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HomeMy WebLinkAbout08/06/1990 Park Board Packet CITY OF LINO LAKES PARK BOARD August 6, 1990 7 : 00 p.m. AGENDA 1. Roll Call and Call To Order 2 . Consideration of Minutes 3 . Open Mike 4. Consideration of Park Dedication for Willow Ponds, Dennis Erickson' s Addition, Steve Johnston from Merilla & Associates. �, 5. Old Business A. Park Land Use Study B. Rice Lake Estates Park Update C. Birch Park Land Acquisition D. Joint Powers Agreement Update 6. New Business 7. Adjournment r Park Board Meeting July 16, 1990 r Chairperson Ray Johnson called the regular meeting of the Lino Lakes Park Board to order at 6:30 p.m. at the Lino Lakes City Hall. Members present were: Chairperson Ray Johnson, Candy Toffoli, Bob Williams, John Bauman and Ken Johnson. Members Absent: George Lindy & Bill Nissen. Also present were: Council Members Sally Kuether and Andy Neal; Public Works Director, Don Volk; Parks Superintendent, Marty Asleson; and Planning Secretary, Laura Elken. CONSIDERATION OF MINUTES Ray Johnson moved to recommend approval of the June Park Board minutes as mailed. OVERALL LAND USE STUDY FOR CITY PARRS/JEFF SCHOENBAUER FROM BRAUER & ASSOCIATES LTD. Marty Asleson thanked council members Sally Kuether and Andy Neal for attending the park board meeting. He stated that a land use study for city parks would provide for movement towards the goals for community development. He added that it is important to stay one step ahead of development. Marty said that this is an ideal time to complete a study in Lino Lakes because there is still plenty of vacant land, and Lino Lakes is growing fast. Jeff Schoenbauer is Vice President of Brauer & Associates, Ltd. and also a Landscaped Architect. He has been with the company since 1980. He stated that Brauer & Associates has the necessary background and expertise in this area. The focus for Brauer & Assoc. has been park and recreation. Both in designing specific parks to overall city park planning. Mr. Schoenbauer discussed an outline as to the individual steps in preparing a comprehensive park plan and development guide. Mr. Schoenbauer stated that residents considering moving to Lino Lakes would have access to this park plan in order to find out what type of park land would be near them. He said that in preparing this plan the firm looks at the character of the community, listens to the concerns of the residents and city staff, and develops an understanding of what should be included in the park plan. The plan will be flexible. As development occurs, the city may find that a different area is growing more rapidly then they initially anticipated, and the plan can be adjusted accordingly. He said that Lino Lakes is an ideal situation for some interesting park development. n Page 1 Park Board Meeting July 16, 1990 r Bob Williams asked about the time frame in completing the project. Jeff Schoenbauer said that its up to the park board. Expected time may be between six months to a year. It depends on how fast the park board wants to get through it. Schoenbauer stated again that the park board be assured that Brauer & Associates will be the driving force. It will be up to Brauer to gather information, and ask the right questions. Ken Johnson asked about updating the park plan. Schoenbauer stated that updating is a good idea every four to five years, but that is up to the city, and the cost of the updates is reasonable. Schoenbauer suggested a complete review after 10 years. Mr. Schoenbauer explained that the overall park plan would have to be in conjunction with the overall city comprehensive plan. Ray Johnson stated that in the southern half of the city a good amount of land is owned by the school district. Would the firm be willing to work with the school district representatives. Mr. Schoenbauer stated that the firm would be working with the school district, and wanted to assure the board that Brauer would be the ones meeting with outside parties. Marty Asleson stated that he has seen Inver Grove Heights comp. park plan. Inver Grove Heights has a substantially higher population and is much more developed than Lino Lakes. Mr. Schoenbauer stated that the fee for the completion of Inver Grove Hts. plan was $52 , 000, but that it was much more involved. The fee for Lino Lakes would not be near that high. Mr. Schoenbauer discussed the cost savings to the city by initiating a plan of this kind. He said that if a park is planned with play ground equipment, and then the park is not utilized like it was hoped, that could cost the city a considerable amount of money. The first step is to set up a Focus Meeting. At this meeting discussion would focus on: A broad based discussion about park planning in a general sense specific planning issues, community background, etc. identifying key individuals and city staff members who will be directly involved in the project. identifying key committees and organizations who will have a direct impact on the project. Page 2 Park Board Meeting July 16, 1990 developing a clear and concise understanding of the scope of the project. Don Volk stated that this would be a shot in the arm for Lino Lakes to be able to complete a comprehensive park plan now. This dives the park board flexibility, shows the city council and citizens of Lino Lakes that the city is concerned about the recreational areas in the city and planning for the future. The park board could arrange special work sessions during the planning of this park plan. This will be an excellent working tool. Don would like to see this put to use now. Marty and Don both have visited with cities that use their park plan and all say it is an excellent tool. Ray Johnson stated that development is happening in the city so fast that as a board member he isn't sure what should go into a park. He feels that if this plan can help incorporate the city trail system with the county trail system that it would be a great accomplishment. Ray stated that he thinks the city is short on athletic complexes. Mr. Schoenbauer stated that the city could purchase vacant land now for future parks while prices are still reasonable. The developer's are then aware of where the parks will be located. Sally Kuether asked to see the Inver Grove Heights Plan. Mr. Schoenbauer stated that he will make one available for review. He said that it may even be possible to tour one of the cities to see how they planned their park system. The board members all felt that this is a positive venture. MOTION: Candy Toffoli moved to recommend to the city council to authorize the park board to pursue the establishment of a comprehensive park plan. Also, to authorize the expenditure of a maximum of $1,000. This expenditure will establish the scope of, and the estimated cost of the comprehensive park plan. Ken Johnson seconded the motion and the motion was approved unanimously. The city council members are encouraged to attend this focus meeting. They will be notified. CONSIDERATION OF PARK DEDICATION FOR WILLOW PONDSIDENNIS ERICKSON There was no one present to address this issue. A letter was sent to the park board stating that a cash dedication is the recommended park dedication. The total amount at $400.00 per lot would be $10,800.00. Page 3 Park Board Meeting July 16, 1990 The developer has not met with staff to establish any park needs or trails for this area. MOTION: Ray Johnson moved to table this item. John Bauman seconded the motion and the motion was approved unanimously. OLD BUSINESS John Bauman asked about any progress in Rice Lake Estates. Marty stated that he would like to attend the Circle Pines Park Board meeting but they meet the same night as Lino Lake's park board. The City of Circle Pines is receptive to the idea of a joint park near Rice Lake Estates. Circle Pines does not have the money to develop the park land and Lino Lakes could help out in that area to provide the residents a nice park area. Ray Johnson suggested a possible 30 year lease with Circle Pines for the use of their park land. Don Volk stated that the city council had a work session on July 16th to discuss the Joint Powers Agreement. Some changes have been made. A meeting will be held the first part of August with the committee to go over the changes and present a final document for council approval. Don Volk felt that the overall view of the city council was positive. Ken Johnson feels that once a committee is established, and a job description is completed for the staff member, this will get easier. Ken added that we are under a time restraint. In a few months someone will have to be hired. Marty Asleson stated that the portable satellite has been moved in Country Lakes Park to a more discrete place. Meeting adjourned 8:01 p.m. Page 4 MEMORANDUM TO: Honorable Mayor, City Council Members, Park Board Members FROM: Laura Elken, Planning Secretary DATE: August 6, 1990 SUBJECT: Comprehensive Park Plan and Development Guide The park board has asked Brauer & Associates to consider completing an overall city park plan for Lino Lakes. •� At the July park board and council meetings the members asked that other park plans be available for review. Well, we have both the City of Inver Grove Heights Comprehensive Park Plan and Development Guide, and Plymouth Park System Plan. Also available are request for proposals from Barton-Aschman Associates, and Westwood Professional Services, Inc. They are very large documents, therefore copying them is really not feasible. However, if you would like a duplicate, please let me know. Also some members stated they would like to tour a city that has had a plan in effect for some years. Please let me know whether or not you are interested in a tour of this kind. We would need to know the number of people touring to arrange a date and transportation. Tour length would be approximately three hours. If you would like to take a look at these plans they will be on display at city hall for the next two weeks. �. .� MEMORANDUM TO: Honorable Mayor, City Council Members, Park Board Members FROM: Laura Elken, Planning Secretary DATE: August 6, 1990 SUBJECT: Comprehensive Park Plan and Development Guide The park board has asked Brauer & Associates to consider completing an overall city park plan for Lino Lakes. At the July park board and council meetings the members asked that other park plans be available for review. Well, we have both the City of Inver Grove Heights Comprehensive Park Plan and Development Guide, and Plymouth Park System Plan. Also available are request for proposals from Barton-Aschman Associates, and Westwood Professional Services, Inc. They are very large documents, therefore copying them is really not feasible. However, if you would like a duplicate, please let me know. Also some members stated they would like to tour a city that has had a plan in effect for some years. Please let me know whether or not you are interested in a tour of this kind. We would need to know the number of people touring to arrange a date and transportation. Tour length would be approximately three hours. If you would like to take a look at these plans they will be on display at city hall for the next two weeks. n MEMORANDUM TO: Park Board Members FROM: Marty Asleson, Superintendent of Parks DATE: August 2 , 1990 SUBJECT: Willow Ponds Addition Park Dedication Proposal Please find attached a letter and map of the proposed dedication for Willow Ponds. The development is situated approximately 1/2 mile to the north of Sunrise Park. Thus, this distance falls within acceptable standard limits of distances to neighborhood park areas. The proposed trail is well located and allows pedestrians a way to travel to the park via two cul-de-sacs and trails to the south thru Sunny Gate and Sunrise Meadows. Mr. Stephen Johnston, Project Engineer from Merilla & Associates will be present at the meeting. ME LA it June 26, 1990 ✓` City of Lino Lakes Parks and Recreation Board 1189 Main Street Lino Lakes, Minnesota 55014 Re: WILLOW PONDS Park Dedication Proposal Merila Project No. 89-051 Ladies and Gentlemen We propose to fulfill our park dedication requirements for this project through a cash dedication of $10,800. 00. This is based on 27 lots and a rate of $400. 00 per lot. We do not feel that a land dedication is warranted based on our plat size (approx. 13 . 6 acres) and our proximity to Sunrise Park, which is one half mile to the south. We propose that a walkway system be provided within and adjacent to the north right-of-way of Elm Street. This will allow the residents to reach Sunrise Park by traveling down one of the three short cul-de-sacs to the trail on Elm Street, then to the Sunny Gate Trail on our east plat line. They can then take this south to Sunrise Park. Due to the short length of the cul-de-sacs and the proximity to the freeway. We believe that no other trails are warranted. I will be at your meeting to discuss this proposal. If you have any questions before then, please feel free to contract me. Sincerely, MERILA & ASSOCIATES, INC. 01 Ste'�n M. ohnston, P.E. Project Engineer SMJ/mel Enclosure cc : D. Erickson ENGINEERING SURVEYING PLANNING MEMORANDUM TO: Park Board Members FROM: Marty Asleson, Superintendent of Parks DATE: August 2 , 1990 SUBJECT: Park Land Use Study Upon presentation of a request to the city council for expending up to $1, 000. 00 for the preliminary Focus Meeting it was determined that more information was needed. Subsequently we have met with Jeff Schoenbauer from Brauer and Associates and he has re-addressed the idea of why a focus meeting is necessary and important (as best as he could) . We also have obtained a copy of their newly completed Inver Grove Heights Park Plan and a copy of the study they did for the City of Plymouth. It appears that the City of Plymouth' s Comprehensive Plan was completed in 1981. Erik Planc, Parks and Recreation Director for the City of Plymouth was contacted and it might be a good idea to look at how their plan was implemented. I also have copies of two other RFP's for Inver Grove Heights Comprehensive Plan. I will bring all of this to the park board meeting. If you would like to look at them sooner please come in or give me a call. I think that it would be appropriate to possibly take a field trip to the City of Plymouth if that would help. cc: Don Volk r., July 29, 1990 Mr. Marty Asleson Parks Superintendent/City Forester City of Lino Lakes 1189 Main Street Lino Lakes, MN 55014 Re: Comprehensive Park Plan and Development Guide for the City of Lino Lakes. Dear Marty, As per your request, I am submitting for your review a copy of the Plymouth Park System Plan and the Inver Grove Heights Park System Plan. As you can see, the two plans vary in presentation style but convey the information which is pertinent to the particular park system. The Inver Grove Heights Plan perhaps better reflects the general format and type of document that would be prepared for Lino Lakes. The format changes between the two documents exemplifies the evolution that park system planning has taken over the last 5 - 10 years. Please take the opportunity to share these with Don Volk,the City Council, and the Park and Recreation Commission so that they can become better familiar with the scope of these particular studies and how they were documented. Also as per your request, the following elaborates more on the intent of the focus meeting as described in my earlier letter to you which outlined the typical approach to park system planning. Hopefully,this will add insight as to the intention of the focus meeting. To be consistent, I will use the information I previously submitted to you as a general format. FOCUS MEETING As stated in my previous letter, the planning process typically begins through a focus meeting bcthvicen Brauer &. Associates and City staff/Park and Recreation Board/community leaders. Again, the general purpose of the focus meeting is to allow the Brauer Team the opportunity to develop a clear understanding of the scope of the project;who the key individuals and committees are and their level of involvement in the project; and the general planning concerns related to the project. It is important to recognize the importance of the focus meeting in that it provides a starting point for the project as well as defines it's general parameters. For this type of project to progress smoothly and comprehensively, it is important that it gets started correctly. Since Lino Lakes has characteristics which are unique unto themselves, it is not only advisable but vital to understand the inherent conditions and idiosyncracies of the community prior to applying park planning methodologies and standards. No two communities are exactly alike and therefore no two park systems are exactly alike. Hopefully, the following information will help define what we seek to accomplish during the focus meeting. AGENDA ITEM #1 - PARK PLANNING IN A GENERAL SENSE Discussion will focus on a general overview of park planning methodologies.This would include addressing such issues as how the park planning process works and exactly what park planning will do for the community. AGE TEM #2 - SPECIFIC PLANNING ISSUES, COMMUNITY BACKGROUND, ETC. '11 focus on specific issues which will have a direct (or indirect) impact on the park system in the 7901 Flying Cloud Drive, Eden Prairie, Minnesota 55344 ❑ (612) 941-1660 This agenda item will most likely take up the bulk of the time allotted for the focus meeting simply because the issues and concerns brought-forth during this discussion will undoubtedly be the ones that will define the unique set of circumstances which are present in Lino Lakes. For a park system plan to be successful in Lino Lakes (or any other community), it is absolutely vital that these circumstances be addressed, understood, and reflected (as appropriate) in the final park system plan. Based on my current,and perhaps limited,knowledge of the community,I would foresee the following questions and discussion items to arise during the focus meeting: • what is the current population of Lino Lakes and what are the population trends? • what are the developmental trends within in the community and what type of development does the City encourage? • what are the socio-economic patterns and population demographics? • what is the general community background,such as when was it first settled, what type of industries are present, etc.? • what are the parks and recreation needs and demands that are present or perceived to exist within the community at this time? • what type of facilities are currently available,whether or not they are successful and where are the major problem areas? • how well does the park and recreation programs function given the current level of facilities available at this time? • what is the community's relationship with the County Park System and what opportunities are available in the future? • what is the relationship with the surrounding communities?How well does the joint programs with Circle Pines, Lexington, and Centerville function and what opportunities are available for the future? Should these communities also be involved in this study? • what level of involvement does the community,as a whole,want in the planning process? Is a new public survey justified? what other issues and concerns have arisen which will affect the park system plan? It is important to note that the answers to many of the questions will not come to light during the focus meeting but instead will be answered during the course of the planning process. As these questions become answered, their respective impact on the future of the park system in Lino Lakes can be ascertained and incorporated, as justified,in the park system planning document.As such, it is vital that these issues be discussed at the very out- set of the project in order to assure that the resultant park system plan is truly reflective of the unique characteristics of the City of Lino Lakes. AGENDA ITEM#3-KEY INDIVIDUALS,STAFF MEMBERS,COMMITTEES,AND ORGANIZATIONS WHO WILL BE DIRECTLY INVOLVED IN T13E PROJECT Discussion will focus on identifying the kcy individuals, staff members, committees, and organizations who will be the primary client contact(s) and client liaisons. On-going and effective communication is a key ingredient in assuring continuity in the progression of the planning process and assuring that all relevant issues are properly addressed and reflected in planning documentation.The roles of the individuals, staff members,committees,and organizations involved in the process must be clearly defined and understood whereby potential confusion and uncertainty can be avoided. AGENDA ITEM #4 - DEVELOPING A CLEAR AND CONCISE UNDERSTANDING OF THE SCOPE OF THE PROJECT Once we've had the opportunity to have a more in-depth discussion about park planning methodologies as well as developing a more concise understanding of the issues and concerns specific to Lino Lakes, it becomes much easier and more practical to define the exact scope of the project and how the community can best be served. Once the exact scope of the project is defined, the "best"approach can be determined and applied. The "typical approach," as defined in my previous letter, defines the approach which past studies have taken in some form �"� or fashion, depending on their particular circumstances and needs. FINAL REMARKS It is important to remember that the planning process can not be "boiler plated", whereby the exact same methods and standards are applied uniformly from community to community.The uniqueness of each community precludes this from being practical or even desirable. Each community should strive to develop it's own identity amongst other communities, thus allowing the individual and collective character of the community to show. Since the manner in which a community deals with it's parks and recreation system is one of the most outwardly indicators of the character of the community, it stands to reason that the park system plan should be developed to take full advantage of all the interesting aspects of the community. This can only be accomplished by developing a park system plan which is essentially"tailor made"to fit the community while remaining within the parameters of sound park system planning guidelines and standards.As I stated in my previous letter, there are no real short-cuts to preparing a planning document which will be a valuable and viable tool for guiding the development of the park system in Lino Lakes. We here at Brauer and Associates remain very excited about the opportunity to work on a project of this scope for the City of Lino Lakes. We are confident that we would be effective in helping you take the uncertainty out of the planning process. Once again, we enthusiastically look forNvard to developing a positive working relationship with the staff and citizens of Lino Lakes. It is always our interest to perform up to your highest expectations and in the highest professional manner. One final note. I would like to ask that you return both copies of previous park system studies when your through. The copy of the Plymouth Park System is our only remaining copy that is not currently being loaned- out for review by other communities. Thank you for this opportunity. I look forNvard to discussing this with you,Don Volk, and the Park Board in the future. Please give me a call if you have any questions or concerns. Sincerely, BRAUER & ASSOCIATES LTD. Jeffrey A: Schoenbauer, R.L.A. Vice President pc: Donald Volk MEMORANDUM TO: Park Board Members FROM: Marty Asleson, Superintendent of Parks DATE: August 2, 1990 SUBJECT: Rice Lake Estates Park Program Please find attached a letter from Dave Phipps from the City of Circle Pines. This letter addresses the park boards concerns regarding the establishment of a lease agreement/joint park area. Also please find enclosed a letter of response to them that will be addressed at their next meeting. CITY OF CIRCLE PINES /1 200 Civic Heights Circle Circle Pines,Minnesota 55014-1795 Telephone 784-5898 FAX 785-2859 Ma snail N.Dahl,Mayor Hazel Scn^e,oer,Cc:-c -e-ner Mike Wagner,Jr.,Counts-e^ber Jeffrey Neisc❑.Cc--c^eToe Michael A.Felling,Counc'r^e^-oer Ja-es W.K&,ain,Cary Adminis;ralor June 29, 1990 Mr. M. Asleson Parks & Forestry Director City of Lino Lakes 1189 Main St. Lino Lakes, MN 55014 Dear Marty: The Circle Pines/Lino Lakes cooperative park effort at Baldwin Park was discussed at our June 4th Park Board meeting. Members present seemed enthusiastic at exploring the possibilities of this venture. After reviewing the plan several points to ponder were revealed. These are outlined as follows: A. Circle Pines lack of financial resources and manpower to assist in the project. B. Where would parking occur? C. Routing of trail through existing Baldwin Park. D. Adding on to back of tennis court for basketball court. E. Details on administration of park. F. Upkeep Plans G. Leasing Agreement I would like to get together to discuss some of these points in detail. Please contact me at your earliest convenience. ank ou. David R. Phipps, Parks Superintendent DRP/mh C I T Y O F IN O IM July 23 , 1990 Mr. David R. Phipps Superintendent of Parks 200 Civic Heights Circle Circle Pines, MN 55014 Dear Dave; This letter is in regards to the questions that were generated at your June 4th Park Board meeting, concerning the cooperative park development issue of Baldwin/Rice Lake Estates. The City of Lino Lakes would use their own Park Dedication monies from Rice Lake Estates to develop the amenities of this area exclusive of the trail in the Circle Pines side of the loop. We will develop everything (within our budgetary constraints ) that the neighborhood would identify as a need. Again, hopefully these amenities can complement the facilities in Baldwin Park. Some of the concepts that have been talked about are tennis courts , playground equipment and the trail loop with the exercise equipment. Possibly the trail would need to be implemented at a later date when joint dollars could fund it. I would envision some of the basics again in playground equipment (swings, slides) with an "adventure" type play structure that would complement Baldwin design. Parking would be facilitated, on the Lino Lakes side, at our well house site. We do not anticipate a great deal of parking need since this park mainly is to be used by this isolated neighborhood. Circle Pines residents would park in the Baldwin Parking lot. The exact routing of the trail could be worked out prior to the time of trail installation . I would envision the trail falling lower on the contours where the tennis court and play apparatus were identified (and the tennis court and play apparatus higher on the contours) on the concept plan. Also the trail probably would need to be routed to the east side of the hockey rink at Baldwin Park. This is speculation and we would need to verify the exact location before we proceed very much further. Adding on the back of the tennis courts, a basketball court is a possibility, however, we too have a limited budget and must determine what is a possibility based on neighborhood input and allowed budget. 1189 MAIN STREET. LINO L.I\hE5, MINNE50TA 55014 612-464-5562 Page 2 The City of Lino Lakes would ask for a reasonable, renewable lease agreement to be drawn up by our City Attorney. I would say that reasonable would be perhaps the life expectancy of a tennis court , or 30 years . Under this lease agreement the City of Lino Lakes would be responsible for the maintenance development and administration of this park area. Upkeep would be in accordance with our bi—monthly playground inspections and all equipment would fall under ANSI standards . I hope that this answers the questions that were addressed in your letter. We look forward to this cooperative venture. Please call me for a time that we may do a field survey for trail locations. Thank you. Sincerely, Marty A41eson Superintendent of Parks , Recreation and Forestry City of Lino Lakes MA/jal MEMORANDUM TO: Park Board Members FROM: Marty Asleson DATE: August 2 , 1990 SUBJECT: Birch Park Land Acquisition The Birch Park tot lot and picnic areas were planned and roughed-in to the area south of the property that the city owns. It was anticipated that we would be able to negotiate a pre-development deal with the Whitcombs (property owners of the area to the south) on their next development to the south. We tried. They do not wish to consider dedicating any parcels of land at this time. They did however hint they would be willing to sell the parcel in question for ^'N $7, 500. 00/acre. John Miller, City Planner said this was a reasonable amount to pay for this type of land. There is about an acre and one-half of area that we need. A recommendation is needed from the park board. cc: Don Volk AP. 7.. \ �Q-31-�22-V3 a $93.Ori.......uu.uu..u.�u.mb96.05 Cil? �q• \ \ I _,;y MEMORANDUM TO: Park Board Members FROM: Marty Asleson, Superintendent of Parks DATE: August 2 , 1990 SUBJECT: Joint Powers Agreement for North Metro Recreation Please find enclosed a copy of "final" comments that the City of Circle Pines had concerning the Joint Powers Agreement. The City of Lino Lakes also had a few suggested changes as follows: Article II, Section 2 , Item D - The City of Lino Lakes suggested that the number of commissioners for Lino Lakes be changed to 112" instead of 111" and be changed for each community as population needs change; Article 2, Section 6, Bylaws - that all "Bylaws must be approved by the councils" should be added; Article IV, Section 1, Item A, that there should be distinct wording on where the interest of recreation funds will go; Article V, Section 2 , Item A -concerning a withdrawing party, that there should be some wording on what should happen to the assets of a withdrawing party. Suggestion was also made to draw a limit to the "revision" process of the Joint Powers Agreement. Also please find attached a copy of the breakdown as I see it of the budget costs for each city based on the 1989 metropolitan council. The committee shall meet on August 8th to once again revise the document. cc: Don Volk CITY OF CIRCLE PINES 200 Civic Heights Circle Circle Pines,Minnesota 55014-1795 Telephone 784-5898 FAX 785-2859 Marshall N.Dahl,Mayor Hazel Schneider,Coundlmember M.Ke Wagner,Jr.,Councdmemoer Jeffrey Nelson,Councdmember Micnaci A.Feiiing,Counclimember James W.Keinath,City Aamintsualor MEMO TO: City Council Members FROM: Jim Keinath RE: Joint Powers Agreement for North Metropolitan Recreation DATE: July 6, 1990 ------------------------------------------------------------------------------- Listed below I will identify those items that appear to be inconsistent or raise questions as I review the document. At the City Council meeting, we will want to take the input of the Park Board, as well as Council members, on any prospective changes to the agreement. Page 3, Section 5 .Meetings. The first sentence of A should read "the Com- mission" rather than "the Commissioner". Page 4, Section 5C. Indicates the Recreation Coordinator is required to attend all commission meetings. I'm not sure "required" is the appropriate choice of words. I assume they want to make it an ex officio position that has the right to attend all meetings, rather than requiring the individual' s attendance, which could be difficult with sickness or vacations. Page 4, Section 6 Bylaws. Section 6 indicates that the Commission has the ability to adopt bylaws and rules, etc. I wonder if it wouldn't be appropriate for the cities involved to review those bylaws. Page 5, Section 7D. Section D indicates that any action other than adjournment must be approved by the majority of the full membership of the Commission. Typically, a majority would be by vote of the members present. Perhaps with the number of cities they have involved here, it would be their intent to say the full membership. By doing that it assures that even if a city which is not represented had been present it would have not had an impact on the vote. Perhaps the intent could be clarified. Page 6, Item 2B. I am a little concerned when it indicates that other employees can be employed. I wonder if it would not be appropriate to say"providing suf- ficient funds are budgeted", or some other mechanism that gives the City some assurance of control. ~ Also, it further clarifies that it can be on a full-time basis as it continues. - 2 - Page 8, Item H. The second to the last sentence -"Commission shall conduct an evaluation of the Recreation Coordinator or staff". I believe it would be more appropriate to say it would conduct an evaluation of the Recreation Coordinator and/or staff. Page 8, Section 3A. The last sentence says all contracts for such services and other items shall be prepared and let in accordance with state bidding laws. I believe that that implies they would bid all services and I am not sure that's practical. I think what needs to be added to that sentence are the words "where required". Page 13, Item F. Research that was done on the Fire District indicates that either the Council or Councilmembers on a recreation board are the only individuals who have the authority for the payment of bills, unless the in- volvement of the schools allows for another mechanism to proceed that way,' I believe this language would need to be modified to proceed with the payment of bills, much as we do with the Fire District and Police Commission. Page 15, Section 2B 4. Indicates that the monthly service charge and the long distance telephone charges will be paid by the recreation fund at no cost to the Commission. I am not sure of the intent of this section. If the costs are to be paid by the School District, I believe it would be more appro- priateto read "the Community Ed Funds of the Centennial School Districd', or some other appropriate phrase to clarify who exactly has the cost. Page 17, Section 4. Division of Assets, paragraph B. It indicates that the fair market value of property, goods and services contributed will be divided. The only one that will be somewhat difficult to measure, if this unlikely event were to occur, would be the contributions made by the School District. The document as it has been revised is presented to you for your individual review and comments at the Council meeting. JWK/mh Enclosure r METROFOLITIAN COUNCIL 1989 - HOUSEHOLD NUMBERS CITY HOUSEHOLDS o RECREATION BUDGET COST CENTERVILLE 416 8 2259 CIRCLE FINES 1521 29 . 5 8260 LEXINGTO 77l 15 41.87 LINO LAKES 2448 4-1 . 5 13294 ,P'h Budget allocation of $30 , 000 , minus the school districts contribution of $2 , 000 = $28, 000 , divided by the total sum of each households 5156 . Each household is $5 . 43 . Multiply the City ' s household number by $5 . 43 .