OSRC Agenda 5-22-18Ab
AgendaMeeting
Brookview.; R.
Tuesday, May 22, 2018
6:30 prn
Call to Order
II, Roll Call
Roder Bergman Max Hyberger
John Cornelius Kelly Kuebelbeck
Kimberly 5anberg Matthew Sanders
III. Agenda Changes or Additions
IV. Approval of Minutes — April 23, 2018
V. Welcome New Commissioner Max Hyberger
Vi. Proposed Parks CIP Review
VII. Severe Weather Guidelines
Vill. Review OSRC Updated Bylaws
X. Commission and Staff Updates
• Commissioner Updates
+ Major Events Coming to Brookview
Brookview Phase III Construction Update
Tennis and Pickleball Court Construction Update
New Recreation Supervisor
Annual Commission Dinner — May 29 at 5:30 pm at Brookview
XI. Adjournment
Cindy Carow-Schiebe
Bob Mattison, Chair
Dawn Spel% Vice -Chair
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1. Call to Order
Cornelius called the meeting to order at 6:30 pm.
2. Roll Call
Commissioners: Andy Bukowski, Cindy Carow-Schiebe, John Cornelius, Kelly Kuebelbeck,
Bob Mattison, Kimberly Sanberg, Matthew Sanders, and Dawn Speltz.
Absent: Roger Bergman
Staff: Rick Birno, Director of Parks and Recreation, Sheila Van Sloun, Parks and Recreation
Administrative Assistant; and Gillian Rosenquist, Council Member.
3. AaendaACahaiinges or Additions
Birno added Isaacson Grant Award, Lime Bikes, and Capital improvement Plan.
4. I of Minutes
MOTION: Moved by Speltz and seconded by Carow-Schiebe to approve the November 27, 2017
meeting minutes. Motion carried unanimously.
5. Welcome New Commissioner Matt Sanders
New Commissioner Member Matt Sanders was welcomed by Cornelius. Introductions by all followed.
6. Resolution To Approve Recognized Golden Valley Youth Athletic Associations
Birno shared the associations that will be considered recognized by the City of Golden Valley. They
include: Golden Valley Little League Baseball, Golden Valley Girls' Softball, Park Valley United FC
Soccer, Armstrong -Cooper Youth Baseball, Armstrong -Cooper Youth Hockey, Hopkins Youth Hockey,
and Cooper -Armstrong Girls' Fast Pitch Softball.
MOTION: Moved by Bukowski and seconded by Kuebelbeck to approve the Youth Athletic
Associations for 2018 and 2099. Motion carried unanimously.
7® Elect Chair and Vice Chair for 2018
After brief discussion, Speltz accepted nomination as Vice -Chair, and Mattison accepted nomination as
Chair.
MOTION: Moved by Cornelius and seconded by Kuebelbeck to accept the nominations for
Mattison as Chair and Speltz as Vice -Chair. Motion carried unanimously.
8. Review Sochacki Park 2018-2022 Improvement Plan
Birno updated the commission on the Joint Powers Agreement and five-year Capital Improvement
Plan between Golden Valley, Robbinsdale, and Three Rivers Park District. He explained that Three
Rivers is providing all the funding and staff for the work, which will begin this fall. He then discussed
future amenities for the park. Commissioners discussed more outreach to surrounding schools.
9. Review OS RC Annual Report
Commissioners reviewed the annual report and made changes as necessary.
10. Commission and Staff Updates
• Commissioner Updates
- Mattison gave an updated on the Golden Valley Women's Softball league. He said there
are eight teams with over 100 players playing at Schaper Park.
Open Space & Recreation Commission Minutes
April 23, 2018
Page 2
Mattison updated the commission members on the implementation plan from the
Bicycle and Pedestrian Task Force. The plan provides guidance for the next 5 to 10 years
for improving access through the city.
• Run The Valley — Birno said there are over 400 registered for the event. They also have over
50 volunteers to help the day of the race.
• Carrie Anderson — Birno said Carrie Anderson has accepted a new position with the City of
Eagan. The open position has been advertised and so far, over 300 applications have been
received to fill the position.
• Commissioner Bukowski — Birno announced it was Bukowski's final meeting. All members
thanked commission member Bukowski for his service and wished him well.
• MRPA Awards of Excellence — Birno said Golden Valley has received two Awards of
Excellence from the Minnesota Recreation and Parks Association for the Brookview project
and the Challenge Course and All -Inclusive Play Area at Schaper Park. The Schaper Park
project has also been submitted to be considered for a National Recreation and Parks
Association award.
• May Meetings — Commissioners moved the May meeting to Tuesday, May 22 due to the
holiday on May 28.
• Isaacson Grant Award — Birno said the Isaacson Park ball field light grant was awarded to
Golden Valley. He said they are waiting for the frost to exit the ground so they can conclude
installation.
• Lime Bikes — Birno said Golden Valley will be launching a pilot program for the new dock -
less bike system called Lime Bikes. The program will not cost the city anything. Golden
Valley will start with 200 bikes.
• Capital Improvement Plan — Birno discussed the 2018 city park projects. He said in May he
will bring a draft of the 2019-2023 projects to the OSRC for review and recommendation.
• Aquatic Facilities — Birno said the Hopkins Schools Activity Director is working towards
making improvements to aquatic facilities at Hopkins Schools. They may consider
approaching the City of Golden Valley for potential capital funding support. Birno said any
formal requests will be presented to the commission members for discussion.
9. Acrournment
Moved by Mattison and seconded by Carow-Schiebe to adjourn at 9:15 pm. Motion
carried unanimously.
ATTEST:
Sheila Van Sloun, Administrative Assistant
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Date: May 16, 2018
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Park Recreation Department
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To: Open Space & Recreation Commission
From: Rick Birno, Director of Parks & Recreation
Subject: Notes for the Draft 2019 — 2023 Parks CIP
Listed below are notes regarding the staff development of the draft 2019 — 2023 Park CIP. The
proposed five year budget is an opportunity to discuss direction and ultimately make a
recommendation to the City Council.
• The annual budget for the Parks CIP is $325,000. This is an amount transferred from the
general fund budget to the Park CIP budget.
• Any park building improvements (roofs, doors, bathrooms, etc.) are scheduled and
included in the annual Building CIP budget.
• The proposed total spending for each year over the next five years is $358,000. Staff is
recommending this be presented to senior staff for consideration.
• The Pavement Management Plan for 2019 includes the Medley Park neighborhood.
Engineering staff would like to reconstruct the Medley Park parking lot with this project.
Additional funding was added to the Medley Park parking lot reconstruction budget in the
Park CIP to accommodate this request.
The reconstruction of the Wesley Park tennis courts did not have enough funding to allow
for the replacement of the tennis lights based on the bids received. Staff has made a
number of adjustments to the 2020 Park CIP budget to accommodate this improvement
for review by the commission. The largest impact will be delaying the installation of a park
play structure in 2020.
Funds have been included in the 2019 - 2020 budget for a community garden and an off -
leash pet exercise area. These improvements are in the conceptual planning stage, have
not had any input from residents and have not been reviewed by the City Council. The
funds included in the Park CIP are simply staff estimates and not professional quotes.
a A question was raised as to how Park Dedication Funds are made available. GV Planning
provided the following information: State statute allows municipalities to require the
dedication of land for roads, sewers, or parks (among other things) when subdivision
occurs. In lieu of land, a city may accept a cash fee that is based on the fair market value
of the land. This cash can only be used for the acquisition and development or
improvement of parks, recreational facilities, playground, trails, wetlands, or open space
based on an approved park system plan. It CANNOT be used far ongoing operation or
maintenance. Also, the dedication or fee being imposed must bear a rough proportionality
to the need created by the subdivision or development. Some cities have recently moved to
adopting findings that explicitly link fees to specific land use categories. We have not done
this, but it is likely a better, more targeted, way to collect fees. Currently Golden Valley has
a 6% fee for subdivisions.
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"ity of Y'olden Valley Parks, and Recreation
Seg eu� e �eathe�� Polte ”. a ii�d Prod dtares �'outh and .� dult thledits
The City of Golden Valley Parks and Recreation Department will use the following guidelines
and procedures when inclement weather occurs prior to or during city sponsored athletic
opportunities and private athletic groups utilizing City of Golden Valley Athletic Facilities. The
processes outlined within have been developed to protect all participants, staff, and spectators
involved in athletic opportunities in Golden Valley.
INCLEMENT WEATHER CONDITIONS
Severe Weather Warnings
The National Weather Service (NWS) will issue warnings when a severe thunderstorm or
tornado is occurring or imminent in the warming area. If a severe weather warning is issued
in the area, participants are advised to seek shelter
* * * The NWS does not issue warnings for lightning.
Severe Weather Siren
Sirens are used for severe weather warnings, as well as other situations when people should
take shelter. Weather-related sirens are triggered when the National Weather Service has
issued a tornado warning, and/or if there are reports of sustained straight-line winds in excess
of 70 mph in the vicinity of the siren,
* * * A11 sirens in Hennepin County sound at 1 p. m. on the 1' Wednesday of each month.
• "Flash -bang" Measurement
Used as a general method to determine the distance of existing lightening. Measuring time
between the flash of lightning and the crack of thunder to obtain the distance of the lightning.
* * * S seconds = 1 mile.
Unsafe Facility Conditions
The City of Golden Valley may cancel any programs, events, or activities utilizing City
Athletic Facilities at any time if unsafe conditions exist. These conditions may be caused by
weather or any other unforeseen circumstances. The City reserves the right to modify or
cancel program status at any time based on inclement weather or facility conditions.
INCLEMENT WEATHER PROCEEDURES
When a severe weather warning is issued for within a 10 mile radius of Golden Valley, all
programs, events, or activities utilizing City Athletic Facilities will be cancelled. Participants are
advised to seek shelter immediately.
Weather related decisions for programs, events, and activities utilizing City Athletic Facilities
shall be enforced on all facilities at the same location. Advisory communication from Golden
Valley's Weather Watch System will supersede all predetermined weather related decisions.
In the event of lightning and thunder, the status of athletic activities will be determined using the
following guidelines:
City Sponsored Athletics
•thunder,- o
.-. . r _ the electronic -sources available in the Pro Shop.
Brookview Golf Course to determine lightning distance, if those resources are unavailable,
the Flash -Bang guideline outlined above shall be used. If the time is 30 seconds or less
activities will be postponed d participants are advised to seek shelter.
* Activities less +! minutes in lengthbe - -r at the onset of postponement due
to lightning. All other activities should not be restarted for at least 30 minutes after the most
recent lightning strike is seen.
City
opr --
City Sponsored Adult Athletics
• If lightning is within six miles, with or without hearing thunder, all activities on location
shall be suspended. Staff may utilize the electronic resources available in the Pro Shop at
Brookview Golf Course to determine lightning distance, if those resources are unavailable,
the Flash -Bang guideline outlined above shall be used. If the time is 30 seconds or less
activities will be postponed and participants are advised to seek shelter.
• Activities less than 45 minutes in length will be cancelled at the onset of postponement due
to lightning. All other activities should not be restarted for at least 20 minutes after the most
recent lightning strike is seen.
Private User Groups
Each organization utilizing City Athletic Facilities is encouraged to develop and implement a
weather policy specific to their organization and followed in case of inclement weather.
If no organization weather policy exists, organization are expected to follow the guidelines
issued by their governing body or the Minnesota State High School League.
City Athletic Facilities may be closed to user groups at the discretion of City of Golden
Valley staff due to conditions, water saturation, or safety at any time.
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BYLAWS
Open Space and Recreation Commission (OSRQ
Article I: Purpose, Mission, and Prescribed Duties
The mission of the Open Space and Recreation Commission shall be to advise and recommend to the Council
as to recreational programs, parks, and open space in the community. Specifically, the Commission shall:
Develop and make recommendations to maintain and update the portion of the Comprehensive Plan
relating to open space needs, parks and recreation programs, and trail systems;
Develop and periodically review policies and plans for parks, recreation programs, use of open space,
and trail systems;
Periodically update an assessment of current programs regarding open space, parks and recreation,
and trail systems;
Periodically update an assessment of future needs regarding parks and recreation, open space, and
trail systems;
Advise the Council on cooperative agreements, policies with other public and private agencies, groups
or individuals relative to recreational programs and facilities; and,
Advise Council on budget and capital outlay needs for parks and recreation, Brookview Golf Course,
and park improvement fund.
Article III: Membership, Appointments, Terms, and Officers
A. Membership
The Commission shall consist of nine regular members, and one voting youth member. Regular members
shall be qualified voters and residents of the City. Youth members shall live or attend school within Golden
Valley and enrolled in school grades nine through twelve. A vacancy shall be deemed to exist if a member
ceases to meet the residency requirements.
B. Appointment and Terms
Appointments are made effective May 1 of each year. The Council shall appoint regular members of the
Commission for three-year staggering terms. Youth members shall be appointed for a one-year term. The
terms of Commission members shall be fixed and determined at the time of appointment by the governing
ordinance. Emphasis in appointments will be based on knowledge of open space and recreation issues and
their relationships to the quality of life in the City. The City Council shall appoint the members of the
Commission and to fill vacancies for unexpired terms.
C. Officers
The Commission shall elect officers of Chair and Vice -Chair from the Commission membership by its voting
members at its regular annual meeting, (no later than the second meeting after May 1 in each year). The
Chair and Vice Chair positions rotate, and members may only serve two consecutive years as the Chair or
Vice -Chair. Should the office of Chair or Vice -Chair become vacant, the Commission shall elect a successor
from its membership at the next regular meeting and such election shall be for the unexpired term of said
office. Officers may also delegate the duties of their position to other Commissioners as deemed
appropriate by the Commission.
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Chair responsibilities:
work with staff liaison to develop meeting agendas;
• conduct and preside at all meetings in a productive and time -efficient manner;
• ensure the Commission conducts its activities within the stated mission and bylaws of the
Commission;
appoint Commissioners to subcommittees;
monitor and ensure the progress of the Commission; and
0 report to the City Council.
Vice Chair responsibilities:
• perform the duties of the Chair in the absence or incapacity of the Chair; and
• perform all other duties as prescribed by the Commission.
Article III: Meetings and Attendance
A. Meetings
All meetings of the Commission shall be conducted in accordance with the Minnesota Open Meeting Law
and City code. This means all business and discussion occurs at a meeting which has been posted and is
open to the public.
The presence of a majority of all regular members currently appointed to the Commission shall constitute
a quorum for the purpose of conducting its business and exercising its powers and for all other purposes.
In the event a quorum is not reached, a smaller number of members may meet to have informal
discussion, however, formal action shall not be taken and must be reserved for such time as when a
quorum of the Commission is reached. A quorum of the members should not discuss Commission business
by email, forms of social media, telephone, or informal meetings. Commission meetings may be cancelled
by the staff liaison if there are no items on the agenda for discussion.
The proceedings of meeting should be conducted using standard parliamentary procedure.
i. Regular Meeting
The regular meeting of the Commission shall be held on the fourth Monday of the month at
Brookview at 7:00 pm. The Commission may, by a majority vote, change its regular meeting dates
for any reason provided proper public notice of the changed meeting is provided.
ii. Annual Meeting
The Annual Meeting of the commission shall be a regular meeting, typically the first meeting after
May 1 of each year, at which time elections will be held.
iii. Special Meeting
A special meeting may be called by the Chair or whenever three members request the same in
writing. Staff shall give notice to each commissioner, at least three days prior to any special
meeting, of the time, place, and purpose of the meeting.
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B. Attendance
Absences in one year should not exceed three consecutive meetings or more than 25 percent of the total
meetings for the year. If a member is unable to attend a meeting, that member should contact the staff
liaison, who will inform the chair if a quorum cannot be attained and the meeting will be cancelled.
A standardized letter of warning will be sent from the City Manager's office to any member after two
consecutive or two total absences for groups meeting once a month. For those meeting twice a month the
letter would be sent from the chair after two consecutive or five total absences. If a member exceeds the
allowable number of absences the City Manager's office will send a standardized letter stating the
member must step down because of the importance of regular attendance and the number of citizens
interested in serving. If the City Manager's office feels there are extenuating circumstances in a case of a
member who has not met the attendance requirements, an exception can be made.
Article IV: Rules
_._.11 u:�°. f°fi,p
___Ir°n.i
AIIU minu,nt „sand resolutions shall) be in wiriituin andshall iaee with
...wit 1yocedur
II' innunp nota Statute crud Rules re. ,ardfin core-geir adon of Ir�ulEalloc irecoirds aind,the Minnesota Il ata aL Pir vApt.
B.. Work Plain
The Coir�nirr7b�s i l diraft am annuall work pVgn tl� t details actiivities and2[glected tumeliines for the
2PcoirnUnp;
C. AiI Report
The C(.:)nnrnii,��usiior-u sll all) su,.ulbimit an a¢i¢ivaU r(booirt to tlhn:a Ciit Coujiruclill suirnnirnariizin, t4�'ne oas'Ih veer°s activities.
The re .
:Hort irn ua hi„WuVii. Il�t Unfoirmat'uon the Coirnrnis scorn UTepll;� a .....!p.p...�.:�.... q.... ;a�,g....M ...: ; u Cit,....!C;�..�.U::a.�:b.P........
U. Performance of Duties
Cornrirniissiioirne s �rp_p r p� tt dequatell ire are I=oir me ti11 s, Qrgrn issipn irs�giIIle t gir��U t� pim
as.sB .. nngd task should irrloti the commissiion char pr uLlbppira7ir�itt p �k� iiir p sr��rr� s��ossiibUe. The
Commiission bu y a the City Council to review orr�fitt'nII��IIo n lr"� �rn�r�niiirn�tirn irnt Ibased u . on lits assessment
" i°�, _ _________
of sli,,mlf „�m�...,lar:k of �erfo �inrpar�c�:..
Article V: Amendments and Revisions
The Commission will review these bylaws no later than the second meeting after May 1 in every three years.
Members may present recommendations for changes and amendments. These bylaws can be altered or
amended at any regular monthly Commission meeting with a majority of members present, provided that
notice of the proposed changes and amendments is provided to each member at least ten business days
before the meeting. The Council must review and approve any changes to, and has final authority regarding,
these bylaws.