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Parks and Recreation
Parks and Recreation Commission Minutes
November 2, 2009
PRESENT: Etten, Hiber, D. Holt, Jacobson, Brodt Lenz, Pederson, Willmus
ABSENT: M. Holt, Ristow and Stark called to explain their absence
STAFF: Brokke, Anfang
1. INTRODUCTIONS/ROLL CALL/PUBLIC COMMENT
Jake Kendall was in attendance at the meeting for a scout merit badge.
2. APPROVAL OF MINUTES - AUGUST 4, 2009 MEETING
Commission Recommendation: Minutes for the August 4, 2009 meeting were approved unanimously.
3. APPROVAL OF MINUTES - SEPTEMBER 19, 2009 MEETING
Commission Recommendation: Minutes for the September 19, 2009 meeting were approved unanimously.
4. OPEN MEETING LAW AND ELECTRONIC COMMUNICATIONS PRESENTATION BY CITY ATTORNEY SCOTT ANDERSON
Commission asked City Council to discuss the Open Meeting Law and the Electronic Communications Policy with all commissions. Scott talked through the City Policy on electronic Communications section by section. In essence, wherever the policy refers to Council Members this also includes commissioners and wherever the policy refers to the City Manager these standards apply to the associated Department Head.
The guiding principle throughout the policy is that Council Members and Commissioners are not to try and forge a majority outside of a meeting and their actions are not to try and avoid public discussions.
5. LEADERSHIP ST. PAUL PRESENTATION ON VOLUNTEERS
Jill Anfang provided the commission with a final report on the work of the Leadership St. Paul team that worked with staff to enhance the Parks and Recreation volunteer program. The Leadership St. Paul initiative was to create tools Parks and Recreation staff can use to better recruit, retain, record and recognize local volunteers. The LSP team developed a newsletter template that will be used to recognize volunteer involvement, recruit volunteers and promote the good work of our volunteer community. This team also worked with staff to develop a tracking and recording database that will help staff quantify the time being provided for the betterment of the community. Lastly, the foundation has been set for social networking tools that can be used to recruit and inform volunteers in Roseville.
The recommendation was made to add a youth connection to the newsletter to recognize the work of local young people.
6. CLEARWIRE PROPOSAL AT ACORN PARK
Brokke presented a proposal from Clearwire for a data network antenna in Acorn Park. The proposal called for the antenna to be added to an existing hockey light pole with the addition of a 7' x 7' piece of land adjacent to the pole for an equipment cabinet.
Clearwire is scheduled to meet with the Planning Commission on November 4, 2009 to present possible site locations in Roseville. The Planning Commission could require the site be a co-location which would have significant implications for the Acorn Park site.
§ Commissioners inquired into whether the lease fees for projects like this have an index that adjusts fees over time.
§ Commissioners wondered about how this proposal, on a hockey light pole fits into the Master Plan process.
§ Commissioners also asked about where the revenues for a lease on park land go to.
§ Commissioners asked for the opportunity to comment on the proposal based on the recommendations made at the upcoming Planning Commission meeting.
Commission Recommendation: Motion by Willmus, second by D. Holtz to recommend to the City Council that the Clearwire proposal be approved as presented subject to the final determinate of the pole location and if there is movement towards a co-location tower that it be brought back to the Commission for a new review and recommendation. Motion passed unanimously.
7. PARKS AND RECREATION SYSTEM MASTER PLAN UPDATE
§ There is a major effort in the works to get out to everyone in the community for input and to share information.
§ First Community Meeting is scheduled for Thursday, November 5, 2009 -everyone is invited to attend and take part.
Commission Recommendation: Commissioners inquired into whether the Parks and Recreation Master Plan questionnaire can be added to the website to be completed and submitted online. Staff will follow-up with City communications staff to explore how this might be accomplished.
8. 2010 BUDGET UPDATE
Brokke reviewed the current status of the 2010 budget. Council and Department heads recently prioritized the city-wide functions identified by Springsted through the cost allocation process. The process and prioritization raised many questions by the Commission.
§ Commissioners asked where the revenues come into play. Revenue has not been accounted for resulting in a misrepresentation of some program costs.
§ Commissioners commented that the process is not actually budgeting for outcomes.
§ Commissioners inquired into what information was used by the Council to set their priorities, the priorities were questioned without knowing the background of programs and/or services.
§ In the opinion of some Commissioners, the process being used to set the 2010 budget is flawed.
§ Overall, the Commission showed and voiced frustration in the 2010 budget process.
§ Willmus asked Brokke to provide Commissioners with updates on agenda items dealing with the 2010 budget.
§ In conclusion, the Commission voiced concern that further reductions will result in reduced services by a range of department employees.
9. DIRECTORS REPORT
§ Mid year budget reductions have resulted in an adjusted 2009 budget. When making the $117,000 reduction to the Parks and Recreation budget staff worked hard to do it in a way that has the least impact on the community.
o The reduction in the number of portable restrooms in the community has resulted in increased comments by park users.
o Service to neighborhood rinks are scheduled to be decreased. Staff will track community comments and look into the liability of opening a facility that is not supervised.
o Langton Lake Neighbors have commented on the state of the lily pads, budget reductions have resulted in a delay in treating the plants.
§ Skating Center Bonding Project Update
o The OVAL marquee and scoreboard are being upgraded and replaced in the coming weeks
o Tarmac has been replaced
o Banquet room carpet has been ordered and will be replaced as soon as there is a break in room reservations.
§ Construction of the Arboretum restroom is well underway. The anticipated completion date is November 13, 2009.
§ The Commission for the Accreditation of Park and Recreation Agencies confirmed the report of the visitation team for our 15 year reaccreditation with 100% compliance on all 155 standards.
§ The Boardwalk at the Nature Center continues to be removed.
§ Upcoming Community Events
o November 7 - Human Rights Commission Workshop
o November 13 & 14 - FOR Parks Holiday Home Tour
o November 18 - Ethics Training
o November 21 - Friends of the OVAL Fundraising event - Chill...the Coolest Gala in Town
· Commission asked to discuss goals at a future meeting
· Suggestion to move meeting time up to 6pm - suggestion turned down by a majority of Commissioners
Meeting adjourned at 8:55 pm
Jill Anfang, Assistant Director