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HomeMy WebLinkAbout2019-01-08 Parks & Rec Comm PacketAgenda Parks and Recreation Commission City Of Edina, Minnesota Edinborough Park 7700 York Ave. S. Tuesday, January 8, 2019 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 Dec. 11, 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.John Philip Sousa Memorial Band B.2019 PARC Work Plan VII.Chair And Member Comments VIII.Sta/ Comments A.City Council Updates Dec. 18, 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 ampli5cation, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. Date: January 8, 2019 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 Dec. 11, 2018 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve minutes from the Dec. 11, 2018 Parks & Recreation Commission Meeting INTRODUCTION: ATTACHMENTS: Description Minutes: Parks & Recreation Commission Dec. 11, 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, Dec. 11, 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 Miller, Nelson, Good, Dahlien, Willette, Ites, McAwley and Student Commissioners Osborne and Anderson Absent: Strother Late arrivals: Burke and McCormick Staff present: Staff Liaison Ann Kattreh, Assistant Parks & Recreation Director Susan Faus, Administrative Coordinator Janet Canton, General Manager Centennial Lakes Park Tom Shirley and Assistant Director Parks & Natural Resources Tom Swenson III. Approval Of Meeting Agenda Motion made by Dahlien to approve the meeting agenda. Motion seconded by Nelson. Motion carried. IV. Approval Of Meeting Minutes Motion made by McAwley to approve the Nov. 13, 2018 minutes. Motion seconded by Miller. Motion carried. V. Community Comment None VI. Reports/Recommendations A. 2018 Centennial Lakes Park Update Centennial Lakes Park General Manager Shirley gave a recap of the 2018 season. Commissioners asked questions. B. Park Maintenance Update Assistant Director Parks & Natural Resources Swenson gave a recap of the Parks Maintenance Department. Commissioners asked questions. C. Arden Park Shelter Update Draft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. Assistant Director Faus gave the commission an update on Arden Park and specifically the next steps for the shelter building. She presented a final design of the shelter building and noted the playground equipment will not be included in this bid package. The playground equipment will be purchased through a state contract or a purchasing cooperative where the city will be guaranteed the best pricing. Assistant Director Faus went through the timeline of the project noting the tentative bid opening will be held the end of January. Assistant Director Faus informed the commission they are going to be very proactive in communication because it is going to be a critical piece for this project. Commissioners asked questions. D. 2019 Work Plan Chair Good reviewed each of the initiatives in the approved 2019 Work Plan. The following list shows each initiative and the commissioner(s) who volunteered to work on them: Initiative One – Chair/co-chair a cross-commission committee (see partners) to review the naming of a public facility in the Grandview area after BC and Ellen Yancey. Commissioners Willette, Dahlien, Burke and Student Commissioner Osborne. Initiative Two – Serve on a cross-commission committee (see partners) in partnership with communities of color to identify barriers for participation in programming. Commissioners Strother, McCormick and Student Commissioner Osborne. Initiative Three – Chair/co-chair a cross-committee (see partners) to develop a draft plan on Edina Grand Rounds, including wayfinding. Commissioners Strother, Miller, Nelson and Student Commissioner Anderson. Initiative Four – Complete a study and report for fields, courts and rinks capacity and utilization from the data provided by staff. Chair Good, Commissioners Dahlien, Burke and Student Commissioner Anderson. Initiative Five – Investigate possible alternative funding options to support future growth and development of Edina’s parks, program and green spaces. Commissioners Miller, Ites, Willette, McAwley and Nelson. Initiative Six – Review and comment on the Race and Equity policy statement developed by city staff. Commissioners McCormick and Strother. Initiative Seven – Serve on a cross-commission committee (see partners) to complete requirements for Edina to receive the AARP City Designation. - Complete Walk Audit Tool Kit provided by AARP - October Senior Expo & Designation Draft Minutes☒ Approved Minutes☐ Approved Date: Click here to enter a date. Commissioners Nelson and McCormick. Chair Good also noted that Fred Richards was on their initial recommendation; however, City Council moved it to the parking lot. Chair Good asked the commissioners that the first time each group meets to appoint a chair or someone who is going to lead the initiatives so there is a contact person for updates. He also asked the commissioners to think about completion dates for the initiatives. E. 2019 Parks & Recreation Commission Theme Chair Good reminded the commission at their August meeting it was suggested that they think about possibly having a theme for the year. After much discussion it was decided to not have a theme for 2019. VII. Chair and Member Comments • Chair Good indicated at last month’s meeting under Community Comment Carolyn Johnson, Chair of the Energy & Environment Commission pushed them to really think about giving more attention to greenhouse gas and sustainability at the front end of projects. He noted it clearly gathered some interest and energy in their discussion that he thinks they should be adding that as a future meeting agenda item. • Chair Good gave an update on the Comprehensive Plan. He added he was somewhat disappointed they were not given the opportunity to review and make final edits or improvements on it. It went straight to the Planning Commission and was considered submitted. • Chair Good informed the commission that the Parks & Recreation Commission meeting on Jan. 8, 2019 will be held at Edinborough Park at 7 p.m. VIII. Staff Comments Staff Liaison Kattreh had no other updates. IX. Adjournment Motion made by Nelson to adjourn the Dec. 11, 2018 meeting at 8:05 p.m. Motion seconded by Willette. Motion carried. Date: January 8, 2019 Agenda Item #: VI.A. To:Parks and Recreation Commission Item Type: Report and Recommendation From:Susan Faus, Assistant Parks & Recreation Director Item Activity: Subject:John Philip Sousa Memorial Band Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Review and Recommend INTRODUCTION: See attached staff report. ATTACHMENTS: Description Staff Report Jan. 8, 2019 Parks & Recreation Commission Susan Faus, Assistant Parks & Recreation Director John Philip Sousa Memorial Band Information / Background: The John Philip Sousa Memorial Band (JPSMB) was formed in 1970 by a group of graduating Edina Minnesota High School band members with the purchase of 50 used band uniforms and $30 worth of marches. The 45 band members come from throughout the Twin Cities area and rehearse once a week. They perform a different one-hour, free performance on the last Sunday of the month September through May at their home venue, the Edinborough Park Indoor Amphitheatre. The Band also provides three summer concerts at Centennial Lakes. Ten concerts are performed throughout the Twin Cities during the summer. The Band was brought into the sponsorship of the City of Edina Parks & Recreation Department in 1973 and has enjoyed their support up to the present time. The Band would like the current practice to continue. Current Practice: The current practice includes the following: • Centennial Lakes provides the Band with a 1000 square foot practice room inside of the maintenance garage. • In this same garage, the Band also stores instruments, sheet music and general supplies. (Prior to this, the City paid approximately $600/month in rent for storage space). • The Band provides Centennial Lakes with three concerts per summer and nine concerts at Edinborough Park free of charge. The Band performs for venues outside of Edina for a charge of $500 per performance. • The City has been allowing the Band to use a city vehicle for transporting their equipment to and from shows within and outside of Edina. This happens about ten times a year. The City covers the cost of fuel, maintenance, & repair. At first, the Band used a public works vehicle, which became unrepairable. Most recently, the Band has been using the liquor store vehicle, which is ending its useful life, and not expected to be replaced. Although the City of Edina currently has several relationships with community non-profit organizations that are defined by formal written agreements outlining the parties’ responsibilities, no such documented STAFF REPORT Page 2 agreement has been developed to define the relationship between the city and the JPSMB. At the Dec. 27 2018 meeting, the Arts & Culture Commission was asked to review and comment on their recommended status of the Band in order to help clarify its relationship to the City of Edina. The relationship between the City and the Band is unique and does not resemble current standings the City has with external groups. Relationships with the City can typically be defined into three groups. 1. Customer – a customer relationship exists where the City provides the group with services or use of City resources in exchange for payment or as allowed by City policies and operating procedures. 2. Service Provider – a service provider relationship exists where an outside group provides the City with services in exchange for payment (monetary or in-kind) from the City. 3. Program of the City – in this instance the program is a City function, which is operated by City staff and volunteers. Commissioner Comments: Steve Suckow Service provider. Refer to City Attorney and the City’s Risk Manager. Establish criteria for other groups who might want the same status. Heather Isaacs Service provider Marnie Pardo Service provider Hannah Klein Service provider. The Band should have the same standing as any other non-profit organization. Anne Miller Service provider Douglas Hegley Service provider. Develop a contract/MOU with timeframe for renewal or automatic renewal if both parties agree. Susan Chandler Service provider. Do any members live in Edina? Should that be part of the criteria set for this status? Shreya Konkimalla Service provider. Consider the Band having the same standing as any other non-profit organization. Russ Rubin STAFF REPORT Page 3 Service provider. Relationship with Edina (i.e. residence) a must. MOU must protect the City of Edina (liability). Status must be open to other organizations (fairness). **Note: All Commissioners felt that a documented agreement (MOU) was necessary. This initiative was on the 2018 Parks & Recreation Commission work plan. The Council Charge is to Review and Recommend. The Parks & Recreation Commission is being asked to make recommendations to the Council to more clearly define the formal relationship between the City and the John Philip Sousa Memorial Band. Date: January 8, 2019 Agenda Item #: VI.B. To:Parks and Recreation Commission Item Type: Report and Recommendation From:Greg Good, PARC Chair Item Activity: Subject:2019 PARC Work Plan Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: No action requested. INTRODUCTION: ATTACHMENTS: Description 2019 PARC Work Plan Approved by Council 12/4/18 PARKS AND RECREATION COMMISSION Commission: Parks & Recreation Commission 2019 Annual Work Plan 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 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs 5 ☐ CTS (including Video) ☒ Other Staff: Hrs 5 R&E 2.A. Chair/co-chair a cross-commission committee (see partners) to review the naming of a public facility in the Grandview area after the BC and Ellen Yancey. ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Lead Commissioners: Burke, Dahlien, Willette and Student Commissioner Osborne Partners: Human Rights & Relations Commission and Parks & Recreation Commission [LEAD] Liaison Comments: City Manager Comments: Change language: R&E 2.A. Chair/co-chair a cross-commission committee (see partners) to review the naming of a public facility in the Grandview area after the BC and Ellen Yancey. Charge #3. Progress Report: 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 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs 20 ☐ CTS (including Video) ☒ Other Staff: Hrs 40 R&E 20.B. Serve on a cross-commission committee (see partners) in partnership with communities of color to identify barriers for participation in programming. ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Lead Commissioners: McCormick, Strother and Student Commissioner Osborne Partners: Human Rights & Relations Commission [LEAD] and Parks & Recreation Commission Progress Report: Approved by Council 12/4/18 PARKS AND RECREATION COMMISSION 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 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs 10 ☐ CTS (including Video) ☐ Other Staff: Hrs_____ Chair/co-chair a cross-commission committee (see partners) to develop a draft plan on Edina Grand Rounds, including wayfinding. ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Lead Commissioners: Good, Miller, Nelson, Strother and Student Commissioner Anderson Partners: Parks & Recreation Commission [LEAD] and Transportation Commission. Progress Report: 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 June ☐ Funds available Funds are available for this project. ☐ Staff Liaison: Hrs____ ☐ CTS (including Video) ☒ Other Staff: Hrs___20__ Complete a study and report for fields, courts and rinks capacity and utilization from the data provided by staff. ☒ Funds not available Lead Commissioners: Burke, Dahlien, Good and Student Commissioner Anderson Progress Report: 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 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs 20 ☐ CTS (including Video) ☐ Other Staff: Hrs_____ Investigate possible alternative funding options to support future growth and development of Edina’s parks, programs and green spaces. ☒ Funds not available Lead Commissioners: Ites, McAwley, Miller and Willette Progress Report: Approved by Council 12/4/18 PARKS AND RECREATION COMMISSION Initiative #6 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 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs 2 ☐ CTS (including Video) ☐ Other Staff: Hrs_____ R&E 21.C Review and comment on the Race and Equity policy statement developed by City staff. ☐ Funds not available Lead Commissioners: McCormick and Strother Progress Report: Initiative #7 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 All of 2019 ☐ Funds available Funds are available for this project. ☒ Staff Liaison: Hrs____ ☐ CTS (including Video) ☐ Other Staff: Hrs_____ Serve on a cross-commission committee (see partners) to complete requirements for Edina to receive the AARP City Designation. -Complete Walk Audit Tool Kit provided by AARP -October Senior Expo & Designation ☐ Funds not available There are not funds available for this project (explain impact of Council approving initiative in liaison comments). Lead Commissioners: McCormick and Nelson Partners: Community Health Commission [LEAD], Human Rights & Relations Commission, Parks & Recreation Commission, Transportation Commission Progress Report: Parking Lot Fred Richards Park Date: January 8, 2019 Agenda Item #: VIII.A. To:Parks and Recreation Commission Item Type: Other From:Ann Kattreh, Parks & Recreation Director Item Activity: Subject:City Council Updates Dec. 18, 2018 Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: INTRODUCTION: ATTACHMENTS: Description City Council Updates Dec. 18, 2018 City Council Updates By Scott Neal Dec. 18, 2018 • Authorized the Advertisement of Bid for the Arden Park Shelter.