maybe divide up into smaller work groups. Ms. Steel indicated that she likes the idea of dividing things up and she does understand the urgency of some of it but they do need to be sensitive to staff time and asked Mr. Keprios how he thinks it could be best managed. Mr. Keprios replied that it's going to require that staff do quite a bit of research regarding Edinborough and Centennial Lakes which they are currently working on. He stated that he thinks it's premature for him to make promises of his staff without asking them just how long it's going to take them before they are prepared to give Park Board all of the facts and information needed to come up with a plan but thinks they should be able to get it done within a couple of months. Mr. Keprios stated that they will not be able to cover everything in one work session. He explained just for clarification the donation policy and the naming policy are totally separate but are certainly good topics. He stated that he would like the opportunity to do a little more research and thinks a two month period to pull the data together will give him plenty of time. Mr. Fronek noted that he thinks it probably makes sense to have the Edinborough/Centennial Lakes work session first and then decide what they want to do in terms of any sort of sub -committee or group that's going to be formed. He stated that he thinks Edinborough/Centennial Lakes should be the top priority and the rest of them seem less of a priority and once they figure that out they can move forward. Mr. Lough asked since the facility user fee background materials can be prepared more quickly than Edinborough/Centennial Lakes perhaps the Park Board could get started on the user fees. He noted he would classify that as the second highest priority. Mr. Keprios replied that if that's the agreement of the Park Board then staff will do their very best to have it in front of you within two months. 11 Mr. Meyer suggested having a May workshop with the majority of the time being spent on Edinborough/Centennial Lakes. He noted if that timeline works then they could spend 30 minutes looking at the facility user fee in the big framework, not the details. Maybe just try to understand how the budget flows and then let Mr. Keprios know what they are looking for specifically. He commented that way Mr. Keprios isn't spending a lot more time than what is required up front. Mr. Keprios replied that, if they need to, he thinks they could put the facility user fee on next month's agenda. Ms. Steel commented that she thinks the idea is just to get some background information so that they are able to develop some of their questions and decide what their priority questions are. She asked when the Park Board approves the fees and charges to which Mr. Keprios replied in September. Mr. Hulbert indicated so it may be possible to have a May work session and do a brief educational overview on facility user fees and Edinborough/Centennial Lakes and added that at some point in the upcoming year he would like to pick up where they left off last July with the naming of parks and facilities. III. OLD BUSINESS A. Braemar Golf Course Clubhouse Consultant - Mr. Keprios reminded the Park Board that the direction he received from the City Council at the work session was to start over with a more formal request for proposal process approach to hiring a consultant. He noted he was asked to submit it to everyone who has shown an interest in it to date and to further analyze if there are any other consultants out there that they should consider. Mr. Keprios put together a draft of request for proposal which gives potential consultants about a three week window to respond to it. He pointed out that it states the Park Board reserves the right to choose whatever consultant they feel has the best value to the community and not necessarily who is the lowest bid. It also states anyone who has expressed an interest who wants to submit a proposal is by law legally rightful to do so. Mr. Keprios asked the Park Board if they would like to have a couple of Park Board members volunteer to work with staff once the proposals are submitted to go over them. Ms. Segreto stated that she thinks it would be a good idea to have several Park Board members to help staff weigh through the proposals. Mr. Fronek noted that he agrees and he would be happy to serve in that capacity. Mr. Hulbert asked Mr. Keprios if this is something they should do after a work session. Mr. Keprios replied that the proposal deadline is March 29th and explained that he would like to call a meeting to distribute the proposals to the volunteers so that a recommendation could be made at the next Park Board meeting. Mr. Hulbert and Ms. Segreto both stated they would like to volunteer. Mr. Lough noted that he is not volunteering but asked if the RFPs could be e-mailed to the other Park Board members as well so they could read them to which Mr. Keprios replied he would be happy to do that. 12 Ms. Jones stated that she would like to add a couple of questions to the RFP because she wants it to be made really clear what it is they are trying to answer. Ms. Jones read her questions. "How do we change the Edina Golf enterprise from a money losing enterprise to one that makes enough money to reinvest in its own facilities"? If this is possible, how long would it take?" "What do we need to do to make it happen"? "If it is not possible, what are our options, for example on-going taxpayer's subsidy, privatization, partial sale of property, or whatever"? "The long range vision for the Edina golf enterprise is to make it one of the best if not the best public course in the market; is this possible given the objectives stated above"? "What are some long range plan options to make this happen"? Ms. Jones stated that these are broad questions without getting into details because she wants to make sure these questions are answered. Ms. Jones stated that in the scope of the study she would also like to add staff and compensation as separate line item. She would like to ask the question "Are the right people in the right positions for success". She commented that these are some of the things that she would like to add. She indicated that she would also like to add to one of the sections on the back some kind of full disclosure because the Park Board did talk about the need to make sure that we are aware if there is any relationship with the city. Therefore, she would like to include statement "The City of Edina is interested in hiring a consultant who is independent, unbiased and without a conflict of interest. Please explain any relationships that the owners or principals or team members may have with the Edina Golf Enterprises, City of Edina". She would like something like that added so they are told up front. Mr. Keprios asked Ms. Jones for clarification on what it is she is asking the consultant to do with her question "Are the right people in the right positions". Ms. Jones replied she wants them to use their best judgment to evaluate whether or not they have the right people in the right positions because she would think they are working with many different kinds of golf enterprises and they will know whether or not we have the right management team, have the right people with experience in the pro shop with accounting principles. She stated we need to know if we have the capability of making this a successful enterprise. She commented that it's a tough question but she would like an unbiased person to come in and take a look at it because if they are looking at the whole enterprise she thinks that should be looked at as well. Mr. Keprios stated that he would take issue with the question for a document that becomes published and says that someone is not qualified to be in the position that they are currently working. He indicated that is more of a management and personnel issue and not for a consultant to address, they deal with those things at a management level and not in the eyes of the public. Mr. Keprios pointed out that the other piece is he gets a little concerned with his own proposal in that it may be asking for more than they are going to be able to afford. Ms. Jones indicated that she can appreciate sensitivity but she is looking at the big picture and would like to hear from the rest of the Park Board their opinions if this is a 13 U question on the table for a consultant to give. Mr. Keprios replied that he totally agrees that the consultant will likely study and answer the question; Do we have the right number of staff and the right number of positions for the certain tasks that need to be done"; however, getting into qualifications and do they have the right personality for the job or whatever that is not something they should be asking a consultant to do. Mr. Lough asked Ms. Jones if the Park Board could have a copy of what she has just suggested distributed by e-mail and then he would invite the Park Board to get back to Mr. Keprios with comments about what has been written. He stated that it articulates what they are trying to do, maybe it's not appropriate that the consultant upon further reflection comment on all of this but he thinks that it has to be taken under advisement. Mr. Meyer indicated that if the Park Board feels strongly do we have the right people in the right positions with the right skills then maybe they could filter that in a way that it goes to Mr. Keprios or Mr. Neal. He stated that if they are paying for that information and it's being gathered then they are making a mistake if they are not sharing that with the administration of the city. He commented that he doesn't need to know it and he doesn't think anyone on the Park Board needs to know it but if it's being collected it should be shared. Mr. Keprios responded that he believes that any information gathered is public information and wants to make sure that they don't mix personnel issues versus filling positions, such as, do we have the right number of positions for the tasks at hand and not get into personality and qualifications type of thing. Mr. Hulbert noted he thinks these are tough questions but are good questions and he thinks they are not necessarily totally unfair questions for taxpayers in Edina who the golf course belongs to and they may want to know some of those answers. He stated that he is curious to hear what he Park Board members think of Ms. Jones questions. He indicated they are being asked to approve an RFP based on the criteria and asked if they still want to do that or do they want to deliberate it for a month and think about it. Ms. Segreto stated that she would like another month to look at what Ms. Jones has put together and think about it. Mr. Fronek indicated in his view he would defer more to staff's judgment with the understanding that the Park Board and City Council as an advisory role they have to empower staff to allow them to operate facilities. He stated that right now they are at the point where the golf course isn't making money, and Ms. Jones first question was eloquently put "can this enterprise make money and are the right structures in place for this to make money". He stated that as an appointed member of the Park Board he is uncomfortable getting into employment decisions with regards to the enterprise facilities. Mr. Keprios indicated that maybe instead of detailing what is in the scope of the study maybe you determine the questions and the consultant could say yes they can do it or these are things that would need to be studied to get you your answers. He noted that he thinks it would be worthy to wait another month. 14 Mr. Lough asked Mr. Keprios if he could take a crack at rewording the RFP and take into account some of the questions that Ms. Jones has asked. Mr. Keprios replied absolutely and encouraged the Park Board members, after reviewing Ms. Jones questions in writing, to let him know if they have any additional questions because maybe there are other questions that they haven't thought of tonight and then he will come back at the next meeting with a rewritten RFP for Park Board's consideration. V. PUBLIC COMMENTS Raymond O'Connell, 4612 Valley View Road, informed the Park Board there are two osprey boxes at Braemar Park; one has been in use since 2009 and has had two fledgings so far, 2009 and 2010. He noted that the reason he is here is because there is a pole on park property west of the ice sheets inside the fence of the lower lot at Braemar. He noted that it's a good pole, 45 feet long, and noted that Mr. Anderson and Mr. Swenson would like to get that up and there is a great spot for it practically in the middle of the course. However, where it's located is heritage grass which cannot be disturbed and there is signage there that states that. He stated that in the next couple of weeks, hopefully when the snow melts, he would like to get that pole transported, which everything can be done in house with a front loader, and put it in place. He noted that he doesn't want to go over Vince Cockriel, Park Superintendent, but he wanted to be sure that the Park Board knew about it. He explained that the design for the osprey boxes is to bring more notoriety to the parks and it is working, people like to watch them. VI. UPDATES FROM STAFF Mr. Keprios informed the Park Board there isn't a lot to update on because he has been out of the office the last three weeks because of an illness but has slowly been working on getting back to full-time. He noted that he wanted to remind the Park Board that he will not be at the July Park Board meeting because he will be having a knee replacement and will be out of commission for the month. He noted that may be a good time to have a work session and Mr. MacHolda would be in attendance. VII. ELECTION OF OFFICERS John Keprios opened up the floor for nominations for Chair of the Park Board. Louise Segreto MOVED TO NOMINATE JOSEPH HULBERT. RANDY MEYER MOVED TO CLOSE NOMINATIONS. TODD FRONEK SECONDED THE MOTION. Mr. Keprios announced that Joseph Hulbert has been voted as Chair of the Park Board and congratulated him. John Keprios opened up the floor for nominations for Vice -Chair of the Park Board. JOSEPH HULBERT MOVED TO NOMINATE KEEYA STEEL. TODD FRONEK MOVED TO CLOSE NOMINATIONS. DAN PETERSON SECONDED THE MOTION. Mr. Keprios announced that Keeya Steel has been voted as Vice -Chair of the Park Board. 15 VIII. PARK BOARD COMMENTS Joseph Hulbert stated that Janet Canton does an incredible job with her minutes because it's almost as though you write down what I'm trying to say rather than how I speak it, you do a wonderful job, thank you. MEETING ADJOURNED AT 9:00 PM 1-1 IVI r}}�� Cn y .4 • t�E-bx�oxr:��// 1R(38 REPORT/RECOMMENDATION To: MAYOR AND COUNCIL Agenda Item From: John Keprios, Director Park and Recreation Department � Action Discussion Information Date: April 5, 2011 Subject. Park Board Subcommittees ACTION REQUESTED: The Park Board Chairman recommends that the City Council approve his request to permit the Park Board to form a subcommittee to study association fees and fee related matters such as the Senior Center; a subcommittee to study the donations policy and establish a naming of parks and facilities policy; and a subcommittee to review responses to the Golf Course Request for Proposal. The Chairman further recommends that the Park Board be permitted to include other residents who are not Park Board members to serve on the subcommittees. INFORMATION/BACKGROUND: As stated in Ordinance No. 2011-02 An Ordinance Amending the Edina City Code Concerning Boards and Commissions: 1500.05 Committees and Subcommittees A. Establishment. A board or commission may, with specific approval of the Council or pursuant to its bylaws, establish committees, subcommittees, committees of the whole or working groups that include members of the board or commission and additional persons as requested by the board or commission. Unfortunately, the Park Board does not have established Bylaws at this time; however, that matter will soon be on the Park Board's agenda for consideration. At the March 8, 2011 Park Board meeting, three members expressed an interest in serving on a subcommittee to review outside consultant responses to the Braemar Golf Course Request for Proposal. On March 9, 2011, Chairman Joseph Hulbert sent staff an email requesting formation of the subcommittees mentioned above. DONATIONS/MEMORIALS POLICY (ADOPTED BY CITY COUNCIL JUNE 20, 2000) The City of Edina encourages and welcomes donations from civic groups, organizations, individuals, businesses or churches for a variety of community programs, projects, events, equipment, park amenities and land. Donations shall be recognized in a manner based on the amount or dollar value of the donation. In other words, all donations greater than $300.00 but less than $5,000 that are accepted by the City of Edina shall be recognized by: 1. Displaying donation, name of donor, name or names of those given in memory of (if applicable) on the City's web site for one calendar year (January 1 -December 31). 2. Displaying donation, name of donor, name or names of those given in memory of (if applicable) in the City's About Town publication once during the calendar year (the first edition of each year). 3. Sending letter of appreciation from the Park and Recreation Department to the donor(s) for their contribution. 4. Keeping a permanent record of the contribution in the archives of the Edina Historical Society. Donations of $5,000-$24,999 shall be recognized by: 1. Displaying donation, name of donor, name or names of those given in memory of (if applicable) on the City's web site for one calendar year (January 1 -December 31). 2. Displaying donation, name of donor, name or names of those given in memory of (if applicable) in the City's About Town publication once during the calendar year (the first edition of each year). 3. Sending a letter of appreciation from the Mayor to the donor(s) for their contribution. 4. Keeping a permanent record of the contribution in the archives of the Edina Historical Society. 5. Permanently displaying the name(s) of donor(s) on "CONTRIBUTORS TO THE EDINA PARK SYSTEM" board under the bronze category. 6. Upon request, displaying a permanent bronze casting of the name of the donor and accompanying language at a location approved by the Park and Recreation Director. Donations of $25,000 or more, shall be recognized by: 1. Displaying donation, name of donor, name or names of those given in memory of (if applicable) on the City's web site for one calendar year (January 1 -December 31). 2. Displaying donation, name of donor, name or names of those given in memory of (if applicable) in the City's About Town publication once during the calendar year (the first edition of each year). 3. Presenting an engraved plaque of appreciation by the Mayor to the donor(s) for their contribution at an appropriate time and location, i.e. a ribbon cutting ceremony, a City Council meeting, or All Volunteers Awards Reception, etc. 4. Keeping a permanent record of the contribution in the archives of the Edina Historical Society. 5. Permanently displaying the name(s) of donor(s) on "CONTRIBUTORS TO THE EDINA PARK SYSTEM" board under the appropriate category, i.e. Silver, Gold or Platinum. 6. Upon request, displaying a permanent bronze casting of the name of the donor and accompanying language at a location approved by the Park and Recreation Director. The permanent display board that gives recognition to those who have made significant contributions to the park system shall have the following categories: CONTRIBUTORS TO THE EDINA PARK SYSTEM PLATINUM $100,000 or more GOLD $50,000 - $99,999 SILVER $25,000 - $49,999 BRONZE $5,000 - $24,999 Those who have contributed less than $5,000 at one time will not be placed on this permanently and publicly displayed board. Those who have collectively contributed more than $5,000 over a period of time (but never $5,000 or more at any one time) would still not be placed on the board. This permanent display board will be placed in the Council Chambers or its adjacent hallway. 41 CITY OF EAGAN NAMING AND DONATIONS POLICIES Donor Naming Policy Note: Draft has been reviewed by City Attorney. Revised 12-09-2003. Recommended for approval by APrC, January 15, 2004 Reviewed by Council at workshop on January 27, 2004. Approved on February 3, 2004 The City of Eagan seeks to recognize donors who wish to support the City's Parks and Recreation department through distinguished effort or substantial financial endowment, by naming facilities in their honor. This policy offers a guideline to determine when such cases are appropriate and which may be better served by a formal recognition by the City Council. 7.4.1 For the purposes of this policy, "Substantial Gift" is defined as at least 50% of the estimated cost: a. of new construction, remodeling, or renovation; b. of developing a new real property, i.e. park buildings, structures, real estate, etc; or C. the replacement of an existing, unnamed facility or landmark that 0 requires substantial renovation at the time of the gift. 7.4.2 This policy determines procedures, for a fixed period or indefinitely, for naming of amenities found within Eagan parks. Items under this policy include, but are not limited to, items of personal property such as park structures (pavilions, warming houses, sun shelters, nature center, etc), real estate to be used for parks or open space, sports fields or courts, pools, nature centers, or other large-scale projects as discussed with the Director of Parks and Recreation. 7.4.3 Recognition The City of Eagan will consider naming opportunities for outstanding financial contributions toward facilities, specifically those which enable the amenity to be initially built (i.e., without the donation the amenity would not be constructed). The City of Eagan will give special recognition to commemorate long term service to the community or to a distinguished citizen and such recognition is contingent upon Council review and approval. 7.4.4 Donors and Donation t "Donors" and "Donation' as defined by this policy, means a substantial financial contribution toward the cost of an amenity or project. This is defined above as at least 50% of the total estimated cost. Naming may be in honor of donor or donors, who may be individuals, groups of individuals, or corporations. Naming guidelines detailed in the City of Eagan Parks Naming Policy will apply. a. The nature of the donation will assist in determining the naming opportunity. b. Donors or donor representatives must sign a donor agreement that delineates terms of the contribution, unless donor wishes to remain anonymous. C. An amenity may be named in honor of a Donor that has contributed all or a substantial part (defined by this policy as 50%) of the full costs relating to its establishment. d. The option of funding the amenity for life of said amenity is negotiable and would require assurance of sufficient funding. There is no exclusive right to sole naming in cases of expansion or other structural modifications. e. A plaque or negotiated signage may be placed on a building, room, or facility to acknowledge a Donor. The design, wording, and location of the plaque require the approval of the City Council. 7.4.5 Naming rights carry no power of direction to the City on matters of schedule, design, furnishing, or priority of use. 7.4.6 Proposals a. Any proposal for naming shall be made through a formal submission to the City Administrator and Director of Parks and Recreation. b. A proposal for naming after a person shall be accompanied by a comprehensive citation. C. The Advisory Parks Commission (APrC) will examine all formal proposals. The APrC will make a recommendation to Council on proposals. d. Proposals must have the written approval of the person or corporate representative for whom the naming is to recognize. If the person is deceased, the approval of the family or designated representative should be obtained. If the person is deceased and there is not family or a designated representative, naming can proceed. 7.4.7 Procedure Procedures governing approval of naming proposals are set forth below and may also be supplemented by such operational guidelines as the City of Eagan may adopt from time to time. Exceptions from policy requirements must be authorized by the City Council in advance of completion of the donation. Before Donation: To be considered for naming, donation commitments must come during the schematic design phase of the project. Schematic design will be overseen by the appropriate departments of the City of Eagan according to established procedure. a. New construction, substantial renovation, or replacement projects will be considered for naming opportunities. b. All negotiations for naming rights will be conducted in the first instance by the City Administrator and the Director of Parks and Recreation, under the authorization of City Council. These steps should be followed: Step One: Contact the City of Eagan Parks and Recreation Department to discuss the procedure for donation. This will include a formal proposal submitted to the City Administrator and Director of Parks and Recreation. Step Two: The individual, group, or corporation will present their request to the Advisory Parks Commission. The APrC will then make a recommendation to City Council. Perpetual naming will be at the discretion of the City Council. Step Three: Upon approval by City Council, the Donor Agreement contract will be signed and kept on record with the City of Eagan. 7.4.8 Requirements All donations to be considered for naming rights must be approved by City Council. b. Each donation must be memorialized in a donation agreement approved by the City Council and the donor or their representatives. The agreements shall be executed following final approval of the gift as specified by the City of Eagan. No naming commitments shall be made to donors or other parties before final approval is granted by the City Council. Records of donation agreement will be kept by the City of Eagan. The Director of Parks and Recreation or an appointed staff person is responsible for overseeing compliance with Policy requirements, including completion of consultations and approvals, securing signatures on donation agreements by donor, donor representative, and City of Eagan. d. The City of Eagan will be responsible for groundbreaking, dedication, or other ceremonies relating to named gifts, when appropriate. e. Physical recognition of donors such as signs, placards, etc. will be reviewed and approved by City Council before being affixed to the amenity unless already provided for in the existing design guidelines established by the City of Eagan. 7.4.9 General Guidelines a. The name used should normally be the family name, or in the case of a corporate entity, the shortest possible name. Unless Council determines otherwise, a persons or corporations name may be used in naming a City facility only once. b. Where the name of a corporate entity is used, the period of naming will be limited to the life of the corporate entity. C. In the event of demolition or deconstruction of a structure, its name or any part of it shall be the subject of fresh recommendations. d. Naming a building in honor of a person who has given extraordinary distinguished service to the city will not normally be considered until after their substantive formal relationship with the city has ended. e. The style of naming of structures and facilities should be consistent with the city's visual standards, or adhering to any city ordinances. City Council may rescind a donor's name for just cause. g. Facilities will not normally be named to honor persons who have no formal connection with the City of Eagan unless they are substantial Donors. h. The City Council will consider the naming of a building in recognition of a corporation which is a benefactor when that corporation: i. Provides not less than 50% of the capital cost of the building, or ii. Supports the City with endowments exceeding a specific dollar amount. 7.4.10 Timing Proposed naming will come at the time of amenity design schematic. Naming may not be allowed after the amenity is operational except by Council review and approval. Method of donor recognition must be agreed upon and formally approved by City Councilrip or to signing the donor agreement. 7.4.11 Method of Payment Donation associated with naming proposals can be made by the donor in cash or appreciated property, through legally binding pledges fulfilled within no more than five (5) years, or by the creation of an endowment. b. Individual donors may gift a portion of their contribution though an irrevocable trust or a contractual bequest mechanism. The City Council reserves the right to remove a naming opportunity when pledges remain unpaid beyond the agreed upon period. Should this occur, the City Council may consider and/or approve another naming opportunity, or seek another donation of the magnitude that is deemed substantial. d. Should the donor renege on any payment once the project has commenced and the donor agreement has been signed, the City shall be allowed to keep any portion of the donation already paid, and naming rights shall not apply. Should the City fail to use the funds for the stated purpose in the Donor Agreement, the funds shall be returned to the donor. 7.4.12 Stewardship Stewardship requires that the City of Eagan honor the expectations of donors and abide by gift agreements, including naming provisions. Naming is generally expected to last the lifetime of the building, facility, unit, program, or other endeavor. There may nonetheless be extraordinary circumstances that justify cessation of the use of a name, or "re -naming," such as change in use, substantial renovation, or demolition of an existing building, facility, or part thereof, major programmatic changes, failure of a donor to meet the financial commitment of the donor agreement, or other situations unforeseeable at the time of the original naming. When appropriate and feasible, when a name is retired, some form of continuing recognition should be established. In all cases, the City Council must approve re -naming. t Minutes of the Edina Park Board Work Session August 9, 2010 Edina City Hall, Community Room MEMBERS PRESENT: Todd Fronek, Dan Peterson, Bill Lough, Randy Meyer, Joseph Hulbert, Keeya Steel, Louise Segreto MEMBERS ABSENT: Jennifer Kenney, Rob Presthus, Ben Pobuda, Ellen Jones STAFF PRESENT: John Keprios, Ed MacHolda, Janet Canton I. DONATIONS/MEMORIALS POLICY Mr. Hulbert informed the Park Board that he thought it would be a good idea to have a work session to discuss policies for donations and memorials. He indicated that during the past year they have had two memorials. One was for Timothy Nunn, a 14 year old who passed away unexpectedly. The second was for Dwayne Lindberg, a member of the Bike Edina Task Force, who passed away. He noted that currently there is a donations/memorial policy in place with specific dollar amounts. Mr. Hulbert indicated that in some cities they literally have a catalog where if you donate X amount you can get a park bench or X amount you can get a water fountain, etc. He commented that he also thought it might be a way for the city to prioritize items that are important to them so that they are not wasting time and resources on certain donated items that maybe aren't important to them. Mr. Hulbert pointed out that as an example there were some challenges with the Timothy Nunn memorials. The neighborhood raised money to surprise the Nunn Family with improvements at the York Park baseball field where Timothy liked to play ball. Mr. Hulbert noted there were some beautiful improvements made. However, there was a large concrete structure, which staff did a nice job of putting together, but it looks like a tombstone. He commented that in theory something like that could be there for 300 years unless someone moves it, whereas if it were a park bench with a 20 year life cycle it would naturally turn over on its own. Mr. Hulbert pointed out that some cities will say in their policies that things that are going to be constructed should not be in open spaces/right-of-ways and should be made out of green materials, etc. He stated that he would like to come up with a way that people who want to make a donation to the city have a frame of reference of what is within reason and what is asking too much. Ms. Segreto stated that she thinks directing giving would be a great idea because she thinks a lot of people who are trying to make a donation can't come up with an idea and if they had a wish list maybe that would help. Mr. Keprios replied he has thought about that; however, for most people to give $5,000 scares them away. He noted that to come up with a wish list that's affordable is very challenging. He commented that what he has learned through the years is that what's most important to those who want to donate is a permanent plaque because it's part of their grieving process. It really doesn't matter what the amenity is, they want the plaque. Mr. Keprios informed the Park Board that he did make some mistakes in the process with the Nunn Memorial. He explained that when the neighborhood approached him about making improvements at the baseball field in memory of Tim Nunn to surprise the family. Mr. Keprios informed them that it's never going to be a scheduled field; it's a minimally maintained small area. He also informed them that it's a minimum $5,000 donation to have a plaque. The neighborhood raised the money and it went through the Edina Foundation. He explained that it was supposed to be a surprise but word leaked out and when construction started the Nunns stopped the contractor on the field and told him to stop working because it was supposed to be a grass infield to look more like a little league baseball field and not a multi-purpose baseball/softball field like we have at other small unscheduled fields. Mr. Keprios noted that the grieving parents came in his office in tears and he tried his best to make it a positive experience for all involved. He said that his first lesson was you can't make these things a secret; you must bring the family into it at the beginning of the process. He noted that he did make sure the family was aware that it was not going to be called the Timm Nunn Field to which they agreed "In Memory of was fine. He explained that to name a park or facility requires Park Board and City Council approval. Mr. Keprios noted that his second mistake was when a staff member, who is really good with concrete, drew up a plan to put the plaque on which the Nunn family really liked. In hindsight he felt that he should have gone with his original plan to place the plaque on a flat rock surrounded by flowers. He noted that they had to redo what they already did to have the field the way the Nunns wanted and so they had to get involved in change order pricing with the hired contractor and commented that there were some other challenges when dealing with a grieving family. Mr. Hulbert asked if having some policy would have helped in that situation. For example, it cannot say anything more than "In memory of ' or it can't be any more than so many inches, or you need to pick from specific items, or the city prioritizes what they want to have done. Mr. Keprios replied that he thinks part of these things should be left to staff to deal with; however, we admittedly may make some mistakes but will hopefully learn from those mistakes. Mr. Meyer asked Mr. Keprios what the Park Board can do to help. Mr. Keprios replied there currently is a policy in place that helps him. Mr. Meyer asked what tools could have been in place that could have helped with the Dwayne Lindberg Memorial. Mr. Keprios responded that the Lindberg Memorial plaque was a departure from the current policy. He noted that he was directed to put the plaque in place. He pointed out that there was no money donated; however, there is a plaque on stone at Centennial Lakes that says "In Memoriam, Dwayne Lindberg, Member of the Bike Edina Task Force 2006- 2010." He stated that in this case, the City Manager directed him to purchase and install the plaque as requested by a City Council member. Mr. Keprios pointed out it's not an ordinance it's a policy so another policy would not have helped in that case. He stated that the policy that's in place now does detract from what would otherwise be filling the parks with plaques because to the donor the plaque is more important than the park amenity. Ms. Segreto asked what if something was done besides a plaque. What if they did a brick in place of a plaque at Arneson Acres, that way you wouldn't be turning away donations. Mr. Keprios stated that gift bricks are a good fundraising method for larger projects like the gazebo at Arneson Acres Park. We have not used that method for ongoing donations. Mr. Keprios pointed out that what the current policy has eliminated is donating a tree that costs approximately $100.00 but the donor wants to place a $200.00 plaque at the base of the tree. If a mower hits it the city is responsible to replace it. That is what they've been able to avoid with the current policy. Mr. Fronek asked if they could put a policy in place with regards to a material change in the park that when a donation is made there are conditions and certain steps that need to be followed. Mr. Meyer asked if something is changing in the park and the improvements need maintaining, does the city allow for those costs as part of the process. Mr. Keprios replied that with the Nunn Memorial had it been requested to have a grass infield at the very start he would have rejected it and they would have been done with the issue. Mr. Meyer asked if there is a policy that they could put in place so that not only are they requiring the cost of the impact but also the maintenance over a period of years. Ms. Segreto stated that she doesn't think anyone will want to get hooked with that. Mr. Meyer replied probably not, but that they could structure it in such a way that they say the cost of implementation is X and with the special trimming that will need to be done in the next five years the total number is 2X, would you like it or not. Mr. Keprios indicated that he has talked to the Park Foreman and City Forester and they have decided to increase the charge of donated trees so that it will cover the cost of future maintenance as well as administrative and forester time. Mr. Lough asked what the recognition is for donating a tree to which Mr. Keprios replied that in the past they would put a plaque in concrete next to every tree that was donated, however the current policy has eliminated that. Mr. Lough asked when the tree dies if the plaque goes too. Mr. Keprios replied the way he has been handling it is when a tree dies that has been donated and has a plaque he contacts the family and asks if they want to donate money for a new tree and continue on. If they choose not to then he gives the family the plaque. Mr. Meyer asked if they are going to a standard plaque or is it always specific per project. Mr. Keprios replied it's been specific per project. Mr. Meyer asked would it help to have something standard for e.g., an 8 x 8 inch brick with "In Memory Of' and up to 20 digits. However, if you're donating $50,000 or more you may be able to pick out something different. He noted that if people are picking out something every time they make a donation that takes a tremendous amount of staff's time. Mr. Meyer suggested saying there are 100 spots available to place a tree, they are $1,000 each and we are going to put a 10 x 10 paver in the ground. Pick the one you want and it will be installed within the next six months. Ms. Steel stated that if recognition really is the key to getting donations maybe they need to be more creative in giving that recognition and it would be different for every park. She noted that she thinks they need to be a little more creative than just putting a plaque next to every tree. They need to help people think about different ways of donating to the parks. Mr. Peterson asked Mr. Keprios what happened when they closed the "Brian Wippermann Gun Range". Mr. Keprios replied that when the new training facility was built they named the training room the "Wippermann Training Room" and the plaque is still there. Mr. Peterson asked what the situation is with the couple that left over $300,000 to Braemar Golf Course. Mr. Keprios replied it's in the Braemar Memorial Fund. Mr. Meyer asked where is the Braemar Memorial Fund to which Mr. Keprios explained that it is held by the City of Edina under an agreement approved by the City Council. It is in the City coffers and it's in a specific fund that's a dedicated fund which the City Council voted on and approved. The language is very specific that it cannot be used to pay off debt or used for operating fund things. It needs to be used for things that the golf course could otherwise not afford to do. Mr. Keprios informed the Park Board that regarding plaques they are in all shapes and sizes throughout the park system. He noted that, if the Park Board wants, he could try to come up with something that says on certain donations the size of the plaque would need to be limited to 8 x 10, etc. Ms. Segreto asked Mr. Keprios if a standard donor contract would make his life easier. She noted that they would address everything that's problematic in the contract. Mr. Meyer indicated wouldn't they be doing themselves a favor if they said here is our ten year vision for each of these parks and these are the things we are going to do. You are welcome to do one of these things. If you would like to do something outside of this you will need to jump through some more hoops. Mr. Keprios commented that they have their capital plan but that they are really large dollar items and thinks that, if the Park Board wants, he could work on a wish list of smaller more affordable items for donors to choose from. Mr. Meyer indicated that he still likes the idea of donating trees at $1,000 each. He noted doing this would be more of a process versus going around taking pictures, etc. and spend countless hours with these requests. Mr. Lough asked of the handful of donations that have met the requirements for a plaque in the past two years how many would have not gotten it if there was no plaque. Mr. Keprios replied he does not know the answer to that off the top of his head. Mr. Lough asked, "What is the City's obligation to the citizens of the community in recognizing fellow citizens in memorials through plaques in the park?" Mr. Keprios responded that is for the Park Board to decide. Mr. Lough stated it's a two sided question, what if they were to raise the amount to $50,000 before they can get a plaque and everything else goes into the general fund or Park and Recreation Fund. Mr. Meyer asked Mr. Keprios if a contract had been there would it have avoided a lot of issues and maybe the contract thing is a starting point for them. Mr. Keprios replied that's a wonderful idea. Mr. Fronek commented that just to streamline the process maybe they should unload some of the work on the Edina Foundation because that's what it's there for. Mr. Fronek indicated that if all of the donations could be funneled through the Edina Community Foundation it may be a better way to deal with them. Ms. Segreto stated that there was reference in the Edina Policy about a large plaque displaying the names of all large donors that was never erected. She asked if this is something they should do now. Mr. Keprios explained that at the time of the policy they were going through the anguish of what to do with the old building. Should they renovate it or tear it down and therefore was directed to not do a large plaque at that time. He noted that when they first moved into the new city hall everyone was directed to not hang anything on the walls so nothing has been done. Mr. Keprios informed the Park Board that his advice at this point would be to drop the whole language about the recognition board. Ms. Segreto commented that if it was standardized and the names were up for five or ten years maybe that would satisfy a donor. Mr. Keprios pointed out is that all donors are listed yearly on the city website and quarterly in the About Town as well as they are given letters and are recognized at every City Council meeting so there is public recognition, it's just not on a permanent plaque. Ms. Steel indicated that she thinks there is a sentimental connection with the neighborhood parks and donations that are made. Therefore she doesn't know if a central city location would really meet the wants of all the people donating. Mr. MacHolda indicated that maybe there is a section of the city's website welcoming donors. He suggested someone from communications explore where places like the Guthrie for e.g. are going out and getting these donations as well as find out how they give recognition. Mr. Lough stated that one of the nice points of this discussion is that it's really trying to do something for Edina and contributing money for Edina and less so about the memorial and remembrance part of it. Looking at doing something for the city but not invest a lot in plaques. Ms. Steel asked the Park Board to keep in mind there is a task force that is currently looking at considering a Veterans Memorial. Therefore she doesn't want them to come up with a policy that is in contradiction with what they are doing. Mr. Keprios indicated that there is a big difference between honoring those who made the ultimate sacrifice for your country versus grieving a lost loved one. Ms. Steel commented that she still thinks 5 they need to think about if there is any future donations to that or recognitions having to do with the memorial as well as what specific things can be replaced during its lifespan. Mr. Keprios stated that he is still not clear on how the Park Board feels about the elimination of the permanent plaque that is currently in the language of the policy. He asked the Park Board how they would feel if he took a shot at tweaking the current policy to include a contract as well as put something in there about a minimum donation for specific items. He noted that as staff they will work toward a wish list so that people can make it simple rather than going case by case. He asked as far as recognition with plaques, "Should it be left at a $5,000 threshold?" Mr. Meyer replied to maybe raise it a little bit but he would like to see something really, really simple that is pre -done and straightforward. Mr. Fronek indicated that he definitely thinks there needs to be a threshold, whether it's an automated thing where if you donate X amount you get this. However, if the donation is $50,000 or more then there can perhaps be a little bit more back and forth. He noted that would be valuable staff time for those larger donations. Mr. Meyer commented that regarding plaques he still doesn't think they should be doing custom plaques. He noted that maybe if the donation is $20,000 and up then you get an 8 x 10 plaque, if it's less than $20,000 it's a 3 x 5 plaque. Ms. Steel indicated that in her vision a wish list would take care of all of this. It would just be the cost, location of the item, what recognition if any would be on it and the lifespan. The donor would know everything up front when they are shopping for an item. Mr. Keprios explained that as an example when the neighbors of Fox Meadow came forward wanting to develop the area into a park. They were able to raise a lot of money and get it done but they also wanted their names on a plaque, which ended up being a good size plaque. He noted that he could see this same thing happening at Van Valkenburg Park where the neighborhood wants to see the park developed and finished. What should that standard be? Ms. Steel replied that personally she thinks that things outside of the wish list should come to the Park Board to be fully vetted to have a good discussion so that everyone knows what is going on and has gotten their ideas across. Mr. Meyer asked how much funding is required to do what they want to do. Mr. Keprios replied approximately $300,000 to $400,000 for what they plan to do. He commented if they get motivated to raise money and do the whole thing, what do you do for those who donated? Mr. Fronek replied that's why they would have the threshold, if it's above $50,000 then the Park Director, Park Board and City Council should have a certain amount of leeway to figure out some sort of plaque or memorial that would be appropriate for a gift of that size. Mr. Meyer asked how many people would be donating, 3 or 50 to which Mr. Keprios replied 50. Mr. Meyer noted that he would have the plaque that says "Renovated by the neighbors of the park, 2010". He commented that he thinks they need to keep it simple. Ms. Segreto stated that she thinks they need to be able to make an exception when they want. 0 Mr. Lough indicated that for part of the policy he thinks they ought to consider the idea that they would like to increase participation among all of the citizens of Edina and encourage people to give something. He noted that he thinks they need to start a list and publish the list of people who give to the City and give a lot of hoopla to that list. He stated that you want to build that habit at a low level, $50, $100, etc. and then someday someone is going to turn around and give $5,000, $10,000 or $300,000 because they were reminded each year how much they appreciate the city and what has done for them and their families. He would like for people to start to consider building a habit of giving and getting recognition through their name on a list. Mr. Keprios pointed out that they already have a great program that does that. He stated that he knows there will still be people who will want something meaningful to them and their loved ones at a specific park that is not on the list. He asked how he should handle those requests. Mr. Meyer suggested he tell those people that he Park Board requires the Park Director to work only on equipment/materials that are part of their ten year vision for each park unless the gift is over $100,000. He stated that they need to have a framework that Mr. Keprios can operate with. Mr. Peterson commented that he doesn't see the reason why someone cannot have a plaque if they've donated a water fountain, bench, etc. Mr. Fronek indicated that if it meets a certain dollar amount they can. He added there are a thousand different ways for people to be memorialized, it doesn't necessarily need to be in a park or on city land. Mr. Keprios informed the Park Board that they will get special requests like the one Park Board just approved for Willard Ikola at Braemar Arena. He noted those types of things he will continue to bring to the Park Board to rule on. II. NAMING PARKS AND FACILITIES POLICY Mr. Keprios informed the Park Board that the naming of parks and facilities has always been the City Council's call on a case by case basis, there is no written policy. He asked if this might be a discussion to have in a work session with the City Council. Mr. Keprios stated that naming things is strictly politics and something that as a matter of practice staff stays away from. Mr. Meyer suggested that if it is brought up at a public hearing to name something after someone for the first time that the actual approval cannot take place for at least six months. This way something doesn't just show up on a building. There should be a separation timeline between when somebody is leaving or retiring versus when it can happen. Ms. Segreto asked why would the City Council approve that, why would they want to have their hands tied. Mr. Meyer replied because he thinks it's in their best interest so that it is not done out of emotion. Mr. Hulbert noted that he read some cities are no longer going to change the name of parks. However, facilities are still on the table for discussion. He noted that he does like the idea of having a timeline before naming of something can be approved. Mr. Keprios indicated that he thinks the difficult thing for future Park Boards and City Councils is that it's difficult to change the name of a real estate that's been named after someone. It's a little different when it's a building because buildings have a life expectancy and eventually have to be rebuilt and then it's an appropriate time to rename it. At what time does it feel okay to rename a park? Mr. Peterson indicated that since Braemar Golf Course Manager John Valliere is retiring after 40 plus years of service he would like everyone to think about renaming the nine - hole golf course to the "Valliere Golf Course." He pointed out that Mr. Valliere has done so much good with Braemar Golf course and especially with the Sister Kenney Golf program. He noted that it wouldn't cost much to redo a plaque above the little pro shop and someday when they are out of scorecards reprint them to say "John Valliere Executive Course." Dan Peterson MOVED THAT MOTION. Todd Fronek SECONDED THE MOTION. Mr. Fronek indicated that he thinks these are exactly the types of situations that a policy should be written for. Mr. Hulbert commented that he thinks one of the reasons they are talking about this is to kind of slow it down a bit. Mr. Meyer stated it comes back to his window of reality where they should wait six months. At that time after everyone has thought about it and talked about a half dozen other options, then decide what it is they would like to do for Mr. Valliere and what really makes sense. Todd Fronek MOVED TO ACKNOWLEDGE MR. VALLIERE'S SERVICE TO THE CITY OF EDINA AND AS APPROPRIATE AND CONSIDER OPTIONS FOR EITHER NAMING A FACILITY OR PROVIDING SOME SORT OF RECOGNITION FOR THE SERVICE THAT HE HAS GIVEN. Dan Peterson SECONDED TODD'S MOTION AND WITHDREW HIS ORIGINAL MOTION. In Favor — 5 — Todd Fronek, Dan Peterson, Randy Meyer, Joseph Hulbert, Keeya Steel Against —1 — Louise Segreto Abstained — 1 — Bill Lough Mr. Lough noted that since he is not completely familiar with the extent of Mr.Valliere's service to the city, therefore before voting for such a motion he would like to see a brief write up as to what it is and why they are voting and therefore has abstained. Keeya Steel MOVED TO RECOMMEND TO THE CITY COUNCIL TO WAIT TO APPROVE THE NAMING OF FACILITIES AND PARKS FOR SIX MONTHS AFTER THE DEPARTURE OF CITY STAFF OR THE PASSING AWAY OF A RESIDENT. Mr. Meyer asked Ms. Steel if this is a motion that she would like to see pass now or is it part of a policy they are thinking about incorporating. Mr. Lough stated that for purposes 8 of a working session he would be willing to pass something that says my sense of the group is we are trying to slow this thing down and extend the period. Ms. Steel noted that her hesitation is sending that recommendation forward and not having any accompanying policy. Mr. Meyer pointed out that since Ms. Steel voted yes for the recommendation she can bring this up again because she wants to change her vote and see if it fails the second time around. Mr. Fronek stated that he thinks they are talking about two separate issues. He thinks one is recognition on behalf of the Park Board for Mr. Valliere's service. Secondly does the Park Board want to recommend a particular policy to the City Council in terms of naming parks and/or facilities? Mr. Fronek stated it might be helpful to implement a six month cooling off period. Mr. Peterson stated that he can see why the City Council would want to commemorate Gordon Hughes right away and name the pavilion at Centennial Lakes after him. He did an incredible job for the city as has Mr. Valliere. He doesn't see a need for a cooling off period. He sees a cooling off period for the death of a loved one who may want something out of the ordinary but can't quite get the $5,000 or $10,000. Maybe the grieving process will change their mind during those six months. Ms. Steel pointed out to her it actually seems like increasing the importance of the service of that person because by waiting six months and then having a ceremony and really recognizing the person. Ms. Segreto noted that she has a procedural issue question as to whether Ms. Steel can amend the motion that was passed. Mr. Meyer noted that she supported the motion and she is choosing to switch her vote so she can call up the motion again and see if there is support to vote it down. Mr. Hulbert stated that he thinks the City Council wants to have the flexibility when it comes to naming of parks or facilities. Mr. Lough asked if the Park Board would typically look at naming a park or facility before it goes to the City Council for a vote or does it bypass the Park Board altogether. Mr. Peterson replied they are just an advisory Board and if the City Council wants the Park Board's advice they will ask for it. Ms. Steel indicated that she thinks the discussions are going to take place regarding peoples' retirements or passing away no matter what. She stated that giving people time to really discuss which parks or facilities have meaning to this particular person have everyone included and take a little time to think it through. She commented that she is fully confident in the City Council's decision to pick the appropriate place, she is just asking for a little more time and not streamline it as soon as someone retires. Mr. Meyer indicated that maybe it's not appropriate tonight but at the next formal Park Board meeting recommend that they wait a minimum of six months from the person's separation of employment or duty from the city before any naming rights are considered. Ms. Steel stated that she approved the recommendation because she does believe Mr. Valliere should be recognized and should be considered for having something named after him. However, at the same time she also believes that there needs to be some waiting time to fully think it through and get other people's input. Mr. Hulbert added that they may even find a better idea. Mr. Hulbert commented that when he initially saw that the promenade bike path was going to be named after Dwayne Lindberg he thought that was a pretty big gesture. He noted that in that case it may have been a good thing to wait the six months before doing anything. Mr. Hulbert asked if this could be put on the agenda for the next Park Board meeting. Mr. Keprios replied that what he hears the Park Board saying is that they prefer a waiting period and therefore the language that he will put together will be from the comments he has heard that the waiting period would begin the day that a suggestion is made regardless who the person is. Also, formal action wouldn't be taken for six months after the day that it is proposed and the departure. Mr. Meyer indicated that in addition to the six month waiting period so that it isn't an emotional response but what about the costs and long term implications. He gave the example what if they wanted to put up a 12 x 24 bronze plaque and it's coming out of the city fund what are the financial implications of that. Mr. Keprios asked Mr. Meyer if he is suggesting that the dollars should come from another source. Mr. Meyer replied possibly but more so he thinks in understanding of what the long-term cost implications are in terms of either city manpower or recognitions. Mr. Keprios replied that typically in naming of things there really are not a lot of costs. Mr. Keprios asked the Park Board to think about a couple of things between now and their next meeting. In addition to a waiting period give some thought to whether the policy should state that the person should be deceased before naming a park or facility after them. Also, give some thought to perpetuity once you name something, does it always have to be that name or do you want to put a sunset on it. He indicated that these are just some ideas he has heard kicked around in other naming policies. Mr. Meyer indicated that he thinks what Mr. Keprios is struggling with is sometimes when they name something down the road nobody remembers who they are and is it a value. He suggested that maybe the language is something along the lines of we are naming this park for a minimum of 50 years and after that it can be changed. Mr. Keprios indicated just so he understands what the Park Board would like him to work on the naming of facilities. He asked if they would like him to come up with something to look at for the September meeting. Mr. Peterson and Mr. Hulbert both replied yes. Ms. Segreto replied she is not expecting anything, she doesn't think they should get into it. Mr. Hulbert asked Mr. Keprios to tell them what he comes up with and they can talk about it at their next meeting. Mr. Keprios replied that he is happy to work on whatever the Park Board would like him to do as staff. He just wants to make sure he is doing what it is they are requesting of him. 10 Ms. Steel noted that she thinks it might be valuable to meet in a work session setting again. She suggested meeting an hour before the next Park Board meeting. Mr. Hulbert asked Mr. Keprios if that gives him enough time to work through the memorial donation ideas. He replied that may not have it completely ready but that the wish list will be ready. Mr. Hulbert asked about having another work session after the next Park Board meeting to which Mr. Keprios replied that would help a lot. Mr. Hulbert also suggested that they try to have another work session so that they are not trying to cram everything into an hour. III. PARK BOARD COMMENT A. Three Rivers Park — Mr. Meyer asked Mr. Keprios if there is any chance the Park Board could meet with someone from Three Rivers Park to give them all the up-to- date information. He indicated that he knows currently there are a couple of different plans and routes. He noted that he thought it would be helpful to understand what they are currently proposing before the joint meeting that is currently scheduled for September 29th. He commented they could do it in another work session type setting. Ms. Steel asked if there are documents available that speak about the issues that would be helpful and asked if they could be sent out electronically. Mr. Keprios pointed out that as of today there are three options that will be presented at the joint work session. He noted that it is now staffs mission to come up with the pros and cons of each option. He indicated that he will see if Kelly Grissman from Three Rivers Park District can meet with the Park Board one hour before their September 14th Park Board meeting to bring the Park Board up-to-date on everything. Mr. Peterson asked what role the Park Board plays regarding the bike path. Mr. Keprios replied that he thinks they are just asking for the Park Board to voice their own views on this. They are not looking for any specific recommendations from the Park Board yet at this time. MEETING ADJOURNED 11 EDEN PRAIRIE'S DONATIONS POLICY Overall Policy The City of Eden Prairie encourages and welcomes sponsorships and gifts from civic groups, organizations, individuals, businesses or churches for a variety of community programs, projects or events. The various City departments work cooperatively with many civic groups, neighborhood associations and businesses to encourage a partnership with the City. Community residents take a great deal of ownership and develop a deeper commitment to the community when they can contribute with either financial resources or with volunteers working on community projects. It is important, however, that all gifts be in keeping with the mission, ordinances, philosophy and policies of the City of Eden Prairie. The City of Eden Prairie also encourages and welcomes donations by private citizens of certain conservation easements, upon undeveloped lands which form a part of large homesteads or estates, in order to protect natural, scenic, open or wooded areas within the City. There is a need for conservation easements and restrictions because the City is in the path of intensive suburban development and the relatively small lot size requirements in the City encourage the subdivision of tracts of natural, scenic, open or wooded land now held in estates or large homesteads. Definitions Gifts: Acts of financial support of a program, good or service. Gifts may be offered with conditions or specific personal demands however they do not demand commercial advertising in return for the gift. Gifts of real property or any interest therein are accepted and must be accompanied by the appropriate recordable instrument, i.e. deed, lease or trust. Sponsorships: Acts of financial support of a program, good or service where the sponsor receives advertising in return for their sponsorship. Most sponsorships are driven by a desire to receive commercial advertising that will further benefit the sponsor's trade or business. Conservation Easement: Easements that protect natural, scenic and open space values pursuant to Minn.Stat. §§ 84C.01-.05. Conservation Restrictions: Restrictions that retain the natural, scenic, and open or wooded condition of land pursuant to Minn.Stat. §§ 84.64. Sponsorship Procedures Gifts have benefitted the City of Eden Prairie for many years and have come in many different forms and from many different sources. The Eden Prairie Parks and Recreation Services Area will have the authority to coordinate the formal process of seeking and accepting gifts. Sponsorships that exceed $5,000 (or commitments exceeding 12 months) will require prior City Council approval by a majority vote. Prior to seeking sponsorships for goods or services, the Parks and Recreation Services Area will define the terms of sponsorship and, when appropriate, will seek bids for the opportunity. Every sponsor will be required to complete a Contribution Agreement Form outlining the terms of the sponsorship. Real Property Procedures The Eden Prairie Parks and Recreation Services Area will have the authority to coordinate the formal process of soliciting and accepting donations of conservation easements and restrictions upon undeveloped lands. All gifts of real property must be accompanied by a signed writing which includes the donor's intent to make the gift as well as restrictions and/or conditions accompanying the gift, e.g. uses of property. Writings and documents relating to gifts of real property must include representations that the real property contains no hazardous materials and has not been used for purposes prohibited by environmental laws. Gifts of real property or any interest therein must also be documented by an appropriate recordable instrument, e.g. deed, lease, or trust. Acceptance of all gifts of real property is conditioned upon review by the Parks and Recreation Services Area. The review shall determine the following: 1. Whether the property is or will be of any value to the City, e.g. economic, historic, social or other; 2. What, if any, obligations will be assumed by the City upon acceptance of the gift including the cost of accepting, maintaining and disposing of the property; and 3. Whether an environmental audit is necessary to determine whether the property contains any hazardous material or has been used in a manner prohibited by environmental laws. Upon completion of the review, the Director of Parks and Recreation Services shall make a recommendation to the City Council whether to accept or decline the gift. Acceptance requires a resolution of the City Council adopted by a two-thirds vote. Procedures to Acknowledge Appreciation of Gifts and Donations The City will coordinate official acknowledgment of gifts and donations through a five level recognition program. 1. For every gift that is less than $1,000, The City will send a letter expressing thanks and appreciation to the donor(s). 2. Certificates of Appreciation or Participation (unmounted) will be awarded for program involvement on a large scale. 3. Certificates of Appreciation (mounted) will be presented for financial contributions of $1000 to $4,999, service that significantly benefits the community, or outstanding achievement that benefits or contributes to the community. 4. A laser -cut plaque with suitable engraving will be given to honor financial contributions of more than $5,000 or for outstanding one-time contributions. 5. For those gifts deserving special recognition, a key to the City will be presented. Resolution 2002-39 February 5, 2002 From: Epersha@aol.com To: edinamail@ci.edina.mn.us Sent: 02/21/2011 3:41:31 P.M. Central Standard Time Subj: Naming Procedure for City Entities TO: Members of the City Council Members of the Park Board FROM: Gene Persha RE: A Procedure for Naming under the Auspices of the City RECOMMENDATION: That the Park Board establish an advisory committee composed of some of its members as well as interested members of the general community to study how city owned property and what might reside on the site, be named. OBJECTIVES: This group would consider the following items, but not be limited to them: 1) How a naming process is to begin 2) The time to wait in order to apply a living person's name, or deceased individual, for consideration 3) A look at present names in Edina and the significance of the names 4) Consider the history of the city and its rise from settlement days 5) Note geographical features, landmarks, natural characteristics, plants and native species, and historical sites that could give rise to a name 6) The possibility of establishing a naming committee when the need arises for a name or name change 7) A public hearing on a name selection. especially showing deference for the neighborhood or area where the name is to be made or applied 8) The question of changing a previous name on a city entity 9) A comparison of other neighboring cities as well as more distant places 10) Discuss the issue of proper names of individuals in the context of merit, longevity of connection with Edina, and the appropriateness 11) Since there are a small number of "things" to name, especially into the future, a realization of all options needs to be explored 12) Proper names of individuals vs. generic or non -person names REASONS: 1) To include the people in the decision-making process 2) To view a total spectrum of ideas 3) To protect the history of the city 4. To have a study and reflection period 5. To ask for submission of possible names to get a greater choice of possibilities 6. To have a formal application process where the nominator is stated and the reasons for the name 7. To check for balance of gender, ethnicity, culture, and past names, especially in an historical context GOAL: 1) To improve the process from a speedy submission and approval to a more discerning process where a waiting period might lend itself to a better outcomes and more engaging process 2) A policy and/or method of procedure could be established for a recommendation to use a name on or in any park, walk/bikeway, building, road, recreation area, or city owned land, under the auspices of the city • • SNA� 1�I� 4„9�1r�. A%u rz.q-wm i 04 MA Park & Recreation Park and Recreation Expenditure Summary -101 - CITY OF EDINA ANNUAL BUDGET PAGE - 102 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I ADMINISTRATION 1 1600 I SUMMARY OF PERFORMANCE MEASURES I Park Administration - 1600: Personal services consist of 6.8 full-time employees and occasional seasonal part-time help in this area. The full-time positions include: 1. Director 2. Assistant Director 3. Recreation Supervisor 4. Recreation Supervisor (Adaptive Recreation) 5. Senior Citizen Director 6. Office Coordinator 7. Secretary Responsibility is to administer and maintain the entire Park and Recreation Department including: 40 parks totaling 1,553 acres of park property, revenue facilities (Golf Courses, 3 indoor ice rinks at Braemar Arena, Aquatic Center, Art Center, Edinborough Park, and Centennial Lakes Park), administering and programming a Senior Citizen's Center, adaptive recreation program, administering and scheduling adult and youth recreational programs and fourteen athletic associations and working closely with and in support of the Edina Garden Council, the Edina Historical Society and the Edina Museum. 2010 2011 % Total Park & Recreation Budget $ 3,755,473 $ 3,856,413 2.69% CITY OF EDINA ANNUAL BUDGET PAGE - 103 FUND: GENERAL FUNCTION:A: PARK & RECREATION ARE ADMINISTRATION PR OGRAM: 1600 SUMMARY OF EXPENDITURES ACCT. DESCRIPTION 2008 ACTUAL 2009 ACTUAL 2010 2011 ADOPTED ESTIMATED BUDGETED PERSONAL SERVICES: 6010 PAYROLL 6030 PENSIONS 6034 SOCIAL SECURITY 6040 FLEX PLAN 6045 WORKERS COMPENSATION $ 488,738 31,749 37,056 52,167 1,578 $ 493,150 33,276 37,137 48,325 1,726 $ 500,000 35,000 38,000 52,000 1,800 $ 508,471 36,002 38,719 63,240 1,587 $ 520,801 37,758 39,142 65,280 1,950 611,288 613,614 626,800 648,019 664,931 CONTRACTUAL SERVICES: 6103 PROFESSIONAL SERVICES 6104 CONTINUING EDUCATION 6105 DUES & SUBSCRIPTIONS 6106 MEETING EXPENSES 6107 MILEAGE 6155 BANK CHARGES 6188 TELEPHONE 3,368 4,514 857 227 14,115 230 1,662 9,769 1,130 1,633 254 13,653 910 1,688 4,546 4,357 2,839 487 9,000 1,025 1,688 4,546 4,357 2,839 487 17,402 1,025 1,688 5,000 4,444 2,896 497 13,000 1,045 1,722 24,973 29,037 23,942 32,344 28,604 COMMODITIES: 6405 BOOKS & PAMPHLETS 6406 GENERAL SUPPLIES 6513 OFFICE SUPPLIES 6575 PRINTING - 1,717 12 10,089 - 1,274 222 8,591 111 1,209 519 1,147 111 1,209 519 1,147 113 1,233 529 1,170 11,818 10,087 2,986 2,986 3,045 CENTRAL SERVICES: 6803 GENERAL 6804 CITY HALL 45,548 19,421 43,258 17,137 57,072 19,104 57,072 19,104 63,648 19,188 64,9691 60,395 76,176 76,176 82,836 TOTAL ADMINISTRATION I $ 713,048 1 $ 713,1331 $ 729,904 1 $ 759,525 1 $ 779.416 CITY OF EDINA ANNUAL BUDGET PAGE - 104 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I RECREATION 1621-1623 SUMMARY OF PERFORMANCE MEASURES Athletic Activities - 1621: These funds are used to assist fourteen athletic associations and all adult athletic programs in common equipment needs. The 14 youth athletic associations are: Edina Baseball Association, Edina Basketball Association, Edina LaCrosse Association, Edina Girls' Athletic Association, Edina Girls' Traveling Basketball, Edina Youth Softball Association, Edina Swim Club, Edina Fast Pitch Softball Association, Braemar City of Lakes Figure Skating Club, Edina Football Association, Jr. Olympic Volleyball Association, Edina Soccer Traveling Club and the Edina Soccer Association. These funds are also used to cover anticipated operating expenses in excess of revenues for the two new City gymnasiums at South View Middle School and the Edina Community Center. Outdoor Ice Rinks - 1622: These funds are used for all supervision, phone service, general supplies, and equipment for 11 warming houses, 11 hockey rinks, and 11 general skating areas. This consists of an 8 -week season; 7 days a week from approximately December 15 to February 21, 2011. Tennis Program - 1623: These funds are used for supervision, coaching, LISTA memberships, instruction and supplies for approximately 500 tennis program registrants. The Tennis Program includes lessons for students ages 5 - adult taught by USTA trained tennis instructors, a six week Team Tennis League, which competes against tennis teams from surrounding communities and a Summer Classic Tennis Tournaments (adult and youth) in early August. CITY OF EDINA ANNUAL BUDGET PAGE - 105 FUND: FUNCTION: AREA: I PROGRAM: GENERAL I PARK & RECREATION RECREATION 1621-1623 SUMMARY OF EXPENDITURES 2008 2009 2010 2011 ACCT. DESCRIPTION ACTUAL ACTUAL ADOPTED ESTIMATED B D ETED ATHLETIC ACTIVITIES - 1621 CONTRACTUAL SERVICES: 6103 PROFESSIONAL SERVICES $ 14,336 $ 10,388 $ 8,446 $ 8,446 $ 8,615 COMMODITIES: 6406 GENERAL SUPPLIES 12,137 8,061 6,000 9,184 9,368 TOTAL ATHLETIC ACTIVITIES $ 26,473 $ 18,449 $ 14,446 $ 17,630 $ 17,983 SKATING & HOCKEY - 1622 PERSONAL SERVICES: 6013 PAYROLL $ 56,164 $ 48,326 $ 50,000 $ 59,700 $ 60,297 6030 PENSIONS 104 118 - - - 6034 SOCIAL SECURITY 4,297 3,697 4,567 4,567 4,613 6045 WORKERS COMPENSATION 1,310 1,943 209 209 1,550 61,875 54,084 54,776 64,476 66,460 CONTRACTUAL SERVICES: 6107 MILEAGE 923 854 922 922 940 6188 TELEPHONE 4,397 5,455 5,526 5,526 5,637 5,320 6,309 6,448 6,448 6,577 COMMODITIES: 6406 GENERAL SUPPLIES 315 652 1,081 1,081 1,103 TOTAL SKATING & HOCKEY $ 67,510 $ 61,045 $ 62,305 $ 72,005 $ 74,140 TENNIS PROGRAM - 1623 PERSONAL SERVICES: 6013 PAYROLL $ 20,103 $ 21,339 $ 22,356 $ 22,356 $ 22,598 CONTRACTURAL SERVICES: 6105 DUES & SUBSCRIPTIONS 190 - 108 108 110 6107 MILEAGE 257 106 307 307 313 447 106 415 415 423 COMMODITIES: 6406 GENERAL SUPPLIES 4,123 5,172 4,120 4,120 4,202 TOTAL TENNIS PROGRAM $ 24,673 $ 26,617 $ 26,891 $ 26,891 $ 27,223 • CITY OF EDINA ANNUAL BUDGET PAGE - 106 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I RECREATION 1624-1627 SUMMARY OF PERFORMANCE MEASURES Youth Summer Recreation Programs (Playground Program, Family Jamboree Special Event, FAB 4 and 5, Nature Camp, Firearms Safety Class and Fishing Clinic) - 1624: These funds are used for the implementation of the summer Playground Program, which is a six-week program offered at 13 different parks open to children ages 6 to 10. These funds are also used for the annual Family Jamboree Special Event, which is an evening of family entertainment at Rosland Park, featuring games, entertainment, refreshments and family fun. This also funds the FAB 4 and 5 Program, which is a summer recreation program for 4 and 5 year-olds that offers weekly themes designed to foster a child's creativity, imagination and curiosity. Each week offers a new adventure filled with crafts, stories, songs and other age-appropriate creative activities. It also funds a Nature Camp Program, which is a four-day (daytime only) nature camp at Rosland Park where 6-10 year old day -campers discover the world of nature. They can learn about insects, look for bird nests, go fishing, search for pet rocks, participate in a nature scavenger hunt and swim at the Aquatic Center on the fourth day. The Firearms Safety Training classes are sponsored by the Minnesota Department of Natural Resources. Classes are taught by certified trained instructors at the South Metro Training Facility. New recreation programs, all of which are financially self-sufficient, include Super 6&7's, You're Not Too Old for This, Pre -Teen Party, and Creepers, Critters & Crawlers. These programs meet needs that are not offered in the traditional playground programs. Miscellaneous and Special Activities - 1627: These funds are used for miscellaneous special projects and equipment such as the 4th of July Parade, sound system for July 4th concert in the park, special events, dedications and grand openings. CITY OF EDINA ANNUAL BUDGET PAGE - 107 FUND: GENERAL FUNCTION: PARK & RECREATION AREA: I RECREATION PROGRAM. 1624-1627 ACTIVITIES - 1627 SUMMARY OF EXPENDITURES 2008 2009 2010 2011 ACCT. DESCRIPTION ACTUAL ACTUAL ADOPTED ESTIMATED BUDGETED $ 5,292 YOUTH SUMMER RECREATION $ 5,350 PROGRAMS - 1624 6103 PROFESSIONAL SERVICES PERSONAL SERVICES: 11,800 6,757 6,757 6,892 6013 PAYROLL $ 39,881 $ 46,179 $ 35,100 $ 35,100 $ 35,480 6406 GENERAL SUPPLIES 27 169 CONTRACTUAL SERVICES: 4,706 4,800 6408 PHOTOGRAPHIC SUPPLIES - 114 6103 PROFESSIONAL SERVICES 2,232 3,356 6,835 6,835 6,972 4,820 6107 MILEAGE 795 895 701 701 715 3,027 4,251 7,536 7,536 7,687 SPECIAL ACTIVITIES $ 8,477 $ 14,654 $ 16,869 $ 16,869 $ 17,158 COMMODITIES: 6406 GENERAL SUPPLIES 11,530 8,774 10,506 10,506 10,716 TOTAL YOUTH SUMMER RECREATION PROGRAMS $ 54,438 $ 59,204 $ 53,142 $ 53,142 $ 53,883 MISCELLANEOUS & SPECIAL ACTIVITIES - 1627 PERSONAL SERVICES: 6013 PAYROLL $ 434 $ 2,685 $ 5,292 $ 5,292 $ 5,350 CONTRACTUAL SERVICES: 6103 PROFESSIONAL SERVICES 8,016 11,800 6,757 6,757 6,892 COMMODITIES: 6406 GENERAL SUPPLIES 27 169 4,706 4,706 4,800 6408 PHOTOGRAPHIC SUPPLIES - 114 114 116 27 169 4,820 4,820 4,916 TOTAL MISCELLANEOUS & SPECIAL ACTIVITIES $ 8,477 $ 14,654 $ 16,869 $ 16,869 $ 17,158 CITY OF EDINA ANNUAL BUDGET PAGE - 108 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I RECREATION 1628-1629 SUMMARY OF PERFORMANCE MEASURES Senior Citizens -16 28: These funds now reflect expenditures for all senior citizen programs, classes, trips and mailings, plus all expenditures related to operating the new Edina Senior Citizen Center at Grandview Square. Adaptive Recreation - 1629: The adaptive recreation budget provides part-time seasonal staff for adaptive programs and inclusion services for children with disabilities in Edina programs who need a 1:1 staff person. It also includes professional services, which pay for sign language interpreters, contracted adaptive staff, and other miscellaneous staff expenses. General supplies cover all adaptive equipment and supplies for the variety of inclusion and adaptive recreation programs held year-round for youth and adults with disabilities. u CITY OF EDINA ANNUAL BUDGET PAGE -109 FUND: FUNCTION: I AREA: I PROGRAM: GENERAL PARK & RECREATION RECREATION 1628-1629 SUMMARY OF EXPENDITURES 2008 2009 2010 2011 ACCT. DESCRIPTION ACTUAL ACTUAL ADOPTED ESTIMATED BUDGETED SENIOR CITIZENS - 1628 PERSONAL SERVICES: 6013 PAYROLL $ 28,424 $ 28,294 $ 29,900 $ 29,900 $ 30,199 6030 PENSIONS 1,743 1,774 2,093 2,093 2,189 6034 SOCIAL SECURITY 2,133 2,112 2,287 2,287 2,310 6040 FLEX PLAN 592 610 - - 6045 WORKERS COMPENSATION 180 185 54 54 51 33,072 32,975 34,334 34,334 34,749 CONTRACTUAL SERVICES: 6103 PROFESSIONAL SERVICES 50,915 76,148 80,513 80,513 82,123 6182 RUBBISH REMOVAL 984 173 1,371 1,371 1,398 6185 LIGHT AND POWER 24,756 22,785 25,000 29,148 29,730 6186 HEAT 12,847 3,118 13,120 13,120 13,382 6188 TELEPHONE 4,111 4,196 4,524 4,524 4,614 6189 SEWER & WATER 3,415 737 1,142 1,142 1,165 6235 POSTAGE 3,820 3,825 4,215 4,215 4,299 100,848 110,982 129,885 134,033 136,711 COMMODITIES: 6406 GENERAL SUPPLIES 4,438 6,186 6,094 6,094 6,216 6513 OFFICE SUPPLIES 1,026 943 1,529 1,529 1,560 6575 PRINTING 7,991 12,383 8,354 8,354 8,521 13,455 19,512 15,977 15,977 16,297 TOTAL SENIOR CITIZENS $ 147,375 $ 163,469 $ 180,196 $ 184,344 $ 187,757 ADAPTIVE RECREATION - 1629 PERSONAL SERVICES: 6013 PAYROLL $ 14,981 $ 16,272 $ 20,600 $ 20,600 $ 20,806 6030 PENSIONS 462 526 - - 6034 SOCIAL SECURITY 1,146 1,245 1,576 1,576 1,592 6040 FLEX PLAN - - - - - 6045 WORKERS COMPENSATION 211 255 72 72 92 16,800 18,298 22,248 22,248 22,490 CONTRACTUAL SERVICES: 6103 PROFESSIONAL SERVICES 6,062 7,526 13,708 13,708 13,982 COMMODITIES: 6405 BOOKS & PAMPHLETS - - 114 114 116 6406 GENERAL SUPPLIES 7,347 4,700 3,443 3,443 3,512 6575 PRINTING 3,667 3,273 2,410 2,410 2,458 11,014 7,973 5,967 5,967 6,086 TOTAL ADAPTIVE RECREATION $ 33,876 $ 33,797 $ 41,923 $ 41,923 $ 42,558 TOTAL RECREATION $ 362,822 $ 377,235 1 $ 395,772 $ 412,804 $ 420,702 CITY OF EDINA ANNUAL BUDGET PAGE - 110 I FUND: GENERAL l FUPARK & RECREATION AREA: PARK MAINTENANCE PROGRAM: I SUMMARY OF PERFORMANCE MEASURES I Park Maintenance Payroll Distribution Park maintenance consists of 16 full-time year-round personnel, a part-time year-round contracted Forester, a part-time seasonal weed inspector, and a shared full-time park maintenance worker who maintains the Edina Aquatic Center during the summer and perfoms general park maintenance duties during the remainder of the year. The 17th full-time park maintenance position remains vacant due to a retirement in 2003 that was not reinstated. 1 Superintendent 1 Foreman 13.6 Park Maintenance Staff 1 Janitor 1 Contract Forester (part-time year round) 1 Contract Weed Inspector (part-time seasonal) 1 Non -reinstated park maintenance worker since 2003 retirement Park Maintenance $ 1,602,414 Charged to (from) other departments & funds: Public Works (14,459) Enterprise funds 8,735 Total Park Maint. payroll $ 1,596,690 CITY OF EDINA ANNUAL BUDGET PAGE - 111 • 0 CITY OF EDINA ANNUAL BUDGET PAGE - 112 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION MAINTENANCE 1640-1641 SUMMARY OF PERFORMANCE MEASURES General Maintenance - 1640: This account handles the paid leave, training and equipment maintenance for the park maintenance programs. Paid leave includes sick, vacation, and holiday pay. Mowing - 1641: Funds from this account are used for maintenance of all manicured grass area consisting of 422 different areas all mowed and maintained with a minimum of 10 days between cuttings. All scheduled athletic fields are maintained every 5 working days and several weekends throughout the season. %,a I t ANNUAL UU-UGLY _ - - _. PAGE - 113 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I MAINTENANCE 1640-1641 SUMMARY OF EXPENDITURES 2008 2009 2010 2011 ACCT. DESCRIPTION ACTUAL I ACTUAL I ESTIMATED I BUD EYED ADOPTED MOWING - 1641 PERSONAL SERVICES: 6010 PAYROLL BENEFITS ;UMMUUI I Itb: 6406 GENERAL SUPPLIES 6530 REPAIR PARTS 6556 TOOLS AL MOWING $ 104,414 22,541 GENERAL MAINTENANCE - 1640 $ 120,000 26,000 $ - $ - 126,955 125,061 146,000 PERSONAL SERVICES: - 204 108 876 297 529 272 1,818 - - 1,818 1,854 _ _ 6010 PAYROLL 6011 OVERTIME 6013 PART TIME 6030 PENSIONS 6034 SOCIAL SECURITY 6040 FLEX PLAN 6045 WORKERS COMPENSATION $ 181,099 4,138 10,250 10,333 12,442 24,447 3,846 $ 186,582 28,282 8,549 12,467 14,141 28,347 4,585 $ 170,000 18,000 7,000 13,500 15,000 29,000 5,000 $ 949,735 33,200 218,100 84,879 92,759 153,521 27,163 $ 973,893 33,532 220,281 89,007 93,918 158,411 33,372 246,555 282,953 257,500 1,559,357 1,602,414 CONTRACTUAL SERVICES: 6104 CONTINUING EDUCATION 6105 DUES & SUBSCRIPTIONS 9,223 279 5,435 238 8,873 - 8,873 9,050 _ 6188 TELEPHONE 6201 LAUNDRY 4,107 575 5,042 246 5,000 - 2,662 2,715 _ 14,184 10,961 13,873 11,535 11,765 COMMODITIES: 6406 GENERAL SUPPL IES - 16 1,378 1,378 1,406 CENTRAL SERVICES: 6803 GENERAL 41,672 37,024 44,364 44,364 53,484 6806 PUBLIC WORKS BUILDING 32,713 33,166 34,332 34,332 44,436 6808 EQUIPMENT OPERATION 245,737 219,258 241,392 241,392 223,188 320,122 289,448 320,088 320,088 321,108 TOTAL GENERAL MAINTENANCE $ 580,861 $ 583,378 $ 592,839 $ 1,892,358 $ 1.936.693 MOWING - 1641 PERSONAL SERVICES: 6010 PAYROLL BENEFITS ;UMMUUI I Itb: 6406 GENERAL SUPPLIES 6530 REPAIR PARTS 6556 TOOLS AL MOWING $ 104,414 22,541 $ 101,895 23,166 $ 120,000 26,000 $ - $ - 126,955 125,061 146,000 - - 204 108 876 297 529 272 1,818 - - 1,818 1,854 _ _ 1,188 1,098 1,818 1,818 1,854 $ 128,143 $ 126,159 $ 147,818 $ 1,818 $ 1.854 CITY OF EDINA ANNUAL BUDGET PAGE - 114 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I MAINTENANCE 1642-1643 SUMMARY OF PERFORMANCE MEASURES Field Maintenance - 1642: All sports fields are specially prepared for scheduled games. These fields are dragged and field lined with a chalk material. A special mixture (agricultural lime) is used each spring for filling holes and regrading is done as needed during the playing season. All of the field areas are fertilized each year and the grass is treated with herbicides. The grassy playing surfaces in all of these parks are aerated, seeded and/or sodded when necessary to maintain safe ground cover. This account is supplemented by a $9 field use fee from participants. The table below shows amounts contributed from various activities during the past two years. Activity Adult Soccer Adult Baseball Adult Softball Edina Baseball Association EGAA Flag Football Edina Youth Softball Association Edina Girls Fast Pitch Softball Edina Soccer Assoc. & Soccer Club Edina Football Association Edina Lacrosse Association Miscellaneous Field Rentals Total General Turf Care - 1643: 2008 $ 5,715 202 5,200 22,601 2,610 2,124 873 27,061 7,326 5,400 3,012 82,124 2009 $ 5,244 2,648 5,100 22,902 2,610 1,845 1,026 35,334 7,680 3,537 2,241 90,167 The funds in this program provide for all city properties and general park maintenance. This includes the contracted spraying of weeds (dandelions) twice a year in areas that are in keeping with Edina's Turf Management Plan. CITY OF EDINA ANNUAL BUDGET PAGE - 115 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I MAINTENANCE 1642-1643 SUMMARY OF EXPENDITURES 2008 2009 2010 2011 ACCT. DESCRIPTION ACTUAL ACTUAL I ESTIMATED I BUD TE ADOPTED FIELD MAINTENANCE - 1642 PERSONAL SERVICES: 6010 PAYROLL $ - BENEFITS CONTRACTUAL SERVICES: 6103 PROFESSIONAL SERVICES 6180 CONTRACTED REPAIRS COMMODITIES: LICENSES AND PERMITS 6406 GENERAL SUPPLIES 6530 REPAIR PARTS 6540 FERTILIZER 6542 INFIELD MIXTURE 6543 SOD & BLACK DIRT 6544 LINE MARKING POWDER 6546 WEED SPRAY 6547 SEED 6556 TOOLS TOTAL FIELD MAINTENANCE GENERAL TURF CARE - 1643 PERSONAL SERVICES: 6010 PAYROLL $ - BENEFITS CONTRACTUAL SERVICES: 6103 PROFESSIONAL SERVICES 6180 CONTRACTED REPAIRS 6260 LICENSES AND PERMITS COMMODITIES: - 6406 GENERAL SUPPLIES 6517 SAND, GRAVEL, & ROCK 6530 REPAIR PARTS 6540 FERTILIZER 6543 SOD & BLACK DIRT 6546 WEED SPRAY 6547 SEED 6556 TOOLS AL GENERAL TURF CARE $ 213,028 $ 219,242 $ 210,000 $ - $ _ 42,332 45,889 45,000 - - 255,360 265,131 255,000 - _ 8,435 14,712 6,260 6,260 6,386 8,525 15 1,822 1,822 1,858 16,960 14,727 8,082 8,082 8,244 12,099 16,100 17,758' 15,827- 16,143 6,227 5,719 6,528 6,528 6,659 757 1,485 - - _ 4,225 - 5,877 5,877 5,995 7,661 8,345 4,306 4,306 4,392 179 4,062 - _ - 6,926 11,580 11,578 11,578 11,810 - - 652 652 665 1,820 - 1,722 1,722 1,756 476 - - - _ 28,271 31,191 30,663 30,663 31,277 $ 164,525 $ 189,508 $ 191,186 $ 53,780 $ 54,856 $ 300,591 $ 311,049 $ 293,745 $ 38,745 $ 39,521 $ 105,616 $ 115,525 $ 115,000 $ - $ _ 22,931 27,144 28,000 - - 128,547 142,669 143,000 - - 11,065 15,632 17,000 8,814 8,990 1,034 363 500 6,755 6,890 105 258 258 263 12,099 16,100 17,758' 15,827- 16,143 193 395 5,000 6,275 6,400 - - 500 1,435 1,464 1,312 4,143 2,000 - - 6,291 7,950 5,000 13,284 13,550 4,385 1,817 2,740 2,740 2,795 6,367 8,607 8,000 7,531 7,682 3,660 6,643 6,688 6,688 6,822 1,671 1,184 500 - - 23,879 30,739 30,428 37,953 38,713 $ 164,525 $ 189,508 $ 191,186 $ 53,780 $ 54,856 CITY OF EDINA ANNUAL BUDGET PAGE - 116 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I MAINTENANCE 1644-1645 SUMMARY OF PERFORMANCE MEASURES Forestry - 1644: These funds are used to administer a comprehensive park and boulevard forestry program plus removal of diseased trees on private properties. This account includes contracted tree removal and stump removal of all trees that are diseased (diseased trees on private properties are contracted for removal only when necessary). This account provides for maintenance of tree trimming on boulevard and park trees as well as contractual oak wilt disease identification, control and prevention program. All boulevard tree trimming and removal is assessed to the property owner. Litter Removal - 1645: These funds are used for maintenance and removal of all trash from 40 park areas on a daily basis in season or a weekly basis throughout the year. This also includes the purchase of trash containers. 0 CITY OF EDINA ANNUAL BUDGET PAGE - 117 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I MAINTENANCE 1644-1645 SUMMARY OF EXPENDITURES 2008 1 2009 1 2010 2011 ACCT. DESCRIPTION ACTUAL ACTUAL I ESTIMATED I BUDGETED-] ADOPTED FORESTRY - 1644 PERSONAL SERVICES: 6010 PAYROLL 6011 OVERTIME 6030 PENSIONS 6034 SOCIAL SECURITY 6040 FLEX PLAN 6045 WORKERS COMPENSATION CONTRACTUAL SERVICES: 6103 PROFESSIONAL SERVICES 6104 CONTINUING EDUCATION 6107 MILEAGE OR ALLOWANCE 6180 CONTRACTED REPAIRS 6182 TREE WASTE DISPOSAL COMMODITIES: 6406 GENERAL SUPPLIES 6541 PLANTING & TREES 6543 SOD & BLACK DIRT 6556 TOOLS TOTAL FORESTRY LITTER REMOVAL - 1645 PERSONAL SERVICES: 6010 PAYROLL 6011 OVERTIME BENEFITS CONTRACTUAL SERVICES: 6182 RUBBISH REMOVAL COMMODITIES: 6406 GENERAL SUPPLIES TOTAL LITTER REMOVAL $ 157,646 $ 164,827 $ 155,000 $ - $ - 3,810 1,255 1,500 - - 9,768 10,346 10,000 - - 12,440 12,717 12,000 - - 11,470 10,274 10,500 - - 3,362 3,937 4,000 - - 198,496 203,356 193,000 - - 17,978 10,946 12,000 17,540 17,891 228 470 510 - - 3,873 4,300 2,464 2,464 2,513 - 614 5,000 14,422 14,710 17,928 9,0421 8,000 15,993 16,313 40,007 25,372 1 27,974 50,419 51,427 21,411 8,902 10,332 10,332 $ - 10,539 - - 1,000 - 6,889 6,749 7,027 2,305 5,618 2,611 36,667 2,611 - 2,663 24,416 16,115 15,443 8,184 22,128 7,561 22,571 8,000 9,400 9,588 $ 44,019 $ 49,713 $ 50,000 $ 17,584 $ 262,919 $ 244,843 $ 236,417 $ 72,547 $ 73,998 $ 23,580 $ 28,955 $ 28,000 $ - $ - 1,033 963 - - - 5,410 6,749 7,000 - - 30,023 36,667 35,000 - - 6,435 3,785 7,000 8,184 8,348 7,561 9,261 8,000 9,400 9,588 $ 44,019 $ 49,713 $ 50,000 $ 17,584 $ 17,936 CITY OF EDINA ANNUAL BUDGET PAGE - 118 'UND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I MAINTENANCE 1 1646 SUMMARY OF PERFORMANCE MEASURES I Building Maintenance - 1646: These funds are used for the maintenance, repair, and cleaning of 27 buildings in the park system. These funds are also used for the upkeep and new construction of 11 hockey rinks in the park system. Buildings Maintained 1 Arden Park Shelter 2 . Arneson Gazebo 3 . Arneson Greenhouse 4 . Arneson Historical House 5 . Braemar Complex 6 . Bredeson Comfort Station 7 . Cahill School Building 8 . Chowen Picnic Shelter 9 . Cornelia School Park Shelter 10 . Countryside Park Shelter 11 Creek Valley Park Shelter 12 . Edina Senior Center 13 . Garden Comfort Station 14 . Grange Hall 15 . Highlands Park Shelter 16 . Lewis Park Shelter 17 . Normandale Park Shelter 18 . Pamela Park Shelter 19 . Rosland Park Picnic Shelter 20 . Rosland Park Comfort Station 21 Strachauer Park Shelter 22 . Todd Park Shelter 23 . Wooddale Picnic Shelter 24 . Utley Park Restrooms 25 . Van Valkenburg Complex 26 . Walnut Ridge Park Shelter 27 . Weber Park Shelter CITY OF EDINA ANNUAL BUDGET PAGE - 119 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I MAINTENANCE 1646 SUMMARY OF EXPENDITURES 2008 2009 2010 2011 ACCT. DESCRIPTION ACTUAL ACTUAL ADOPTED ESTIMATED BUDGETED BUILDING MAINTENANCE - 1646 PERSONAL SERVICES: 6010 PAYROLL $ 197,874 $ 195,808 $ 200,000 $ - $ - 6011 OVERTIME 6,210 3,558 3,500 - - 6030 PENSIONS 12,943 13,035 14,000 6034 SOCIAL SECURITY 15,481 14,996 15,000 - - 6040 FLEX PLAN 23,890 22,259 24,000 - - 6045 WORKERS COMPENSATION 4,491 4,826 5,000 - - 260,889 254,482 261,500 - CONTRACTUAL SERVICES: 6103 PROFESSIONAL SERVICES 36,694 18,121 15,528 15,528 15,839 6180 CONTRACTED REPAIRS 12,476 7,371 7,000 7,000 7,140 6185 LIGHT & POWER 75,661 68,324 77,765 77,765 79,320 6186 HEAT 41,365 31,423 30,000 43,807 44,683 6188 TELEPHONE 7,074 10,675 9,871 9,871 10,068 6189 SEWER & WATER 683 896 1,663 1,663 1,696 6201 LAUNDRY 11,728 12,228 14,010 14,010 14,290 185,681 149,038 155,837 169,644 173,036- 73,036COMMODITIES: COMMODITIES: 6406 GENERAL SUPPLIES 41,213 31,606 30,000 35,666 36,379 6517 SAND, GRAVEL & ROCK 348 - 1,000 - - 6530 REPAIR PARTS 8,470 4,542 5,000 12,261 12,506 6556 TOOLS 7,104 3,835 8,694 8,694 8,868 6577 LUMBER 4,033 1,988 5,000 11,646 11,879 6578 LAMPS & FIXTURES 442 6,421 3,901 3,901 3,979 6610 SAFETY EQUIPMENT 8,200 7,499 5,886 5,886 6,004 69,810 55,891 59,481 78,054 79,615 TOTAL BUILDING MAINTENANCE $ 516,380 $ 459,411 $ 476,818 $ 247,698 $ 252,651 • CITY OF EDINA ANNUAL BUDGET PAGE -120 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I MAINTENANCE 1647-1648 SUMMARY OF PERFORMANCE MEASURES Paths, Hard Surfaces, Hockey Rinks and Park Amenities Maintenance - 1647: These funds are used for the maintenance of all hard surface areas within the park system. This includes the resurfacing of 26 tennis courts, resurfacing and maintaining 8 hard surface basketball courts, and maintenance and surfacing of 10 miles of walking and bicycling paths within the park system. These funds are also used for the maintenance and replacement of 23 playground equipment sites, plus park lighting, picnic tables, bleachers, tables, chairs, park benches, signs and drinking fountains throughout Edina's 40 parks. Skating Rink Maintenance - 1648: These funds are used for flooding and maintaining an operation of 11 hockey rinks and 11 general skating areas. This account is supplemented by a $9 per participant user fee. CITY OF EDINA ANNUAL BUDGET PAGE -121 FUND: GENERAL FUNCTION: PARK & RECREATION AREA: MAINTENANCE PROGRAM: 1647-1650 SUMMARY OF EXPENDITURES ACCT. DESCRIPTION 2008 ACTUAL 2009 ACTUAL 2010 2011 ADOPTED ESTIMATED BUDGETED 3,914 3,992 - - 2,000 3,001 PATHS & HARD SURFACES - 1647 8,255 8,488 1,000 _ PERSONAL SERVICES: 26,145 20,500 11,747 11,982 6010 PAYROLL 6011 OVERTIME $ 16,877 3,588 $ 21,763 3,157 $ 26,000 3,000 $ - - $ _ 6030 PENSIONS 1,330 1,682 1,900 - _ 6034 SOCIAL SECURITY 1,589 1,876 2,000 - - 6040 FLEX PLAN 2,440 2,455 2,600 - _ 6045 WORKERS COMPENSATION 424 485 750 - 24,575 20,135 26,248 31,418 36,250 - 3,333 3,000 - 233,005 205,690 CONTRACTUAL SERVICES: - _ 6103 PROFESSIONAL SERVICES 6180 CONTRACTED REPAIRS 173,223 2,235 145,510 16,027 180,000 2,000 240,400 - 245,208 175,458 161,537 1 182,000 1 2407400 245,208 COMMODITIES: 6406 GENERAL SUPPLIES 6517 SAND, GRAVEL & ROCK 6518 BLACKTOP 6519 ROAD OIL 6530 REPAIR PARTS TOTAL PATHS & HARD SURFACE MAINTENANCE SKATING RINK MAINT. -1648 PERSONAL SERVICES: 6010 PAYROLL 6011 OVERTIME 6030 PENSIONS 6034 SOCIAL SECURITY 6040 FLEX PLAN 6045 WORKERS COMPENSATION CONTRACTURAL SERVICES: 6103 PROFESSIONAL SERVICES COMMODITIES: 6406 GENERAL SUPPLIES 6530 REPAIR PARTS AL SKATING RINK MAINT 14,804 14,774 15,000 4,832 4,929 2,418 2,883 500 6,467 _ 3,150 $ 211,339 2,000 3,914 3,992 - - 2,000 3,001 3,061 8,255 8,488 1,000 _ 28,627 26,145 20,500 11,747 11,982 $ 230,333 $ 219,100 $ 238,750 $ 252,147 $ 257,190 $ 154,367 $ 125,158 $ 112,000 $ - $ _ 25,600 34,745 20,000 - 11,630 10,788 8,000 - _ 13,204 11,531 10,000 - - 24,575 20,135 18,000 - - 3,629 3,333 3,000 - 233,005 205,690 171,000 1 - _ 706 1 1,3471 1.0001 - I _ 6,446 2,324 1,094 3,208 3,000 3,000 4,248 2,219 4,333 2,263 8,770 4,302 6,000 6,467 6,596 $ 245,481 $ 211,339 $ 178,000 $ 6,467 $ 6,596 CITY OF EDINA ANNUAL BUDGET PAGE - 122 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARK & RECREATION I MAINTENANCE 1650-1652 SUMMARY OF PERFORMANCE MEASURES Equipment - 1650: This account provides funding for the replacement of existing Park Maintenance equipment and for the purchase of any new additional equipment needed for maintenance of all parks. Weed Mowing - 1652: These funds are used for the control and removal of noxious weeds located on park property as well as other city properties. It is also used to handle all city properties, public and private, that are not in compliance with our clear view and weed and noxious growth ordinances. The private properties are later assessed for reimbursement. • CITY OF EDINA ANNUAL BUDGET PAGE - 123 FUND: GENERAL FUNCTION: PARK & RECREATION AREA: MAINTENANCE PROGRAM: 1650-1652 SUMMARY OF EXPENDITURES ACCT. DESCRIPTION 2008 ACTUAL 2009 ACTUAL 2010 2011 ADOPTED ESTIMATED BUD TED $ 16,932 909 $ 9,924 _ $ 12,000 - $ $ _ 6030 PENSIONS EQUIPMENT - 1650 52 75 6034 SOCIAL SECURITY PERSONAL SERVICES: 757 1,000 6040 FLEX PLAN 6010 PAYROLL 6030 PENSIONS $ 10,946 712 $ 45,180 3,050 $ 41,000 3,000 $ - - $ _ - 6034 SOCIAL SECURITY 821 3,373 3,200 - _ 6040 FLEX PLAN 1,350 5,909 6,000 6045 WORKERS COMPENSATION 229 984 1,200 - _ 450 14,058 58,496 54,400 _ AL EQUIPMENT 1 $ 14,058 1 $ 58,496 1 $ 54,400 1 $ -1 s _ WEED MOWING - 1652 PERSONAL SERVICES: 6010 PAYROLL 6011 OVERTIME $ 16,932 909 $ 9,924 _ $ 12,000 - $ $ _ 6030 PENSIONS 134 52 75 6034 SOCIAL SECURITY 1,363 757 1,000 6040 FLEX PLAN 233 121 200 _ 6045 WORKERS COMPENSATION 363 229 300 _ 19,934 11,083 13,575 CONTRACTURAL SERVICES: 6107 MILEAGE 450 454 500 COMMODITIES: 6546 WEED SPRAY _ TOTAL WEED MOWING $ 20,384 1 $ 11,537 $ 14,075 $ - $ _ OTAL PARK MAINTENANCE 1 $ 2,507,694 1 $ 2,464,533 1 $ 2,474,048 1 $ 2,583,144 1 $ 2,641,295 CITY OF EDINA ANNUAL BUDGET PAGE - 124 FUND: FUNCTION: AREA: PROGRAM: GENERAL PARKS & RECREATION DEER CONTROL 1509 SUMMARY OF PERFORMANCE MEASURES Deer Control Program - 1509: This program was authorized by the Council to reduce the City's deer population. 2010 2011 % Total Deer Control $ - $ 15,000 #DIV/0! 11 CITY OF EDINA ANNUAL BUDGET PAGF _ 174 FIELD USER/PARTICIPANT FEE YEAR & FEE REVENUE 1987 - $5/participant 1988 - $5/participant 1989 - $5/participant $ 26,340 1990 - $5/participant $ 30,285 1991 - $5/participant $ 31,525 1992 - $5/participant $ 33,325 1993 - $6/participant $ 42,096 1994 - $6/participant $ 44,070 1995 - $6/participant $ 47,150 1996 - $6/participant $ 56,153 1997 - $6/participant $ 59,147 1998 - $7/participant $ 30,846 1999 - $7/participant $ 61,906 2000 - $7/participant $ 77,197 2001 - $7/participant $ 73,148 2002 - $8/participant $ 51,638 2003 - $8/participant $ 81,072 2004 - $8/participant $ 82,550 2005 - $8/participant $ 68,300 2006 - $8/participant $ 77,727 2007 - $9/participant $ 82,926 2008 - $9/participant $ 83,141 2009 - $9/participant $ 90,167 2010 - $9/participant $ 98,556 2011 - $9/participant From a section of the National Park Service Donations Policy 0 10.2 In -Park Recognition. In some cases a gift may warrant in -park recognition. This section describes the in -park donor recognition options available to park managers. This form of donor recognition will likely occur in the park's visitor center or other similar facility or developed area. In -park recognition is typically provided in the form of a credit line or statement of appreciation by a park. A credit line is a short, discrete, unobtrusive statement expressing appreciation typically found at the end of the material or item, or on a donor recognition plaque. To maintain NPS policy that parks be free of commercialism, advertising and marketing slogans and taglines may not appear under any circumstances. Donor recognition is not allowed on motor vehicles or on bricks, benches or other park furnishings. Donor recognition should not be proposed in park areas if it would compete for attention with, or attract attention away from, the purpose for which the park was created. Other opportunities for donor recognition include donor books which may be kept on display, computer terminals with searchable donor lists, articles or displays of donor names in park newsletters. Recognition for donations to the development of websites is generally permitted. The Partnership Office and the Office of the Chief Infomlation Officer (OCIO) will work on additional guidance as new web standards are developed. In the interim, any request for recognition on a park or program website should be submitted to the Partnership Office to be coordinated with the OCIO for review. Recognition on signs is described below and illustrated in the Reference Guide. Recognition would generally not be included on park regulatory or safety signs. Eli NAMING OF PARKS AND FACILITIES CITY OF EDINA ALDEN PARK Was originally named Jackson/Belmore Park and was changed to Gretchen Alden Park in remembrance of Gretchen Alden, City Clerk for the City of Edina for many years. ARNESON ACRES PARK Named after the owner, Morton Arneson, who donated the land. Mr. Arneson was a long-time resident of the community. BRAEMAR PARK Dr. Jackson, Park Board member, selected a variety of Scottish names, which were voted on by the Park Board. It was formerly Hayes Farm. CENTENNIAL LAKES PARK Named for the developer's project. COOPER ROOM A meeting room in the lower level of the Warren C. Hyde Clubhouse was named the Cooper Room after the first Golf Course Pro & Manager of the Braemar Golf Course, Harry Cooper. LAKE CORNELIA PARK Named after Lake Cornelia. CORNELIA SCHOOL PARK is Named after Cornelia Elementary School, which was named after Lake Cornelia. COURTNEY FIELDS Named after former Mayor C. Wayne Courtney. THE JERRY DALEN COMMONS The commons area of Braemar Arena was named in honor after Jerry Dalen who was the Edina Finance Director from 11-1-55 TO 12-31-85. EDINBOROUGH PARK Named for the developer's project. ERICKSON FIRESIDE ROOM (CENTENNIAL LAKES PARK) Named after long time attorney for the City of Edina, Mr. Thomas Erickson. WARREN C. HYDE CLUBHOUSE Braemar Clubhouse named after long-time City Manager (1955-1976) and golf enthusiast of Braemar. ROBERT J. KOJETIN PARK Named after long-time employee and Park and Recreation Director of the City of Edina. Park was formerly named Forty -Fourth Street Park (name of street). LAKE EDINA PARK Named after the Lake. 1 LONSBURY FOUNTAIN Named after the late husband of former Park Board Chairperson, Joan Lonsbury, who donated the funds to purchase the fountain on Lake Cornelia. PAMELA PARK Named after the daughter of the former owner of the property. KENNETH ROSLAND PARK Formerly Lake Cornelia Park. Named after former Director of Parks & Recreation and City Manager from 1958-1998. STRACHAUER PARK Was formerly Beard Park (name of street), renamed after a long-time Park Board Chairman. T. LEA TODD PARK Formerly Division and Rutledge Park. Named for former mayor and council member. UTLEY PARK Formerly part of Wooddale Park. Named after Harold Utley, long-time resident and council member. VAN VALKENBURG PARK Named after former Mayor, James Van Valkenburg. Park was originally called Malibu Park and Grandview Park, formerly Grandview Cemetery. WEBER PARK Named after long-time constable and resident of Morningside. Formerly Morningside Park which was the name of the community. BREDESEN PARK Named after former Mayor, Arthur Bredesen. Park was originally named Mud Lake Park. FRANK TUPA PARK Named after a long-time council member. WILLIAMS PARK Named after the son of Mr. Williams who donated the park to the community in remembrance of his son who was killed in World War II. The park plaque reads: SGT. DWIGHT CARLETON WILLIAMS Ski Trooper, 10th Mountain Division Born in Minneapolis July 22, 1924 Attended Edina Grade School, Blake School and Harvard College. Killed in Action April 30, 1945, in Italy and buried there. In loving memory, this old millsite where Dwight often played as a boy is dedicated as Dwight Williams Park. WILLIAM WARDWELL LEWIS PARK Named after a long-time Park Board member and Planning Commission Chairman. r WOODDALE PARK Named after the original elementary school that was located on the property. PARKS NAMED FOR THE SUBDIVISION: COUNTRYSIDE PARK HIGHLANDS PARK GARDEN PARK NORMANDALE PARK HEIGHTS PARK YORKTOWN PARK PARKS NAMED FOR THE STREETS THEY ARE LOCATED: ARDEN PARK MELODY LAKE PARK BIRCHCREST PARK MCGUIRE PARK BROWNDALE PARK ST JOHNS PARK CHOWEN PARK TINGDALE PARK CREEK VALLEY SCHOOL PARK WALNUT RIDGE PARK YORKPARK NAMING OF PARKS AND FACILITIES 1.0 POLICY New 4Tz These criterion will be used as general guidelines when naming or renaming parks, park trails, recreational facilities, and city facilities. 2.0 ORGANIZATIONS AFFECTED: Community -wide. 3.0 PROCEDURE: 3.1 The naming of city parks and city facilities will be given consideration by the City Council based on: o Geographic Location — a name representative of neighborhood, street, subdivision, natural habitat, or other characteristics of the site- ® Contributor —'an individual or organization who has donated land or made a significant financial contribution (50% or greater) towards a park or facility. ® Famous American or Occasion — state or federal leaders or a historical event. 3.2 Consistent with the Council recorrunendation in 1985, recognition of an individual, business; or organization can be made in the form of a memorial (i.e, trees, pari: bench, flag pole, plaque, or art object displayed on city property). The donor is responsible for the cost of the object, installation, and any on-going maintenance costs. Plaques shall not exceed 225 square inches. Other memorials will also be limited in size dependent upon the item and location. 3.3 Renaming of a city park will only be considered if the neighborhood changes in nature either by composition of residents or the composition of the surrounding area. 3.4 The City Council has authority to make exceptions to the policy. 1:/AdministN4an/NiamineFacilities 0 RESOLUTION NO. 2010-119 SETTING 2011 PARK AND RECREATION FEES BE IT RESOLVED that the Edina City Council does hereby approve and set the following 2011 Park and Recreation Fees. PARK AND RECREATION 2010 2011 Playground $35.00 $35.00 Adult Tennis Instruction $50.00 $50.00 Youth Tennis Instruction $50.00 $50.00 Pee Wee Tennis $36.00 $36.00 Team Tennis $92.00 $100.00 Tennis Cam $99.00 $99.00 Fab 4 & 5 $77.00 $77.00 Small Wonders $67.00 $67.00 Safety Cam $32.00 $32.00 Super 6 & 7 $50.00 $50.00 Cheerleadin.g Cam $50.00 $50.00 Fishing Clinic $10.00 $10.00 Highlands Explorers $57.00 $57.00 Challengers $92.00 $92.00 Travelin' Teens $92.00 $92.00 Sweetheart Dance $47.00/Couple NA Family Open Gym $3.00 NA Winter Break Cam $47.00 NA Playground Plus $17.00 $17.00 Barnyard Boogie $4.00/per person $4.00/per person Sk hawks (Mini Hawks) $101.00 $101.00 Soccer Camp Sk hawks $49.00 $49.00 Basketball Camp Sk hawks $105.00 $105.00 Gin Weidenfeller Classes $35.00 $35.00 Reach Education Solutions Pre -School Programs NA $75.00 Pre -School Week Workshops/Camps NA $35.00 Age 7 - 11 Camps NA $65.00 Hip Hop Classes NA $46.00 Family Classes NA $40.00/ air Once Upon a Star Parties Cinderella's Princess Ball NA $26.00/couple Grandma & Me Day NA $19.00/couple Mom & Me Spa Day NA $25.00/couple Springtime Tea Party NA I $19.00/couple ADULT ATHLETIC FEES SUMMER SOFTBALL LEAGUES BASKETBALL _ 2010 Men's Resident Team $425.00 2011 2010 2011 $425.00 5 -Man C League $500.00 $500.00 Men's Non -Resident Team $585.00 $585.00 5 -Man B League $500.00 $500.00 Co-ReC Resident Team $460.00 $460.00 HOCKEY Co-ReC Non -Resident Team $620.00 $620.00 4 -Man League 1 $250.00 $250.00 Men's Double Header Resident Team $665.00 $665.00 BROOMBALL Men's Double Header Non -Resident Team $825.00 $825.00 Co-Rec League $300.00 $300.00 Non -Resident Individual (up to 4 players) $26.00 $26.00 --- CO-REC KICKBALL VOLLEYBALL Co-Rec Kickball $125.00 $125.00 Officiated Lea ues $345.00 $345.00 Non -Resident (Individual) $10.00 $10.00 $10.00 $10.00 Admission after 6 pm Early Bird Special if purchased no later than April 30, 2011. Prices DO NOT include tax. AQUATIC CENTER 2010 2011 Season Tickets Resident Family: First 2 members *$85.00/$95.00 ''$85.00/$95.00 Each additional member $45.00 $45.00 Maximum 8 members $365.00 $365.00 Resident Individual *45.00/$50.00 *45.00/$50.00 Non -Resident Family: First 2 members *$100.00/$110.00 *$100.00/$110.00 Each additional member $50.00 $50.00 Maximum 8 members $410.00 $410.00 Non -Resident Individual $55.00/$60.00 $55.00/$60.00 Dail Admissions Dail Admission (resident & non-resident) $10.00 $10.00 Admission after 6 pm $8.00 $8.00 Aquatic Instruction Aquatic Instruction Contracted Contracted Early Bird Special if purchased no later than April 30, 2011. Prices DO NOT include tax. BRAEMAR GOLF COURSE 1 2010 2011 _ Green Fees 18 hole - non -patron $37.00 $37.00 18 hole - patron $29.00 $29.00 9 hole - non -patron $19.00 $19.00 9 hole - patron $15.00 $15.00 Masters Senior Patrons age 75 and over $24.00 $24.00 College Age Rate $25.00 $25.00 Junior 18 Hole Rate $18.00 $18.00 Junior 9 Hole Rate $10.00 $10.00 GROUP FEES - 18 holes $46.00 $46.00 GROUP FEES - 9 holes $22.00 $22.00 Patron Cards Before April 1 Individual $70.00 $70.00 Non -Resident Patron Card $110.00 $90.00 Patron Cards After March 31 Individual 1 $75.00 $75.00 Computerized Handicaps Resident $23.00 $23.00 Non -Resident $28.00 $28.00 Lockers Men's 72 inch $40.00 $40.00 Men's 42 inch $30.00 $30.00 Ladies 72 inch $20.00 $20.00 Club Storage $50.00 $50.00 Club Rental $8.50 $8.50 Pull Carts $3.00 $3.00 Push Carts - 9 Hole $3.00 $3.00 Push Carts - 18 Hole $5.00 $5.00 Golf Cars 18 holes $30.00 $30.00 9 holes $18.00 $18.00 18 holes/person with disabilit /s I rider $16.00 $16.00 Group Car Fees $36.00 $36.00 Group Golf Lessons Adult $99.00 $99.00 Junior $46.00 $46.00 Braemar Room Resident - wedding related $900.00 $900.00 Non-residents - wedding related $1,000.00 $1,000.00 Other events $350.00/$1,000.00 $350.00/$1,000.00 Braemar Driving Range Large Bucket j $7.50 $7.50 Small Bucket $5.00 $5.00 Warm -Up Bucket $3.00 $3.00 BRAEMAR EXECUTIVE COURSE AND FRED RICHARDS COURSE GREENS FEES GOLF DOME 2010 2011 Adult non -patron $14.00 $14.00 Adult patron 1 $11.00 $11.00 Junior $9.50 $9.00 Junior — 10 Round Card $70.00 $70.00 Golf Cars (everyone) $14.00 $14.00 Pull Carts $2.50 $2.50 Group Fees $16.00 $16.00 BRAEMAR EXECUTIVE ED RICHARDS COURSE PATRON CARDS Adults Only (18 and olde $25.00 1 $25.00 GOLF DOME Large Bucket $7.50 $7.50 Senior Bucket $7.00 $7.00 Time Golf '/2 hour $10.50 $10.50 Hourly Field Rental $130.00 $130.00 EDINBOROUGH PARK 2010 2011 "Pool & Track" aily Passes Pool & Track Daily Passes $6.00 residents & non-residents $6.00 residents & non-residents "Pool & Track" Season Passes $6.00 Edina Individual $260.00 i $260.00 Each Additional Member $90.00 $90.00 Non -Edina Individual $290.00 $290.00 Each Additional Member $100.00 $100.00 Locker Rental $0.25 $0.25 Birthday Party Packages/2 Hours $50.00 Adventure Packa a $125.00 $130.00 Peak Package $75.00 $80.00 BUILDING RENTALS Each Additional Member Exclusive Rental 1 Non -Exclusive Rentals/Hr 2010 2011 2010 2011 Friday Evenin NA NA Great Hall $350.00 $350.00 Saturday Evening NA NA Theater $250.00 $250.00 Prom NA NA Grotto $200.00 $200.00 $10.00 Adventure Peak $300.00 $300.00 $10.00 Pool (swim team only) $30.00 $30.00 Commercial Photo Shoot(Hourly) Domestic Photo Shoot(Hourly) Any Park Area $250.00 $250.00 Blocked Off �_ Any Park Area Blocked Off $200.00 $200.00 Grotto $250.00 $250.00 Grotto $200.00 $200.00 Theatre $250.00 $250.00 Theatre $200.00 $200.00 Great Hall $350.00 $350.00 Great Hall $350.00 $350.00 EDINBOROUGH PARK "PLAYPARK" 2010 2011 Playpark Dail' Admission Resident $6.00 $6.00 Non-resident $6.00 $6.00 Children Under 12 Months FREE FREE Adults Free w/ paid child Free w/ paid child Edinborou h Association Members Daily Pass $6.00 $6.00 Playpark Punch Pass -10 Uses Resident $50.00 $50.00 Non-resident $50.00 $50.00 Resident Season Pass First Member $85.00 $85.00 Each Additional Member $65.00 $65.00 Non -Resident Season Pass First Member $110.00 $110.00 Each Additional Member $90.00 $90.00 Total Facili Daily Admission Resident $10.00 $10.00 Non-resident $10.00 $10.00 CENTENNIAL LAKES _ 2010 T---2011201 $185.00 $190.00 2010 2011 Rental Concession Items Skate Rental Weekend Rental - 6:00 m - Midni ht Paddle Boats 4 person boat X2 hr ! $7.00 $8.00 Frida evening $995.00 Saturday evening $995.00 $995.00 $995.00 Winter sled per hr $7.00 $7.00 $110.00 Ice Skate $5.00 $5.00 $10.00 $10.00 Maximum 7persons) Building Rentals $160.00 Resident Individual Champion Putting $100.00 '/2 da - Salon M-TH $225.00 $225.00 9 hole $5.00 $5.00 Sunday -'/2 day Salon $350.00 Amphitheater Rental $350.00 18 hole $8.00 $8.00 Lawn Games Amphitheater Rental $250.00 $250.00 Per Court $110.00 $15.00/hr $16.00/hr Commercial Photo Shoot $50.00/hr $50.00/hr $118.00 $118.00 ARENA 2010 2011 Hourly Rate as of 9/11 $185.00 $190.00 Open skating Youth and Adult $4.00 $4.00 Skate Rental $2.00 $2.00 Skate Sharpening $4.00 $4.00 Season Tickets set first week of September) Resident Family: First 2 members $110.00 $110.00 Each additional member $10.00 $10.00 Maximum 7persons) $160.00 $160.00 Resident Individual $100.00 $100.00 Non -Resident Family: First 2 members $125.00 $125.00 Each additional member $10.00 $10.00 Maximum 7persons) $175.00 $175.00 Non -Resident Individual $110.00 $110.00 Classes Classes $118.00 $118.00 ART CENTER Hours 2009 Hours 2010 Hours 2011 Hours to $12 an Hour Workshop Price @$7.50 hour @7.75 hour $8.00 hour Workshop (parent/child) NM/M NM/M NM/M special Family Rate $5 an hour $225/$202 $233/$210 $240/$216 $360/$324 $150/$135 130 24 $180/$162 $186/$167 $192/$173 $288/$259 $120/$108 22 $165/$148 $171/$164 $176/$158 $264/$238 $110/$99 20 $150/$135 $155/$140 $160/$144 $240/$216 $100/$90 18 $135/$121 $140/$126 $144/$130 $216/$194 $90/$81 16 $120/$108 $124/$112 $128/$115 $192/$173 $80/$72 15 $113/$102 $116/$1105 $120/$108 $180/$162 $75/$67 14 $105/$94 $109/$98 $112/$101 $168/$151 $70/$63 12 $90/$81 $93/$84 $96/$86 $144/$130 $60/$54 10 $75/$67 $78/$70 $80/$72 $120/$108 $50/$45 9 $68/$61 $70/$63 $72/$65 $108/$97 $45/$40 $60/$54 $62/$56 $64/$58 $96/$86 $40/$36 ONM/M $53/$48 $54/$49 $56/$50 $84/$76 $35$31 $45/$40 $47$42 $48/$43 $72/$65 $30/$27 on-Member/Member EDINA ART CENTER MEMBERSHIPS 2010 2011 Annual Famil Membershi Resident members $5 0 $45.00 $45.00 Annual Individual Membership(Residert members $5 off) $30.00 $30.00 PEGGY KELLY MEDIA ARTS STUDIOS DO -IT YOURSELF 2010 2011 EQUIPMENT 2010 2011 SERVICES HOURLY HOURLY RENTAL 2 DAY 2 DAY FEE FEE RENTAL RENTA Transfer movies to video 35mm Slide $25.00 $25.00 VHS tape or DVD disk $25.00/ $25.00/ Projector Studio does it $45.00 $45.00 Scan pictures or slides to Hi8mm Camcorder $25.00 $25.00 video (CD or DVD album) $15.00/ $15.00/ Studio does it $40.00 $40.00 Audio Dubbing or Transfer $15.00/ $15.00/ MiniDV Camcorder $50.00 $50.00 Studio does it $40.00 $40.00 Digital Video Editing $30.00/ $30.00/ Overhead Projector $20.00 $20.00 Studio does it $50.00 $50.00 Duplicate Copy of DVD $8.00 $8.00 16mm Movie $25.00 $25.00 Projector Foreign Conversion Super 8mm $25.00 $25.00 (PAL,SECAM) $20.00 $20.00 Projector with sound Studio Does it $26.00 $26.00 Audio cassette Dupl. $1.50/ $1.50/ 8mm Movie $25.00 $25.00 copy copy Projector Movie Screen $5.00 $5.00 Customer provides blank cassettes (video and audio), film and lamination supplies except as noted. * STUDIO COPYING/TRANSFERRING PHOTO/VIDEO STUDIO RENTAL 2010 2011 Photo Studio - not staffed $25.00 member $25.00 member non-members pay non-members pay $15 add'[ daily $15 add'I daily accessfee accessfee COMPUTER OPEN STUDIO TIME 2010 2011 PC Computers $20/hr. $20.00/hr. (includes use of Photoshop, Photoshop Elements, non-members pay non-members pay Roxio video Editing software) $15 add'I daily $15 add'I daily accessfee accessfee MEMBERSHIP 2010 2011 One da /one visit pass $15.00 $15.00 Annual Individual Membership 12 months $30.00 $30.00 Annual Family Membership 12 months $45.00 $45.00 EDINA SENIOR CENTER 2010 2011 Fees Golf League Membership (Richards Golf Course $10.00 $12.00 55+ Softball League Membership Van Valkenbur $35.00 $35.00 Bowling League Membership $10.00 $10.00 Edina Senior Center_Membership $17.00/$27.00 $17.00/$27.00 Greeting Cards $1.50 $1.50 Trips & Tours $2.50 $2.50 Defensive Driving $22.00 4 hr. class NA $22.00 4 hr. class NA Elder Learning Institute Classes $18.00 $18.00 Card Tournaments $1.00/person 1.00/ ersonSocial SocialCard Groups $.25 per person per day -$1.00/person- $.25 per person per day Podiatrist $2.00/Patient $2.00/Patient Community Education $2.00/person per class er day $2.00/person per class per da Room Rental Fireside Room & Classrooms per hour - minimum 2 hours $42.90 $42.90 Fireside Room & Classrooms per da $150.20 $150.20 Gatherin /GRANDVIEW Room per hour - minimum 2 hrs. $53.60 $53.60 Gatherin /GRANDVIEW Room per da $203.80 $203.80 Wall Art Display Rental 15% of sale L 15% of sale _ Equipment Rental Tel wision/VCR/DVD $10.70 $10.70 Overhead Projector $5.40 $5.40 Portable Screen $5.40 $5.40 PARK DEPARTMENT RENTALS 2010 2011 2-0-1-0-72011 General Park Areas Athletic Fields- Residents Only Resident Use/hour $48.00 $48.00 Per field - er da $137.00 $137. Resident Use/day $137.00 $137.00 Per field - per hour $48.00 $48.00 Commercial Use (i.e. TV)/hr $75.00 $75.00 Per field - per hour $75.00 w/li hts $75.00 Commercial use with light/hr $130.00 $130.00 Showmobile/day $700.00 1 $700.00 1 Edina Athletic Associations Field user fee/participant $9.00 $9.00 Van Valkenburg/Courtney Fields Residents Only) Gymnasium user fee/participant $9.00 $9.00 Per field/day includes building $160.00 $160.00 Outdoor hockey rink user fee/participant $9.00 $9.00 Rosland Park Pathway Utley Park. Fire Ring Rental Per Hour $55.00 $55.00 1 Fire Rin - per da $26.00 $26.00 Per Da $210.00 $210.00 Arneson Acres Park/Terrace Room Only Residents Arneson Acres Park/Terrace Room Only Non -Residents Per hour, first hour $65.00 $65.00 Per hour, first hour $78.00 $78.00 Each additional hour up to 3 hours $40.00 $40.00 Each additional hour up to 3 hours $48.00 $48.00 Per day (4 hours or more) $185.00 $185.00 Per day (4 hours or more $222.00 $222.00 Arneson Acres Park/Gazebo Only Residents Arneson Acres Park/Gazebo Only Non -Residents '/z da 6 hrs or less $65.00 $65.00 '/2 da 6 hrs or less $78.00 $78.01, Full da over 6 hours $100.00 $100.00 Full da over 6 hours $120.00 $120.00 Arneson Acres Park/Terrace, Room & Gazebo: Residents Arneson Acres Park/Terrace Room & Gazebo: Non -Residents Per da 4 hours or more $200.00 $200.00 Per da 4 hours or more $240.00 $240.00 Per hour, first hour $100.00 $100.00 Per hour, first hour $120.00 $120.00 Each add'I hour up to 3 hrs $40.00 $40.00 Each add'I hour up to 3 $48.00 hours $48.00 Picnic Shelter Rentals full da Picnic Shelter Rentals half-da Chowen Park $42.00 $42.00 Chowen Park $26.00 $26.00 Sherwood Park $42.00 $42.00 Sherwood Park $26.00 $26.00 Wooddale Park $42.00 $42.00 Wooddale Park $26.00 $26.00 Rosland Park $150.00 $150.00 Braemar Park $42.00 $42.00 Park Shelter Buildings Rentals full da Park Shelter Building's Rentals half-da Cornelia School Park $100.00 $100.00 Cornelia School Park $65.00 $65.00 Todd Park $100.00 $100.00 Todd Park $65.00 $65.00 Walnut Ridge Park $100.00 $100.00 Walnut Ridge Park $65.00 $65.00 Weber Park $100.00 $100.00 Weber Park $65.00 $65.00 N q) c Q W-0 00C-) O � p O N Uc c O Q CO '1- N ~ O C W N f� O ON O U c LL g�= o= Q O m O O O E Imo- m Ela tf} �y . -- N N Lj —E C) C � O O O cn co co (D� W It O ti N� O a) j-- O O 4- ZMO) NC66RO c O•— U) W N 70 QcnNQW X W c .c W ` N cfy cm N CO a) cnOO O c �_ c� o LU UC)n�o`mM0- Off CO CO CL X O E) c `Z d CO O N > W EA 6R 69 o c c) >. 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U co N N W M(0 O) M N O LO OD M 6 Q to Cfl N `� W U N m Z o sz Q CO 61) 6ccc�N MOO C6 O O N U) �— CO I-• 64 Qc) p � C M N II � DO 0 0 r C w N p N C) N > cn U) CL -0 c W �-' in Ef} od 69 N 00 O N C U- W C14 co O �- 4 � O �. O m C C O ti M II N O j N N > Z (0 CO r- s- M CO :3O � O N W W ZS 0 I— O O W O � X W 09, 6q 6q (n IT >% O O N > OU (n N O L O D O E L LL O m C N 0o Q c cc 70c W C E O � ~ rn � a) Q — C) 6q � O ap X CO O c-4 II O O E W W M M � n O O O Q cn Q W V/ L O m VJ >, 0) c �+ + O CL O (0 EU N 00 VL CNI EA C co00 II -p O` m `� 0 ca U) = M II N >+ C C U -0 >_ =3-oU O W � ami r- 06 c CD CO >'x co C O U cv 5 E W Q � � U H U FL-- c N O \ o0 \ \ `� Q M oo CO 000 `LJ O o j O U � L L M M O ` LLI LO o)et O U L6 ui O m Z ~ M Q m 6c)- m 641).o 0 0 L N 0 (n O (3) 0) O 0 N W O 00 00 Q 4- O = Z M LO O 't 00 II r- U)— a) C) _� 00 WO O N 00 T— N vmm T- ch cr 69 O T— N o. (B _0 W cn -p N O 64 0) U- N C:) N C �' D W N N C II L O c N Z I` CO 00 00 LO L' Q. C W . ? 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(D LLI W coch CA c6 Q- -p O I— 4 OD U) rn c _ � 21 cr Lq M Q 4- U II COco o u O E, X c O Fu o m a O O U N m 70 W Q f— GYMNASIUM USER FEE REVENUES 2007 Gymnasium Use Fee Date Organization Amount 8/14/2007 EGAA Volleyball $1,800.00 8/31/2007 Edina Girls Basketball Assoc. $2,889.00 9/11/2007 Jr. Olympic Volleyball $162.00 11/27/2007 Jr. Olympic Volleyball $405.00 12/18/2007 Edina Basketball Association $7,938.00 1/24/2008 EGAA Basketball $2,025.00 $15,219.00 2008 Gymnasium Use Fee Date Organization Amount 5/4/2008 Jr. Olympic Volleyball $711.00 6/12/2008 Edina Basketball Association $10,665.00 8/21/2008 EGAA Volleyball $2,808.00 10/9/2009 EGAA Basketball $1,431.00 $15,615.00 2009 Gymnasium Use Fee Date Organization Amount 9/18/2009 Edina Basketball Association $10,800.00 10/9/2009 EGAA Volleyball $3,150.00 11/23/2009 EGAA Basketball $972.00 1/19/2010 Jr.Olympic Volleyball $603.00 TOTAL $15,525.00 2010 Gymnasium Use Fee Date Organization Amount 2/17/2010 Edina Basketball Association $ 11,070.00 3/26/2010 Jr. Olympic Volleyball $ 558.00 4/12/2010 EGAA Volleyball $ 2,772.00 10/12/2010 EGAA Basketball $ 909.00 TOTAL $15,309.00 BY-LAWS Edina Community Health Committee ARTICLE I Name The name of this committee is the Edina Community Health Committee. ARTICLE II Duties The duties of the Committee are: A. To research, study and evaluate the needs concerning the health and environment of the City of Edina. B. To advise the City Council (Board of Health) of its findings relating to the needs of the health and environment of the residents of the City of Edina. ARTCILE III Officers A. The Committee shall elect officers including a Chair and Vice Chair with terms of one year. B. The election of Chair and Vice Chair shall take place each year at the first meeting of the Committee following the annual Board and Commission appointment meeting of the Edina City Council. C. If the office of Chair is vacated by resignation, the Vice Chair shall become Chair and a new Vice Chair shall be elected by a majority of the members of the Committee. ARTICLE IV Membership A. The Committee shall consist of nine (9) members, and two (2) student members. B. Members of the Committee shall be appointed by the Mayor, with approval of the City Council. The Committee may submit to the City Council names for appointment to the Committee. Members of the Committee must be residents of the City of Edina. C. First appointment may be for less than three years; thereafter, all terms shall be three years and no member shall serve more than two consecutive terms. D. The membership of the Committee shall include, if possible, providers and consumers of health care services. E. Edina Health Department personnel shall be ex -officio, nonvoting members of the Committee. The Chairperson may appoint additional ex -officio, nonvoting members. ARTICLE V Organization A. The Committee shall meet at least four times a year and at the call of the Chair or a majority of the members. B. Members shall be notified of the place and time of each meeting. All meetings shall be open to the public. C. A majority of members of the Committee shall constitute a quorum. D. The Chair may appoint committees, including special committees and ad hoc committees for the purpose of studying issues facing the community. 3/2011 CITY OF EDINA HERITAGE PRESERVATION BOARD BYLAWS AND RULES OF PROCEDURE A. Authority 1. State of Minnesota — Minnesota Statutes 471.193 and 138.17. 2. City of Edina — City codes 850.20, 1500, and 1504. 3. Name — The name of this commission is the Heritage Preservation Board of the City of Edina, hereafter referred to as the "HPB." 4. Governing Regulations — The laws of the State of Minnesota and the ordinances of the City of Edina supersede any part of these rules. 5. Rules of Order — in matters not covered by these rules of procedure, "Robert's Rules of Order, Newly Revised", shall guide the conduct of the HPB. 6. Open Meeting Law — All meetings of the HPB and its subcommittees shall be subject to the state open meeting law. B. Enablement and Amendments 1. These rules of procedure, hereafter referred to as the "Bylaws," shall take effect upon adoption by the HPB, subject to City Council approval. 2. The Bylaws may be amended only at the annual meeting of the HPB. 1 C. Purpose 1. The HPB shall assist and advise the City Council, City Manager, and other city boards and commissions on all matters relating to heritage resource preservation, protection and enhancement. 2. The HPB shall safeguard the significant heritage resources of the City by identifying significant heritage resources and nominating them for designation by the City Council as Edina Heritage Landmarks. 3. The HPB shall develop and maintain a comprehensive preserva plan; review applications for city permits in relation to properties designated as Edina Heritage Landmarks. 4. The HPB shall encourage the preservation, rehabilitation, restoration, and reconstruction of significant heritage resources through public education. D. Membership — Established in City Ordinance 1504.05 Cei 1. Voting Members. The Board shall consist of nine regular and two student members. Members shall have a demonstrated interest, knowledge, ability or expertise in heritage preservation. At least one member shall be a qualified professional historian, architect, architectural historian, archeologist, planner, or the owner of a heritage landmark property. 2. Edina Historical Society Membership. A member of the Board shall be a member of the Edina Historical Society. 3. County Historical Society Membership. A member of the Board shall be a member of the Hennepin County Historical Society. E. Procedures Annual Meeting — Each March, the HPB shall have its annual meeting, at which time officers shall be elected, appointments received, rules adopted, subcommittees appointed, regular meetings scheduled, and such other business as the HPB decides. 2. Regular Meetings — The HPB shall have regular monthly meetings at the day and time specified at the annual meeting. 3. Special Meetings — The HPB may hold special meetings at the call of the Chairperson, at the direction of the City Council, or when 2 directed by a petition of three (3) voting members of the HPB. Special meetings shall require written notice sent to all HPB members mailed at least five (5) days prior to such meeting, or personal notice at least twenty-four (24) hours in advance. Notice of the time, place and purpose of special meetings shall be posted in accordance with City requirements. 4. Quorum — A simple majority of the voting members, five (5) shall constitute a quorum for any meeting of the HPB. 5. Voting — A plurality of the HPB members present and voting shall decide all questions placed before it. Every voting member shall vote for or against the motions placed before the HPB, unless the member declares a conflict of interest, in which case the member shall abstain from voting. A role call vote shall be taken when there is division on any question. 6. Motions — No motion shall be debated until there is a second to the motion and the motion has been restated by the Chairperson or read by a Staff Representative. All motions, including the names of the author and seconder, shall be recorded in the minutes of the meeting. After a motion is stated by the Chairperson or read by the Staff Representative, it shall be considered to be in possession of the HPB, but may be withdrawn by the author at any time before decision or amendment. 7. Resolutions — When making recommendations to the City Council or declarations on matters of public policy, the HPB shall adopt resolutions by majority vote. Voting on resolutions shall follow the same rules and procedures as stated above. 8. Agenda — The order of business at a regular meeting of the HPB shall include, but is not limited to, the following: call to order, roll call for attendance, approval of the minutes of previous regular or special meetings, staff reports, unfinished business, new business, public comment, City Council reports, and adjournment. 9. Initiation of Business — The City Council may direct such business to the consideration of the HPB as it deems appropriate. The HPB may initiate any business within the scope of meaning of the city's preservation ordinance. 10. Design Review Guidelines — In reviewing plans and applications for Certificates of Appropriateness in relation to historic properties, the HPB shall be guided by the Secretary of the Interior's Standards and Guidelines for the Treatment of Historic Properties and the 3 Plan of Treatment prepared for each designated Heritage Landmark. 11. Public Participation — All meetings of the HPB shall be open to the public. F. Officers and Their Duties 1. Chairperson — The Chairperson shall be elected annually by the HPB, to preside over the meetings of the HPB and exercise such powers and duties pertaining to such presiding officers. An individual may not serve as Chairperson for more than two (2) consecutive years. 2. Vice Chairperson — The Vice Chairperson shall be elected annually by the HPB, to serve as Acting Chairperson of the HPB during the absence, disability or disqualification of the Chairperson. 3 Staff Representative — The Staff Representative shall be designated by the City Manager and will act as the HPB's secretary to ensure that accurate minutes and complete records are kept of all proceedings and to call to order meetings of the HPB in the absence, disability or disqualification of the Chairperson and the Vice Chairperson so that a Chairperson Pro -Tem can be appointed by the members present. 4. Election of Officers — The Chairperson and Vice Chairperson of the HPB shall be elected by a secret ballot at the annual meeting and will serve until a successor is duly elected. The secret ballot may be waived in the event there is only one person nominated for an office. G. Committees Subcommittees — The HPB may create such temporary committees as needed. 2. Appointments — The HPB Chairperson shall appoint the members of the committees subject to the approval of the HPB and the consent of each member appointed. Amended: July 20, 2010; March 8, 2011 4 r, By -Laws of the Human Rights and Relations Commission City of Edina The Commission 1.1 Name of Commission. The name of the Commission shall be the Edina Human Rights and Relations Commission, and for purposes of these By -Laws, shall be referred within this document as the "Commission" or the "HRRC." 1.2 History. The HRRC was established by the Edina City Council ("Council") in 1973 to support the Council's public policies. 1.3 Mission and Purpose. The mission and purpose of the Edina Human Rights and Relations Commission is to advise and assist the Council of the City of Edina in carrying out the public policy, stated in Edina General Municipal Code §140.01, of securing for all of the residents of the community freedom from discrimination because of race, color, creed, religion, age, sex, sexual orientation, marital status, disability, status with regard to public assistance, familial status, or national origin in connection with employment, housing, real property, public accommodations, public services, credit, business and education. In addition, The Commission shall: 1.3.1 Support the home, family and human relations climate in the community; 1.3.2 Cooperate with the State of Minnesota Department of Human Rights, the Minnesota League of Human Rights Commissions and other agencies in their programs of human rights; and 1.3.3 Improve human relations in the community. 1.4 Powers and Duties. The Edina City Council has vested in the HRRC the authority to: 1.4.1 Advise and counsel the Council on matters relating to discrimination and human relations. 1.4.2 Implement such programs of education and community action which are designed to effectuate the public policy stated in Edina General Municipal Code §140.01 and which have been approved by the Council. 1.4.3 Cooperate with the State Department of Human Rights, the State League of Human Rights Commissions and other agencies and programs which relate to the public policy stated within Edina General Municipal Code §140. 1.4.4 Investigate, study, report and undertake other functions as are assigned to local commissions under and pursuant to M.S.A. §363, as amended, and to discharge its duties under said statute with regard to specific matters referred to it by the State Commissioner of Human Rights or filed with it by individuals. 1.5 Office and Addresses. The principal office of the Commission, and legal address of the Commission for the receipt and transmittal of Commission communications shall be the Edina City Hall in the City of Edina, 4801 West 50th Street, Hennepin County, Minnesota. In addition, the Commission may establish one or more alternative addresses for the receipt of communications. By -Laws adopted at November 24, 2009 HRRC Meeting N 2 Members 2.1 Number. The Commission shall consist of up to nine regular members, including one student, appointed by the Mayor with the consent of a majority of the Council. The student member of the Commission shall have full voting rights and shall serve for a one-year term commencing each September 1. The Mayor, upon recommendation of the Council, may also appoint an ex -officio non-voting youth member to the Commission to participate in all discussions. 2.2 Qualifications. Members of the Commission shall be residents of the City of Edina. Commissioners shall be appointed by the Council. 2.3 Term. Members of the Commission shall be appointed for terms of one to three years with a maximum tenure of six years, except for youth members who shall be appointed for terms of one year. Upon expiration of a term of office, the member shall continue to serve until the successor has been duly appointed. 2.4 Vacancies. Vacancies created by resignation, removal or death shall be filled through appointment by the Mayor with approval of the Council. Any person appointed to fill a vacancy occurring prior to the expiration of the term for which the predecessor was appointed shall be appointed for the remainder of such term. 2.5 Compensation, Reimbursement. Members of the Commission shall serve without compensation. 2.6 Resignation and Removal. Any member of the Commission may voluntarily resign from the Commission or may be removed by majority vote of the Council. Members who discontinue legal residency in the City shall be deemed to have resigned from office effective as of the date of such discontinuance. Further, pursuant to Edina General Municipal Code §180.02, any member who fails to attend at least 75% of the scheduled meetings in any calendar year, whether regular or special, shall be deemed to have resigned as a member of the Commission. 3 Officers 3.1 Officers. The officers of the Commission shall consist of the Chair, 1" Vice chair and a 2nd Vice Chair. 3.2 Chair. The Chair shall preside at all meetings of the Commission and shall: 3.2.1 Sign all documents which the Commission has approved 3.2.2 Appoint all Commission members with the concurrence of a majority of Commission members. 3.3 1St Vice Chair. The 1St Vice Chair, in the absence or disability of the Chair, shall perform the duties and exercise the powers of the Chair and such other duties as the Commission shall prescribe. 3.4 2nd Vice Chair. The 2nd Vice chair, in the absence or disability of the Chair and the 1St Vice Chair, shall perform the duties and exercise the powers of the Chair and such other duties as the Commission shall prescribe. 3.5 Secretary. The Commission may, from time -to time appoint a Secretary from among its Members to serve on an as -needed or project basis or may request that a staff secretary be By -Laws adopted at November 24, 2009 HRRC Meeting furnished by the city. If a Secretary is assigned by the City, the Secretary shall perform only such clerical duties on behalf of the Commission as may be assigned by the Chair with the consent of the City Manager. Additional advisory staff may be assigned to the Commission by the City Manager. 3.6 Staff Liaison. The Council shall appoint a Staff Liaison to support and guide the Commission in its activities and facilitate communication between the Commission, the Council and the Mayor 4 Election of Officers 4.1 Elections and Terms of Office. The Commission shall hold annual election of the Chair, 1St Vice Chair and 2"d Vice chair. Officers shall be recommended by a nominating committee or nominated from the floor and elected by Members for one-year terms in February of each year and shall serve until the successors have been elected and assume office. No individual may hold the office of Chair, 1St Vice Chair or 2nd Vice Chair for more than two consecutive years. 4.2 Vacancies. In the event an Office is vacated due to resignation, removal or death, the members shall elect a replacement to complete the original term. 5 Meetings 5.1 Open Meetings. All meetings shall be open to the public, conducted in accordance with these by-laws, the Minnesota Open Meeting Law and governed by the latest edition of Robert's Rules of Order. Rules may be amended at any meeting by a 2/3 vote. 5.2 Quorum. In order to conduct Commission business there must be present at least five voting members. 5.3 Place and Time. The regular meetings of the Commission shall be held on such fixed date and in such fixed place as the Commission shall from time to time determine and advertise. 5.3.1 The Commission may, by a majority vote, change the regular meeting dates, call or hold Special or Emergency meetings, for any reason provided proper public notice of the changed meeting is provided to the public. 5.3.2 Special Meetings may be called by the Commission Chair or upon the request of one or more Commision members. 5.3.3 Business transacted at Special Meetings shall be confined to the objects stated in the call of such meeting. 5.3.4 Written notice of Special meetings shall state the time, place and object of the meeting and be mailed at least five (5) days before such meeting to each member. 5.4 Location. All regular meetings of the Commission shall be held in the Edina City Hall or other public building as noticed. 5.5 Order of Business. At any regular meeting the order of business shall be conducted in the following order but may be suspended at any meeting by mutual agreement or majority vote: 5.5.1 Determination of a quorum and call to order; 5.5.2 Approval/modification of the proposed agenda; 5.5.3 Approval of the minutes of the preceding meeting; 5.5.4 Chair report, including presentation of written communications; 5.5.5 Reports of committees; 5.5.6 Unfinished and old business; By -Laws adopted at November 24, 2009 HRRC Meeting 5.5.7 Hearing from the public; 5.5.8 New business; 5.5.9 Adjournment. 6 Agenda and Records of Proceedings 6.1 Agenda Preparation. The agenda shall be created by the Commission with input from the Staff Liaison. 6.2 Approval of the Agenda. The agenda shall be considered for approval at the beginning of each commission meeting. 6.3 Record of Proceedings. After Commission approval, the minutes of all meetings shall be recorded and published. 7 Attendance and Performance of Duties 7.1 Attendance. Regular attendance at meetings is a requirement for continued membership pursuant to Edina General Municipal Code §180. Committee members are expected to attend regular and special commission meetings and assigned Commission meetings. Planned absences communicated to the Commission chair or Commission task force chair in advance of the meeting will be deemed excused. Any other absence will be deemed unexcused. The Commission will review, approve and record the approval of all excused and unexcused absences. 7.2 Reporting. Council will be informed if a member receives three unexcused absences in any calendar year, if a member attends scheduled meetings irregularly or of a member is frequently absent from scheduled meetings. 7.3 Performance of Duties. Commission members are expected to adequately prepare for meetings. Commission members unable to complete assigned tasks should notify the Commission Chair or task force chair as soon as possible. The Commission may ask the Council to review a member's appointment based upon its assessment of significant non- performance of duties. 8 Commission Activities 8.1 Annual Work Plan. The Commission will develop an annual work plan. The annual work plan shall set forth goals for the coming year as well as actions and timelines for achieving the goals. Normally the work plan will be adopted in January of each year. 8.2 Subcommittes and Task Forces. 8.2.1 The Commission as a whole, or individual commission members, may participate on other city taskforces as the Council may request from time to time. 8.2.2 The Commission may form subcommittees as are deemed necessary. 8.2.2.1 Special Committees may be created by the Commission for specific purposes and are appointed by the Chair with approval of the Commission. 8.2.2.2 Advisory Committees may be created by the Commission and may be composed of Commission members and residents of Edina appointed by the Chair with approval of the Commission. 8.2.2.3 Special and Advisory Committees shall continue in existence until dissolved by the Commission By -Laws adopted at November 24, 2009 HRRC Meeting n 9 By -Laws and Rules 9.1 Amendment. These By -Laws may be amended at a meeting of the Commission called for that purpose by the affirmative vote of a majority of all the voting members of the Commission provided that the substance of the proposed amendment shall have been submitted in writing to the members at least ten (10) days prior to such meeting. 9.2 Suspension. These By -Laws may be suspended by a 2/3 vote of the Commission. By -Laws adopted at November 24, 2009 HRRC Meeting 1 4 - CITY OF EDINA PLANNING COMMISSION BYLAWS SECTION 1. PURPOSE The purpose of these Planning Commission bylaws is to provide a set of operating procedures for the Planning Commission. SECTION 2. ANNUAL MEETING The annual meeting of the Planning Commission shall be the first regular meeting in the month of January of each year. Such meeting shall be devoted to the election of officers for the ensuing year and such other business as shall be scheduled by the Planning Commission. SECTION 3. REGULAR MEETINGS Regular meetings of the Planning Commission shall be held in the City Hall or other Officially Noticed location at 7:00 pm on the Wednesday immediately preceding the first meeting of the City Council for each month. At such meetings, the Commission may consider all matters properly brought before the Commission. A regular meeting may be cancelled or rescheduled by the Commission at a prior meeting, or by the Chairperson, the City Council or Mayor. Unless otherwise determined by the Chairperson, any regular meeting falling upon a holiday shall be held on the following business day at the same time and place. SECTION 4. SPECIAL MEETINGS Special meetings of the Planning Commission may be called by the Chairperson or Vice - Chairperson, City Council or Mayor who shall designate the time, place and purpose of the meeting. Notice of special meetings must conform to the State Open Meeting Law. Written notice thereof shall be given to all members not less than 24 hours in advance of the special meeting except in the case of an emergency. SECTION 5. QUORUM In order for any meeting to be called to order, a quorum of five voting members must be present. During the course of a meeting, at least five voting members must be present to take action on any matter before the Commission. SECTION 6. MEETINGS AND THE OPEN MEETING LAW In accordance with the Minnesota Open Meeting Law (Minnesota Statutes Chapter 13D), and unless otherwise provided, authorized or permitted under the Open Meeting Law or other applicable law, all official meetings of the Planning Commission shall be open to the general public. An "official" Planning Commission meeting is any gathering, or simultaneous Edina Planning Commission Bylaws (3770324).DOC communication (via email, telephone or otherwise), between a quorum of Commission members for the purpose of considering the public business of the Planning Commission. SECTION 7. VOTING AND RECOMMENDATIONS At all meetings of the Planning Commission, each member attending, with the exception of any high school student member, shall be entitled to cast one vote on matters before the Planning Commission. In the event that any member shall have a conflict of interest, as determined by the City Attorney, concerning a matter then before the Commission, he/she shall disclose his/her interest, refrain from participation in any discussion of such matter, and be disqualified from voting upon the matter, and the secretary shall so record in the minutes that such member refrained from all such participation and that no vote was cast by such member. The affirmative vote of a majority of voting members in attendance shall be necessary for the adoption of any resolution or other voting matter. The results of any vote shall be recorded, listing those voting Aye and those voting Nay. All recommendations shall be sent to the City Council by means of written minutes, and shall include the record of the division of votes on each recommendation. SECTION 8. REGULAR PROCEEDINGS (A) At any regular meeting of the Planning Commission, the following shall be the regular order of business: 1. Roll Call 2. Approval of Agenda 3. Minutes of the Preceding Meeting(s) 4. Public Hearings - New Applications 5. Public Hearings - Continued Hearings 6. Old Business 7. New Business 8. Communications and Reports 9. Public Comment on Matters Not on Agenda 10. Miscellaneous 11. Adjournment 2 i The order of business may be varied by the presiding officer, but no public hearings shall be held at an earlier time than specified in the notice of hearing. (B) Except as otherwise determined by an affirmative vote of a majority of voting members in attendance, and except for public hearings which shall be governed by the procedures set forth in Section 13, the following procedures shall be observed for matters before the Planning Commission; provided, however, the Chairperson may, in the Chairperson's reasonable discretion, rearrange individual items if necessary for the expeditious conduct of business: 1. Staff presents report and makes recommendation (if any). 2. The Planning Commission may ask questions regarding the staff presentation and report (if any). 3. Proponents of the agenda item make a presentation (if any). 4. Members of the public (proponents or opponents) make comments (if any). 5. The Planning Commission asks any questions it may have of the proponents, opponents or staff (if any). 6. If in the determination by the presiding officer the Applicant's responses to questions from the Planning Commission introduces materially new information or issues relevant to the matter then under consideration, opponents may make additional presentations confined solely to such new information or issues. 7. The Planning Commission then takes a vote. (C) In order to promote meeting efficiency, the Chairperson may discourage duplicative comments and may place reasonable time limits on the amount of time that individuals have to speak. (D) Each formal action of the Planning Commission required by law, rules, regulations or policy shall be embodied in a formal vote duly entered in full upon the Minute Book after an affirmative vote as provided in Section 5 hereof and may be accompanied by written findings of fact. (E) Unless agreed to by a 2/3 vote of the Planning Commission, no new agenda items shall be taken up after 11:00 p.m. SECTION 9. AGENDA AND DEADLINE FOR AGENDA (A) Agenda. The agenda of a Planning Commission meeting shall be prepared by City Staff in cooperation with the Chairperson. 3 (B) Submissions. Any Planning Commission member may request an item or issue to be placed on a future agenda at a regular meeting by instructing the City Staff responsible for agenda preparation; provided, however, a majority vote of the Commission is required for the item or issue to become a future regular agenda item. No item shall be placed on the agenda unless the item is expressed in such a way as to clearly show the subject matter involved. (C) Agenda Additions During Regular Meetings. Additional items may be added to the agenda at a Planning Commission meeting subject to approval by a majority vote of the voting members in attendance. The additional agenda items may be discussed, but no action may be taken if any voting member objects. 1. If a new item of business proposed to be added to the agenda requires staff review (such as rezonings, ordinance amendments, preliminary subdivision plans, and subdivision review procedures and guidelines), involves quasi-judicial procedures (such as a request for a hardship variance from Subdivision or Zoning Ordinance standards), or involves substantive matters of potential public interest (such as the Comprehensive Plan, or other major policies), the Commission may add the item to the agenda only for purposes of referring it to the staff or a Commission committee, or scheduling it for consideration at a later meeting (as appropriate). The Commission may not discuss the substance of the matter or take any final action on the item except at a meeting where the item is included on the distributed agenda. (D) Delivery of Agenda to Members. On the Friday immediately preceding the next meeting of the Planning Commission, the meeting agenda shall be delivered to each member of the Commission, along with any supporting materials related to items on the agenda. (F) Order and Form of the Agenda. The agenda organization shall generally conform to Section 8 above. In addition, the agenda shall generally organize matters to be addressed at the meeting so as to best promote opportunities for effective public input and the timely and efficient performance of Planning Commission responsibilities. SECTION 10. MINUTES (A) Duties of Staff Preparing Minutes. City Staff shall prepare minutes of all Planning Commission meetings. The minutes shall state: Which members were present and absent, and whether absent members were excused or not excused. 2. A summary of staff and committee reports and recommendations, applicants' presentations, public comments, and the Planning Commission's discussion on each item. 3. The content of each principal motion before the Planning Commission, the identity of the person who made and seconded the motion, and the record of the vote on the motion (identifying the vote count and, unless the vote was unanimous, the names of those voting for or against the motion). If the motion called for or recommended El adoption of an ordinance or resolution, or the acceptance of a report, the minutes shall . also include a copy of the ordinance, resolution or report. SECTION 11. EX PARTE COMMUNICATIONS (A) Ex Parte Communications. Ex parte communications are contacts, whether oral or written, direct or indirect, which occur outside the public meeting forum between individuals seeking to influence the decisions of the Planning Commission and individual members of the Commission, or by any member of the Commission in which such member discusses the merits of any matter which may or will be subject to such Commissioner's vote. Such contacts include, without limitation, meetings with project proponents or opponents, residents, property owners, citizens or other interested parties separate from Commission meetings, communications between Commission members outside the public meeting forum, and telephone calls or letters which attempt to influence a Commissioner's opinion on a matter which may or will be subject to the Commissioner's vote. (B) Exclusions. Notwithstanding Section I I (A) above, ex parte communications shall not include the following: Written communications delivered to City Staff for distribution to all members of the Commission as part of each member's public meeting packet and which thereby become available to all interested parties and constitute communications within the public meeting forum; 2. Communications by Commission members regarding the time and place of public meetings, or regarding public meeting procedures; or 3. The conduct of site visits by members of the Commission provided that all such members are able to, and do, conduct such visits for the specific purpose of gathering physical facts and data, and without any unnecessary contact with any project proponents or opponents, residents, property owners, citizens or other interested parties, or any of their respective representatives. (C) Ex Parte Communications Prohibited. In the interest of avoiding bias or undue influence, or the appearance of bias or undue influence, all Commission members shall refrain from engaging in any ex parte communication. In the event any Commission member is contacted by any project proponents or opponents, residents, property owners, citizens or other interested parties, or any of their respective representatives, under circumstances where the Commission member has reason to believe that an ex parte communication will or may occur, such member shall promptly inform such interested party that the Commission member cannot discuss the matter or have any contact with such interested party on the subject of such matter other than at a Planning Commission meeting. Members are encouraged to recommend to all such interested parties that they attend meetings of the Planning Commission to publicly express their views, or that they otherwise deliver written comments to the office of City Staff for distribution to Commission members. (D) Disclosure of Ex Parte Communications/Abstention. When any ex parte communication occurs, each Commission member participating in such ex parte communication shall promptly notify the Chairperson and City Staff of the occurrence of such ex parte communication, and shall divulge the occurrence and substance of such communication on the record at the commencement of the public hearing to which such communication pertains. In doing so, each member shall disclose, if known, the name of the party or parties participating in such communication, the substance of such communication, and whether, in the opinion of such member, such communication has caused such member to become biased in connection with any public vote on such matter. If, in the opinion of a member, an ex parte communication has caused such member to become biased in connection with any public vote on a matter, such member shall abstain from any discussion or vote on such matter. SECTION 12. RULES OF PROCEDURE FOR PLANNING COMMISSION MEETINGS All meetings of the Planning Commission shall be conducted in accordance with the following Rules of Order. Any rule of order not covered by these work rules shall be governed by Robert's Rule of Order of Standard Parliamentary Procedure 10 Edition ("Robert's Rules"). (A) Any resolution or motion, except a motion to adjourn, postpone, reconsider, table or call the previous questions, shall be reduced to writing if requested by the Chairperson. (B) Any resolution or motion may be withdrawn at any time before action is taken on it. (C) When a question is under debate, no other motion shall be entertained except one to table to call for the question, action on the question, postpone, refer to committee or amend. Motions shall take precedence in that order and, subject to Robert's Rules, the first two shall be without debate. (D) All motions shall be carried by a majority vote of the voting members in attendance, except call for a motion to call the question, which must be carried by a two -third vote of the voting members in attendance. Any member of the Commission may call for a roll call vote on any issue. (E) Only members recognized by the Chairperson can make motions. (F) Speaking without recognition of the Chairperson shall be cause for another member to call .'point of order" and the member speaking out of turn must relinquish the floor. (G) Call for the question" or "previous question" is a motion and must be seconded. It is not debatable and must be voted upon immediately. A two-thirds majority of all voting members in attendance is necessary to call the previous question. If the two-thirds majority is given, the motion or question on the floor must be immediately put to a vote without debate except for a motion to table. (H) "Question" is not a motion but only an indication to the Chairperson that the person making statement is ready to have the motion or question put to a vote. (I) The Chairperson may direct that a motion be divided into separate parts if requested by a member. (J) Members must limit their remarks to the subject matter being discussed and shall not be repetitious. The speaking order shall be at the discretion of the Chairperson, however, all members shall be allowed to speak in their turn. Each member, while speaking, shall avoid all personal, indecorous or sarcastic language. (K) These rules shall not be repealed, waived or amended except by a majority vote of the Commission. (L) Any member may appeal to the City Planning Commission as a whole from a ruling of the presiding officer. If the appeal is seconded, the appealing member may speak first on the reason for his/her appeal. General discussion can then take place on the appeal before a vote. The appeal shall be sustained if it is approved by a majority of the voting members in attendance. (M) If a motion is unnecessary, unsuitable for consideration, and/or proposed at an inopportune time for the purpose of delaying or embarrassing others, the presiding officer may rule the motion out of order on her/his own initiative. SECTION 13. PUBLIC HEARINGS (A) A public hearing is a noticed, official hearing, the express and limited purpose of which is to provide an equitable opportunity for the public to speak on matters before the Planning Commission. (B) For certain matters considered by the Planning Commission, a requirement that the Planning Commission conduct a public hearing is prescribed by State Statute, the City's Municipal Code of Ordinances or by City Policy. The Planning Commission, however, may elect to conduct a public hearing, although not specifically required, if the Planning Commission determines that due to the unique nature of the matter, it is advisable. (C) The Planning Commission may neither deliberate nor take a substantive vote during a public hearing, but may ask questions for the sake of clarification of speakers. (D) The Planning Commission, upon resuming their regular meeting after the close of the public hearing, may take action upon the matter discussed at the public hearing. (E) Conduct of Persons Before the Planning Commission 1. During all public hearings required by State law or ordinance, members of the public shall be given reasonable opportunity to speak. In order to promote meeting efficiency, the Chairperson may discourage duplicative testimony and may place reasonable time limits on. the amount of time that individuals have to speak. Comments should be addressed to the item before the Planning Commission. Where a comment is irrelevant, inflammatory, disruptive or prejudicial, the Chairperson may 7 instruct the Planning Commission to "disregard" the comment, which nevertheless remains in the public record. 2. During all regular and special meetings of the Planning Commission, the public may be present but shall remain silent unless specifically invited by the Chairperson to provide comment. 3. During all proceedings, members of the public have the obligation to remain in civil order. Any conduct which interferes with reasonable rights of another to provide comment or which interferes with the proper execution of Commission affairs may be ruled by the Chairperson as "out -of -order" and the offending person directed to remain silent. Once, having been so directed, if a person persists in disruptive conduct, the Chairperson may order the person to leave the Planning Commission meeting or hearing. Where the person fails to comply with an order to leave, the Chairperson may then call upon civil authority to physically remove the individual from the chamber for the duration of the hearing or deliberation on that item. 4. The Chairperson of the Planning Commission may impose additional limits or rules upon members of the public as permitted by Section 15. (F) Additional Rules of Procedure for Public Hearings 1. Public Hearing Format. Public hearings shall be conducted in the following manner: (a) The presiding officer calls the public hearing to order and declares the time of opening. (b) It is the intent of the Planning Commission to open all public hearings at or after the predetermined and published time. From a practical standpoint, not all hearings can be opened at their designated time. The presiding officer may delay the start of a hearing until the business at hand is acted upon, in any manner, by the Planning Commission. However, in no circumstances can a hearing be opened prior to the predetermined and published time. (c) The presiding officer shall read, from the hearing notice, the details on the hearing sufficient to provide the public a general understanding of the purpose and procedures for the hearing, and the fact that the hearing is their exclusive or primary opportunity to provide input to the city on the subject. (d) Staff and/or a consultant make a presentation or report on the subject matter for the hearing. (e) The applicant (if any) may make a presentation or report on the subject matter for the hearing. (f) The presiding officer asks Planning Commission members if they have questions of the staff or consultant, if any. (g) The presiding officer requests a motion and second to open the public hearing. (h) The presiding officer announces that input will be received from the citizens, requesting that each speaker provide a name and address, noting any applicable time limits for comment from individual members of the public, any other applicable rules and explaining the procedure for enforcement of such rules. (i) After members of the public have spoken, the presiding officer requests a motion to: i. Close the public hearing, and the Planning Commission votes on the motion. Once the vote is taken, the hearing is closed for the record. ii. Continue a public hearing, and the Planning Commission votes on the motion. If the Planning Commission votes to continue the hearing, the presiding officer shall, in consultation with City Staff, select and announce a time and date certain for the continued public hearing. No additional publication or notice requirements are needed if a hearing is continued to a later date. However, no public hearing may be continued more than once without renotice and publishing the time, date and location of the hearing. (j) The Planning Commission may request that the applicant respond to issues or questions arising from, or raised by the public during, the public hearing. In such event, and if the presiding officer determines that the applicant's response introduces materially new information or issues relevant to the matter then under consideration, the presiding officer may request a motion and second to reopen the public hearing, after which the reopened public hearing shall be conducted, and closed or continued, in accordance with Section 13 (F)(1)(i) above; provided, however, the presiding officer may limit the scope of such reopened public hearing only to a discussion of such materially new information or issues. (k) The Planning Commission addresses the subject matter through deliberation, questions to citizens and staff, and reactions and statement of position on the subject. (1) If the public hearing is closed, the Planning Commission may take action on the application before them. The Commission may formulate a recommendation which outlines the parameters under which an approval would be granted. The reasons and conditions shall be stated in the motion or resolution for approval or denial. Continuation of an action may occur in the event insufficient information is present to make a decision. The Planning Commission shall delineate the missing information before continuing the item. SECTION 14. OFFICERS The officers of the Planning Commission shall consist of a Chairperson, a Vice -Chairperson, and Secretary elected by the Planning Commission at the annual meeting for a term of one year. In E the absence of the Chairperson and Vice -Chairperson, the remaining members shall elect a Temporary Chairperson for that respective meeting. SECTION 15. DUTIES OF OFFICERS The Chairperson is a voting member of the Planning Commission and may make motions. In addition, the duties and powers of the officers of the Planning Commission shall be as follows: (A) Chairperson. 1. To preside at all meetings of the Commission. 2. To call special meetings of the Planning Commission in accordance with these bylaws. 3. To sign documents of the Commission. 4. To see that all actions of the Commission are properly taken. 5. To cancel or postpone any regularly scheduled meetings. 6. To invoke a reasonable time limit for speakers during any public hearing in the interest of maintaining focus and the effective use of time. 7. To provide for the selection of one or two spokespersons to represent groups of persons with common interests during public meetings and hearings. 8. To order an end to disorderly conduct and direct law enforcement to remove disorderly persons from Planning Commission meetings or hearings. 9. To schedule a second official public hearing meeting or other continued meeting in the event that a meeting or public hearing cannot be concluded by a reasonable hour in the judgment of the Chairperson. 10. The presiding officer has the responsibility to facilitate discussion by the Planning Commission. This may occur in a variety of ways, including: • Interpret and apply rules of procedure. • Decide whether motions are properly made. • Decide whether motions are in order. • Decide whether questions of special privilege ought to be granted. • Decide when to recognize speakers. • Call for motions or recommend motions. • Expel disorderly persons from the meeting. • Enforce speaking procedures. (B) Vice -Chairperson. During the absence, disability or disqualification of the Chairperson, the Vice -Chairperson shall exercise or perform all the duties and be subject to all the responsibilities of the Chairperson. (C) Secretary. 1. To sign official documents of the Commission and other duties as required. (D) Secretarial duties to be delegated to City Staff. 1. To give or serve all notices required by law or by these Bylaws. To prepare the agenda for all meetings of the Commission. 3. To be custodian of Commission records. 4. To inform the Commission of correspondence relating to business of the Commission and to attend to such correspondence. 5. To handle funds allocated to the Commission in accordance with its directives, the law and city regulations. 6. To take the minutes of all meetings of the Commission for typing and filing into the appropriate minute book by City Staff. SECTION 16. VACANCIES If a vacancy occurs among the members of this Planning Commission by reason of death, resignation, disability or otherwise, notice shall be given to the City Administrator or City Clerk and Chairperson by the Secretary. City staff shall then see that a new appointment is made by the City Council. Resignations should be made in writing to the Chairperson stating the effective date of the resignation. SECTION 17. AMENDMENTS These bylaws may be amended at any meeting of the Planning Commission provided that notice of said proposed amendment is given to each member in writing at least four (4) days prior to said meeting. All amendments are subject to City Council review and approval before they take effect. 11 SECTION 18. COMMITTEES A. The Chairperson may appoint ad hoc committees unless the Commission or City Council shall otherwise direct. The Chairperson shall be an additional voting member of all committees. The Chairperson may appoint a Planning Commission member to chair each ad hoc committee. B. All committees shall consist of at least three voting members, except as otherwise ordered by the Commission. C. The majority of the voting members of any committee shall constitute a quorum of such committee. If a quorum is not present at a meeting, the members present may prepare reports and submit them to the Planning Commission on behalf of the committee, in which case the report shall name the committee members who prepared it. D. Nothing in the foregoing shall be construed as waiving the ability of the Commission at any time to increase or curtail the duties of any committee and/or to direct or control its actions. ADOPTED this _day of, , 2010. Chairperson 12 r ARTICLES OF ORGANIZATION AND FUNCTION OF EDINA PARK BOARD General The following will serve as a guide to all interested persons as the organization and function of the Edina Park Board. It should be understood that this board is to function in a manner that is compatible with Plan B, Council -Manager form of Government, which has been adopted by the City of Edina. Under this plan, overall authority is vested with the Mayor and Trustees forming the Council, while the Manager is charged with the administration of the various branches and functions of the local Government. The Director of Parks and Recreation is responsible to and receives direction from the Manager. It is to be understood that the Board does not have the authority to introduce contracts or expenditures. The Park Board shall function in an advisory capacity to the Council and to the Manager, and shall perform and function more specifically in the manner set forth in the following: Organization Membership —The Board shall consist of seven residents of the City appointed by the Mayor with the consent of the members of the City Council, plus one resident who is also a member of the City Planning Commission and who shall be appointed by the Mayor with the consent of a majority of the members of the City Council, one resident who is also a member of the School Board of Independent School District #273 and who shall be appointed by the School with the consent of a majority of the City Council, one member from the ten Athletic Associations who shall be appointed by the Mayor with the consent of the majority of the members of the Council, and one who is also a member of the Edina Art Society appointed by the Mayor with the consent of the majority of the members of the Council. Members of the Board shall be appointed in January of each year, and their terms shall begin on the first day of February in the same year. The seven residents (other than the Planning Commission member, School Board member, Athletic Association member and Art Society member) shall each serve for three years, and the terms of such members shall be staggered so that the terms of three of the seven resident members shall expire each year. The members who are also members of the Planning Commission, School Board, Athletic Associations and Art Society, shall serve for one year each. Every member, before entering upon the discharge of his duties shall take an oath that he will faithfully discharge the duties of his office. Chairman — The Park Board shall annually elect one Board member to serve as Chairman. Secretary —The Director of Parks and Recreation shall serve as Secretary to the Board, and shall furnish such secretarial service as the Board may require. iin Records —The Secretary shall produce and retain an official record of Board Actions, Recommendations and Studies, as well as other records or reference material necessary to the Board's function. Each member shall be provided with an official binder containing sections of data pertaining to organization, operation, projects, programs, properties, finance, history, etc. of the City of Edina Park and Recreation matters. Meetings — Regular meetings of the Board shall occur on the Second Tuesday of each month. These shall be open to Public attendance. Other meetings shall be called as necessary. The secretary shall prepare an agenda for each regular and special session, furnishing a copy of this to each member in advance of the meeting. Relationships The Board shall function generally within the framework of the following: It shall serve in an advisory capacity to the City Council and Manager on Park and Recreation matters. The Board shall maintain an interest and understanding in the City School system and strive for the greatest possible utilization of School — Park property usage and coordinated recreation programs. The Board shall endeavor to secure full and complete understanding of the City's needs and desires for Parks and Recreational facilities and shall be sensitive to the acceptance within the community of the current facilities and programs. Functions The Board should observe and discharge the following specific functions and in addition any further assignments specifically delegated by the Council. In general, it shall be an obligation of this Board to convey to the Council, their understanding of community sentiment regarding Parks and Recreation and to submit recommendations for Policy consideration. Study Inter -and -Intra -community needs and desires. Develop long-range program directed toward fulfilling the communities needs. Maintain interest in the current recreation program. Observe conditions and adequacy of City park properties. Give hearing to groups or individuals upon request. It should be understood that commitments should be made only when specifically authorized or delegated by the Council. s • Keep informed and consider all financial aspects pertaining to Parks and Recreation. Consider proper names for City Park property. Consider park improvements, land acquisition and development, as well as current maintenance programs. The Board shall also advise and assist Architects and Engineers in the preparation of specific plans prior to their presentation to the Council for formal approval. Maintain an advisory interest in the operation and management of the City swimming facility, golf course, arena and pavilion, senior center, art center, gun range, baseball complex, and related programs. Represent the City at community functions where appropriate and approved by the Council. Represent the City with other community, county and state bodies of similar nature. 41 City Code Section 1500 - General Provisions 1500.01 Establishment A. Authority to Establish. Pursuant to Minnesota Statutes 412.621, and other such statutes as are specifically cited herein, the Council establishes or continues the following boards and commissions to advise the Council with respect to municipal functions and activities and to investigate subjects of interest to the City. B. How Established. A board or commission may be established by a majority vote of the Council. An ordinance shall be adopted prescribing the purpose, duties, and composition of the board or commission. C. Subject to Provisions in This Chapter: All boards and commissions established by the Council shall be subject to the provisions of this Chapter, unless otherwise specified in City ordinance or State law. D. Purposes and Duties Generally. All boards and commissions established by the Council shall be advisory to the Council and shall have the responsibility to: Investigate matters within the scope of the particular board or commission or as specifically directed by the Council. Advise the Council by communicating the viewpoint or advice of the board or commission. At the direction of the Council, hold hearings, receive evidence, conduct investigations, and, on the basis of such hearings, evidence and investigations, make decisions and recommendations to the Council. E. Advisory Role. A board or commission established by the Council shall not assume the role of an administrative or legislative body. 1500.02 Cooperation of City Officials Subject to Direction of City Manager. The Manager may make available City staff members to record and prepare minutes of board and commission meetings. Such staff members shall perform only such clerical duties on behalf of a board or commission as provided in the bylaws of that board or commission or as assigned by the chairperson with the consent of the Manager. The Manager may assign additional staff to assist a board or commission. 1500.03 Membership A. Regular members. Regular members of boards and commissions established by the Council shall be adult residents of the City unless otherwise expressly stated by ordinance. Members who discontinue legal residency in the City shall automatically be deemed to have resigned from office as of the date of such discontinuance. B. Student Members. Student members shall be residents of the City and enrolled full time in a secondary school. Student members shall be non-voting. 1500.04 Appointment and Terms of Membership A. Regular Members. Board and commission members shall be appointed by majority vote of the Council and shall serve terms of membership not to exceed three years per term. Each member is eligible to serve two three-year terms, except for members of the Planning Commission, who are eligible to serve three three-year terms. A member in good standing shall serve until a successor has been appointed. B. Student Members. Student members shall be appointed by majority vote of the Council and shall serve terms of membership not to exceed one year per term. C. Resignation and Removal. Members shall serve without compensation and may resign voluntarily by letter or e-mail to the City Clerk or be removed by majority vote of the Council or pursuant to subsections 1500.03 or 1500.09. D. Vacancies. Vacancies in membership shall be filled by majority vote of the Council for the balance of the unexpired term. E. Term of Appointment to Fill Vacancy. A person appointed to fill a vacancy shall be eligible to serve two (or for Planning Commission, three) full terms in addition to the balance of the unexpired term. F. No Concurrent Membership. No person may serve concurrently on more than one board or commission. G. Staggered Terms. Terms of membership shall be staggered so that no more than one-half of the terms on a board or commission expire in any particular year. 1500.05 Committees and Subcommittees A. Establishment. A board or commission may, with specific approval of the Council or pursuant to its bylaws, establish committees, subcommittees, committees of the whole or working groups that include members of the board or commission and additional persons as requested by the board or commission. 4* Q B. Prohibition. A committee, subcommittee, committee of the whole or working group may not engage in activities, functions, or duties outside the scope of authority granted to the board or commission by which it was established. 1500.06 Organization and Bylaws A. Bylaws. Each board or commission shall adopt and be governed by such bylaws as shall be necessary and desirable for the conduct of its activities. Bylaws shall be subject to review and approval by the Council. B. Chairperson. Each board or commission annually shall elect from its members a chairperson and vice -chairperson to serve a term of one year. No person shall serve more than two consecutive one-year terms as chairperson of a particular board or commission. 1500.07 Meetings A. Regular Meetings. All board and commission meetings are open meetings subject to the Minnesota Open Meeting Law (Minnesota Statutes 1313) and shall be held at a fixed time, on a fixed date and in a fixed place as shall be determined by the board or commission. The City Clerk shall give notice of all board and commission meetings as required for meetings of public bodies. B. Public Comment. All board and commission meetings shall include scheduled time for public comment. C. Meetings Conducted According to Bylaws. All meetings shall be conducted according to the bylaws of the board or commission. 1500.08 Meeting Minutes A. Official Record. Approved minutes of board or commission proceedings shall be public record; the City shall retain a copy of the official minutes of each board or commission meeting in accordance with applicable state law. B. Recording. A board or commission may appoint from its membership a secretary to record and prepare meeting minutes. Minutes so recorded shall be reviewed and approved by the board or commission and a copy forwarded to the City Clerk. In the alternative, the Manager may make available to the board or commission a member of City staff to serve as secretary to record and prepare meeting minutes. C. Distributed to City Council. Official minutes of each board or commission meeting shall be distributed to the Council prior to the first regular Council meeting after approval of the minutes by the board or commission. 1500.09 Attendance Requirements A. Purpose. To assist boards and commissions in fulfilling their purposes and duties and to ensure that they are not prevented from doing so by the repeated absence of their members, the Council hereby establishes an attendance policy for members serving on boards and commissions. B. Removal. Any member of a board or commission established by the Council who fails to attend three consecutive regular meetings, or who fails to attend at least 75% of the scheduled meetings in any calendar year, whether regular or joint work sessions with the Council, shall be deemed to have resigned as a member of the board or commission. C. Exceptions. (1) The requirements of this subsection shall not apply to attendance at special meetings, or of meetings of committees or subcommittees, including committees of the whole, established by a board or commission pursuant to Subsection 1500.05. (2) The requirements of this subsection shall not apply to members of the Housing and Redevelopment Authority of Edina, the East Edina Housing Foundation or the City Council. D. Annual Review. The Council shall conduct an annual review of the attendance of members of boards and commissions established by the Council. E. Vacancies. The successor to any member of a board or commission who has been removed pursuant to this subsection shall be appointed pursuant to Subsection 1500.04. History: Ord 162 adopted 4-4-74; amended by Ord 162-A13-6- 75, Codified Section 180 Ord 162-A2 5-16-90; Ord 2007-21, 01-02-08; Ord 2009-7, 05-05-09Ord. 2011-02 deleted Section 180, replaced by Section 1500 A City Code Section 1507 - Park Board 1507.01 Establishment. The Council, in order to provide for a City park and open space system and a City recreation program does hereby establish the Park Board. 1507.02 Duties. The Park Board shall develop and review plans and advise the Council on the acquisition and development of parks and recreation facilities, and plan and make recommendations to the Council concerning park activities and recreation programs. The Park Board shall advise the Council on natural resource, wildlife management, and natural area preservation issues. The Park Board shall make and furnish studies, reports and recommendations as the Council may request. 1507.03 Membership. The Park Board shall consist of ten regular and two student members. One regular member shall also be a member of the Board of Education of Independent School District No. 273, appointed for a one-year term by the Board of Education with the consent of a majority of the Council. History: Ord 1221 codified; amended by Ord 2001-9 11-5-01, Ord 2007-05 04-03-07; Ord 2010-04, 03-02-10; Ord 2011-02 deleted Section 1220replaced by Section 1507 Reference: M.S. 412.501 Cross Reference: Section 180 C PROPOSED B Y -LA WS FOR THE EDINA PARK BOARD (1sT Draft 3/23/2011) ARTICLE I - GENERAL Section I. City Code The Edina Park Board is established under City Code Section 1507 and governed by the rules and policies established under City Code Section 1500. Section II. Office and Addresses The principal office of the Park Board and legal address of the Park Board for the receipt and transmittal of Park Board communications shall be the Edina City Hall in the City of Edina, 4801 West 50`h Street, Hennepin County, Minnesota. Section III. Members Number - As stated in City Code 1507: The Park Board shall consist of ten regular and two student members. One regular member shall also be a member of the Board of Education of Independent School District No. 273, appointed for a one-year term by the Board of Education with the consent of a majority of the Council. Student Members - As stated in City Code 1500.03: Student members shall be residents of the City and enrolled full time in a secondary school. Student members shall be non-voting. Section IV. Officers The officers of the Park Board shall consist of a Chairperson and Vice -Chairperson elected by the Park Board at the March meeting for a term of one year. No person may serve more than two consecutive one-year terms as Chairperson. In the absence of the Chairperson, the Vice Chairperson shall serve as Chairperson. In the absence of both the Chairperson and Vice - Chairperson, the remaining members shall elect a Temporary Chairperson for that respective meeting. Section V. Duties of Officers The Chairperson is a voting member of the Park Board and may make motions. In addition, the duties and powers of the officers of the Park Board shall be as follows: (A) Chairperson. 1. To preside at all meetings of the Park Board. 2. To call special meetings of the Park Board in accordance with these bylaws. To see that all actions of the Park Board are properly taken. 4. To cancel or postpone any regularly scheduled meetings when needed. in 5. To invoke a reasonable time limit for speakers during any public testimony in the interest of maintaining focus and the effective use of time. 6. To provide for the selection of one or two spokespersons to represent groups of persons with common interests during public meetings. 7. To order an end to disorderly conduct and direct law enforcement to remove disorderly persons from Park Board meetings when needed. To schedule a second public meeting or other continued meeting in the event that a meeting or public testimony cannot be concluded by a reasonable hour in the judgment of the Chairperson. 9. The presiding officer has the responsibility to facilitate discussion by the Park Board. (B) Vice -Chairperson. During the absence, disability or disqualification of the Chairperson, the Vice -Chairperson shall exercise or perform all the duties and be subject to all the responsibilities of the Chairperson. ARTICLE II — MISSION, DUTIES and FUNCTION Section I. Mission The mission of the Edina Park Board is to advise the Edina City Council as to the policies and availability of open space, parklands, leisure services and facilities that are responsive to the recreational needs of all segments of the population. Section II. Duties The Park Board shall develop and review plans and advise the Council on the acquisition and development of parks and recreation facilities, and plan and make recommendations to the Council concerning park activities and recreation programs. The Park Board shall advise the Council on natural resource, wildlife management, and natural area preservation issues. The Park Board shall make and furnish studies, reports and recommendations as the Council may request. Section III. Function The Park Board is to function in a manner that is compatible with Plan B, Council -Manager form of Government, which has been adopted by the City of Edina. Under this plan, overall authority is vested with the Mayor and Council Members forming the Council, while the Manager is charged with the administration of the various branches and functions of the local Government. The Director of Parks and Recreation is responsible to and receives direction from the Manager. It is to be understood that the Board does not have the authority to introduce contracts or expenditures. The Park Board shall function in an advisory capacity to the Council and to the City Manager. ARTICLE III - MEETINGS Section I. Regular Meetings Regular meetings of the Edina Park Board shall occur on the Second Tuesday of each month unless it conflicts with Holidays or Elections in which case staff will recommend to the Park Board alternate dates in a proposed annual calendar of meeting dates. All regular meetings of the Park Board shall take place in the Council Chambers at City Hall at 7:00 p.m. Other meetings shall be called as necessary. Section II. Special Meetings A special meeting may be held when deemed necessary by six or more members of the Park Board or by the request of the city council. Section III. Quorums In order for any meeting to be called to order, a quorum of six voting members must be present. During the course of a meeting, at least six voting members must be present to take action on any matter before the Park Board. Section IV. Agendas An agenda for each meeting shall be prepared by Staff of the Park and Recreation Department for the City of Edina in cooperation with the Park Board Chairperson. Section V. Open Meeting Law All meetings of the Edina Park Board and its subcommittees shall be open to Public attendance in accordance with the Minnesota Open Meeting Law (Minnesota Statutes Chapter 13D). Section VI. Minutes City Staff shall prepare minutes of all Park Board meetings. ARTICLE IV - PARLIAMENTARY PROCEDURE The proceedings of the Park Board shall be governed by and conducted according to the latest rules of Roberts Rules of Order, as revised. ARTICLE V — COMMITTEES and SUBCOMMITTEES Under authority granted under City Code Section 1500.05, the Park Board may establish committees, subcommittees or working groups that include members of the Park Board and additional persons as requested by the Park Board. The Chairperson may appoint Park Board members to serve on committees, subcommittees or working groups unless the majority of voting Park Board members or the City Council direct otherwise. ARTICLE VI - AMENDMENTS The Park Board shall review its bylaws at the first meeting in April of each year. These bylaws may be amended or altered by a majority vote of the voting members of the Park Board at any regular or special meeting, having a quorum, provided the amendment was mailed or delivered to the Park Board members at least five days before the meeting. ADOPTED this _day of, , 2011. Joseph Hulbert, Chairperson Edina Park Board APPROVED BY CITY COUNCIL this _day of, , 2011 Jim Hovland, Mayor City of Edina Dear Professional Golf Course Consultant: The City of Edina is interested in retaining the services of a qualified professional consultant to study the operations of the City of Edina, Minnesota's municipal golf course enterprise, which includes Braemar Golf Course, Braemar Golf Dome, Driving Range and Fred Richards Golf Course. The City's vision for its municipal golf course enterprise is that it provides the best public golfing experience in the State of Minnesota while generating sufficient revenues to cover at least 100% of its total annual costs. Key Questions The Edina municipal golf enterprise is recognized as one of the best public golfing experiences in the State of Minnesota. What physical improvements, new amenities or service changes does the City need to consider in order to maintain that position in the golf marketplace? With annual bond payments of approximately $300,000, the City's golf enterprise revenues have not been sufficient to cover the debt service and all operating expenses. The debt service will retire in the year 2013. What operational or service level changes should the City consider to achieve its vision of the golf enterprise generating at least 100% of its total annual costs including debt service if possible? For financial data, the online link to the City of Edina's Auditors Report is: http://www.cityofedina.com/PDFs/2009%2OEdina%20CAFR%20for%20website.pdf The online link to the City of Edina's golf enterprise budget information is (beginning on page 36): http://www.cityofedina.com/PDFs/2011_Enterprise_Fund_Budget_Detail.pdf Scope of Study The consultant should examine and comment on the following aspects of the City's golf course enterprise: • All facilities and operations of Braemar Golf Course and Driving Range, Fred Richards Golf Course and Braemar Golf Dome • Individual profit centers (Food & Beverage, Pro Shop, Driving Range, Carts) • Facility Review (condition, functionality, aesthetics, potential/utilization, etc.) • Clubhouse operations • Maintenance practices • Fee structures • Membership (patron card holders) • Access and perceptions of access • Marketing plan and market analysis (compared to other courses in the Twin Cities) • Capital improvement needs • Financial condition • Lease/concession agreements • General operational procedures • Accounting practices and safeguards • Management Structures The consultant's response will include recommendations on the aforementioned topical areas in a format that is responsive to the City's two key questions. The City of Edina is interested in hiring a consultant who is independent, unbiased and without a conflict of interest. Please describe any relationships that the owners, principals or team members may have to the Edina Golf Enterprise or City of Edina and whether they own, operate or have interests in golf courses in this market. EXPERIENCE In your response to this Request for Proposal, please include your firm's previous experience studying golf course operations for the past ten years. CONSULTING TEAM MEMBERS Please include the names of all of your team members who will be involved in the study and a brief background of their qualifications. APPROACH TO THE PROJECT AND PROCESS Please include your proposed approach to this study and what process your firm would use to conduct the study and make recommendations. Please include your proposed timeframe to conduct the study. PROPOSEDFEE Please identify your proposed consulting fee, which we ask to be a fixed amount plus reimbursable expenses. Please identify a not to exceed amount for reimbursable expenses. # OF PAGES AND COPIES OF RESPONSE TO PROPOSAL We ask that you please keep your proposals to no more than six pages including your cover letter. We ask that you please submit three copies of your proposal. The City of Edina will copy and distribute any additional copies needed for the review process. DEADLINE Proposals should be received no later than Wednesday, May 4, 2011. SELECTION PROCESS With assistance from staff, the Edina Park Board will select and recommend a finalist to the City Council for final approval. It is yet to be determined if there will be interviews required of the finalists. The City of Edina reserves the right to select a consulting firm based on which one appears to offer the best value to the City of Edina and not necessarily the lowest bid. Please submit your proposal to: John Keprios, Director Edina Park and Recreation Department 4801 West 501h Street Edina, MN 55424 If you have any questions, feel free to contact me at 952-826-0430 or JKeprios@ci.edina.mn.us. Respectfully, John Keprios, Director Edina Park and Recreation Department Dear Professional Golf Course Consultant: The City of Edina is interested in retaining the services of a qualified professional consultant to study the operations of the City of Edina, Minnesota's municipal golf course enterprise, which includes Braemar Golf Course, Braemar Golf Dome, Driving Range and Fred Richards Golf Course. The City's vision for its municipal golf course enterprise is that it provides the best public golfing experience in the State of Minnesota while generating sufficient revenues to cover at least 100% of its total annual costs. Key Questions The Edina municipal golf enterprise is recognized as one of the best public golfing experiences in the State of Minnesota. What physical improvements, new amenities, service changes and financing options does the City need to consider in order to improve upon its position in the golf marketplace? With annual bond payments of approximately $300,000, the City's golf enterprise revenues have not been sufficient to cover the debt service and all operating expenses. The debt service will retire in the year 2013. What operational or service level changes should the City consider to achieve its vision of the golf enterprise generating at least 100% of its total annual costs including debt service and be able to become self-sustaining? For financial data, the online link to the City of Edina's Auditors Report is: http://www.cityofedina.com/PDFs/2009%2OEdina%20CAFR%20for%20website. pdf The online link to the City of Edina's golf enterprise budget information is (beginning on page 36): http://www.cityofedina.com/PDFs/2011 _Enterprise_Fund_Budget_Detail.pdf Scope of Study The consultant should examine and comment on the following aspects of the City's golf course enterprise: • All facilities and operations of Braemar Golf Course and Driving Range, Fred Richards Golf Course and Braemar Golf Dome • Number of full and part time management and staff positions • Demographic -based market trend forecasts for each area of the enterprise • Future revenue potential for each area of the enterprise • Individual profit centers (Food & Beverage, Pro Shop, Driving Range, Carts) • Facility Review (condition, functionality, aesthetics, potential/utilization, etc.) • Clubhouse operations • Maintenance practices • Fee structures • Membership (patron card holders) • Access and perceptions of access • Marketing plan and market analysis (compared to other courses in the Twin Cities) • Capital improvement needs • Financial condition • Lease/concession agreements • General operational procedures • Accounting practices and safeguards • Management Structures The consultant's response will include recommendations on the aforementioned topical areas in a format that is responsive to the City's two key questions. The City of Edina is interested in hiring a consultant who is independent, unbiased and without a conflict of interest. Please describe any relationships that the owners, principals or team members may have to the Edina Golf Enterprise or City of Edina and whether they own, operate or have interests in golf courses in this market. EXPERIENCE In your response to this Request for Proposal, please include your firm's previous experience studying golf course operations for the past ten years. CONSULTING TEAM MEMBERS Please include the names of all of your team members who will be involved in the study and a brief background of their qualifications. APPROACH TO THE PROJECT AND PROCESS Please include your proposed approach to this study and what process your firm would use to conduct the study and make recommendations. Please include your proposed timeframe to conduct the study. PROPOSEDFEE Please identify your proposed consulting fee, which we ask to be a fixed amount plus reimbursable expenses. Please identify a not to exceed amount for reimbursable expenses. # OF PAGES AND COPIES OF RESPONSE TO PROPOSAL We ask that you please keep your proposals to no more than six pages including your cover letter. We ask that you please submit three copies of your proposal. The City of Edina will copy and distribute any additional copies needed for the review process. DEADLINE Proposals should be received no later than Wednesday, May 4, 2011. SELECTION PROCESS With assistance from staff, the Edina Park Board will select and recommend a finalist to the City Council for final approval. It is yet to be determined if there will be interviews required of the finalists. The City of Edina reserves the right to select a consulting firm based on which one appears to offer the best value to the City of Edina and not necessarily the lowest bid. Please submit your proposal to.- John o: John Keprios, Director Edina Park and Recreation Department 4801 West 5& Street Edina, MN 55424 If you have any questions, feel free to contact me at 952-826-0430 or JKeprios@ci.edina.mn.us. Respectfully, John Keprios, Director Edina Park and Recreation Department Golf Range Association of America Official Web Site Page 1 of 2 MEMBER DIRECTORY ( RANGE FINDER I BULLETIN BOARD I JOIN HOME MEMBERSHIP MAGAZINE TOP AWARDS PUBLICATIONS PARTNERS ALLIANCES CONTACT About the GRAA The Golf Range Association of America (GRAA) will be entering its 19th year in i 2011. The GRAA is a membership trade organization that counts owners, operators, general manager and teaching professionals at both golf ranges and golf courses among its members in the U.S. and Canada. The GRAA is focused on all golf facilities in the sweet spot of teaching & training; clubfitting and retail; practice and other family recreational amenities. ------------- _- ' Golf Range Magazine Current Issue WINTER ISSUE now available • * r The WINTER issue is here. Check out the current j• +r issue of Golf Range Magazine for a look at the award-winning trade magazine that addresses the needs of golf course practice facilities, short courses, golf ranges & learning centers, golf I domes and indoor centers. You'll find our annual Golf Range Magazine "Top 100 Golf Ranges in _ America" feature. (see separate box for j download information). You'll also find the list of the Top 10 Golf Domes in America you can download. The re-emergence of Hollrock Engineering with Rick Hollrock back at the helm is a welcome development for many. Sheryl Bindelglass, president of Sheryl Golf presents some info from her latest book, "How To Get on the Fast Track to Group Sales" in her article Make Revenue -Enhancing Changes -It's Time to Focus on Group. Golf Range Magazine president Steve di Costanzo, reports on his international Visit to Colombia and writes about his very positive findings regarding the golf industry and tourism in general. Did you know there is still a thriving USA manufacturer of golf balls? Our Q&A series, The Tee -Line: SMALL TALKS WITH GOLF PEOPLE talks with Tim Deighan, CEO of Sunset Golf. MEMBER SPOTLIGHT CHI CHI GOLF & FAMILY SPORTS COMPLEX CLEARWATER, FLORIDA When Bill Hayes, a teacher, golfer and part-time detention officer invited Chi Chi to a juvenile detention center in Florida back in the late 1970's to conduct a clinic for some of the youths there, Chi Chi had another idea. Enlisting the support of Bob James, a founder of Raymond James Financial, the three of them formed the Chi Chi Rodriquez Foundation. 2009 marked the 30th anniversary of the Chi Chi Academy GRAA MEMBERSHIP/RENEW The GRAA is your trade association. We have great membership programs and benefits geared to 18 -hole golf courses, Short Courses golf ranges and learning centers. Our mission statement is: "To Make Our Members More Profitable" Click here to join the GRAA for the first time or to renew your member dues. Google Search web search search this site ---- ..---- -- -- hhe Latest News A new PREFERRED PARTNER I► for the GRAA is Siriani. SIRIANI It SIRIANI manages the GRAA Freight Savings Plan offering substantial discounts on both inbound and outbound less -than - truckload (LTL) shipping. Savings are also available on select FedEx Express® and FedEx Ground® services. If you have questions, or would like a rate quote, contact Siriani at 800.554.0005 or enroll online at www.siriani.com/graafsp Are you an owner? A developer? Visit the Publications Page and purchase GRAA developed and/or endorsed books and manuals covering marketing, operations and development. Browse the extensive list of GRAA Preferred Partners who offer special discounts and services to our members. We also want welcome SOLVERAS as a new Preferred Partner for Payment Processing PLEASE PATRONIZE THE ADVERTISERS IN GOLF RANGE MAGAZINE AND THE PREFERRED VENDORS WHO MAKE A FINANCIAL COMMITMENT TO THE GRAA AND OUR INDUSTRY. Thank You to Range Servant America and Harris (Miniature Golf Company Co -Sponsors of the 2011 GRAA Industry Cocktail Reception at the PGA Merchandise Show at the Orange County Convention Center in Orlando SERVAIA T http://www.golfrange.org/ 3/9/2011 Braemar Golf Dome Minneapotis, Minnesota Buffalo Grove Golf Dome Buffato Grove, Illinois a Eagtequest Calgary Dome Calgary. Alberta, Canada Golf Dome at Family First Erie, Pennsylvania Longview Golf Dome Grimes. Iowa Oasis Golf Dome Plymouth, Michigan The Golf Dome Chagrin Falls, Ohio 1 The Golf Dome Winnipeg, Manitoba, Canada The SportsPlex at Turning Store Verona, New York lfte Pines Golf Dome Bensonvitte, Illinois MEMO TO: Park Board Members FROM: Ellen Jones DATE: April 9, 2011 RE: April 12 Park Board Meeting I will not be able to attend our meeting in April but I would like to share with you some of my thoughts regarding agenda items. Park Board Bylaws I think that we may not be able to take action on this item this month. I think the City of Edina should strive for consistency, as much as possible, in the bylaws of its advisory boards. Since many boards don't already have bylaws, it seems like an ideal time to make that happen. But, is consistency important to the City Council? How would this affect the process we use to develop bylaws? Establish Committees On the agenda that I received in my mailed packet there are only two committees mentioned. is 1. Facility User Fee and Other Related Fees Committee 2. Donations Policy and Naming Parks and Facilities Policies Committee The city council approved a third committee "to review responses to the Golf Course Request for Proposal " which should be added to the agenda. However, I thought that we had talked about having a committee that would be engaged in following the whole process of a consultant's review of the golf enterprise, not just reviewing the RFP responses? I am interested in serving on: The Donations Policy and Naming Parks and Facilities Committee In order to create full committees, I would be willing to serve on either of the other two committees as well, if needed. However, if I remain the Park Board Rep for the Public Works Site Small Site Task Force (see below), I will not have time for more than just the Donations and Naming Committee. Old Business Braemar Golf Course Clubhouse Consultant RFP I have reviewed the newly proposed RFP with the perspective of "Will this give us useful information?" With this in mind I have come up with the following comments and • recommendations: I 1. Employee costs are about 45% of golf enterprise expenses ($1.6M out of $3.5M operating expenses). Are we asking the consultant to advise us on how many full and part-time employees we should employ in order to efficiently run the enterprise? Recommendation: Adding to the Scope of Study - Number of full and part time management and staff positions 2. What are golf experts saying about the prospects for golf in the 21St century? What market segments (for example age, gender) and golf experiences (for example short or long courses) are growing? What are shrinking? How should this affect the types of golf experiences we offer, market to and invest in? Recommendation: adding to the Scope of Study Demographic -based market trend forecasts for each area of the enterprise Future revenue potential for each area of the enterprise 3. What financing options should the City explore in order to maintain and/or improve upon its position in the golf marketplace? How can we create a financially independent, sustainable golf enterprise? Recommendation: adding and changing the Key Questions - What physical improvements, new amenities, service changes and financing options does the City need to consider in order to maintain that position in the golf marketplace? - What operational or service level changes should the City consider to achieve its vision of the golf enterprise generating at least 100% of its total annual costs including debt service (remove if possible) and be able become self sustaining. 4. I do not want to give the consultant the impression that we are satisfied with the golf enterprise as it currently exists. Our vision is to be a premier public golf enterprise. Recommendation: adding to the first of the Key Questions What physical improvements, new amenities, and service changes does the City need to consider in order to improve upon its position in the golf marketplace? New Business The Public Works Site Community Action Committee is starting phase II of it's planning process and seeks representation from the Park Board. I have enjoyed being the park board representative to this group and am happy to continue in this capacity, but don't want my participation to prevent others involvement. If there are others on the park board who would like to participate, I would be willing to step aside. • Edina Transportation Commission Bylaws (DRAFT) Section 1: Offices I. The principal office of the Edina Tr,nS'prtti ioKt;ornmsSpn (' Ct�mrr#s5li�n".`) shall be Edina City Hall, 4801 West 50th Street, Edina, MN 55424. 11 °The principal email address shall be. (trAgsporta iq i inmi55i�C� cltYofedina ccim)' Section 2• Purpose and Duties I. The Ccsrrimrss�orj shall be subject to all applicable provisions of Edina General Municipal Code ("City Code"), including but not limited to sections 1500 and 15q� Section 3: Advisory Role I. The Commission is advisory to the City Council ("Council") and shall communicate to the Council a record of its official activities and advice on matters related to the purpose for which the Cc�mrrlssfoa was established. The Council shall make the final determination on any matter about which the Commission has communicated its advice. II. The Ca,.m 1sMon shall establish procedures for communicating its official activities and advice to the Council; such procedures shall be approved by the C©rmmiss)on. Section 4: Bylaws I. These Bylaws are established pursuant to City Code, Subsection 1500.06.A and shall govern activities of the COCTTiYlijsai�' ' In the event of conflict between these Bylaws and City Code, City Code shall take precedence. These Bylaws may be amended by an affirmative vote of a majority of voting members at any meeting of the Commission called for that purpose, provided the substance of the proposed amendment has been submitted in writing to members at least ten days prior to such meeting. III. TheCcimmissf( shall review these Bylaws following any change to applicable City Code"and shall otherwise review these Bylaws annually. 1-4/11/11 Section 5: Policies I. The Commission shall be further governed by those policies adopted by the Council relating to advisory boards and commissions generally and to those policies relating specifically to the purpose for which the GOmmis51ot1 was established. Copies of such policy documents shall be distributed to each C'Omiyg siori member. Section 6: Membership I. Membership. The or that number of members currently seated and in good standing. Roster. Members shall provide a home address and a personal telephone number and/or email address to be included on a member roster. This roster shall be distributed to all members and shall be available to the public upon request. III. Voluntary resignation. A member may resign from the Coinmissvn for any reason by communicating his/her resignation in writing to City Hall, pursuant to City Code, Subsection 1500.04.C. IV. Automatic resignation. A member who discontinues legal residence in the City shall be deemed to have resigned from the Con?""ion'`, pursuant to City Code, Subsection 1500.03.A. A member who fails to meet the attendance requirement shall be deemed to have resigned from the Cprn ssia pursuant to City Code, Subsection 1500.09.6. V. Removal. A member maybe removed by majority vote of the Council, pursuant to City Code, Subsection 1500.04.C. Section 7: Attendance Meetings at which attendance is required. Attendance is required at all regular meetings of the Com iss ' n and joint work sessions with the City Council. Members shall miss no more than two consecutive meetings and shall attend at least 75% of required meetings during a calendar year. II. Notification of absence. Any member who is not able to attend a meeting at which attendance is required shall notify the staff liaison of his/her intended absence by no later than 4:30 p.m. on the day of the meeting. 2-4/11/11 • III. Meetings at which attendance is not required. Attendance is not required at special meetings, pursuant to City Code, Subsection 1500.09.C(1). Section 8: Regular Meetings lar meetin II. Open meetings. All meetings shall be held in accordance with the MN Open Meeting Law (MN Statutes Chapter 13D). III. Rules of order. The rules of parliamentary procedure comprised in the latest edition of Robert's Revised Rules of Order shall govern the p in its actions except where they are in conflict with these Bylaws. In the event of conflict, these Bylaws shall take precedence. Rules may be amended at any meeting by a majority vote. IV. Voting and nonvoting members. All regular members, as defined in City Code, Subsection 1500.03.A, shall be voting members. All student members shall be non- voting members, pursuant to City Code, Subsection 1500.03.13. V. Quorum required. A quorum consisting of a simple majority of seated voting members shall be required at all regular meetings. • If a quorum is not achieved within 20 minutes of the start of the meeting, no business shall be conducted and the meeting shall be considered cancelled. • If during the course of a meeting a quorum is not maintained, no further business shall be conducted and the meeting shall be adjourned. VI. Motions and Voting. A simple majority of voting members present and voting shall decide all questions placed before the C 1i711$s- i unless otherwise specified in these Bylaws. All votes shall be taken by voice. A roll call vote shall be taken when there is division on any question. A tie vote on any motion shall constitute the failure of that motion. VI I. order of business. The order of business shall be set in the agenda and may be suspended at any meeting by mutual agreement or by majority vote. The order of business shall include but not be limited to: • Determination of a quorum and call to order; • Approval/modification of the proposed agenda; 3-4/11/11 • Community comment; • Approval of the minutes of the preceding meeting(s); • Unfinished business; • New business; • Reports of committees; • Staff liaison updates; • Commissioner comments; • Adjournment. VIII. Deliberations and decision-making. Deliberations and decisions of the 4 mmissinrl shall be based solely on that information which is in the public record and has been presented to all Commission members participating in the deliberation or action. IX. Presiding officer. The Chair or, in his/her absence, the Vice -Chair, shall be the presiding officer at all regular meetings. If both the Chair and Vice -Chair are absent 40 but a quorum of members is present, then a member shall volunteer to convene the meeting and the membership shall, as the first item of business, elect an acting Chair for the duration of the meeting. vote or mutual agreement, may appoint a member X. Secretary. The Commissi n, by g to serve as Secretary to record and prepare minutes of that meeting. Minutes so recorded shall be reviewed and approved by the oo�mmil'ss'Olri and a copy forwarded to City staff. XI. Community Comment. All meetings shall include a time for residents to address the Comrnlss�or%, on any matters of concern or interest related to the purpose for which the Commission was established. :: XII. C mrt Issionpr Comments. All meetings shall include a time for Ccimniissioner to address the Ctmrriiscii on any matters of concern or interest related to the purpose for which the Commission was established. 4-4/11/11 Section 9: Special Meetings I. Special meetings. A special meeting is any meeting of the,' mmiss,1,q t that is not a regular meeting or joint work session with the City Council. The term "special meeting" shall not apply to any meeting of a committee, as defined in Section 13 of these Bylaws. H. Calling a special meeting. A motion to calla special meeting maybe made by any voting member at a regular meeting. The motion shall include the time, location and purpose of the meeting. A special meeting may also be called by the Council. III. Quorum not required. A quorum is not required for special meetings; however, members shall take no action unless a quorum is present. IV. Additional requirements. All subsections of Section 8 of these Bylaws shall apply to special meetings, excluding subsections 1 and 5. Section 10: Minutes I. Minutes. Meeting minutes shall be recorded and approved by the CO, t iS5Ti3;n. Minutes shall include a record of all motions and votes and be sufficiently detailed to provide full and accurate knowledge of the "n'$ official activities. 11 qm,P Section 11: Officers I. Officers generally. • The dmmission, shall elect from among its voting members a Chair and Vice Chair, pursuant to City Code, Subsection 1500.06.13. Any voting member of the Commission in good standing may be nominated and elected to serve as Chair or Vice -Chair. • The term of office shall be one year, pursuant to City Code, Subsection 1500.06.13. • The Chair is eligible to serve two consecutive terms, pursuant to City Code, Subsection 1500.06.13. 5-4/11/11 • If an officer resigns or is no longer able to serve, the Commission shall elect a replacement from among its voting members to serve for the remainder of the term. II. Duties of the Chair. • Prepare the agenda in consideration of input from members and in consultation with the staff liaison. • Maintain meeting order and decorum and facilitate discussion; see that all business of the C6mmissi46j is carried out in accordance with these Bylaws; and see that all actions of the Corn' ssiC}tl are properly taken. • Ensure minutes of the meeting are recorded. • Represent theCQrrmissio outside of regular meetings; however, the Chair should use discretion in this role. • Cancel regular meetings, in consultation with the staff liaison, when there is insufficient business on the agenda or when it is known that a quorum will not be present. • Keep a record of members' attendance and consult with members regarding attendance issues. • The Chair may make and second motions and may vote on all motions. III. Duties of the Vice -Chair. • The Vice -Chair shall perform all the duties of the Chair in the Chair's absence. • The Vice -Chair may preside at special meetings with the consent of the Chair. Section 12: Members Performance of Duties ClniniSri?r members are expected to adequately prepare for meetings and be present at all meetings, whether regular or special Co' mi=ssion members unable to complete assigned tasks should notify the Corn issionir" Chair as soon as possible. The Ctn r,nNs1©nmay ask the Council to review a member's appointment based upon its assessment of significant non-performance of duties. 6--4/11/11 40 Section 13: Committees z Establishment. Pursuant to City Code Subsection 1500.05, the C *rnissibn may establish committees (also called subcommittees, committees of the whole, ad hoc committees, task forces, working groups or other similar terms) to investigate matters within the scope and authority of the Cprnmissian and to advise the omtlssor( by communicating its findings and points of view. The Commission shall have the sole authority to make final determinations on all matters about which a committee has communicated its advice. Such determinations shall be made by the Crmmiston only following thorough deliberation of the matters atone or more regular Ct rnmissio6' meeting(s). • Committees shall be established by a majority vote of the Comrtissign • The Corrtmissiori shall establish the purpose and duties of the committee. • Each committee shall be chaired by a member of the Copjqissiol and may include otherissioners and residents of the City. The committee may include additional individuals as deemed beneficial to accomplish the work of the committee. • A committee of the whole shall include all seated voting members of the Comrrtiss)on All meetings of committees of the whole shall be held in accordance with the MN Open Meeting Law (MN Statutes Chapter 13D). • All other committees shall include fewer than a quorum of seated regular Commission members. g.� • A committee shall have no fewer than five members. • Members shall be recommended by the committee chair and confirmed by Y majority vote of the G"i • The committee may appoint a member to serve as Secretary to record and prepare minutes of committee meetings. Minutes so recorded shall be reviewed and approved by the committee and a copy forwarded by the XV, committee chair to the Corn"ibi sri, • Committee meetings shall be open to the public and shall include an opportunity for residents to address the committee on any matters of concern or interest related to the purpose for which the committee was established. • A quorum of seated regular omfn sslar' members shall not be present at any committee meeting, other than a meeting of a committee of the whole. III. Duties of committee chairs. • Set the meeting schedule, provide meeting notice, and prepare and distribute the meeting agenda. • Maintain meeting order and decorum and facilitate discussion; see that all business of the committee is carried out in accordance with these Bylaws and the purpose for which the committee was established. • Recommend committee members and notify the rnm ssion of changes in committee membership. • Report on the committee's activities at each regular meeting of the &rmmJssiom report to the committee the Ctmrtlt si�irt s point of view. Section 14• Communication Outside of Meetings I. Definitions. The following definitions shall apply to this section. Official business. The official business of the Coriim'ission is defined as those subjects or matters related to the purpose for which the Commission was established, discussion of which or a decision on which is pending or impending. Pending is any matter scheduled for a meeting. Impending is any matter not scheduled but reasonably anticipated to be scheduled at a later date. • Discussion. Discussion is any communication between any two or more members of the Comrnlssi'or 8-4/11/11 Communication. Communication is any exchange of information by means of speaking, writing, or other common system of symbols or behaviors. Communication between members. The following Subsection governs communication between members outside of regular, special or committee of the whole meetings. Additional requirements may be found in the MN Open Meeting Law (MN Statutes Chapter 13D). Communication in person. Members shall not discuss official business when a quorum of voting members is present and has knowledge of the discussion. Communication by electronic or digital means. Members shall not discuss official business with a quorum of voting members by email or any other electronic or digital means. Members shall not send any communication to any Cozor � mJs1" 0 member by blind copy. Serial meetings. Members shall not engage in a serial discussion of official business. A serial discussion occurs when members discuss official business with a quorum of voting members through successive communications. Such communications may occur through a combination of means (electronically, by telephone, or in person). • Written communications, copy required. Any member who sends a communication to any other member(s) relating to the official business of theC»mis for shall also send a copy of such communication to City Hall. III. Communication with members of the public. The following Subsection governs communication between Gornm�ssori members and members of the public outside of meetings. A member of the public is any person who is not a member of the Commtsso.n, City Council, or City staff. • Members of the Commission may discuss official business with any member of the public, provided: • The member shall not represent the opinion or viewpoint of other individual cornmiss oners or of the Con rfissic h as a whole on any pending or impending matter. The member shall not communicate how he/she intends to vote on any pending matter or give the appearance the matter has been pre -decided. • Questions or concerns shall be directed to the Council or City staff, as the member deems good and necessary. 9-4/11/11 • Both parties understand that deliberations and decisions of the Commission shall be based solely on that information which is in the public record and has been presented to all Cornm�icr members participating in the deliberation or action. • Communications between members of the Czttissrorr and members of the public are private data and may be made public by either the sender or recipient, pursuant to MN Statutes 13.601, Subd. 2. Section 15: City Staff I. Discretion of the City Manager. The City Manager may make available to the CtnrIn' issoi�, members of City staff to provide technical and administrative assistance. II CooMiss an does not direct. The Comm,1400 may not direct City staff to provide P^. assistance of any particular type on any particular matter; however, the Commission' may request that such assistance be provided as deemed necessary for the sggg to fulfill the purpose for which it was established. III. Communication with department staff outside of meetings. The following guidelines apply to C�innrs,ian members, other than the Chair, communicating with City staff about official business outside of meetings. • Members may send written or electronic communications to the staff liaison with the request that such communications be forwarded to all omrmss,ori members. • Members who will be absent from a meeting shall notify the staff liaison of their intended absence. • Corrimission members present at an educational, professional, or socia event at which any member of City staff is also present may discuss official business with the staff member as is mutually agreeable, provided such discussion is not in conflict with the MN Open Meeting Law. • The above guidelines do not apply to Commission members communicating with staff members as private citizens. 10-4/11/11 • Section 16: Conflict of Interest I. Prohibition against personal benefit arri�MEiib members may not use their position on theComtti'ssi'dh for personal benefit. The interests of the organization must be the first priority in all actions and decisions. II. Disclosure. Any member who has a financial in in, or who may receive a financial benefit as the result of, any Cor" ' action or decision shall disclose this fact as a conflict of interest. III. Abstention. A member who has disclosed a conflict of interest shall abstain from discussion and voting on the matter. 11-4/11/11