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2018-07-10 Parks & Rec Comm Packet
Agenda Parks and Recreation Commission City Of Edina, Minnesota City Hall, Council Chambers Tuesday, July 10, 2018 7:00 PM I.Call To Order II.Roll Call III.Approval Of Meeting Agenda IV.Approval Of Meeting Minutes A.Minutes: Parks & Recreation Commission May 8, 2018 V.Community Comment During "Community Comment," the Board/Commission will invite residents to share relevant issues or concerns. Individuals must limit their comments to three minutes. The Chair may limit the number of speakers on the same issue in the interest of time and topic. Generally speaking, items that are elsewhere on tonight's agenda may not be addressed during Community Comment. Individuals should not expect the Chair or Board/Commission Members to respond to their comments tonight. Instead, the Board/Commission might refer the matter to sta% for consideration at a future meeting. VI.Reports/Recommendations A.Golf Enterprise Update B.Bredesen Park Trails C.Comprehensive Plan Update D.Parks & Recreation Commission Bylaws E.Work Plan Update VII.Chair And Member Comments VIII.Sta1 Comments A.City Council Updates: May 15, June 5 and 19, 2018 IX.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 ampli7cation, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. Date: July 10, 2018 Agenda Item #: IV.A. To:Parks and Recreation Commission Item Type: Minutes From:Ann Kattreh, Parks & Recreation Director Item Activity: Subject:Minutes: Parks & Recreation Commission May 8, 2018 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: INTRODUCTION: ATTACHMENTS: Description Minutes: Parks & Recreation Commission May 8, 2018 Draft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. Minutes City Of Edina, Minnesota Edina Parks & Recreation Commission City Hall, Council Chambers Tuesday, May 8, 2018 7 p.m. I. Call To Order Chair Good called the meeting to order at 7 p.m. II. Roll Call Answering roll call were Commissioners McAwley, Ites, Willette, Dahlien, Good, McCormick, Burke and Student Members Kiely and Schieffert Absent were Commissioners Miller, Nelson and Strother Staff present: Staff Liaison Ann Kattreh, Assistant Parks & Recreation Director Susan Faus, Administrative Coordinator Janet Canton III. Approval Of Meeting Agenda Motion made by Willette to approve the meeting agenda. Motion seconded by Dahlien. Motion carried. IV. Approval Of Meeting Minutes Motion made by Willette to approve the April 10, 2018 minutes. Motion seconded by McCormick. Motion carried. V. Community Comment None VI. Reports/Recommendations A. Arden Park 60 Percent Design Check-In Chair Good informed the commission there were two open houses for Arden Park; Saturday, May 5 at Arden Park and tonight, May 8 at City Hall. He noted the open houses have been a great opportunity to get insight from the community. Staff Liaison Kattreh and Renae Clark from the Minnehaha Creek Watershed District gave a presentation of the 60 Percent Design Check-In of Arden Park. They also went through the sketch drawing of the concept plan for Arden Park. Commissioners McAwley and Ites discussed a few comments they heard from residents at the two open houses. Commissioners asked questions and gave suggestions. Draft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. Staff Liaison Kattreh went through what the next steps will be in the process. It was also discussed how important communication is going to be once it’s decided what will be happening with the ash trees. Staff Liaison Kattreh confirmed they will be working very closely with the Watershed District on a very detailed management plan where everything will be clearly spelled out. B. Parks & Recreation Department Vision Statement Chair Good explained to the commission that when he presented the Comprehensive Plan to the Planning Commission they shared their feedback with regard to the vision statement that is in the 2015 Strategic Plan. Their feedback was in regard to the word “premier” and what that reflected both about Edina and maybe even outside of Edina and how we felt about ourselves. The Planning Commission shared that a couple of other commissions are defining themselves and their vision as gleaming more towards talking about excellence while still maintaining a standard of excellence. Chair Good offered up for consideration the following change to the current vision statement: “To strive for excellence in our parks, recreation and trails system to provide Edina a high quality of life by nurturing the health and well-being of our people, our community, our environment and our economy. In fulfillment of that vision, the Edina Parks & Recreation Department Mission Statement is “To create parks, facilities and programs to foster a healthy inclusive community. We accomplish this through creative leadership, collaborations, environmentally sustainable practice and the responsible use of available resources.” Commissioners gave their feedback on the suggested change. Motion made by Good to accept the change to the Parks & Recreation Department Vision Statement as read into the record to displace “premier” with “excellence”. Motion seconded by McAwley. Motion carried. C. Comprehensive Plan Update Chair Good went over the changes made to the sixth iteration of the Comprehensive Plan and noted the Planning Commission reviewed it on April 11. Both the Planning Commission and the Community Health Commission gave some input. In addition, there was also a half-way check-in on May 3 that was hosted by the Planning Commission and City Council. There was a lengthy discussion regarding Section E/Part G (Finance & Management), regarding transparency, accountability and sustainability of Edina assets. Chair Good marked the item to possibly drop or significantly change. Chair Good then went over the five points Commissioner Ites and himself were asked to present at the May 3 meeting with regards to what they felt were some big ideas coming out of the Comprehensive Plan. Draft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. D. Work Plan Update Commissioners Dahlien and Burke gave an update on Initiative #3; Complete a study and report for fields, courts and rinks capacity and utilization from the data provided by staff. Commissioner Kiley gave an update on Initiative #5; Make a recommendation to City Council to more clearly define formal relationship between the city and the John Philip Sousa Band. E. Advisory Communication for PARC Work Plan Chair Good suggested because Initiative #2; Review and make recommendations for the Weber Woods Master Plan is likely to not take place this year that they add an additional work plan item. He suggested they request the addition of a previously requested work plan item to explore creative options to supplement city fund of park plans. Chair Good read the Advisory Communication he put together and asked the commission for their consideration to send it on to City Council. The commission discussed the proposed Advisory Communication. Motion made by Dahlien to accept the Advisory Communication as previously read to the City Council. Motion seconded by McAwley. Motion carried. F. Edina Goose Management Plan Staff Liaison Kattreh gave an overview of the Edina Goose Management Plan that is managed by the Edina Police Department. The Police Department needs a DNR permit to be able to manage geese in Edina. The DNR would like some sort of a public review of the process as part of their permitting process. This is not a new process for the city; however, it is something new in terms of having an advisory commission review it and rubber stamp it for the Police Department because they do not have an advisory commission. Commissioners asked questions and had a discussion. Motion made by Dahlien to approve the Goose Management Plan. Motion seconded by Willette. Motion carried. VII. Chair and Member Comments • Chair Good encouraged the commission to watch the presentation John Gunyou from the Three Rivers Park District gave to the City Council at their May 1 meeting. He thinks there is a real opportunity to partner with Three Rivers Park District even more so than they already are. Chair Good found it very helpful and it is something worth taking a look at. • Commissioner McAwley thanked city staff and the Watershed District staff who came out on Saturday, May 5 for the Arden Park open house. They are to be commended for the commitment they have made to this project. Draft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. • Commissioner Dahlien asked if the sports dome came down and if so how did it go. Staff Liaison Kattreh replied it came down in a day and went very well. • Chair Good reminded the commission that the grand opening of the Nine Mile Creek Regional Trail will be on Sunday, June 3 at 10 a.m. at Fred Richards Park. He added it would be nice if the Parks & Recreation Commission had some good representation. • Chair Good asked the commission to think about how they can become more present especially during the summer when there are so many outdoor activities happening. Are there things as a commission they want to be present at such as the Edina Art Fair, Garden Council Annual Plant Sale, etc., so they could potentially be a listening post as well as give the commission an opportunity to further engage with the community at various activities. Commissioner McCormick commented last year they were encouraged to participate in the open streets event and that could also potentially be an option. • Commissioner McCormick noted they need to determine if they want to continue with the Adopt-A-Park program like last year. VIII. Staff Comments Staff Liaison Kattreh gave the following updates: • On May 19 there will be an Armed Forces Day Veteran’s Memorial event at Utley Park at 10 a.m. • The Community Gardens are now open and full. • The Courtney Field lighting project started today and is anticipated to be completed on May 23. • All of the athletic fields are now open. • The Braemar Dome is down and Braemar Field is open. • Adult Softball started this week; there are 49 teams. • Work is currently being done on the Fall/Winter Activities Directory. • Tomorrow, May 9 the City Council will see the Arden Park presentation that was just presented at tonight’s commission meeting. • It is hopeful the new restaurant at the Braemar Clubhouse will be on next City Council agenda for approval; they are currently finalizing the details of the lease agreement. • Saturday, June 2 is the Annual Vehicle Day from 10 a.m.-noon at Southdale Mall; the event is coordinated with Richfield Parks & Recreation and is co-sponsored by the Southdale Mall. • On Saturday, May 5 the Barnyard Babies event took place at Edinborough Park; there were between 500-600 people that showed up for this successful event. . • A $10,000 donation was received from Edina Rotary to install musical instruments at Rosland Park. • Brian Driste from the Park Maintenance team has been promoted to a supervisor position. • Thursday, May 10 is Spring Clean-Up Day; staff from Park Maintenance and Public Works will together do a significant spring clean-up project throughout the entire city. Draft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. IX. Adjournment Motion made by McAwley to adjourn the May 8, 2018 meeting at 8:35 p.m. Motion seconded by Dahlien. Motion carried. Date: July 10, 2018 Agenda Item #: VI.A. To:Parks and Recreation Commission Item Type: Report and Recommendation From:Joe Abood, Braemar Golf Course General Manager Item Activity: Subject:Golf Enterprise Update Discussion, Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None. Information only. INTRODUCTION: Joe Abood, General Manager will be present to provide an update on the golf enterprise. ATTACHMENTS: Description Golf Update Presentation Braemar Golf Update EdinaMN.gov 1 Braemar Golf Update •Jeff Mold –New Braemar Golf Course Superintendent •Jeff is the 4th Superintendent in Braemar’s 54-year history. •Previously worked at Edina Country Club (ECC) for 14 years. •Senior Assistant Superintendent at ECC since 2011. •Assisted in 2011 ECC golf course renovation. •Managed/Assisted grow-in of 2016 ECC short game facility. •Started agronomic career at Bulrush Golf Club in 2002. •Avid sports fan. EdinaMN.gov 2 Braemar Golf Update EdinaMN.gov 3 Braemar Golf Update EdinaMN.gov 4 Braemar Golf Update EdinaMN.gov 5 Braemar Golf Update EdinaMN.gov 6 Braemar Golf Update EdinaMN.gov 7 Braemar Golf Update Betterments EdinaMN.gov 8 The following are the agreed upon contract betterments offered to the city of Edina in lieu of the Liquidated Damage clause of the contract for the reconstruction of the Braemar Golf Course. 1. Install bentgrass sod from H & E Sod on the 2 chipping greens. 2. Provide greens covers for grow-in of #7, #8, #9, #10, #11, #12, #16, #17 & #18 putting surfaces. 3. Install the synthetic turf surface on the multipurpose area bid as bocce ball courts. 4. Install the concrete surface-patio around the multipurpose area per the RMGA landscape plan. 5. Provide 3 guys with grow in experience and fertility assistance from May 2018 to July 31, 2018. 6. Hydro mulch remaining Turf Grass areas beyond the 60 acres in the contract. Braemar Golf Update Community Benefits at Braemar Golf Course •Reduction in overall golf course footprint of 22.40 acres. Original 27 holes encompassed 195.20 acres. The new 18-hole golf course will encompass 172.80 acres. •9.54 acres of former golf course are set aside for a Multi-Use Area in the northeast corner of the site. •4.37 acres of created/restored wetlands on the property which will be part of a 7.50-acre area set aside for Environmental Education. •0.59 acres of enhanced wetlands. •Creation of 32.11 acres of wetland buffer, a 60% increase over the regulated minimum. •33.85 acres of Oak Savanna Restoration Area will be re-introduced to include Bur Oak, Red Oak, and Northern Pin Oak. Total tree canopy of the Savanna will be 11.25 acres. In 1947, 60.65 acres of the 445-acre total site (13.6%) was wooded. Upon completion of the project, 155.73 acres of the 445-acre total site (35%) will be wooded. •A total of 276 new Oak Trees will be added to the Oak Savanna Restoration Areas. The species include 144 Pin Oaks, 104 Bur Oaks and 28 Northern Red Oaks. •Addition of a Multi-use artificial-turf field built adjacent to the clubhouse for non-golf events such as bocce ball, corporate events or weddings. EdinaMN.gov 9 Braemar Golf Update EdinaMN.gov 10 Financial Outlook as of June 1, 2018 •Total Revenue 2018 YTD -$766,484 Total Revenue 2017 YTD -$668,399 •Total Revenue 5-year average -$923,242 •Academy 9 Revenue 2018 YTD -$143,394 Academy 9 Revenue 2017 YTD -$211,558 •Academy 9 / Executive Revenue 5-year average -$146,166 •Merchandise Revenue 2018 YTD -$51,481 Merchandise Revenue 2017 YTD -$39,680 •Merchandise Revenue 5-year average -$54,137 •Dome Revenue 2018 YTD -$398,386 Dome Revenue 2017 YTD -$270,652 •Dome Revenue 5-year average -$269,099 Braemar Golf Update •Academy 9 & Driving Range Upgrade Results Below is a “Same Store” comparison of 2017 and 2014 results. 2014 results are being utilized as this was the last full year operation as the old Executive Course and Driving Range. •Academy 9 Revenue 2017 -$310,983 Executive 9 Revenue 2014 -$195,948 •Academy 9 Rounds 2017 -23,241 Executive 9 Rounds 2014 –14,441 •Driving Range Revenue 2017 -$329,653 Driving Range Revenue 2014 -$233,847 •Driving Range Buckets Sold 2017 –45,365 Driving Range Buckets Sold 2014 –37,854 EdinaMN.gov 11 Braemar Golf Update EdinaMN.gov 12 Braemar Golf Update •Questions? EdinaMN.gov 13 Date: July 10, 2018 Agenda Item #: VI.B. To:Parks and Recreation Commission Item Type: Report and Recommendation From:Ann Kattreh, Parks & Recreation Director Item Activity: Subject:Bredesen Park Trails Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: INTRODUCTION: ATTACHMENTS: Description Staff Report: Bredesen Park Trails Directional Signs Cycling Speed Sign Share the Trail Sign Three Rivers Rules of the Road Bikes Yield to Peds Sign Bredesen Floodplain map Bredesen Map West Segment Map - Regional Trail July 10, 2018 Parks & Recreation Commission Ann Kattreh, Parks & Recreation Director Bredesen Park Trails Information / Background: The addition of the Nine Mile Creek Regional Trail has created several changes to the trail utilization at Bredesen Park. In June of 2014 the Parks & Recreation Commission approved a recommendation to combine the walking and biking trails at Bredesen Park for approximately .25 miles in the southwest corner of the park in order to incorporate the Nine Mile Creek Regional Trail through Bredesen Park. The decision was made to minimize tree loss, loss of screening from Hwy. 62 and general grading and vegetation removal that would have been required to add a third parallel trail. Combining the trails allows users easier access to the regional trail, especially the bridge over Hwy. 62, and gets the trail elevated at a point that frequently went underwater after rain events. At this same time a decision was made to make the 8’ wide one-way bike trail around the park into a two-way bike trail to allow bikes to go in either direction around the park to gain access to the regional trail and to formalize the use that was currently witnessed at the park. The City Council also supported both decisions. Both decisions have been received with significant support and also with significant resident concerns for safety. City staff have spent a great deal of time in the park reviewing signage, removing buckthorn around trails and also talking with residents. Director Kattreh participated in a Walk With the Mayor on June 21 at Bredesen Park to listen to residents’ concerns. The Three Rivers Park District has been very responsive to concerns, will be adding more signage and will also be spending time onsite to answer questions and educate trails users about trail etiquette. Examples of trail signage that will be added are attached. One resident at the Walk With the Mayor requested that walkers with dogs on leash be allowed to access the nature trail area of the park in order to avoid the shared regional trail in the southwest corner of the park. Staff again spent time onsite, talking to walkers and examining the fencing around the nature trail. Staff is currently researching the original intent of the fencing, the ban on dogs in this area and the consideration of allowing dogs in part or all of the nature trail area at Bredesen Park. STAFF REPORT Page 2 After significant resident requests to re-install the walking trail and walking bridge through the southwest corner of the park, staff vetted this option with the Nine Mile Creek Watershed District. Unfortunately, the trail cannot be replaced as it was originally installed. The trail and bridge are in a floodplain, which prohibits it from being replaced, unless it is replaced with a boardwalk, which would be prohibitively costly. Staff has shared this message with residents in the surrounding neighborhoods. https://mailchi.mp/edinamn/whats-new-at-bredesen-park At this meeting staff intends to present an overview of the park and the trails with the future intent of requesting direction from the PARC for nature trail utilization. If you have an opportunity to visit the park on foot or on a bike, it would be helpful in your understanding of the issues involved in this decision. Currently dogs are not allowed and there are turn styles at entrances to the nature area in the park. It was reported by several residents that people still take their dogs into the park and many run them off leash inside the fenced nature area. Remember ‘rules of the road’ on new Nine Mile Creek trail By John Gunyou I want to welcome everyone to the newly-completed Nine Mile Creek Regional Trail — it’s a 15-mile paved trail that runs from downtown Hopkins through Minnetonka, Edina and Richfield. It closely follows Nine Mile Creek for much of the route, offering outstanding views of the creek and surrounding natural areas. Wetlands are bridged by boardwalks, and the total mileage of boardwalks exceeds two miles. Pedestrian and trail bridges span highways 100 and 62, and the trail runs through Bredesen and Fred Richards parks in Edina as well as near Edina High School. Now that the trail is open and already popular, I also want to share a few “rules of the road” to ensure safe trail experiences for all. The trail is multi-use, and while bicyclists make up over 70 percent of visits to the regional trail system, trails are also used for walking, running, in-line skating, roller skiing and more. Dogs are permitted on the trail, but must be kept on a six-foot non-retractable leash at all times. People of all ages and abilities use the trails, so it’s important to be courteous and patient whether it’s your first time on the trail or your thousand and first. In general, many incidents can be avoided by following the rules of traffic. When riding your bike, always ride on the right side of the trail, call out when passing, give hand signals when turning and obey traffic signs and signals. Most importantly, please operate your bike at a safe speed, yield to pedestrians and respect other users on the trail. Here are some additional tips on sharing the trail: Passing - Just like driving a car on a roadway, only pass when it is safe to do so, meaning sometimes a bicyclist will need to slow down behind a walker, wait until oncoming traffic is clear, and then pass. Wear bright-colored clothing — This is especially important when riding in the early morning and late evening hours. It is important that drivers of vehicles can see you as you approach a trail crossing. There are also many low-cost options for bicycle lighting that make riders even more visible. Remember, state law requires use of a headlight when biking at night. Be present — Be aware of your surroundings so that everyone can be predictable in their actions. When biking with a friend or in large groups, ride single file when others are approaching. Wear a helmet — According to the Insurance Institute for Highway Safety, wearing a helmet can reduce your chances of head injury in a bicycle crash by 50 percent, and the odds of face or neck injury by 33 percent. For more tips on safety and rules for the trails, check out the Minnesota Bicycling Handbook published by the Bicycle Alliance of Minnesota: http://www.bikemn.org/education/minnesota-bicycling-handbook. Finally, I want to thank everyone for their support of the Nine Mile Creek Regional Trail project, and for keeping safety in mind now that the trail is open. I look forward to seeing you on the trail! About John Gunyou, Commissioner District 4 John Gunyou is Three Rivers Park District Commissioner representing District 4, and has served as Board Chair since 2013. District 4 includes the cities of Deephaven, Edina, Excelsior, Greenwood, Hopkins (all precincts except 2), Minnetonka, Orono (Precinct 2), Richfield (all precincts except 6 and 9), Shorewood, Tonka Bay and Woodland. To contact him, email John.Gunyou@threeriversparks.org or call 763-694-2033. About Three Rivers Park District Three Rivers Park District is a nature-based park system that manages park reserves, regional parks, regional trails and special-use facilities in the Twin Cities metropolitan area. Three Rivers Park District’s mission is to promote environmental stewardship through recreation and education in a natural resources-based park system. The Park District owns and operates more than 27,000 acres and serves nearly 11 million visitors a year. Edina, Hennepin, MetroGIS | © WSB & Associates 2013, HN Aerial 2015, ©WSB & Associates 2013 Legend Floodzones - 100 year June 18, 2018 Map Powered by DataLink from WSB & Associates 1 in = 500 ft / Edina, Hennepin, MetroGIS | © WSB & Associates 2013, HN Aerial 2015 Bredesen Park LegendAsh Trees 1 2 3 4 5 6 7 8 Trails Biking Motor Vehicle Walking Turf Managment Open Space Wooded Area Copse Courts Fields Mowing Areas Golf Course Parks June 27, 2018 Map Powered by DataLink from WSB & Associates 1 in = 752 ft / BryantLake Sources: Esri, HERE, DeLorme, USGS, Intermap, INCREMENT P, NRCan, Esri Japan, METI, Esri China (Hong Kong), Esri Korea, Esri (Thailand), MapmyIndia,NGCC, © OpenStreetMap contributors, and the GIS User Community Nine Mile Creek Regional TrailWest Corridor ¯ 0.8 Miles This map is for general reference only. This is not a legal document and it is provided without warranty. Data represented in this map is from a variety of sources, and is dynamic. The user acknowledges and accepts these terms. Planning DepartmentRevised Date: 3/26/2018MinnesotaRiverBluffsLRT RTNine Mile Creek RT Date: July 10, 2018 Agenda Item #: VI.C. To:Parks and Recreation Commission Item Type: Report and Recommendation From:Greg Good, PARC Chair Item Activity: Subject:Comprehensive Plan Update Discussion, Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None INTRODUCTION: Chair Good will provide a Comprehensive Plan update. Date: July 10, 2018 Agenda Item #: VI.D. To:Parks and Recreation Commission Item Type: Report and Recommendation From:Greg Good, PARC Chair Item Activity: Subject:Parks & Recreation Commission Bylaws Discussion, Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None INTRODUCTION: Please review and be prepared to discuss. ATTACHMENTS: Description Parks & Recreation Commission Bylaws Parks & Recreation Commission Bylaws 1 | Page Updated 2017.03.09 Section 1: Introduction The bylaws outlined below are approved procedures for the Edina Parks & Recreation Commission. Members should review and understand City Code Chapter 2, Article III, Division 1 and Chapter 2, Article III, Division 7 included in the appendix of these bylaws. In the event of a conflict between the City Code and the Edina Parks & Recreation Commission bylaws, the City Code will prevail. Some components of these bylaws are common across all City boards and commissions. From time to time the City Council may make changes to board and commission bylaws and will notify the board and commission of these changes. Boards and commissions should consult with their staff liaison if they want to propose a change to the bylaws. Proposed bylaw amendments should be announced one meeting prior to voting on the proposed change. Bylaw amendments require the approval of a majority of the voting Parks & Recreation Commission members and approval by the City Council. In addition to the City Code and these bylaws, the Edina Parks & Recreation Commission will be guided by those policies and procedural documents applicable to the Edina Parks & Recreation Commission or City advisory boards in general. Copies of these documents will be made available to members at the beginning of their service with the Edina Parks & Recreation Commission. Section 2: Mission and Business Address Refer to City Code Chapter 2, Article III, Division 1, Section 2-78 and Chapter 2, Article III, Division 7, Section 2-256 for the Edina Parks & Recreation Commission purpose and duties. The business office for the Edina Parks & Recreation Commission is located at Edina City Hall, 4801 West 50th Street, Edina, MN 55424. Members of the public can also contact the Edina Parks & Recreation Commission at mail@edinamn.gov. Section 3: Membership Membership Composition Refer to City Code Chapter 2, Article III, Division 1, Section 2-80 and Chapter 2, Article III, Division 7, Section 2-257. Terms of Membership Refer to City Code Chapter 2, Article III, Division 1, Section 2-81. Contact Information Edina Parks & Recreation Commission members are required to provide a mailing address and phone number and/or email address to the Project Coordinator. This contact information is available to City staff and members of the public. Responsibilities Parks & Recreation Commission Bylaws 2 | Page Updated 2017.03.09 Edina Parks & Recreation Commission members are expected to be present and adequately prepared for all meetings and to actively participate in meeting discussions. Members who are unable to complete assigned tasks should notify the Chairperson as soon as possible. Attendance Refer to City Code Chapter 2, Article III, Division 1, Section 2-86. If a member cannot attend a regular meeting, he or she should notify the Staff Liaison as soon as possible and ideally no later than two hours prior to the start of the meeting. Cancelled meetings will be counted as meetings held and attended for purpose of calculating attendance percentages. Resignation or Removal Refer to City Code Chapter 2, Article III, Division 1, Section 2-81. The Edina Parks & Recreation Commission may ask the City Council to review a member’s appointment based on the member’s failure to perform the responsibilities outlined above. Section 4: Meetings Meeting Notice Refer to City Code Chapter 2, Article III, Division 1, Section 2-84. All board and commission meetings are open to the public. To comply with legal requirements and ensure accessibility to the public, the Staff Liaison gives official notice of all Edina Parks & Recreation Commission meetings on the City’s website and at City Hall. Regular Meetings Refer to City Code Chapter 2, Article III, Division 1, Section 2-84. Regular meetings of the Edina Parks & Recreation Commission are held at Edina City Hall or another officially noticed location on the second Tuesday of each month. A regular meeting may be rescheduled by the Edina Parks & Recreation Commission at a prior meeting. Annual Meeting In February, the Edina Parks & Recreation Commission will hold an annual meeting to: • Elect officers for the upcoming year, • Review and update bylaws as necessary, and • Affirm the regular meeting schedule for the upcoming year. Special Meetings Special meetings of the Edina Parks & Recreation Commission may be called by the Chairperson, City Council, City Manager or by the directive of a majority of the Edina Parks & Recreation Commission voting members. Members will be notified of the special meeting by written or email communication at least three calendar days in advance of the meeting. To comply with the open meeting law and to ensure accessibility to the public, the Staff Liaison posts official notice of all special meetings. A quorum is not required for special meetings; however, members cannot take action on a motion unless a quorum is present. Parks & Recreation Commission Bylaws 3 | Page Updated 2017.03.09 Cancelling Meetings Meetings of the Edina Parks & Recreation Commission can be cancelled by the Chairperson, City Council, City Manager or by the directive of a majority of the Edina Parks & Recreation Commission voting members. Meetings may be cancelled for insufficient business, lack of quorum, conflict with a holiday, inclement weather or in the event of a community emergency. Quorum Refer to City Code Chapter 2, Article III, Division 1, Section 2-84. Meeting Agendas Meeting agendas will be prepared by the Chairperson in consultation with the City Staff Liaison. Members may request that items be added to the agenda; however, the addition of such items is subject to approval by a majority of the voting members. The meeting agenda and related materials will be sent electronically and mailed the Wednesday prior to the scheduled regular meeting. Meeting Proceedings During regular meetings, business will be conducted in the order listed below. The order of business may be changed with the support of a majority of the voting members. • Call to order • Roll call • Approval of agenda • Approval of minutes from preceding meeting • Public hearings • Community comment • Reports and recommendations • Correspondence • Commission comments • Staff comments • Adjournment Meetings will be conducted according to the latest edition of Roberts Rules of Order. Community Comment During "Community Comment," the Chair will ask to hear from those in attendance who would like to speak about something not on the agenda that is relevant to the Edina Parks & Recreation Commission. Individuals must limit their presentations to three minutes. Chair has the right to limit the number of speakers making similar statements and to limit comments related to matters previously discussed. The Edina Parks & Recreation Commission is not required to respond to the comments. In order to maintain a respectful environment for all those in attendance, disruptive behavior such as the use of signs, clapping, cheering or booing is not allowed. Motions and Voting Parks & Recreation Commission Bylaws 4 | Page Updated 2017.03.09 A simple majority of voting members present and voting will decide all motions before the Edina Parks & Recreation Commission. At the request of a member, a roll call vote will be taken when there is a divided vote on any item. A tie vote on any motion will result in a failure to pass. Student members are not eligible to vote. Meeting Minutes Refer to City Code Chapter 2, Article III, Division 1, Section 2-85. City staff will prepare minutes for the Edina Parks & Recreation Commission meetings. The minutes will include which members were present and absent, a summary of each item discussed and any motions proposed, and the votes on those motions. If a member of City staff is not present to record minutes, the Edina Parks & Recreation Commission will appoint a secretary to prepare the minutes. The secretary will prepare draft minutes within two weeks of the meeting date and forward the draft to the Chair and City Staff Liaison. Approved minutes will be posted on the City’s website and forwarded to the City Clerk for distribution to the City Council by the City Staff Liaison. Section 5: Officers Refer to City Code Chapter 2, Article III, Division I, Section 2-83. The Edina Parks & Recreation Commission will hold elections for the officer positions of Chairperson and Vice Chairperson at the annual meeting in February. The Chairperson may make and second motions and vote on all motions. The duties of the Chairperson include but are not limited to: • Prepare the agenda in consultation with the City Staff Liaison. • Lead the meeting in accordance with the agenda and facilitate discussion on agenda items. • Invoke a reasonable time limit for speakers during public testimony. • Ensure that the bylaws are followed and actions are properly taken. • Maintain meeting decorum. • Extend meetings or schedule special meetings as necessary. • Cancel meetings, in consultation with the City Staff Liaison. • Facilitate the development of the annual work plan. • Develop annual calendar of anticipated agenda items for each month. • Consult with members regarding attendance issues. • Encourage active participation by Edina Parks & Recreation Commission members and members of the public. The Vice Chairperson performs the duties of the Chairperson in his/her absence. If both the Chairperson and the Vice Chairperson are absent, an acting chairperson may be assigned in advance by either officer or at the meeting by a majority vote of the members. Section 6: City Staff Liaison Refer to City Code Chapter 2, Article III, Division 1, Section 2-793. The Edina Parks & Recreation Commission has a City Staff Liaison appointed by the City Manager. The City Staff Liaison is expected to work cooperatively with Edina Parks & Recreation Commission members. Members may not direct City staff but can request assistance through the City Staff Liaison to carry out the Edina Parks & Recreation Commission mission. The duties of the City Staff Liaison include but are not limited to: • Work with Chairperson to prepare and distribute meeting agendas. Parks & Recreation Commission Bylaws 5 | Page Updated 2017.03.09 • Reserve meeting rooms and other needed meeting equipment. • Record and prepare meeting minutes (or delegate the responsibility to another City staff member). • Provide technical expertise and access to City resources. • Work with Chairperson to ensure bylaws are followed and annual work plans are submitted. • Relay information or directives from City Council meetings or work sessions relevant to the Edina Parks & Recreation Commission. • Respond to Edina Parks & Recreation Commission inquiries in a timely manner. • Forward information to and between Edina Parks & Recreation Commission members. • Record meeting attendance, include the current attendance record with each packet and consult with the Chairperson and designated staff regarding attendance issues. • Provide orientation materials to new members and Chairperson. • Handle funds allocated to the Edina Parks & Recreation Commission in accordance with its directives, City policies and legal requirements. • Serve as the custodian of Edina Parks & Recreation Commission records. • Work with City Clerk to serve all notices required by law or these bylaws. Concerns with the performance of the City Staff Liaison should be directed to the Assistant City Manager. Section 7: Committees and Working Groups Introduction Committees or Working Groups may be established by a majority vote of the Edina Parks & Recreation Commission to study issues in greater depth and report findings. Committees or Working Groups present their analysis to the Edina Parks & Recreation Commission for discussion and recommendations. The Edina Parks & Recreation Commission has the sole authority to make final recommendations on all matters on which a Committee or Working Group has given guidance. The Edina Parks & Recreation Commission defines the scope and the duration of the Committee or Working Group’s mission. In no case may the Committee or Working Group exceed the authority granted by the Edina Parks & Recreation Commission. Committee and Working Group participants may not include enough voting Edina Parks & Recreation Commission members to constitute a quorum for the Edina Parks & Recreation Commission. Committees or Working Groups may be designated as standing (ongoing) or temporary in nature. Definitions Committees and Working Groups may be comprised of two or more people, one of whom is the chair appointed by the Edina Parks & Recreation Commission. A Committee is comprised of current Edina Parks & Recreation Commission members only. A Working Group is led by an Edina Parks & Recreation Commission member, but will also include members of the public. Working Group Announcement Parks & Recreation Commission Bylaws 6 | Page Updated 2017.03.09 Notice will be given to the public of the formation of any Working Group, including a press release from the City to local media outlets. Individuals will have a minimum of 14 days after the public notice to express interest in joining before members are selected. Public Access Based on the potential public interest in the topic, some Committee and Working Group meetings may be designated as public meetings by the Edina Parks & Recreation Commission or the City Council. If a Committee or Working Group’s meetings are designated as public meetings, official meeting notices, written agendas and written minutes are required. Refer to Section 4 of these bylaws for additional information on meeting notices. Appointments and Chair Assignments Committees: The Edina Parks & Recreation Commission Chairperson will ask for Committee volunteers from the Edina Parks & Recreation Commission membership. A majority vote may approve the Committee appointments once sufficient volunteers are established. A temporary Committee Chairperson will be appointed by the Parks & Recreation Commission at the time of Committee formation. The Committee will elect its own chair and notify the Parks & Recreation Commission Chairperson. Working Groups: The Edina Parks & Recreation Commission Chairperson will ask for volunteers from the Edina Parks & Recreation Commission to serve as the Working Group Chair. The Working Group Chair is approved by a majority of the Edina Parks & Recreation Commission members. The Working Group Chair will recommend other Working Group members. By definition, those members will include individuals outside of the Edina Parks & Recreation Commission. The Chair may also nominate a co-chair who is not a Edina Parks & Recreation Commission member. Working Group appointments will be made by a majority vote of Edina Parks & Recreation Commission members. The duties of the Committee or Working Group Chair(s) include but are not limited to: • Set the meeting schedule and, if required, notify the City Staff Liaison for public notification. • Prepare and distribute a written meeting agenda, if required. • Lead the meeting in accordance with the agenda and facilitate discussion on agenda items. • Ensure that this section of the bylaws and Edina Parks & Recreation Commission directives are followed. • Maintain meeting decorum. • Recommend members and notify Edina Parks & Recreation Commission of changes in membership (Working Group only). • Report on the Committee or Working Group’s activities at each regular Edina Parks & Recreation Commission meeting. • Communicate to the Committee or Working Group any directives, questions or input from the Edina Parks & Recreation Commission. Resignation or Removal A Committee or Working Group member may voluntarily resign by submitting his or her written resignation to the Chair of the Committee or Working Group. A Committee or Working Group member may be removed by a majority vote of the Edina Parks & Recreation Commission. Parks & Recreation Commission Bylaws 7 | Page Updated 2017.03.09 Disbanding A Committee or Working Group may be disbanded at any regular meeting of the Edina Parks & Recreation Commission by a majority vote of the members. Committees or Working Groups will automatically be disbanded if no member of the Edina Parks & Recreation Commission is available to serve or appropriate volunteer membership cannot be established. Section 8: Communication Applicability This section applies to all types of media and communication methods including face-to-face, telephone, email and social media. Communication Between Members Outside of Meetings Edina Parks & Recreation Commission-related communication between members when a quorum of voting members is present constitutes a violation of open meeting laws if it takes place outside of publicly-noticed meetings. Members are prohibited from discussing Edina Parks & Recreation Commission business in such a situation. Since email communication is common outside of meetings, the following email protocol is adopted: • Any email communication intended for a majority of Edina Parks & Recreation Commission members should go through the City Staff Liaison so that an appropriate record can be established. • Members should not respond “reply all” to group messages. • Members should not blind copy (bcc) other members. Members must not engage in a serial discussion of Edina Parks & Recreation Commission business. A serial discussion occurs when members discuss official business with a majority of voting members through successive communications. Serial communication can occur through a combination of communication methods such as face-to-face, email, telephone or on a social media site. Communication with the Public Outside of Meetings Edina Parks & Recreation Commission members are encouraged to share their work with members of the public within the guidelines noted in the paragraph below. When communicating Edina Parks & Recreation Commission business with the public, members should understand and convey the following: • The deliberations and decisions of the Edina Parks & Recreation Commission will be based solely on information contained in the public record presented to all Edina Parks & Recreation Commission members participating in the deliberation or action. • The member’s comments do not represent the opinion or viewpoint of other commissioners or the Edina Parks & Recreation Commission as a whole. Members should exercise care not to communicate how they intend to vote on any pending matter or give the appearance any matter has been pre-decided. Parks & Recreation Commission Bylaws 8 | Page Updated 2017.03.09 Public Announcements and Press Releases The City’s Communications and Technology Services Department will approve and coordinate any public announcements, press releases or other media contact desired by the Edina Parks & Recreation Commission. Section 9: Financial Transactions All financial expenditures by the Edina Parks & Recreation Commission must relate to the Edina Parks & Recreation Commission mission and be covered under the Edina Parks & Recreation Commission budget. All expenditures must be approved in advance by a majority of the voting members. The City Staff Liaison is responsible for ensuring that all approved expenditures or reimbursements meet the criteria above as well as other City financial policies. Expenditures that do not meet the criteria above will not be reimbursed. The Edina Parks & Recreation Commission does not have the authority to execute contracts or to otherwise financially obligate the City of Edina. Any contract related to Edina Parks & Recreation Commission business will be managed by the City Staff Liaison and may be subject to City Council approval. Section 10: Ethical and Respectful Conduct Conflict of Interest Members may not use their position on the Edina Parks & Recreation Commission for personal benefit. The interests of the Edina Parks & Recreation Commission must be the first priority in all decisions and actions. Any member who has a financial interest in, or who may receive a financial benefit as a result of, any Edina Parks & Recreation Commission action or decision must disclose this fact as a conflict of interest. A member who has disclosed a conflict of interest should abstain from discussion and voting on the matter. Gifts Edina Parks & Recreation Commission members may not receive personal gifts from any “interested person” in conjunction with their board or commission duties. An “interested person” is a person, or representative of a person or an association, who has a direct financial interest in a recommendation under the Edina Parks & Recreation Commission’s purview. This section does not apply to lawful campaign contributions. The Edina Parks & Recreation Commission may recommend acceptance of general gifts or donations through the City’s donation policy. Respectful Behavior The City of Edina is committed to providing a work environment free from violence for all elected and appointed officials, employees and visitors. The City does not tolerate any form of violence in the workplace including threats or intimidating actions by or against any of the groups cited above. Violence and threats may include, but are not limited to: • Any act which is a physical assault • Any threat, behavior or action which is interpreted by a reasonable person to carry the potential to harm or endanger the safety of others, or result in an act of aggression, or destroy or damage City property. Parks & Recreation Commission Bylaws 9 | Page Updated 2017.03.09 The Chairperson and City Staff Liaison have the right to call for the immediate removal of anyone who threatens or commits an act of violence on City property. Respectful behavior also includes how Edina Parks & Recreation Commission members relate to each other, City staff and members of the public. Members share a joint responsibility in modeling, monitoring and addressing behavior within the group. During Edina Parks & Recreation Commission interactions, members should strive to: • Treat people with courtesy, politeness and kindness • Encourage others to express their opinions and ideas • Listen to what others have to say • Use the ideas of others to improve decisions and outcomes • Recognize cultural differences Members should avoid: • Speaking over or cutting off another individual’s comments • Insulting, disparaging or putting down people or their ideas • Bullying other members by displaying a pattern of belittling, demeaning, judging or patronizing comments. How to Report Members can report cases of unethical conduct to the City Staff Liaison, Assistant City Manager, City Manager or City Attorney. Date: July 10, 2018 Agenda Item #: VI.E. To:Parks and Recreation Commission Item Type: Report and Recommendation From:Greg Good, PARC Chair Item Activity: Subject:Work Plan Update Discussion, Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None INTRODUCTION: Please be prepared to discuss and update items. ATTACHMENTS: Description 2018 Parks & Recreation Commission Work Plan Approved by City Council 2017.12.05 Commission: Parks & Recreation Commission 2018 Annual Work Plan Proposal Initiative #1 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☒☒☒☒ 2 (Review & Comment) ☐☐☐☐ 3 (Review & Recommend) ☐☐☐☐ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☐ New Initiative ☒ Continued Initiative ☐ Ongoing Responsibility Dec. 2018 ☒ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs. 160 ☒ CTS (including Video) ☐ Other Staff: Hrs_____________ Review and comment on design phase, including community engagement, of Arden Park Natural Resource Plan. ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Progress Report: Julie Strother, Eileen McAwley, Koren Nelson, Ava Schieffert, Rick Ites Initiative #2 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☐☐☐☐ 2 (Review & Comment) ☒☒☒☒ 3 (Review & Recommend) ☐☐☐☐ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☐ New Initiative ☒ Continued Initiative ☐ Ongoing Responsibility Dec. 2018 ☐ Funds available Funds are available for this project. ☐ Staff Liaison: Hrs____________ ☐ CTS (including Video) ☐ Other Staff: Hrs_____________ Review and make recommendations for the Weber Woods Master Plan. ☒ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Progress Report: Matt Dahlien, Brenda McCormick, Koren Nelson, Julie Strother, Pat Willette Approved by City Council 2017.12.05 Initiative #3 Council Charge (Proposed Charge Completed by CM) ☒☒☒☒ 1 (Study & Report) ☐☐☐☐ 2 (Review & Comment) ☐☐☐☐ 3 (Review & Recommend) ☐☐☐☐ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☒ New Initiative ☐ Continued Initiative ☐ Ongoing Responsibility Oct. 2018 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs. 40 ☐ CTS (including Video) ☒ Other Staff: Hrs. 180 Complete a study and report for field, courts and rinks capacity and utilization from the data provided by staff. ☒ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Progress Report: Greg Good, Eileen McAwley, Matt Dahlien and Val Burke Initiative #4 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☒☒☒☒ 2 (Review & Comment) ☐☐☐☐ 3 (Review & Recommend) ☐☐☐☐ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☐ New Initiative ☒ Continued Initiative ☐ Ongoing Responsibility Dec. 2018 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs. 200 ☐ CTS (including Video) ☐ Other Staff: Hrs_____________ Assist as requested with the development of the City’s new Comprehensive Plan ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Progress Report: Parks & Recreation Commission Approved by City Council 2017.12.05 Initiative #5 Council Charge (Proposed Charge Completed by CM) ☐☐☐☐ 1 (Study & Report) ☐☐☐☐ 2 (Review & Comment) ☒☒☒☒ 3 (Review & Recommend) ☐☐☐☐ 4 (Review & Decide) Target Completion Date Budget Required (Staff Liaison) Staff Support Required (Staff Liaison) Initiative Type ☒ New Initiative ☐ Continued Initiative ☐ Ongoing Responsibility Dec. 2018 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs. 200 ☐ CTS (including Video) ☐ Other Staff: Hrs_____________ Make recommendations to Council to more clearly define formal relationship between the City and the John Philip Sousa Band. • Arts and Culture supporting this initiative with a review and comment on relationship ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Progress Report: Mike Miller and Brendan Kiely Parking Lot: (These items have been considered by the BC, but not proposed as part of this year’s work plan. If the BC decides they would like to work on them in the current year, it would need to be approved by Council.) Environmental Stewardship Funding Options (project plan) Proposed Month for Joint Work Session (one time per year, up to 60 minutes): ☐ Mar ☒ April ☐ May ☐ June ☐ July ☐ Aug ☐ Sept ☐ Oct ☐ Nov Date: July 10, 2018 Agenda Item #: VIII.A. To:Parks and Recreation Commission Item Type: Other From:Ann Kattreh, Parks & Recreation Director Item Activity: Subject:City Council Updates: May 15, June 5 and 19, 2018 Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: INTRODUCTION: ATTACHMENTS: Description City Council Updates: May 15, June 5 and 19, 2018 City Council Updates By Scott Neal May 15, 2018 • Approved a contract addendum for the City’s contract with Mid-America Golf and Landscape for the Braemar Golf Course improvement project. • Approved a lease agreement with Red River Kitchen to become the new restaurant and beverage vendor at Braemar Golf Course. • Received an update from the City and Watershed District staff on the progress of the design at the 60 percent design state for the Arden Park Improvement Project. Council authorized the design team to move the project forward to the 90 percent design stage. June 5, 2018 • Approved a second amendment to the City’s lease agreement with Velocity Hockey. • Approved a change to City Code to allow students who attend school in Edina, but live outside Edina, to serve as student commissioners on the City’s advisory boards. • Approved an amendment to the Parks & Recreation Commission annual work plan. June 19, 2018 • The second half of the Work Session was spent updating City Council members on the progress of construction at Braemar Golf Course. The project is proceeding toward completion. We expect to reopen the new 18-hole course next spring. • The City Council was introduced to new Edina Art Center General Manager Susan Tarnowski. • Approved the appointment of student commissioners for the 2018-2019 school year.