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HomeMy WebLinkAbout2023-05-09 Parks & Rec Comm PacketAgenda Parks and Recreation Commission City Of Edina, Minnesota Braemar Golf Course - 6364 John Harris Dr. Tuesday, May 9, 2023 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 April 11, 2023 V.Special Recognitions And Presentations A.Board and Commission Member Review VI.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. VII.Reports/Recommendations A.Human Service Task Force - Call for Volunteers B.2023 Commission Work Plan VIII.Chair And Member Comments IX.Sta1 Comments A.Upcoming Meetings and Events X.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: May 9, 2023 Agenda Item #: IV.A. To:Parks and Recreation Commission Item Type: Minutes From:Perry Vetter, Parks & Recreation Director Item Activity: Subject:Minutes: Parks & Recreation Commission April 11, 2023 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Approve minutes from the April 11, 2023 Parks & Recreation Commission meeting. INTRODUCTION: See attached minutes. ATTACHMENTS: Description Minutes: Parks & Recreation Commission April 11, 2023 Draft Minutes☒ Approved Minutes☐ Approved Date: Minutes City of Edina, Minnesota Edina Parks & Recreation Commission Braemar Golf Course April 11, 2023 7 p.m. I. Call to Order Chair Doscotch called the meeting to order at 7 p.m. II. Roll Call Answering roll call were Commissioners Doscotch, Ites, Luangrath, Pfuhl, Spanhake and Weaver Commissioner Welsh arrived at 7:02 p.m. Absent: Commissioners Ytterbo and Haas and Student Commissioners DeFor and Horsager Staff Present: Staff Liaison Perry Vetter, Assistant Director Parks & Natural Resources Tom Swenson, Recreation Supervisor Amanda Clarke, and Administrative Coordinator Janet Canton III. Approval of Meeting Agenda Motion made by Weaver to approve the meeting agenda. Motion seconded by Spanhake. Motion carried. IV. Approval of Meeting Minutes Motion made by Weaver to approve the March 14, 2023 minutes. Motion seconded by Pfuhl. Motion carried. V. Community Comment None VI. Reports/Recommendations A. Strachauer Park Concept Review Staff Liaison Vetter gave a presentation on the preferred concept for Strachauer Park and is looking for specific comments on the concept. He gave an update on the development of the Values Viewfinder Tool to look at input on projects. The Values Viewfinder Tool was kicked off at an open house and colors were used to distinguish different concepts and receive feedback on the likes and dislikes for each concept. Staff Liaison Vetter showed the Commission visuals for the preferred concepts. The Commission asked questions regarding vehicle charging stations in the park, the location of metal poles, concerns about an increase in gentrification, the placement of the playground, and the intended use for the permanent hockey rink. The Commission made the official comment that the timing is a small concern, but the plan does a nice job of investing in something that serves a broader community. Draft Minutes☒ Approved Minutes☐ Approved Date: Chair Doscotch stated as a general concept it seems to maintain the amenities and has the right community involvement. It seems to reflect the current kind of utilization and the value that it provides to that location. He also commented that the phasing makes him a little bit uneasy and if there is a way to compress the timing it might seem like a better solution for them. Commissioner Pfuhl commented the plan does a nice job for taking the hockey rink and the dog park situation that is currently there and investing in something that’s more permanent and serves both communities. It also sounds like the process staff has gone through in making sure to address the multiple components as they put this together seems to come through assuming it is what the community is asking. She thinks also being mindful when you talk about the challenges that are there currently and trying to address those as you put it through seems reasonable. She agrees that phasing is probably going to be a challenge. She also noted that it’s important as you go through the rest of the engagement process to make sure as you get into the specifics that the community continues to be aware of the timeline and they should make sure they are sharing their thoughts on that as well. Commission Ites commented he thinks phasing perhaps would help to show momentum and thinks it would certainly keep the community involvement. B. 2023 Work Plan Commissioner Doscotch updated on the desire for momentum building for each initiative from last month’s meeting. Initiative #1 – Support Fred Richards Park Implementation. Commissioner Ites updated the Commission on the variety of opportunities for input related to community use, age brackets for the playgrounds, and the old clubhouse. Initiative #2 – Support Braemar Park Implementation. Staff Liaison Vetter updated on the process of seeking professional consulting services for Braemar Park. Initiative #3 – Support Braemar Arena Implementation. Staff Liaison Vetter informed the Commission he recently testified at the State Legislature regarding the 2022 language to include the fourth sheet of ice that was not included due to the MN State Legislature process ending. If there is a tax bill and the language is included the City of Edina would be required to have another referendum in November to add the fourth sheet of ice. If there is not Legislative action, then they will move forward with what was approved. Initiative #4 – Alternative Funding Sources. Chair Doscotch updated on the discussion of revisions to capital funding. Initiative #5 – Comparable Community Parks/Recreational Opportunities. Commissioner Pfuhl updated on the evolution of the three different operational areas and the budget gaps. Initiative #6 – Parks & Recreation Presentations. Commissioner Weaver updated that the programming piece should be done by the next meeting. Draft Minutes☒ Approved Minutes☐ Approved Date: VII. Chair and Member Comments No comments VIII. Staff Comments A. Informational Items Staff Liaison Vetter gave the following updates:  Weather went from winter to summer within days, staff is working diligently at transitioning into the reactivation of the park system. B. Upcoming Meetings and Events  Staff Liaison Vetter indicated the next meeting is on May 9, 2023. Staff Liaison Vetter also reminded Commission that there is a joint work session with City Council on May 16, 2023, to discuss progress on the Work Plan. There will also be a Commission Appreciation Open House at Braemar Golf Course on the evening of May 8.  Looking for volunteers on Arbor Day, April 28, to learn how to plant a tree and then groups will plant the remaining 49 trees. IX. Adjournment Motion made by Pfuhl to adjourn the April 11, 2023 meeting at 8:29 p.m. Motion seconded by Ites. Meeting adjourned. Date: May 9, 2023 Agenda Item #: V.A. To:Parks and Recreation Commission Item Type: From:Lisa Schaefer, Assistant City Manager Item Activity: Subject:Board and Commission Member Review Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None, informational only. INTRODUCTION: Assistant City Manager Lisa Schaefer will conduct the annual Board and Commission Member Review presentation, including work plan development planning. ATTACHMENTS: Description Member Review Presentation 1 Board & Commission Member Review Updated 2023.03.28 Agenda Review •Roles •Advisory Groups Work Plan Development •Citywide work plans •Calendar •Roles •Subgroups Ethics •Gifts •Conflict of Interest •Code of Ethics Council StaffCommissions Decide Strategy Advise Council Community Perspective Manage operations, Implement Policy, Advise Council Technical Analysis Council •Make policy-level decisions •Hire & supervise City Manager •Approve-Budget and related work plan -Ordinances and policy decisions -Development proposals -Variances and rezoning requests•Appoint advisory boards and commissions Staff •Provide best efforts and technical advice to Council•Manage operations and staff •Propose budget and policies •Carry out Council decisions •Deliver services•Equitable enforce codes and policies Advisory Boards, Commission & Task Forces •Provide community perspective on values and needs•Propose work plan items •Advise the council through work plan charges•Hold hearings as directed by Council•Assist as directed in work plan with engagement efforts Roles 4 Elected Officials Fundamentals: •Make policy-level decisions •Hire & supervise City Manager •Approve -Budget and related work plan -Ordinances and policy decisions -Development proposals -Variances and rezoning requests •Appoint advisory boards and commissions 5 Staff Liaisons Fundamentals: Provide technical expertise to Council & commissions Communicate commission work to City Council Manage commission records Advisory Boards & Commissions Fundamentals: Advisory to the Council Community Perspective Additional Community Voice and Context Share the Load Buffer for Council Training Ground for Future Leaders Levels of Engagement Increasing Impact on the Decision Inform Consult Involve Collaborate Empower SHARE COLLECT BRING TOGETHER Board & Commissions Task Forces Website Open House Public Hearing Workshop Survey Focus Groups Public Meetings Publications City Extra Correspondence Stakeholder Interviews Fact Sheets Comment FormsFairs/Events Tours & Field Trips 9 8 Legitimacy & Accountability Boards, Commissions & City Staff Legitimacy from the City Council Accountable to the City Council 9 We will not always agree…Council City StaffBoards & Commissions Decide Technical AnalysisCommunity Perspective Provide Council with the best information possible during the decision making process. 10 Commission Subcommittee Working Group Tenure Ongoing Temporary Temporary Members Residents Commission members only Commission + Public members Scope Work Plan Work Plan Item Work Plan Item Open Meeting Law Required Not required Not required Staff Support Yes No Not typically Reports To Council Commission Commission Work Plans 11 14 Budget Work Plan Pillars / Budget Work Plan Values Stewardship •We make wise investments that focus on the best long-term value for residents. Equity •We provide equitable opportunities for people to participate in their City government and access City institutions, facilities, and services. Health •We use a Health-in-All Policies approach to promote and protect the physical, mental and social wellbeing of all people who live, work or visit Edina. Sustainability •We ensure that our policies, decisions, and plans have a positive impact on people and the planet now and for future generations. Values Viewfinder 16 Work Plan Development WWW.EDINAMN.GOV 17 Council Staff Commission Work Plan Calendar January Work plans begin June–Aug. Develop proposed work plan September Approved work plans due October Chair presents work plans to City Council November Staff presents work plan to City Council December Work plans approved by City Council 15 Work Plan Development Roles WWW.EDINAMN.GOV 19 Commission Chair •Lead work plan development •Make sure work plan is not overloaded •Ensure there is a “lead(s)” to each initiative •Present proposed work plan to City Council Staff Liaison •Provide technical expertise, recommendations and advice to the commission •Provide clear recommendations to City Management and/or Council to consider •Ensure work plan template fields are completed 16 20 Charge 1: Study & Report Study a specific issue or event and report its findings to the Council No vote No recommendation Charge 2: Review & Comment Review specific policy issue and staff will seek comments from each individual member of the group to pass on to Council No vote No recommendation Charge 3: Review & Recommend Review a specific policy issue and provide a recommendation on the issue to Council Majority vote required Recommendation Charge 4: Review & Decide Study, review and decide on an issue. The decision will be the City’s official position on the matter unless it is formally reversed by Council Majority vote required Decide Work Plan vs Non-Work Plan Items 21 Work Plan Items •Approved by City Council •Focus work •Alignment with overall work of the council •Dedicated resources •Delegation of some authority and staff time Non-Work Plan Items •Items not approved by City Council, including items located in the “parking lot” •No dedicated resources •Can ask Council for work plan modification through advisory communication (rare) 18 Ethics & Conduct 22 Rights & Responsibilities 23 Rights •You are a resident •Ability to engage on topics of interest •Speak as a resident at public hearings or community comment regarding topics not related to commission work Responsibilities •You are a board or commission member •Represent the decision of the board/commission •Use board/commission communication channels to provide feedback regarding topics related to work Conflict of Interest 24 DEFINITION Any member who has a financial interest in, or who may receive a financial benefit as a result of, any BC action or if there is potential for the appearance of conflict of interest WHAT SHOULD YOU DO Disclose the conflict or interest to the group Abstain from discussing or voting on the matter 26 Gifts 25 DEFINITION Any invite or item of value from an “interested party” in conjunction with your board and commission work WHAT SHOULD YOU DO Abstain from taking the gift Contact your staff liaison EXAMPLE Code of Ethics WWW.EDINAMN.GOV 26 •I have been entrusted by the Edina City Council to perform my duties and services as a volunteer Board or Commission Member in manner that is always in the best interests of the community of Edina. •While honest differences of opinion may develop, I will work harmoniously with other Board or Commission members to assure residents the services they require. •I will invite all residents to express their opinions so I may be properly informed prior to making my decisions. I will make them based solely upon the facts available to me. I will support the final decision of the Board. •I must devote the time, study and thought necessary to carry out my duties. •I understand that the Board or Commission members recommend policies, the City Council establishes policies and the staff is responsible for administering the policies of the City Council. •I understand that as a Board or Commission Member, I have no authority outside of the proper meeting of the Board. •I understand that all Board meetings shall be open to the public, except as provided by law. •I understand that it is my duty as a Board or Commission member to treat all residents, staff and fellow Board and Commission members in a respectful and professional manner at all times. •I will withdraw from discussions and decision-making actions in cases where I have a conflict of interest and I will disclose those conflicts of interest when they arise. WWW.EDINAMN.GOV 27 Questions? Date: May 9, 2023 Agenda Item #: VII.A. To:Parks and Recreation Commission Item Type: Report and Recommendation From:Perry Vetter, Parks & Recreation Director Item Activity: Subject:Human Service Task Force - Call for Volunteers Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: The goal is to have one member from each Board and Commission. No co-appointees please. While it is desirable that each Board and Commission be represented on this task force, it is not mandatory. It is important that volunteers be available and willing to attend all meetings of the task force, with the understanding that the second-year meetings will be flexible. INTRODUCTION: Each year the City appropriates approximately $100,000 from its General Fund to pay human services agencies to provide outsourced services to Edina residents. At the direction of City Council, staff creates the Human Services Task Force, made up of members from the City’s advisory boards and commissions, to recommend appropriation of these funds. The Task Force is created for this process only, and then it will be dissolved. In the first year of the Task Force, members evaluate the organizations applying for the funds and recommend funding amount. In the second year, no new organizations will be considered; Task Force members conduct site visits evaluating how funds are being used and recommend continuation of approved funding or change the funding amount. If you are interested in serving on the task force, please make sure you are open on the following dates: • June 5, 2023, 5:30-7:00 PM (City Hall, Mayor’s Conference Room) Kick off meeting to convene the task force, elect a chair, review the draft Request for Proposals (RFP). • September 7, 2023, 5:30-7:00 P M (City Hall, Community Room) Review and discuss submitted proposals for funding and determine applicants to interview. • October 16, 2023, 5:30-8:30 P M (City Hall, Mayor’s Conference Room) Receive presentations from the organizations requesting funding. • October 23, 2023, 5:30-7:30 P M (City Hall, Community Room) Review presentations and applications, approve funding amount, and begin writing report. • November 21, 2023, 6:00-6:30 PM (City Hall – Community Room) Present preliminary report and recommendations to City Council at work session. The Chair must attend, other members are welcome to attend. • December 5, 2023, 7:00 P M (City Hall – Council Chambers) Bring recommendations for human services funding to the City Council for approval. Staff will attend, members are welcome to attend. ATTACHMENTS: Description 2023 Invitation Letter Dear Board or Commission Member: Each year the City appropriates approximately $100,000 from its General Fund to pay human services agencies to provide outsourced services to Edina residents. At the direction of City Council, staff creates the Human Services Task Force, made up of members from the City’s advisory boards and commissions, to recommend appropriation of these funds. The Task Force is created for this process only, and then it will be dissolved. In the first year of the Task Force, members evaluate the organizations applying for the funds and recommend funding amount. In the second year, no new organizations will be considered; Task Force members conduct site visits evaluating how funds are being used and recommend continuation of approved funding or change the funding amount. If you are interested in serving on the task force, please make sure you are open on the following dates: • June 5, 2023, 5:30-7:00 PM (City Hall, Mayor’s Conference Room) Kick off meeting to convene the task force, elect a chair, review the draft Request for Proposals (RFP). • September 7, 2023, 5:30-7:00 PM (City Hall, Community Room) Review and discuss submitted proposals for funding and determine applicants to interview. • October 16, 2023, 5:30-8:30 PM (City Hall, Mayor’s Conference Room) Receive presentations from the organizations requesting funding. • October 23, 2023, 5:30-7:30 PM (City Hall, Community Room) Review presentations and applications, approve funding amount, and begin writing report. • November 21, 2023, 6:00-6:30 PM (City Hall – Community Room) Present preliminary report and recommendations to City Council at work session. The Chair must attend, other members are welcome to attend. • December 5, 2023, 7:00 PM (City Hall – Council Chambers) Bring recommendations for human services funding to the City Council for approval. Staff will attend, members are welcome to attend. I urge you to consider serving on this important task force. Our goal is to have one member from each Board and Commission. No co-appointees please. While it is desirable that each Board and Commission be represented on this task force, it is not mandatory. It is important that volunteers be available and willing to attend all meetings of the task force, with the understanding that the second-year meetings will be flexible. If you are interested in serving, notify your staff liaison as soon as possible. Boards and Commissions are required to name their appointed member by May 15, 2023. Gillian Straub, City Management Fellow, coordinates Task Force efforts. If you have any questions or require clarification, please contact Gillian at gstraub@edinamn.gov or 952-826-0429. Thanks, Scott H. Neal City Manager Date: May 9, 2023 Agenda Item #: VII.B. To:Parks and Recreation Commission Item Type: Report and Recommendation From:Perry Vetter, Parks & Recreation Director Item Activity: Subject:2023 Commission Work Plan Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Provide updates on work plan initiatives and prepare for May 16 joint work session with the City Council. INTRODUCTION: Attached is the 2023 Park and Recreation Commission annual work plan. A summary of the City Council charges is listed below. Council Charge 1: Study and Report Council Charge 2: Review and Comment Council Charge 3: Review and Recommend Council Charge 4: Review and Decide ATTACHMENTS: Description Commission 2023 Work Plan Parks & Recreation Commission Current Reporting Date: Jul 10, 2023 Report Created On: May 04, 2023 Report Legend Priority No Update Overdue Plan Label And Number Description Initiative Type Council Charge Deliverable Status Progress Leads Last Update Date Last Update Initiative 1.6.1 Support Fred Richards Park Implementation In support of the Fred Richards Park master plan implementation eorts assign members to the various stakeholder/focus group input opportunities as needs are identified to bring the community perspective to the process. Potential Areas: Playground process Facility/Food and Beverage Operations Public Art Project Bring the community perspective to the implementation process by representing on various community input opportunities to enhance design development. Review and comment on select concepts to further design development. L: Ites, Pfuhl, Weaver, Welsch Apr 21, 2023 Members have met with sta and will review master plan documents and conduct a site visit. Initiative 1.6.2 Support Braemar Park Implementation In support of the Braemar Park master plan implementation eorts assign members to the various stakeholder/focus group input opportunities as needs are identified to bring the community perspective to the process. Potential Areas: O trail and pedestrian trail system development Athletic and active area development Natural Resource restoration Project Bring the community perspective to the implementation process by representing on various community input opportunities to enhance design development. Review and comment on select concepts to further design development. L: Haas, Spanhake, Luangrath, Horsager (S) May 04, 2023 Sta is in process with connecting commissioners to the project and newly approved professional services vendors to provide comments. Initiative 1.6.3 Support Braemar Arena Implementation In support of the Braemar Park master plan implementation eorts for Braemar Arena assign members to the various stakeholder/focus group input opportunities as needs are identified to bring the community perspective to the process. Potential Areas: Infrastructure replacement Project Bring the community perspective to the implementation process by representing on various community input opportunities to enhance design development. Review and comment on select concepts to further design development. L:Spanhake, Doscotch, Ytterbo, Horsager (S) May 04, 2023 Sta has testified with the MN State Legislature on the request to expand Braemar Arena. Pending the outcome of the legislative session either another referendum would be required to add a fourth sheet of ice or the project will move forward with the existing renovation funding . Initiative 1.6.4 Alternative Funding Sources Report and provide recommendations on alternative funding sources for park related improvements including parks, facilities, and enterprise upgrades. The report will include a philanthropic wish list. Project Report to Council.L: Doscotch, Pfuhl, Haas, Weaver Apr 21, 2023 Members have provided a list of feedback to be included in their research report. # 2 On Track Progress 10% 2 On Track Progress 0% 2 On Track Progress 0% 1 On Track Progress 25% Plan Label And Number Description Initiative Type Council Charge Deliverable Status Progress Leads Last Update Date Last Update Initiative 1.6.5 Comparable Community Parks / Recreational Opportunities Review external recreational opportunities from comparable communities and contrast with Edina oerings to identify any service gaps for future strategic and financial planning. Project Report to council. Investigate external comparison cities and report on service gaps for future strategic and financial planning. L: Pfuhl, Weaver, Luangrath, Defor (S) Apr 21, 2023 Commission members have met and discussed the approach and delegation of the project portion to review and then compare internal and external recreation oerings. Initiative 1.6.6 Parks and Recreation Presentations Continuation of 2022 Initiative to present information about Parks and Recreation facilities, services, and systems with up to six community groups. Including staing needs for the success of programs and any referendum progress if successful. Project Presentation document with Communications support and deliver presentation to six community groups L: Weaver, Welsh, Haas Apr 21, 2023 Presentation has been created and members will meet with sta in order to refine the information and determine external groups to visit. 1 On Track Progress 10% 4 On Track Progress 15% Date: May 9, 2023 Agenda Item #: IX.A. To:Parks and Recreation Commission Item Type: Other From:Perry Vetter, Parks & Recreation Director Item Activity: Subject:Upcoming Meetings and Events Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None, informational. INTRODUCTION: Attached are the upcoming meetings and events for the P arks and Recreation Commission. ATTACHMENTS: Description Upcoming Meetings and Events May 9, 2023 Park and Recreation Commission Perry Vetter, Parks & Recreation Director Upcoming 2023 Meetings and Events Date 2023 Regular Meetings Time Location* Tues. May 9 Regular Meeting • Commission and Work Plan Process Review 7:00 pm Braemar Golf Course Tues. May 16 Joint City Council and PARC Work Session • Updates on 2023 Work Plan 5:30 pm City Hall Tues. June 13 Regular Meeting 7:00 pm Braemar Golf Course Tues. July 11 Regular Meeting 7:00 pm Braemar Golf Course Tues. Aug. 8 Regular Meeting 7:00 pm Braemar Golf Course Tues. Sept. 12 Regular Meeting 7:00 pm Braemar Golf Course Tues. Oct. 3 City Council Work Session • Chair presentation of 2024 Work Plan 5:30 pm City Hall Community Room Tues. Oct. 10 Regular Meeting 7:00 pm Braemar Golf Course Mon. Nov. 13** Regular Meeting 7:00 pm Braemar Golf Course Tues. Dec. 12 Regular Meeting 7:00 pm Braemar Golf Course Date 2023 Events Time Location May 8 Commission Appreciation Open House 6:00 pm Braemar Golf Course June 19 Juneteenth Celebration Centennial Lakes July 4 Independence Day Parade and Fireworks Sept. 9 & 10 Fall into the Arts Festival Centennial Lakes * Regular Commission meetings will be held in the Hoyt and Blanchard Room, lower level of Braemar Golf Course, 6364 John Harris Drive, Edina. ** Date Adjustments – In accordance with the 2023 Observed City Calendar.