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PRSR MEMO 07-20-1993 ,-fir Al c lity of TO: PARK AND RECREATION COMMISSION 1k River FROM: PATRICK KLAERS, CITY ADMINISTRATOR DATE: JULY 20, 1993 SUBJECT: AUGUST CITY COUNCIL MEETING At the 7/14/93 Park and Recreation Commission meeting, a discussion took place regarding City Council direction to me to prepare a change in the Park & Recreation Commission ordinance. The change discussed by the City Council was to have the new ordinance refer only to a Park Commission, to have the membership decreased to seven, and to delete any reference to nonresidents being allowed on the Commission. At the 7/14 Commission meeting, discussion took place regarding having a joint meeting with the City Council to review the proposed changes in the Park and Recreation Commission ordinance. This request was forwarded to the City Council and the Commission is invited to attend the 8/2/93 City Council meeting at 6 : 00 p.m. , to review any possible changes in the Park and Recreation Commission ordinance. Attached for your review is the Commission roster, the existing Park and Recreation Commission ordinance, and a section of the minutes from the April joint Council and Commission meeting where the terms of office for Commissioners was discussed. 4 P.O. Box 490 • 13065 Orono Parkway • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425 • PARK AND RECREATION COMMISSION 3 YEAR TERM COMMISSION MEMBER TERM PHONE # DAVE ANDERSON, Chairman 12/31/93 441-4582 H 14845 County Road #30 441-2121 W Elk River, MN 55330 (Ext. 57) ROLFE ANDERSON, Vice Chair 12/31/94 441-6947 H 19411 Irving Circle Elk River, MN 55330 JOSEPH ST. DENNIS 12/31/94 441-4887 H 21275 York Street 241-2860 W Elk River, MN 55330 (Ext. 19) MIKE O'BRIEN 12/31/94 441-3985 H 821 Gates Avenue Elk River, MN 55330 SUE DALEIDEN 12/31/93 441-7808 H 19243 Lowell Street NW 441-8664 W Elk River, MN 55330 • CLAIR OLSON 12/31/93 441-4270 H 10476 205th Avenue NW 441-1003 W Elk River, MN 55330 CLETE LIPETZKY 12/31/95 441-4983 H 19796 York Street NW Elk River, MN 55330 DANA ANDERSON 12/31/95 441-3874 H 8720 Ohland Avenue 559-5550 W Elk River, MN 55330 JEFF ASFAHL, 728 Area Recreation Coordinator 241-3523 W CHARLIE BLESENER, Community Education Director 241-3522 W 1230 School Street Elk River, MN 55330 PHIL HALS, Street Superintendent 441-7420 W PAT KLAERS, City Admininstrator 441-7420 W Elk River City Hall 720 Dodge Avenue NW Elk River, MN 55330 • Commission members shall constitute a quorum. All Commission meetings shall be open to the public. Except as provided • herein, the Commission shall be governed by and operate pursuant to Roberts Rules of Order as most recently revised. SECTION 216 - PARK AND RECREATION COMMISSION 216 . 00 - ABOLITION OF PARK BOARD AND RECREATION BOARD The Park Board and Recreation Board in and for the City of Elk River heretofore established pursuant to the provisions of Minnesota Statutes, Section 412 .501 to 412 .531, is hereby abolished. 216 . 02 - ESTABLISHMENT OF PARK AND RECREATION COMMISSION A City Park and Recreation Commission for the City of Elk River is hereby established. This Park and Recreation Commission is established pursuant to the authority given by the Minnesota Statutes Section 412 . 216 . 04 - PURPOSE OF COMMISSION O The Park and Recreation Commission is established to review and • to make recommendations to the City Council on the development and organization of the City parks and City recreation programs . The scope of the Commission shall consist of advising the City Council regarding matters relevant to the parks and recreation functions of the City. The Commission shall participate in the planning for development and acquisition of parks and recreation programs. 216 . 06 - MEMBERSHIP AND TERMS The Park and Recreation Commission shall consist of eight (8) members appointed by the City Council for terms of three (3) years each. The terms of the members shall be staggered so that no more than three (3) terms of office shall expire at one time. The last day for the term of office shall expire at one time. The last day for the term of office of each member shall be December 31, however, all members may continue service until either reappointed or replaced by the City Council. All appointments shall be made by the City Council and a vacancy shall be filled by the City Council for the remainder of the term. Officers of the Park and Recreation Commission shall consist of Chair, Vice Chair and Secretary. The Chair shall preside at all meetings of the Commission if present, and gur perform all other duties and functions assigned by the Commission or the City Council. The Vice Chair shall perform these duties in absence of the Chair. If a vacancy occurs in 2 . 23 the Chair Office, the Vice Chair shall assume the Chair's duties for the remainder of the year and a new Vice Chair shall be elected by the Commission at the next scheduled Commission meeting. A quorum shall consist of five of the members. As the Commission advises on recreation activities that help determine activities that affect individuals outside of the City limits, it is, therefore, acceptable for non-city residents to be members of the Park and Recreation Commission. At least six members of the Park and Recreation Commission must be residents of the City of Elk River. 216 . 08 - COMPENSATION. The members of the Commission shall serve without pay but may be reimbursed for actual expenses incurred while performing duties as a Park and Recreation Commission member. 216 . 10 - TRAINING The Commission members shall be encouraged to avail themselves of training courses offered by the City, State, and other governmental units and agencies and the City Council shall budget for the reimbursement of expenses incurred in training each year. 216 . 12. - POWERS AND DUTIES } The Commission shall prepare, hold hearings and recommend to the City Council such plans, programs and policies as it deems necessary to carry out the purposes of this ordinance. Said powers shall include, but not be limited to, the studying and recommending to the City Council on the following: 1 . Land acquisition for Park and Recreation purposes . 2 . Plans and major improvements in City parks. 3 . Rules and requirements for conduct of and in parks and recreation facilities. 4 . Plans and programs relating to the design and programming of City parks . 5. Proposed amendments in the recreation section of the City Growth Management Plan. 6 . Development of a comprehensive City park and recreation plan and make recommendations on the implementation of this plan. 7 . Assisting in the promotion of City parks. . 2.24 8. Conducting periodic inspection of City parks and 'review existing situations and make recommendations on improvements of City parks and recreation programs . 9 . Discourage the vandalism of City parks . 10 . Work with the Community Education Department of School District 728 in ensuring to offer an appropriate array of recreation opportunities for the youth and adults of the City and School Districts. 11. Work with the City Street/Park Superintendent to ensure the proper maintenance and development of City parks and park facilities . 12 . Work with the City Administrative staff in ensuring that appropriate park properties are obtained by the City during the City development platting process. 13. Any other plans and programs as may be assigned by the City Council from time to time. 14 . The Commission shall not be considered a Park Board under Minnesota Statutes and shall have no powers to acquire or lease land, employ personnel, enter into contracts or leases, or any similar powers authorized by a Park Board by Minnesota Statutes. 216. 14 - MEETINGS AND PROCEDURES • The Commission shall meet regularly each month. Special meetings may be held at any time upon the call of the Chair. Notice of the time and place of a special meeting shall be communicated to the members and publicly noticed at least three (3) days prior to the meeting except in event of emergency. All Commission meetings shall be open to the public except as provided herein. The Commission shall be governed and operate pursuant to Roberts Rules of Order as most recently advised. 216 . 16 - REPORTS OF THE COMMISSION The Commission's reports, conclusions and recommendations shall be made to the City Council, City Administrator, Community Education Director of School District 728, and City Street/Park Superintendent as may be requested or to any or all of them as the Commission deems appropriate in the light of the matter under consideration. Its reports, conclusions and recommendations are purely advisory and the final determination and responsibility shall be with the City Council . The Commission shall be aided and assisted in every possible way by the City Administrator who shall be appointed by the City Council. I 2 .25 Joint City Council/Park & Recreation Commission Page 5 April 12, 1993 • property owners and new families coming into the community should be required to contribute to the park system. Mayor Duitsman indicated that this issue should be referred to the Planning Commission. The City Administrator indicated that during the Building and Zoning Administrator's Annual Report on Tuesday, 4/13/93, this issue could be discussed and direction could be given for this issue to be placed on a future Planning Commission agenda. 10. Discussion on Outdoor Ice Facilities Councilmember Farber expressed his concern that there was a need in the community for more outdoor ice facilities during the winter season. A number of alternatives were discussed including using Lake Orono, flooding existing parking lots, and locating ice facilities in neighborhood parks. The Commission and Council both agreed that this is a need that should be addressed and that this issue will be discussed at future Park & Rec Commission meetings. 11. Adopt a Park Program Chair Dave Anderson discussed with the Council the proposal as reviewed by the Commission at its 3/3/93 meeting. The Commission supported the concept of a "Adopt a Park" program and that details on such a program should be coming to the Commission from the Street/Park Superintendent, • Phil Hals. Dave indicated that this program would not be a cost savings to the City and would not relate to use of equipment or maintenance of the parks, but would be modeled after the Adopt a Highway program and would relate mainly to clean up responsibilities. The City Council stated its support for such a program and concurred with the Commission that an "Adopt a Park" program would be beneficial to the Elk River community. 12. Terms of Office for Commission Members The Commission and Council briefly reviewed the problem of getting qualified applicants to apply for vacancies on the Park and Recreation Commission during the Christmas season. The Council and Commission both agreed that advertising for vacancies in the fall after Labor Day was a better time frame to get interested citizens involved on the Commission. In this regard, no change in the City ordinance is required and the City would simply advertise for Commission vacancies earlier in the year before winter. 13. Other Business/Staff Updates No items were presented at this time. 14. Adjournment There being no further business, COUNCILMEMBER HOLMGREN MOVED TO ADJOURN THE MEETING. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0.