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1992CITY OF HOPKINS PARK BOARD MEETING MINUTES OF JANUARY 27, 1992 The regular meeting of the Hopkins Park Board was held on January 27, 1992, in the Council Chambers at City Hall. I. Chairperson Darrel McAnnany called the meeting to order at 7:00 p.m. II. ROLL CALL Present were Park Board members; Darrel McAnnany, Bill Schumacher, Ben Cohen, Paul Ahles, Tom Schmidt and Council Liaison; Chuck Kritzler. Also present was staff member Ray Vogtman. III. MINUTES OF THE NOVEMBER 18, 1991 MEETING B. Cohen moved and B. Schumacher seconded a motion to approve the minutes of the November 18, 1991 meeting, on the vote D. McAnnany, B. Schumacher, B. Cohen, P. Ahles and T. Schmidt voted yes. The minutes were approved. V. BUSINESS A. NAME CHANGE - PARK VALLEY PLAYGROUND R. Vogtman updated the Board on a letter received from the Park Valley Association to remove their petition to change the name of Park Valley Playground. Discussion followed regarding the possibility of developing a policy to address this type of request in the future. T. Schmidt moved and P. Ahles seconded a motion to remove the petition to change the name of Park Valley Playground to Koppleman Park from consideration as requested by the Park Valley Association in their November 20, 1992 letter to the city. On the vote; D. McAnnany, B. Schumacher, B. Cohen, P. Ahles and T. Schmidt voted yes. The motion was approved. B. MAETZOLD FIELD UPDATE R. Vogtman reported that no new information was available regarding the grant application for Maetzold field. He was informed by the Dept. of Trade and Economic Development that no information would be given over the phone and that we would have to wait for a letter informing us as to our status. If this funding does not come through, we may apply for LCMR funds, at this time it was not known to staff what bond funds were still available for development. R. Vogtman also reported that the acquisition of the Maetzold property would go ahead as planned and is tentatively scheduled for March 2, 1992, funds are available for the purchase as planned. Park Board Minutes January 27, 1992 Page 2 C. TRAIL SYSTEM UPDATE R. Vogtman reported that meetings had been held with Hennepin County Railroad Authority, Hennepin Parks, and neighboring cities, regarding trails along the abandoned railroad right of way. Hopkins has been defined as a possible hub in the connection of these proposed trails. The portion to be designated within Hopkins would connect to Minnetonka at the Hwy #7 railroad bridge and continue along the railroad right of way to 8th Ave So. The trail would then follow 8th Ave So across Co Rd #3 connecting again to the railroad right of way heading into Chaska. Some parking issues along this route would have to be addressed, however, increased exposure to businesses in that area should compensate the loss of parking. Due to the importance of the Hopkins connection, funding should be made available through Hennepin Parks. This was good news to hear since the $15,000 budgeted amount for trails was cut from the 1992 budget. D. GENERAL PARK UPDATE R. Vogtman reported that the warm weather has caused some problems with maintaining the ice/hockey rinks. Striping has not been completed and boils have developed causing some odor problems. If weather continues to be mild, striping will not be completed. The Pavilion indoor soccer commitments have increased over last year and more adult teams have signed up. Also roller blade leagues have contracted for time after the soccer season ends. R. Vogtman updated the board on the budget status reporting that the proposed Pavilion budget was rejected and changes were made requiring the Pavilion to operate only on revenue generated. Open skating use has increased however does not generate as much as rental of that hour would. The Hopkins High school has been practicing at the facility and are very pleased with the facilities. Concession revenue has increased, however no group has expressed interest in running the concessions over the summer months so the city may manage it this summer. Trails are being cleared as time permits and we are looking into the purchase of equipment which will better maintain the trails. Park Board Minutes January 27, 1992 Page 3 E. HOPKINS WINTER FUN FEST JAN. 18 & 19 RECAP The memo which was prepared to recap this event was missing from the agenda. It will be mailed out with the minutes. R. Vogtman updated the board on the event and recommended changes if it held again next year. Staff time was made available for the event and compensated for by the Jaycees. Two problem areas which should be reviewed were, the tent installation, and the bonfire, due to possible damage to the park area. F. LCMR GRANT R. Vogtman reviewed the LCMR grant requirements. He reported that it is our intent to pursue submittal of grants for Maetzold Field, Reforestation and the fishing pier. Funds applied for would be approved in September of 1992 with funds available in January of 1993. LCMR Grant Information will be mailed along with the minutes. G. PARK AREA ASSIGNMENT REPORTS T. Schmidt reported that the sledding hill at Hilltop park was very fast and had numerous bumps. He asked about the possibility of removing some of the bumps to make it safer. R. Vogtman reported that we have no equipment that would groom this type of area. H. HOPKINS-MINNETONKA JOINT RECREATION BOARD No meeting has been held since November. The issue of indoor use of school facilities by adults was one topic at that meeting. I. NEW BUSINESS ITEMS No new business VI. NEXT MEETING The next regular meeting of the Park Board is scheduled for Monday, February 24, 1992 at 7:00 p.m. VII. ADJOURNMENT P. Ahles moved and T. Schmidt seconded a motion to adjourn. On the vote; Schumacher, McAnnany, Ahles, Cohen, and Schmidt voted yes. The motion was approved. The meeting adjourned at 8:09 p.m. ATTEST: Darrel McAnnany, Chair -pe son CITY OF HOPKINS PARK BOARD MEETING MINUTES OF FEBRUARY 24, 1992 The regular meeting of the Hopkins Park Board was held on February 24, 1992, in the Council Chambers at City Hall. I. Chairperson Darrel McAnnany called the meeting to order at 7:00 p.m. II. ROLL CALL Present were Park Board members; Darrel McAnnany, Ben Cohen, Paul Ahles, Tom Schmidt. Absent was member; Bill Schumacher, and Council Liaison; Chuck Kritzler. Also present were staff members Lee Gustafson, and Ray Vogtman. III. MINUTES OF THE JANUARY 27, 1992 MEETING B. Cohen moved and P. Ahles seconded a motion to approve the minutes of the January 27, 1992 meeting, on the vote D. McAnnany, B. Cohen, P. Ahles and T. Schmidt voted yes. The minutes were approved. V. BUSINESS A. MAETZOLD FIELD UPDATE L. Gustafson relayed to the Board more specific information on the failure to secure grant funds from the Dept. of Trade and Economic Development. R. Vogtman handed out a memo at the meeting outlining his discussion with Audrey Mularie, Grant Manager, regarding the rating of the grant application. R. Vogtman is of the opinion certain changes should be made if we intend to pursue these funds again next year. R. Vogtman recommended that the concept plan be returned to Westwood for review and possible changes made to make it more acceptable for funding. Discussion on possible changes followed. R. Vogtman will meet with Audrey Mularie to more clearly define deficiencies in the grant proposed. L. Gustafson reported that the purchase of Maetzold will go ahead as planned on March 2, however this will mean acquisition costs can no longer be included in the grant application. This means less money available for construction costs. After purchase the Parks division will take over maintenance and oversee the School District site work to remove transformers, some buildings and bleachers. Due to the lack of funding, only minor site work will be completed by Parks crews and Recreation will continue using the location as in the past until funds become available for construction. Park Board Minutes February 24, 1992 Page 2 Westwood will be contacted after R. Vogtman meets with Audrey Mularie to review the concept plan for changes. Revised concept plans may be available at the March meeting. After plan revisions have been approved by the Board, construction phases will be determined and that information made available at the April meeting. All storm sewer work is on hold until such time as funding is available. It was recommended that the Board consider a budget request for funding during the 1993 Budget process. R. Vogtman reported that the current Bond Referendum balance is $108,000 of which $88,000 is targeted for the third year park improvements. B. TRAIL SYSTEM UPDATE L. Gustafson reported on the status of the trails along the railroad right-of-way. Council met with members of Hennepin Parks to discuss the portion of a temporary trail within Hopkins connecting other areas of the system. As a result of this meeting the Mayor is sending a letter of support to Hennepin Parks for this project. The discussion at this meeting outlined the importance that Hopkins plays as a "hub" in connecting trails together. Hennepin Parks is allocating funds for the Sidewalk Bikeway/Walkway trail proposed for the Hopkins area. L. Gustafson explained that the "temporary trails" status of this project is due to the possibility of LRT using this right-of-way in the future. For this reason the trails will be made of crushed rock versus asphalt. The areas where HCRRA has leased out portions of the right-of-way, such as Town & Country Dodge and Action Rental, will be handled by delineating 15 feet of 100 foot right-of-way. C. PAVILION ISSUES L. Gustafson reviewed the memo regarding the changes recommended to Council regarding the Pavilion Policies. He explained last years problems and how these changes would address them. Summer management of the concessions was also discussed. Park Board Minutes February 24, 1992 Page 3 R. Vogtman reported that 22 teams have been signed up for indoor soccer, increasing participation well over last year. Ray expressed the positive impact this program should have on local business in Hopkins by bringing in people from many different cities. R. Vogtman also reported that the ice should be out of the Pavilion in mid-March. A roller blade league is scheduled to begin June 1st. R. Vogtman reported that Methodist Hospital has rented the Pavilion for it's Centennial Picnic on August 8th. It is estimated that 3000-4000 people will be in attendance and shuttle busses are scheduled to help handle the shortage of parking. This event should also have a positive impact on local business and give some exposure for the Pavilion. D. GENERAL PARK UPDATE R. Vogtman updated the Board on the closing of the warming houses and rinks relaying that the warm weather has continued to cause problems with maintenance and no further efforts to maintain them will be made this year. R. Vogtman had a sample of the Adopt -a -Park signs which will be placed along the Park Valley Trails indicating that the Park Valley Homeowners Association has adopted this area. The Board was updated that this area is the only one eligible for Adopt -a -Park status. E. PARK AREA ASSIGNMENT REPORTS None of the members had any comments on the specific parks within their responsibility. F. HOPKINS-MINNETONKA JOINT RECREATION BOARD D. McAnnany reported that the issues discussed included passing a school use policy which allows youth only the use of school facilities only from 6:00 p.m. to 9:00 p.m. This will require that all adult programs find other facilities to use during that time. P. Ahles reported that because of this new policy, Minnetonka is planning to do a facilities need study to determine building needs for all recreational programs. Also discussed was policies regarding Shady Oak Beach. No major changes were discussed. Park Board Minutes February 24, 1992 Page 4 G. NEW BUSINESS ITEMS No new business VI. NEXT MEETING The next regular meeting of the Park Board is scheduled for Monday, March 16, 1992 at 7:00 p.m. VII. ADJOURNMENT B. Cohen moved and P. Ahles seconded a motion to adjourn. On the vote; McAnnany, Ahles, Cohen, and Schmidt voted yes. The motion was approved. The meeting adjourned at 8:29 p.m. ATTEST: Darrel McAnnany, Chair-p(*rson CITY OF HOPKINS PARK BOARD MEETING MINUTES OF MARCH 16, 1992 The regular meeting of the Hopkins Park Board was held on March 16, 1992, in the Council Chambers at City Hall. I. Chairperson Darrel McAnnany called the meeting to order at 7:01 p.m. II. ROLL CALL Present were Park Board members; Darrel McAnnany, Bill Schumacher, Paul Ahles, Tom Schmidt and Council Liaison; Chuck Kritzler. Absent was member; Ben Cohen. Also present were staff members Lee Gustafson, Dick Wilson, and Ray Vogtman. III. MINUTES OF THE FEBRUARY 24, 1992 MEETING B. Schumacher moved and P. Ahles seconded a motion to approve the minutes of the February 24, 1992 meeting. On the vote; D. McAnnany, B. Schumacher, P. Ahles and T. Schmidt voted yes. The minutes were approved. V. BUSINESS A. PARK BOARD APPOINTMENTS AND ELECTIONS L. Gustafson reviewed with the Board, the proposed Park Board By-laws. Some questions and changes were discussed. L. Gustafson suggested the Board continue their review of the By-laws and table this matter to the next meeting. P. Ahles moved and B. Schumacher seconded a motion to table approval of the By-laws until a later meeting. On the vote; D. McAnnany, B. Schumacher, P. Ahles and T. Schmidt voted yes. The motion was approved. B. TRAIL SYSTEM UPDATE Lee reviewed the memo relaying Council support of the Temporary Regional Trails. It appears we will have to wait until the status of support from surrounding cities is determined before any new information is available. Funding is to be borne by Hennepin Parks, so pending budget cuts should not affect this project. Another issue impacting the trails is the County Road 3 improvements. Staff will keep the board informed as new information becomes available. Park Board Minutes March 16, 1992 Page 2 C. MAETZOLD FIELD UPDATE R. Vogtman reviewed information on the Maetzold grant, going into detail on items where points were lost in the ranking process. Ray reported that the application process has changed somewhat for next year and our concept plan will be reviewed for changes which will possibly increase points. It would be beneficial to hold off on the purchase of Maetzold until April 1993 to allow the purchase to be included in a new grant application, however, staff has not researched this possibility. T. Schmidt questioned whether other grants might be available and suggested other possible alternatives. He indicated that members of the Little League were upset with the fact that the funds originally targeted for Maetzold development were no longer available. R. Vogtman explained that this was partially due to the fact that approximately $250,000 in funding, promised by the Raspberry Festival & Jaycees, was never received. Staff will be reviewing this matter and keep the Board updated as to its progress. D. RECREATION UPDATE D. Wilson presented an update on the recreational activities and how proposed budget cuts may affect those programs. Elimination of warming house use next year, and limiting use of the Activity Center this summer, are definite possible cuts in services. Direction was given from Hopkins City Manager to make sure service cuts which are made, affect only Hopkins programs unless any cuts which will impact Minnetonka are discussed with Minnetonka first. With the Governors proposed cuts to municipalities reduction in programs provided is inevitable. E. PAVILION RATE INCREASE R. Vogtman reviewed information contained in the report, scheduled for the next Council meeting, on a rate increase for ice rental at the Pavilion. Ray congratulated his staff on the good job they have done promoting the Pavilion use and programs. Ray also informed the Board that Jay Strachota accepted an award in behalf of the Pavilion, which was voted the "Arena Excellence Award". Jay accepted the plaque which was presented at the High School Hockey Tournament. P. Ahles moved and T. Schmidt seconded a motion to recommend the ice rental rate increase. On the vote; D. McAnnany, B. Schumacher, T. Schmidt and P. Ahles voted yes. The motion was approved. Park Board Minutes March 16, 1992 Page 3 P. Ahles requested, and the Board supported his request, that staff prepare a letter of appreciation to the Pavilion staff. F. GENERAL PARK UPDATE R. Vogtman updated the Board on the Parking Lot south of Oakes Park. He met with the Alliant Tech real estate office who informed him that future expansion is proposed for the south side of the lot so that the northern part would be needed for parking. They do not anticipate selling the property. R. Vogtman reported that crews will be completing the Central Park project by installing benches and aglime and doing some final touch up needed as weather permits. Crews are working on getting other small projects completed now that the weather is improving. G. TERMS OF OFFICE FOR COMMISSIONERS McANNANY AND SCHUMACHER L. Gustafson reminded Darrel McAnnany and Bill Schumacher that their first terms expire in June 1992. He requested that they notify him at the next meeting if they do not wish to serve a second two year term, so that he can inform the City Council. H. PARK AREA ASSIGNMENT REPORTS D. McAnnany reported that the Blake trail area was in its normal condition for the season. L. Gustafson reported that high school students will be doing an Earth day project cleaning up the railroad right of way areas throughout Hopkins. Students will be supervised by volunteer parents, and local businesses and organizations. I. HOPKINS-MINNETONKA JOINT RECREATION BOARD No meeting was held. D. Wilson reported that the most significant issue effecting Hopkins would be the School Boards new policy regulations. J. FUTURE PROJECTS AND GOALS FOR PARK BOARD Lee requested that the Board develop some goals to work towards in the upcoming year. The trails which were previously identified by the Board as a goal have been somewhat taken over by the Hennepin Parks Regional Trail program. Park Board Minutes March 16, 1992 Page 4 D. McAnnany suggested it might be beneficial to publish how Bond Referendum funds were spent. Where the money went, where cost overages were and what was accomplished overall. The current status of the Hiawatha property is that the property will be purchased by the property owners and the cost assessed to them. The property will be given back to the city with the understanding that it be kept as urban forest land. Staff is recommending that this area be adopted by the Hiawatha Association to maintain. P. Ahles mentioned the Hiawatha property situation as an indication of a need to identify some urban forestry areas within the city. R. Vogtman reported that he has met with a group concerned about urban forests and has worked with them to identify some sites that might benefit from this. Ray has reviewed how other cities handle this through policy and ordinance, however the small size of Hopkins limits a need for a Tree Preservation Ordinance. G. NEW BUSINESS ITEMS No new business VI. NEXT MEETING The next regular meeting of the Park Board is scheduled for Monday, April 20, 1992 at 7:00 p.m. VII. ADJOURNMENT B. Schumacher moved and P. Ahles seconded a motion to adjourn. On the vote; D. McAnnany, B. Schumacher, P. Ahles, and T. Schmidt voted yes. The motion was approved. The meeting adjourned at 9:02 p.m. ATTEST : - ��i i Darrel 14cAnnany, Chair-perso CITY OF HOPKINS PARK BOARD MEETING MINUTES OF APRIL 20, 1992 The regular meeting of the Hopkins Park Board was held on April 20, 1992, in the Council Chambers at City Hall. I. Chairperson Darrel McAnnany called the meeting to order at 7:00 p.m. II. ROLL CALL Present were Park Board members; Darrel McAnnany, Bill Schumacher, Paul Ahles, Tom Schmidt, Ben Cohen, and Council Liaison; Chuck Kritzler. Also present were staff members Lee Gustafson, and Ray Vogtman. III. MINUTES OF THE MARCH 161 1992 MEETING P. Ahles moved and B. Cohen seconded a motion to approve the minutes of the March 161 1992 meeting. On the vote; D. McAnnany, B. Schumacher, B. Cohen, P. Ahles, and T. Schmidt voted yes. The minutes were approved. V. BUSINESS A. PARK BOARD APPOINTMENTS AND ELECTIONS L. Gustafson reminded the Board that this item was tabled from the last meeting due to the absence of one member and the need to have all present for discussion on this matter. After a brief review and discussion of the proposed By -Laws, P. Ahles moved and B. Cohen seconded a motion to approve the By -Laws effective May 1, 1992 excluding last sentence section 8.4 which reads "The member with the conflict shall be required to leave the room during the voting." On the vote; D. McAnnany, B. Schumacher, B. Cohen, P. Ahles and T. Schmidt voted yes. The motion was approved. B. PARK BOARD RE -APPOINTMENT OF DARREL McANNANY & BILL SCHUMACHER Both Mr. McAnnany and Mr. Schumacher indicated their desire to remain on the Park Board for a second term. Park Board Minutes April 20, 1992 Page 2 C. TRAIL SYSTEM UPDATE L. Gustafson informed the Board that staff is presently reviewing proposals that have been submitted by consultants to prepare a sidewalk/trail plan. It is anticipated that the sidewalk/trail plan will be reviewed by the Park Board possibly at the next meeting and at the June meeting. The Board was reminded that at last months meeting they reviewed a letter of support from the Mayor to Hennepin Parks for construction of temporary regional trails on LRT right-of- way. The city is waiting for a response from Hennepin Parks before proceeding on this matter. D. MAETZOLD FIELD UPDATE R. Vogtman informed the Board that Maetzold field was purchased by the city as of April 13th, 1992. Purchase included having a portion of the land deeded over to the city at no cost and the Hopkins Housing Redevelopment Authority purchased the remaining portion for $280,000. It is hoped that by having the HRA purchase Maetzold field that the city will be able to submit a grant for development of this field and include the acquisition costs in the grant application for possible funding. R. Vogtman further informed the Board that he will be scheduling the maintenance of Maetzold field since the city now owns it. His crews will be removing some of the fencing materials on the field and giving the park a general clean up including overseeding and fertilizing of the turf areas. E. LETTER OF APPRECIATION TO PAVILION STAFF D. McAnnany reminded the Board that he was directed at the last meeting to write a letter of appreciation to Pavilion staff for being honored as the fans choice in the Arena Excellence Balloting sponsored by Holmsten Arenas and Let's Play Hockey magazine. Chairman McAnnany also expressed thanks to the Hopkins Sailor for putting such a nice article in the newspaper on this matter. F. PAVILION RATE INCREASE R. Vogtman informed the Board that Council adopted the new rates for prime and non -prime ice rental. The rates will go into effect for the 92-93 season. Park Board Minutes April 20, 1992 Page 3 G. GENERAL PARK UPDATE A gentleman in the audience asked about the funding of the Maetzold Field project in relationship to the Park Bond Referendum. R. Vogtman gave a brief history of the Bond and the projects that have been completed and will be completed by the end of 1992. He further explained how the funding for Maetzold Field was impacted by other projects and also by the delay in the purchase of the field. Ray informed the Board that the city recently received a $5,000 donation from the Hopkins VFW for purchase and construction of a monumental flag pole for Central park. The VFW annually gives the city money for purchase of flags and this year gave the city a larger donation to cover the flagpole construction. The Board expressed their deepest gratitude to the VFW for this donation. H. PARK AREA ASSIGNMENT REPORTS P. Ahles stated that there is some sod damage along Buffer park and that the Fire department recently responded to a grass fire at Valley park in the wetlands area. R. Vogtman informed Mr. Ahles that the Buffer park grass areas would be repaired by his crews in the near future. T. Schmidt recently toured Hilltop park and wondered if adjacent residents were abusing parking privileges in this area. R. Vogtman informed Mr. Schmidt that he had not seen any abuse of that nature to date but that he would continue to monitor it. D. McAnnany asked R. Vogtman when the hockey boards would be removed at Interlachen park. R. Vogtman informed him that as soon as the soil had a chance to dry out the boards would be removed. B. Schumacher asked R. Vogtman if there were plans to fill the small gaps in the new sod at Central Park. R. Vogtman responded that this task as well as many others were scheduled for completion at Central Park this week. B. Cohen expressed his deepest praise of Pavilion staff on the recent card show they hosted over the weekend. Park Board Minutes April 20, 1992 Page 4 I. HOPKINS-MINNETONKA JOINT RECREATION BOARD D. McAnnany updated the Board on new discussions that have been held regarding the joint use of school facilities by the School District and the Hopkins -Minnetonka Recreation programs. He further stated that there is a possibility that a committee will be formed with the School District to work on scheduling problems. J. NEW BUSINESS ITEMS 1. The Park Board reviewed a letter from David Weiler that was sent to Steve Mielke regarding concerns he had with the trail system in Hopkins and Minnetonka. The Board felt that many of Mr. Weiler's concerns would be addressed after the regional trails are constructed in Hopkins which includes Police enforcement by Hennepin Parks. T. Schmidt moved and P. Ahles seconded a motion acknowledging receipt of the letter. On the vote; D. McAnnany, B. Schumacher, B. Cohen, P. Ahles and T. Schmidt voted yes. The motion was approved. VI. NEXT MEETING The next regular meeting of the Park Board is scheduled for Monday, May 18, 1992 at 7:00 p.m. VII. ADJOURNMENT P. Ahles moved and B. Schumacher seconded a motion to adjourn. On the vote; D. McAnnany, B. Schumacher, P. Ahles, B. Cohen, and T. Schmidt voted yes. The motion was approved. The meeting adjourned at ????? p.m. ATTEST: Darrell,McA nany, Chair-persq CITY OF HOPKINS PARK BOARD COMMISSION BY-LAWS ARTICLE I - IDENTITY 1.1 This organization shall'be known as the City Park Board Commission of the City of Hopkins. 1.2 The administrative offices and mailing address of the Commission shall be City Hall, 1010 First Street South, Hopkins, Minnesota 55343. ARTICLE II - ORIGIN AND POWERS 2.1 The City Park Board Commission was created by Ordinance No. 335. The Commission serves in an advisory capacity to the Hopkins City Council. ARTICLE III - DUTIES AND OBJECTIVES 3.1 The Objectives of the Commission are to advise the Council in conducting a public recreation program for the city and its immediate vicinity and to that end shall advise in the providing, conducting and supervising of recreation areas, facilities, services and programs for public recreation in its broadest sense, including playgrounds, parks, playf ields, swimming pools, beaches, camps, indoor recreation centers, and any and all other recreation facilities and activities either within or outside the corporate limits of the city upon property under the custody and management of the city or on other public or private property with the consent of the owners of such property. To bring about the achievments of these objectives the Commission shall: (a) establish objectives and policies, (b) make development plans, (c) increase public understanding and practices and policies, (d) (e) (f) acceptance of co-ordinate actions of the Hopkins/Minnetonka Joint Recreation Board, make recommendations relating to acceptance of Park Dedication land or funds, advise the Council in the operation of parks and recreation areas and facilities now owned or hereafter acquired by the city, and may advise the city to enter into agreements of a cooperative nature with other public and private agencies, organizations or individuals when in the judgement of the board, such procedure would prove advantageous, Park Board Commission By -Laws Page 2 (g) review all matters relating to or affecting the physical development of Park and Forestry land in the city, (h) serve as a forum for citizen, business, and community involvement and expression on the above mentioned elements. ARTICLE IV - MEMBERSHIP 4.1 Number. Said Commission shall consist of five persons who have been a resident of the city for one year or more on the date of appointment, (ii) the Public Works Director, and City Council member, as ex -officio members. Each member except the Public Works Director and City Council member shall have the right to vote on all matters before the Commission. Citizen member terms of office shall be for two years. 4.2 Terms. Three citizen members shall be appointed on July 1st of each odd numbered year and two shall be appointed on July 1st of each even numbered year. Citizen members appointed to complete a current term of office shall be considered to have served a term of office if the appointment is to an office which is less than half completed. If the appointment is to an office which is more than half completed the appointment will not be considered a term of office. Citizen members shall serve no more than two consecutive terms of office. The Council member shall serve for a term of one year and may be eligible for a consecutive 1 year reappointment. 4.3 Removal. Members may be subject to removal by the Mayor, for cause, but only after Council approval, after notice and opportunity for a hearing before the Council. 4.4 Absenteeism. If any member fails to attend four regular meetings of the Commission per year, notice of such failure may be cause for removal and forwarded by the Chair to the Mayor and Council with the request for removal of such members from the Commission. 4.5 Expenses. Members shall serve without salary, but cost of sending notices, preparing and distributing minutes and other clerical expenses shall be paid by the city from the general fund together with such extraordinary expenses as are authorized by the City Council. ARTICLE V - OFFICERS AND DUTIES 5.1 Titles. The elected officers of this Commission shall be a Chair and Vice -Chair. The position of Secretary shall be held by the Public Works Director or his designee. Park Board Commission By -Laws Page 3 5.2 Duties of the Chair. The Chair shall preside at all meetings, appoint committees, rule on procedural questions subject to reversal by a two-thirds vote of members in attendance, exercise the same voting rights as the other commissioners, assist City Administration in preparing annual Commission budget, and carry out such other duties as are assigned by the Commission. 5.3 Duties of the Vice -Chair. The Vice -Chair shall act in the absence or inability of the Chair to act and in such instances shall have the powers and functions of the Chair. 5.4 Duties of the Secretary. The secretary shall oversee the notifying of all members of meetings, drafting and circulating agendas, keeping on file all official records and reports of the Commission, keeping written record of Commission meetings, transactions and actions, serving require notices of all public hearings, and public meetings, maintaining and circulating information and carrying out such other duties as are assigned by the Commission. ARTICLE VI - ELECTION OF OFFICERS 6.1 Term. Offices of Chair and Vice -Chair shall be nominated by motion and elected by verbal voting at the annual meeting of the Commission. Terms of office shall be for one year and no member shall hold the office of Chair or Vice -Chair for more than two years consecutively. Officers shall serve until replaced by a duly elected officer in accordance with these procedures. The office of the Secretary shall be held by the Public Works Director or his designee for the length of their employment by the city. 6.2 Ma'ority Required. Candidates for office receiving a majority vote of the entire voting membership (three) shall be declared duly elected. 6.3 Date of Office. Newly elected officers shall take office immediately upon election. 6.4 Vacancies. Vacancies occurring in offices of the Commission shall be filled forthwith by regular election procedure. ARTICLE VII - MEETINGS 7.1 Annual Meetings. An annual organizational meeting shall be held at the regular meeting in July of each year. Election of officers shall be conducted and proposed amendments to by-laws may be acted upon. Park Board Commission By -Laws Page 4 7.2 Regular Meetings. Regular meetings of the Commission shall be held on the third Monday of each month at a time and place agreed upon by the Commission at a prior meeting. In the event that the regular meeting date falls on a legal holiday, the meeting shall be rescheduled as the Commission deems appropriate. 7.3 Special Meetings. Special meetings may be called at the discretion of the Chair, or by the written request of at least three members who shall convey such request to the secretary. 7.4 Notice of Meetings. Notice in writing of annual meetings setting forth the time and place thereof shall be delivered to all Commission members at least twenty days in advance of such meetings; notice in writing of each regular meeting shall be sent to all Commission members at least four days in advance of such meeting and notice in writing of any special meeting shall be sent to all Commission members at least five days prior to such meeting and shall state the time, place and purpose and agenda of such meeting. ARTICLE VIII - MEETING PROCEDURE 8.1 Agenda. The agenda for each meeting of the Commission shall be developed in writing by the secretary of the Commission. Order of business at regular meetings shall be generally as follows: 1) Call to order. 2) Roll call or determination of quorum. 3) Consideration of minutes. 4) Public hearings. 5) General Business. 6) General Park Update. 7) Park Area Assignment Reports. 8) Hopkins/Minnetonka Joint Recreation Board Reports. 9) New business items. 10) Next meeting date. 11) Adjournment. 8.2 Rules of Order. Unless otherwise specifically designated, Roberts Rules of Order, as most recently revised, shall govern meeting procedures. However, deliberative sessions of the Commission shall be conducted as informally as possible. 8.3 Quorum. A majority of the membership of the Commission (three) shall constitute a quorum for meeting purposes; however, no less than two affirmative or negative votes shall be required to transact business or make binding decisions on behalf of the Commission. Park Board Commission By -Laws Page 5 8.4 Conflict of Interest. Whenever a Commission member shall have direct or indirect personal or financial interest in a matter before the Commission, such member shall declare such interest and shall not participate in any hearing on said matter; shall absent themselves from all deliberative sessions or Commission discussion on said matter; and shall in no event vote upon said matter. When there is question as to the existence of a conflict of interest, the Chair shall make ruling thereon. 8.5 Suspension of Rules. The Commission may temporarily suspend its rules by a three-fourths vote of members in attendance. 8.6 Dispensation. A motion must be made and voted upon in order to dispense with any item on the agenda. No binding or final action shall be taken on any agenda matter except at public, annual, regular or special meetings. 8.7 Non -Agenda Matters. No binding or final action may be taken on any matter not on the written agenda except by unanimous vote of the members in attendance or three-fifths vote (three) of the entire membership. 8.8 Continuing. A continuing motion if passed has the effect of laying the matter over until the next regular meeting unless otherwise specified. 8.9 Tabling. A tabling motion if passed has the effect of laying the matter over indefinitely or until removed from the table. ARTICLE IX - PUBLIC HEARING PROCEDURE 9.1 Time Limits. The proponents and opponents of any matter shall be limited to a total presentation period of thirty minutes each. 9.2 Order of Appearance. The proponents shall proceed first, and no person shall speak more than once on a matter before the Commission unless in answer to a question by a Commission member or staff member or following suspension of the rules, except that the propponents of the matter or his representative may be granted not more than seven minutes to rebut the opposition presentation. 9.3 Termination of Hearing. Upon close of public hearing no further presentation shall be allowed except upon suspension of the rules. Park Board Commission By -Laws Page 6 ARTICLE X - SPECIALIST 10.1 Special Committees & Observers. The Chair may appoint such special committees and Chairpersons thereof as he/she may from time to time deem necessary. ARTICLE XI - AMENDMENT OF BY-LAWS 11.1 Amendment Procedure. These by-laws and rules of procedure may be amended at any regular meeting by three-fifths vote of Commissioners in attendance and notice and copies of any proposed amendments shall be given all Commissioners along with meeting notice. Each Commissioner will receive at least thirty days written notice of intent to amend, including the date, time, and place such amendment will be voted on, and an exact copy of the amendment as proposed. Amendments require three-fifths vote of the entire membership (three) of the Commission passage; and in such instance only, Commission members will be allowed to vote by written proxy. ARTICLE XII - EFFECTIVE DATE 12.1 These by-laws shall take effect May 1, 1992 and shall supersede all by-laws which might have been earlier established for the Park Board Commission of Hopkins. CITY OF HOPKINS PARK BOARD MEETING MINUTES OF MAY 181 1992 The regular meeting of the Hopkins Park Board was held on May 18, 1992, in the Council Chambers at City Hall. I. Chairperson Darrel McAnnany called the meeting to order at 7:05 p.m. II. ROLL CALL Present were Park Board members; Darrel McAnnany, Bill Schumacher, Paul Ahles, Tom Schmidt, Ben Cohen, and Council Liaison; Chuck Kritzler. Also present were staff members Lee Gustafson, and Ray Vogtman. III. MINUTES OF THE APRIL 20, 1992 MEETING P. Ahles moved and B. Cohen seconded a motion to approve the minutes of the April 20, 1992 meeting. On the vote; D. McAnnany, B. Schumacher, B. Cohen, P. Ahles, and T. Schmidt voted yes. The minutes were approved. V. BUSINESS A. USE OF CENTRAL PARK FOR JAYCEES TENT DANCE L. Gustafson informed the Board that the Jaycees were interested in having a tent dance at Central Park for Raspberry Festival. Due to problems with the Winter Fun Fest held in January this item was being presented to the Board for review. However, since the original request the Jaycees have chosen to place their tent within the hockey boards at Central Park so this should eliminate any problems. B. TRAIL SYSTEM UPDATE Lee updated the Board on trails informing them that Westwood Professional Services will be preparing maps of our trail system including the trail areas for the Regional Trail system. We have not met with Hennepin Parks recently, but assume they are working with other cities to coordinate the trails in other areas. C. MAETZOLD FIELD ISSUES Maintenance Update R. Vogtman updated the Board on maintenance at Maetzold Field; Park Board Minutes May 18, 1992 Page 2 o Bleachers and transformers have been removed by school district personnel. o Park crews completed spraying, mowing, lining fields and infield dragging, however irrigation system needs work. o Some fencing has been removed in the NE corner, and additional fencing will be removed to eliminate pedestrian flow problems which in the past have interrupted games. o Tennis courts will be removed in the near future. The school district is still working on moving their belongings out of all the buildings at Maetzold. Development Discussion L. Gustafson updated the Board on staff's recommendation for a two field site plan for Maetzold in an effort to increase the chances of receiving grant funding. He reviewed site drawings of both the two and three field concepts highlighting changes made. During discussion field sizes were mentioned, as well as parking needs, and safety issues. T. Schmidt asked about the possibility of making the parking area smaller to make more room for a third field. R. Vogtman responded that Westwood Professional Services recommended the parking lot size and that decreasing its size could impact the nearby residential neighborhood and grant funding. Though it is not an unchangeable feature it is not recommended to decrease the parking area size. L. Gustafson reviewed the CIP for this project which includes $280,000 for acquisition, $25,000 for storm sewer and $100,000 a year for the next four years for site improvements. The project was phased to spread out the general fund costs. L. Gustafson asked the Board to consider a motion recommending this to Council. T. Schmidt asked how the city would respond to a request from the Little League to fund a project to add lights to MB Hagen field. P. Ahles questioned whether the city could justify allocating funds for improvements to private property and was concerned about the impact of developing MB Hagen field when the sale of that property was to go towards development at Maetzold. T. Schmidt responded that the donation was offered based on the original 3 field site plan and with a reduction to two fields the Little League could not sell MB Hagen field. B. Schumacher asked staff if the Pavilion costs exceeded budget by $200,000 that was anticipated to go towards Maetzold development. R. Vogtman responded that the Pavilion was not $200,000 over budget, but that all Bond Park Board Minutes May 18, 1992 Page 3 Referendum projects had some overages. That, and the fact that the Raspberry Committee did not come through with their proposed donation affected funds available for development of Maetzold field. C. Kritzler suggested that the Little League prepare a request for Council during the budget review for lights at MB Hagen field. Other private organizations have sought funds from the city and been successful. P. Ahles asked staff whether it would be possible to submit the grant based on the 2 field site plan but later if grant funds are not approved go back to the 3 field site plan and phase development over a longer period. Staff responded that this was possible. L. Gustafson stated that it was staff's intent at this meeting to review the two concept plans and determine which one the Board wanted to move forward with. He suggested that plan 2 be submitted for grant funding after review by users. If it fails a move to the original plan 3c could be accomplished. There is time to meet with local user groups before deciding which plan to submit for a grant. T. Schmidt reinforced the Little League's stand on a need for 3 fields. By reducing to 2 fields they need to keep MB Hagen field and add lights. They can support the 2 field plan if it increases grant approval changes and shortens up development time. B. Schumacher moved and Paul Ahles seconded a motion to have one more meeting with various user groups to get feedback on the new site plan in an effort to eliminate expensive changes later. Discussion followed. On the vote; D. McAnnany, B. Schumacher, B. Cohen, P. Ahles, and T. Schmidt voted yes. The motion was approved. Tom Schmidt acknowledged John Thoreson who was in the audience. Mr. Thoreson relayed his Little League experience to the Board and expressed concern about the shortage of Little League fields available to the Hopkins Little League and the future of Little League in Hopkins because of this. He reminded the Board of the efforts of Little League volunteers in helping to get the Bond Referendum passed and his feeling that their efforts were solicited on the basis that a Little League complex would be built on Maetzold field. T. Schmidt moved and B. Cohen seconded a motion to submit the portion of the CIP, as prepared by staff, relating to Maetzold Field to Council for approval. On the vote; D. McAnnany, B. Schumacher, B. Cohen, P. Ahles, and T. Schmidt voted yes. The motion was approved. Park Board Minutes May 18, 1992 Page 4 D. CAPITAL IMPROVEMENT AND BUDGET REVIEW R. Vogtman and L. Gustafson reviewed all other CIP request which are proposed for the Parks division. Discussion followed. P. Ahles moved and B. Cohen seconded a motion to submit CIP relating to all park improvements, as prepared by staff, to Council for approval. On the vote; D. McAnnany, B. Schumacher, B. Cohen, P. Ahles, and T. Schmidt voted yes. The motion was approved. E. GENERAL PARK UPDATE L. Gustafson reported that the Hopkins West Junior High students did a nice job cleaning up the Railroad right of way trail area during their Earth Day project. R. Vogtman reported that the Hockey rink has been removed at Interlachen Park. All Park areas have been fertilized, sprayed, mowed, seeded and irrigation systems in service. The seeding at Central Park is improving and sod taking well in ballfield areas. F. PARK AREA ASSIGNMENT REPORTS Plaza maintenance was discussed and staff reported that it is expected that at some point soon, this will be handled by the Parks division. B. Schumacher asked about improving the areas where skating rinks were. R. Vogtman responded that they have been sprayed and will be seeded. G. HOPKINS-MINNETONKA JOINT RECREATION BOARD D. McAnnany updated the Board that all Hopkins Joint Board members will be taking a tour of Minnetonka's parks in order to have a better idea of other park and recreation issues. H. NEW BUSINESS ITEMS 1. R. Vogtman reported that the play equipment at Central Park is being monitored to correct the problem of foul balls hit into the play area. Monitoring is being done to determine the traffic pattern of the foul balls for placement of a net. Funding and placement of the net has not yet been determined. 2. B. Schumacher asked about the possibility of padding another one of the light poles in Field #1 at Central Park. R. Vogtman responded that he did not feel it was a danger and that the cost of a pad is $500. Park Board Minutes May 18, 1992 Page 5 3. L. Gustafson updated the Board on the meeting with local residents regarding the maintenance issues with the 2nd Ave So berm. 4. L. Gustafson informed the Board that Council has requested that the Park Board again review the Hiawatha tree issue. VI. NEXT MEETING The next regular meeting of the Park Board is scheduled for Monday, June 15, 1992 at 7:00 p.m. VII. ADJOURNMENT B. Cohen moved and B. Schumacher seconded a motion to adjourn. On the vote; D. McAnnany, B. Schumacher, P. Ahles, B. Cohen, and T. Schmidt voted yes. The motion was approved. The meeting adjourned at 9:29 p.m. ATTEST: Darrel McAnnbny, Chair -person CITY OF HOPKINS PARK BOARD MEETING MINUTES OF JUNE 15, 1992 The regular meeting of the Hopkins Park Board was held on June 15, 19921 in the Council Chambers at City Hall. I. Vice -Chairperson Bill Schumacher called the meeting to order at 7:02 p.m. II. ROLL CALL Present were Park Board members; Bill Schumacher, Paul Ahles, Tom Schmidt, Ben Cohen, and Council Liaison; Chuck Kritzler. Absent was Chairperson; Darrel McAnnany. Also present was staff member Ray Vogtman. III. MINUTES OF THE MAY 180, 1992 MEETING P. Ahles moved and B. Cohen seconded a motion to approve the minutes of the May 18, 1992 meeting. On the vote; B. Schumacher, B. Cohen, P. Ahles, and T. Schmidt voted yes. The minutes were approved. V. BUSINESS A. HIAWATHA WOODS ISSUES R. Vogtman reviewed the issues contained in a memo from Lee Gustafson, regarding the Hiawatha woods property. The following issues were addressed: Use of the Property. Present in the audience was Joey Carlson of 513 Hiawatha, who spoke in behalf of the Minnehaha Oaks Association. He emphasized the desire of this organization to keep the property in its present, natural state and asked that a barrier be built to prevent dumping and encroachment from Ramsgate. Also present was Ed Strong of 505 Hiawatha who expressed concern over wording in the agreement which leaves open the possibility of future development of the property. Acting Chairperson Schumacher, responded that the Park Board is only a recommending body and has no involvement in how the agreement is set up between the city and Minnehaha Oaks Association. T. Schmidt moved and B. Cohen seconded a motion to recommend to Council that the property be left in its natural state. On the vote; B. Cohen, T. Schmidt, P. Ahles and B. Schumacher voted yes. The motion was approved. Park Board Minutes June 15, 1992 Page 2 Property Encroachment. A letter from Mr. & Mrs. Isaak and lot description of the property at 434 Hiawatha Avenue was handed out to Board members. Mr. & Mrs. Isaak were present to address this issue which deals with their encroachment on the Hiawatha woods property. Mr. Isaac relayed to the Board his prior unsuccessful attempts to have this property deeded to him. A short discussion followed after which, P. Ahles moved and B. Cohen seconded a motion to recommend to Council that the Isaac's petition the city to have this land deeded over to them at terms and conditions yet to be determined. On the vote; B. Cohen, T. Schmidt, P. Ahles and B. Schumacher voted yes. The motion was approved. Public Access and Use. Concern over use of the area and the parking restrictions was discussed. The Board did not see any need to change the parking restrictions at this time. B. Cohen moved and P. Ahles seconded a motion to recommend that the parking restrictions of this area remain unchanged. On the vote; B. Cohen, T. Schmidt, P. Ahles and B. Schumacher voted yes. The motion was approved. Name of Property. It was the opinion of the Board that the neighborhood association should discuss this issue and get back to them with their recommendations at one of the next two meetings. Maintenance. Staff relayed to the Board and to the Minnehaha Oaks Association members that were present, that City staff would be hard pressed to maintain this area other than to deal with dead or damaged trees. R. Vogtman suggested that the Minnehaha Oaks Association possibly adopt this area through our adopt -a -park program. The members stated that they would discuss this at a meeting with other members. Bollards. No action was taken to recommend to Council that bollards be placed on the westerly edge of the property to prevent encroachment and dumping by Ramsgate. B. TRAIL SYSTEM UPDATE R. Vogtman updated the Board on new information received in regard to the trail system along the railroad right-of-way. A map and planning study outlining where the trails would run and connect throughout Hopkins and surrounding communities was supplied to Board members for review. Park Board Minutes June 15, 1992 Page 3 C. MAETZOLD FIELD ISSUES Maintenance Update R. Vogtman updated the Board on maintenance at Maetzold Field; o Fields are being dragged and lined daily o Park crews continue to work on damaged irrigation system o Bleacher pillars and most of the infield fence have been removed Board members commented on how good the site looks. Development Discussion R. Vogtman updated the Board that users have been asked to supply input on the new 2 field design for Maetzold. We are still waiting for their responses which will be shared with the Board when received. T. Schmidt asked staff to find out how long must a grant project remain unchanged after completion with grant funding. R. Vogtman will report on this issue at the next meeting. D. PAVILION ADVERTISING The City Manager asked that the Park Board review the concept of advertising on the hockey boards in the Pavilion. B. Cohen and B. Schumacher, both had concerns that this type of advertising would detract from the prestigiousness of the award winning facility. B. Cohen asked if there was a strong need to generate revenue in this manner. R. Vogtman responded that at this time the Pavilion was generating enough revenue to function without outside funds, however some cancellations in dry floor events are projected in 1992 and this may cause problems meeting budget expenses. R. Vogtman also reminded the Board that any future expansion of the mezzanine would have to be funded with either donations or budget funds in excess of expenses. B. Schumacher asked if this item could be tabled. R. Vogtman stressed that if the Board was to recommend advertising, there was a need to start things in motion before the next meeting. P. Ahles moved and B. Cohen seconded a motion to not recommend the City Manager's proposal. On the vote; B. Cohen. T. Schmidt, P. Ahles and B. Schumacher voted yes. The motion carried. Park Board Minutes June 151 1992 Page 4 E. GENERAL PARK UPDATE R. Vogtman updated the Board on the landscape work being done by Tree Trust crews around the City Hall. He also reported that the foul ball net is up and being monitored at Central Park Field #1 and that crews are caught up on mowing of all parks and city areas. F. PARK AREA ASSIGNMENT REPORTS None. G. CENTRAL PARK FIELD #2 DISCUSSION R. Vogtman updated the Board that residents along 13th Avenue South have expressed concerns in regard to the foul balls hitting buildings and parked cars along 13th. Staff is monitoring this situation and expects to expend $3-4,000 installing a net to solve the problem. H. HOPKINS-MINNETONKA JOINT RECREATION BOARD No meeting was held. H. NEW BUSINESS ITEMS 1. B. Schumacher presented staff with a memo and letter from Dick Wilson and the School District asking the Park Board to develope a policy outlining scheduling and use of Maetzold Field. VI. NEXT MEETING The next regular meeting of the Park Board is scheduled for Monday, July 20, 1992 at 8:10 p.m. VII. ADJOURNMENT T. Schmidt moved and P. Ahles seconded a motion to adjourn. On the vote; B. Schumacher, P. Ahles, B. Cohen, and T. Schmidt voted yes. The motion carried. The meeting adjourned at 8:10 p.m. ATTEST: Dr. -Bill -Schumacher, Acting Chair -person CITY OF HOPKINS PARK BOARD MEETING MINUTES OF JULY 20, 1992 The regular meeting of the Hopkins Park Board was held on July 20, 1992, in the Council Chambers at City Hall. I. Vice Chairperson Bill Schumacher called the meeting to order at 7:10 p.m. II. ROLL CALL Present were Park Board members; Bill Schumacher, Paul Ahles, Tom Schmidt, and Council Liaison; Chuck Kritzler. Absent were members Ben Cohen and Darrel McAnnany. Also present were staff members Lee Gustafson and Ray Vogtman. III. MINUTES OF THE JUNE 15, 1992 MEETING P. Ahles moved and T. Schmidt seconded a motion to approve the minutes of the June 15, 1992 meeting. On the vote; B. Schumacher, P. Ahles, and T. Schmidt voted yes. The minutes were approved. V. BUSINESS A. HIAWATHA WOODS ISSUES This item was tabled until the August meeting. Lee reviewed the letter he sent to Mr. Joey Carlson, who is a member of the Hiawatha Oaks Association. Mr. Carlson, who was present, stated that the neighborhood association had met but that no decision was made on the name or maintenance needs. P. Ahles suggested " Minnehaha Woods". Mr. Carlson liked this name and will take it back to the neighborhood association. Mr. Carlson further stated that he would try to get back to the city by July 31 on both issues. B. TRAIL SYSTEM UPDATE L. Gustafson reviewed the memo and progress to date on the Regional Trails. Most trails and sidewalk trails are pending further discussion with Doug Bryant of Hennepin Parks and city staff. No action required by Park Board. C. MAETZOLD FIELD MAINTENANCE ISSUES R. Vogtman updated the Board on maintenance at Maetzold Field. No action required by Park Board. Park Board Minutes July 20, 1992 Page 2 D. MAETZOLD FIELD DEVELOPMENT ISSUES L. Gustafson reviewed the latest Maetzold plan 114" and also the Trade and Economic Development guidelines on park grant funds. They require that passive parks stay passive and active parks stay active. Changes within these categories (i.e. drop football field 10 years from now, O.K.) L. Gustafson reviewed his discussion with Tom Kranz, from the Department of Trade and Economics, and relayed problems with the SW parking lot. L. Gustafson drafted changes resulting in plan #4. P. Ahles moved and T. Schmidt seconded a motion to direct staff to proceed with further development of plan #4 pending the blessing of Trade and Economic Development. On the vote; P. Ahles, T. Schmidt and B. Schumacher voted yes. The motion was approved. E. MAETZOLD FIELD USE POLICY L. Gustafson handed out the preliminary draft of the guidelines for Maetzold Field use. Also the School District use Policy and Minnetonka's Big Willow Park use policy. The Board reviewed information. P. Ahles moved and T. Schmidt seconded a motion to use Big Willow use policy as a model policy and change priorities favoring City #1, School #3. On the vote; P. Ahles, T. Schmidt and B. Schumacher voted yes the motion was approved. L. Gustafson recommended additional action regarding the Selnow letter. P. Ahles moved and T. Schmidt seconded a motion to refer Selnow requests for dates to the Recreation department for approval and scheduling and allow if dates are available. on the vote; P. Ahles, T. Schmidt and B. Schumacher voted yes. The motion was approved. F. ELECTION OF OFFICERS This item was tabled until the August meeting. G. GENERAL PARK/PAVILION UPDATES R. Vogtman updated the Board on park and pavilion maintenance activities. H. PARK AREA ASSIGNMENT REPORTS P. Ahles asked about Valley Park Play equipment scheduling. Valley Park west parking lot and Central Park bleachers. Ray updated the board that delivery of equipment would be approximately July 30. Central park bleachers budgeted in 1993 C.I.P. and Parking lot improvements in plans for street reconstruction. I. HOPKINS-MINNETONKA JOINT RECREATION BOARD No report. Park Board Minutes July 20, 1992 Page 3 J. NEW BUSINESS ITEMS 1. Westbrooke Way concept for August meeting. VI. NEXT MEETING The next regular meeting of the Park Board is scheduled for Monday, August 17, 1992 at 7:00 p.m. VII. ADJOURNMENT T. Schmidt moved and P. Ahles seconded a motion to adjourn. On the vote; P. Ahles, B. Schumacher and T. Schmidt voted yes. The motion carried. The eting adjourned at 8:10 p.m. %/ 7 ATTEST: Bill Schumadhei-, Acting Chair -person CITY OF HOPKINS PARK BOARD MEETING MINUTES OF AUGUST 17, 1992 The regular meeting of the Hopkins Park Board was held on August 17, 1992, in the Council Chambers at City Hall. I. Chairperson Darrel McAnnany called the meeting to order at 7:02 p.m. II. ROLL CALL Present were Park Board members; Darrel McAnnany, Bill Schumacher, Ben Cohen, Paul Ahles, Tom Schmidt, and Council Liaison; Chuck Kritzler. Also present were staff members Lee Gustafson, Dick Wilson and Ray Vogtman. III. MINUTES OF THE JULY 20, 1992 MEETING P. Ahles moved and B. Cohen seconded a motion to approve the minutes of the July 20, 1992 meeting. On the vote; B. Schumacher, D. Mcannany, P. Ahles, and T. Schmidt voted yes. The minutes were approved. V. BUSINESS A. HIAWATHA WOODS ISSUES L. Gustafson reviewed a letter he sent to Mr. Joey Carlson regarding the naming and maintenance of the area. Mr. Carlson was present and reported that the Association had not met on these issues yet but that he would try to get answers to these issues by the September meeting. The Board requested that the Hiawatha Oaks Association respond in writing before the next Park Board meeting. Mr. Carlson also brought up a concern regarding the encroachment by Ramsgate residents on the west side of this property. Mr. Carlson was told that platting of this property would be discussed at the next Council meeting after which as time allows the city will place bollards to delineate the properties and hopefully solve the encroachment problem. B. TRAIL SYSTEM UPDATE L. Gustafson reported that a written update from Hennepin parks was expected however no update had been received prior to this meeting. Verbally however, funding has been approved for the trail system in the Hopkins area and Hennepin Parks intends to meet with Hopkins staff over the winter to determine the best routing through Hopkins. It is anticipated that construction will begin in the spring of 1993. Park Board Minutes August 17, 1992 Page 2 C. MAETZOLD FIELD MAINTENANCE ISSUES R. Vogtman updated the Board on maintenance at Maetzold Field stating that not much had been done recently but that some dirt has been hauled in to address the slope on the west side and that the tennis courts are projected to be removed this fall. D. MAETZOLD FIELD DEVELOPMENT ISSUES L. Gustafson updated the Board on the grant application status and reviewed the latest concept plan and phasing schedule which was reviewed by Department of Trade and Economic Development staff. Discussion followed addressing handicap accessibility, parking needs, concession stand design, and possible flooding issues. R. Vogtman reviewed grant tactics and intent. E. USE OF MAETZOLD FIELD BY HOPKINS SCHOOL DISTRICT At the last Park Board meeting the Board supported use of Maetzold by the School District as long as it did not interfere with Recreation programs. In comparing dates for use requested by Mr. Sellnow for School District programs and dates of potential use by Recreation, use by the School would have to be eliminated. Discussion followed with regard to impact on School District and priority use. The Board directed staff to inform Mr. Sellnow of this situation. F. MAETZOLD FIELD USE POLICY L. Gustafson reviewed a draft policy developed by Dick Wilson from the Big Willow use policy. Dick Wilson reported to the Board, his reasons for his method of prioritizing use of Maetzold field. #1 - Citizens of Hopkins, #2 - Recreation programs, #3 Tournaments and exhibition games recommended by local organizations, #4 - Organizations within Hopkins School district #5 - School District #6 Non- resident organizations. B. Schumacher stated that he agrees with the priorities outlined in draft policy siting that if the School District still needed the property they would not have sold it. Staff will review the draft policy with user groups and relay comments to the Board prior to final approval of the policy. Park Board Minutes August 17, 1992 Page 3 G. ELECTION OF OFFICERS L. Gustafson reviewed Park Board policy in regard to election of officers. Questions were directed to current of f icers as to whether they wished to continue as of f icers . Both indicating they would serve another term. Discussion followed. P. Ahles moved and B. Cohen seconded a motion to move a "white ballot" re-electing current officers for another term. On the vote; P. Ahles, B. Cohen, T. Schmidt, B. Schumacher and D. McAnnany voted yes. The motion was approved. H. GENERAL PARK/PAVILION UPDATES R. Vogtman reported that the Burnes Park tennis courts are under reconstruction to be completed this year. Tree Trust has completed the following; Rock at City Hall, Rock at Pavilion, Signs in parks, Outlot B erosion control, Volleyball court at Valley park. Adult groups have started on the play equipment at Valley Park. Methodist Hospital Picnic was very successful at the Pavilion. Over 2000 people attended throughout the day. Parking was not a problem. Roller Hockey is finishing up with a tournament. A flagpole has been purchased for Central Park with funds donated by the VFW. I. HENNEPIN PARKS TOUR DE FRENCH II BIKE RIDE L. Gustafson wanted to inform the Board of this event. If interested a form was included. J. RECREATION UPDATE D. Wilson was present to update the Board on the status of the Recreation programs. Summer programs are winding down with Fall programs to begin in September. He reported that attendance was way down this summer at Shady Oak due to the cool weather however, it will stay open through Labor Day. Also reported was that the senior trips were very successful this year and that budget cuts will affect warming house attendant hours this winter. Park Board Minutes August 17, 1992 Page 4 K. PARK AREA ASSIGNMENT REPORTS D. McAnnany reported that all the parks are in very good shape this year. T. Schmidt reported that some vandalism had occurred at Hilltop park and asked about replacing the portable toilet that was there last year. R. Vogtman responded that there is frequent vandalism at Hilltop park and that along with budget cuts is why there is no longer a portable toilet there. I. HOPKINS-MINNETONKA JOINT RECREATION BOARD No meeting. J. NEW BUSINESS ITEMS 1. None VI. NEXT MEETING The next regular meeting of the Park Board is scheduled for Monday, September 21, 1992 at 7:00 p.m. VII. ADJOURNMENT P. Ahles moved and B. Cohen seconded a motion to adjourn. On the vote; P. Ahles, D. McAnnany, B. Cohen, B. Schumacher and T. Schmidt voted yes. The motion was approved. The meeting adjourned at 8:19 p.m. � ATTEST: ,tea,. /" Darrel McAnnany, 'Chair-pers CITY OF HOPKINS PARK BOARD MEETING MINUTES OF SEPTEMBER 21, 1992 The regular meeting of the Hopkins Park Board was held on September 21, 1992, in the Council Chambers at City Hall. I. Chairperson Darrel McAnnany called the meeting to order at 7:02 p.m. II. ROLL CALL Present were Park Board members; Darrel McAnnany, Bill Schumacher, Ben Cohen, Paul Ahles, Tom Schmidt, and Council Liaison; Chuck Kritzler. Also present was staff member Lee Gustafson. III. MINUTES OF THE AUGUST 17, 1992 MEETING P. Ahles moved and B. Cohen seconded a motion to approve the minutes of the August 17, 1992 meeting. On the vote; B. Schumacher, D. Mcannany, B. Cohen, P. Ahles, and T. Schmidt voted yes. The minutes were approved. V. BUSINESS A. HIAWATHA WOODS ISSUES After a brief discussion on the maintenance of this property, T. Schmidt moved and P. Ahles seconded a motion directing staff to coordinate with the Minnehaha Oaks Association on their biannual "walk through" clean up of this area. On the vote; B. Schumacher, D. McAnnany, P. Ahles, B. Cohen and T. Schmidt voted yes. The motion was approved. Further discussion on the maintenance of this property resulted in the Park Board recommending that staff install bollards adjacent to the Ramsgate property to prevent their snowplowing from damaging any trees. A brief discussion was held with Joey Carlson and another member of the Minnehaha Oaks Association regarding the naming of the project. B. Schumacher moved and B. Cohen seconded a motion to direct staff to recommend to the City Council that the property be named "Hiawatha Oaks". On the vote; D. McAnnany, B. Schumacher, P. Ahles, T. Schmidt and B. Cohen voted yes. The motion was approved. Further discussion occurred on this issue and it was the Board's consensus that the name "Hiawatha Oaks Preserve" was also suitable for this property. Park Board Minutes September 21, 1992 Page 2 B. TRAIL SYSTEM UPDATE L. Gustafson updated the Board on the status of the Hennepin County Regional Trails. Hennepin Parks still has not sent a letter confirming their intent. However, they have verbally stated that they have hired Borton-Aschman as their consultant on this trail project. They further stated that they still intend to work with the city over the winter on this project and hopefully begin construction next spring. C. WESTBROOKE WAY CONCEPT PLAN REVIEW L. Gustafson reviewed the Westbrooke Way upgrading plan with the Board. He pointed out how the on -street parking would benefit the park as well as the trail that would be constructed on the east side of Westbrooke Way. The Park Board members liked the concept plan for this street and had no further comments on it. D. MAETZOLD FIELD MAINTENANCE ISSUES Tennis Courts were removed. Black dirt fill was brought in to dress up the slope on the west side. Presently two soccer fields are in use and lined weekly by the parks division. A smaller sized football field is also lined weekly, over a soccer layout on the main field. E. MAETZOLD FIELD DEVELOPMENT ISSUES L. Gustafson informed the Park Board that he and Ray Vogtman met last Wednesday with two staff members of the Department of Trade and Economic Development. They stated that they thought our concept was well thought out, and that unfortunately all they had available for grant money was approximately $220,000. This is $500,000 less than they would have liked to have had. They further stated that they will probably only fund 4-5 projects. F. GENERAL PARK/PAVILION UPDATES The pavilion dry floor season ended September 12th. The last event was a Bar Mitzvah on the 12th for about 150 people. The last two weeks have been spent cleaning the bleacher area, glass, and rink floor, in preparation for the ice season. The rink floor was re -sealed on Friday, September 11th. Ice making should begin on Wednesday, September 23rd. The tennis court reconstruction at Burnes Park has been completed and the court is now reopened. Large cracks at Oakes and Central tennis courts have also been repaired and color -coated. Park Board Minutes September 21, 1992 Page 3 Four half -court basketball courts have been installed, with color coating to be completed this week. The four courts are at the following parks; Cottageville, Elmo, Park Valley Playground and Interlachen. These were funded through the park bond referendum and part of the year 3 improvement schedule. Quotes are presently being accepted for re -roofing the flat roofs at Interlachen, Harley Hopkins, and Central Park warming houses. $5,000 is in the park budget for this project. The playground installation at Valley Park continues to be delayed with rainy weather. Twin Cities Tree Trust has completed the timber edging, and is making limited progress on the equipment. Completion is anticipated to be about October 23rd. G. PARK AREA ASSIGNMENT REPORTS None H. HOPKINS-MINNETONKA JOINT RECREATION BOARD No meeting. I. NEW BUSINESS ITEMS 1. B. Schumacher moved and B. Cohen seconded a motion to cancel the October 19, 1992 meeting due to lack of agenda items and schedule the next meeting for November 16, 1992. On the vote; T. Schmidt, B. Cohen, B. Schumacher, D. McAnnany and P. Ahles voted yes. The motion was approved. VI. NEXT MEETING The next regular meeting of the Park Board is scheduled for Monday, November 16, 1992 at 7:00 p.m. VII. ADJOURNMENT P. Ahles moved and B. Cohen seconded a motion to adjourn. On the vote; P. Ahles, D. McAnnany, B. Cohen, B. Schumacher and T. Schmidt voted yes. The motion was approved. The meeting adjourned at 8:19 p.m. ATTEST: (9u)(I_"" Darrel McAnnany!, Chair-pers CITY OF HOPKINS PARK BOARD MEETING MINUTES OF NOVEMBER 16, 1992 The regular meeting of the Hopkins Park Board was held on November 161 1992, in the Council Chambers at City Hall. No October meeting was held. I. Chairperson Darrel McAnnany called the meeting to order at 7:02 p.m. II. ROLL CALL Present were Park Board members; Darrel McAnnany, Bill Schumacher, Ben Cohen, Paul Ahles, Tom Schmidt, and Council Liaison; Chuck Kritzler. Also present was staff member Ray Vogtman, absent was staff member Lee Gustafson. III. MINUTES OF THE SEPTEMBER 21, 1992 MEETING P. Ahles moved and B. Cohen seconded a motion to approve the minutes of the September 21, 1992 meeting. On the vote; B. Schumacher, D. Mcannany, B. Cohen, P. Ahles, and T. Schmidt voted yes. The minutes were approved. VI. BUSINESS A. HIAWATHA WOODS ISSUES R. Vogtman informed the Board that at the November 10th Council meeting, the City Council passed the Resolution naming this area "Hiawatha Oaks" and designating the area for passive use. Mr. Joey Carlson was present to express concern over the fact that the bollards had not yet been installed on the west side of this property. He informed the Board that snow removal operations at Ramsgate were damaging trees on this property. Staff informed Mr. Carlson that the bollards would be installed after the Parks division had completed their fall park preparations. R. Vogtman indicated that the bollards would most likely be installed yet this fall. Mr. Carlson asked whether anything could be done to prevent Ramsgate from dumping snow onto this property. Discussion followed with a direction from the board to investigate this situation and take proper action if necessary. B. TRAIL SYSTEM UPDATE R. Vogtman updated the Board on the recent meetings with Hennepin Parks. Discussion on the NSP power line issue and a review of the regional trails map followed. R. Vogtman informed the Board that Hennepin Parks has sent a letter confirming their intent for the trail Park Board Minutes November 16, 1992 Page 2 system and has requested that a resolution of support be passed by all cities involved. Staff requested that the Board support this resolution by motion. D. McAnnany moved, and B. Schumacher seconded, a motion to recommend to the City Council that they adopt a resolution of support for the regional trail project proposed by Hennepin Parks. On the Vote; D. McAnnany, B. Schumacher, P. Ahles, T. Schmidt and B. Cohen voted yes. The motion was approved. C. & D. MAETZOLD FIELD MAINTENANCE ISSUES/MAETZOLD FIELD DEVELOPMENT ISSUES R. Vogtman reported that not much is happening right now at Maetzold field. Soccer and football are finished for the season and all associated equipment has been removed. Some lawn seed and ballfield chalk is being stored at this location to free up space in other areas. The Board was informed that staff had met recently with Westwood Professional Services regarding the site plan and phasing of improvements. Westwood has been directed to provide a quote for drawing up plans and specs for Phase I, which may take 2 years to complete. Any outside funding through donations or grants could shorten this proposed schedule. The City Manager has informed staff and the Little League that $100,000 has been budgeted in 1993, for Phase I improvements which include; grading, ballfields 1 & 2, the parking lot, a play equipment complex, a half court basketball, and some residential screening. This budgeted amount is subject to revision if state budget cuts are excessive. The projected start date for Phase 1 is August 1st so as not to disrupt Little League use of the fields during their season., T. Schmidt reviewed with the board, the letter he had sent to the City Manager. E. GENERAL PARK/PAVILION UPDATES R. Vogtman reported that the Pavilion is operating in the black with a small revenue expected at the end of 1992. The start of the 92-93 ice rental season has experienced some problems with regard to rental of non- prime hours by individuals for broomball. Some damage has occurred which required that damage deposits were not returned. Staff is dealing with these issues to prevent further damage from occurring. Also reported was that Tree Trust has completed the playground at Valley Park and is almost finished with the picnic shelter. By using Tree Trust crews the city has saved over $8,000 in labor costs. Park Board Minutes November 16, 1992 Page 3 Fall clean up of all parks is nearing completion. They have all been mowed and leaves swept up. F. PARK BOARD MEMBER UPDATE Included in the agenda was an update of member phone numbers and term status. This information was updated by the Board members and will be mailed out when changes are completed by staff. G. PARK AREA ASSIGNMENT REPORTS D. McAnnany reported that he felt the new location of the basketball court at Interlachen Park was an improvement and also the upgrades to the Blake Trails. P. Ahles expressed concern over the location of the basketball court at Valley Park playground. He felt that the close proximity to the street might cause children to run out into the street after a ball. R. Vogtman informed Mr. Ahles that staff was already monitoring and reviewing this situation and that a fence might solve this problem. H. HOPKINS-MINNETONKA JOINT RECREATION BOARD D. McAnnany reported that budgets were the main topic at the last meeting. Minnetonka, due to cuts, has proposed to eliminate two park playground areas from their budget and is reviewing the possibility of charging residents for some additional programs. D. McAnnany brought up the possibility that Hopkins might someday do the same to ease budget constraints. As a budgetary measure it was recommended to Council that ice rinks delay opening until December 30. This idea was not well received by the Hopkins -Minnetonka Joint Recreation Board, who preferred eliminating an area over a delay in opening. Hopkins Council supported a December 19th opening of all current warming houses and stated that funding will be made available. I. NEW BUSINESS ITEMS None. Park Board Minutes November 16, 1992 Page 4 V. NEXT MEETING There will be no December meeting of the Park Board. The next regular meeting of the Park Board is scheduled for Monday, January 25, 1992 at 7:00 p.m. This is the 4th Monday due to the Martin Luther King Holiday. VI. ADJOURNMENT P. Ahles moved and B. Cohen seconded a motion to adjourn. on the vote; P. Ahles, D. McAnnany, B. Cohen, B. Schumacher and T. Schmidt voted yes. The motion was approved. The meeting adjourned at 8:06 p.m. ATTEST: Darrel McAnnany, Chair-per-oon CITY OF HOPKINS MEMORANDUM DATE: November 18, 1992 TO: All Park Board Members FROM: Lee Gustafson, Public Works Director SUBJECT: Park Board Member Update Hopkins, MN 55343 DATE APPT MEMBER PHONE NO. APPOINTED EXPIRES TERM Darrel W. McAnnany 933-8068 (H) 6/30/90 6/30/94 2nd 1405 Boyce Street 339-1700 (W) Hopkins, MN 55343 Bill Schumacher 935-5996 (H) 6/30/90 6/30/94 2nd 213 - 9th Avenue N 931-9867 (W) Hopkins, MN 55343 Paul Ahles 935-8554 (H) 6/30/91 6/30/93 1st 1262 North Landmark Tr. 781-0781 (W) Hopkins, MN 55343 Benjamin Cohen 938-0204 (H) 6/30/91 6/30/93 1st 602 Edgemoor Dr. 938-4890 (W) Hopkins, MN 55305 Tom Schmidt 935-8130 (H) 6/30/91 6/30/93 1st 301 - 12th Avenue No 559-2211 (W) Hopkins, MN 55343 CITY COUNCIL LIASON Chuck Kritzler 938-9493 (H) 7/91 1st 232 11th Avenue No 938-3531 (W) Hopkins, MN 55343