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08-23-2021 HOPKINS PARK BOARD AGENDA Monday, August 23, 2021 6:30 pm THIS AGENDA IS SUBJECT TO CHANGE UNTIL THE START OF THE PARK BOARD MEETING The public may attend this meeting in person. I. CALL TO ORDER II. ADOPT AGENDA III. COMMUNITY COMMENT 1. At this time, any interested resident may come to speak on an item not on the evening’s agenda. IV. CONSENT AGENDA 1. Minutes of the July 26, 2021, Park Board V. GENERAL BUSINESS 1. Overview of Joint Recreation – Ann Davy, Minnetonka Parks and Recreation 2. Review and Adopt Proposed Changes to the By-Laws 3. Park Development Fund and Finances Overview VI. GENERAL PARK UPDATE 1. 325 Blake Road Update 2. Discuss Parks Tour VII. PARK AREA ASSIGNMENT REPORTS 1. Emma Figgins (Chair): Buffer Park, Central Park 2. Megan Slindee (Vice Chair): Harley Hopkins Park, Maetzold Field 3. Anna Pohmer: Hilltop Park, Burns Park 4. Dre Jefferson: Cottageville Park, Park Valley Park 5. Emily Waitz: Minnehaha Creek Preserve, Valley Park 6. Matthew Miller: Oakes Park, Hiawatha Oaks Preserve 7. Kimberly Stiele: Elmo Park, Downtown Park 8. Annika Burman & Misheel Battur: Shady Oak Beach, Interlachen Park VIII. ADJOURN 1. September 27, 2021 – at Hopkins City Hall, 1010 1st St S. HOPKINS PARK BOARD REGULAR MEETING PROCEEDINGS JULY 26, 2021 CALL TO ORDER Pursuant to due call and notice thereof a regular meeting of the Hopkins Park Board was held on Tuesday, July 26 at 6:30 p.m. in the Council Chambers at City Hall, 1010 1 st Street South. Vice-Chair Emma Figgins called the meeting to order with Commissioners Miller, Pohmer, Stiele, Waitz and Slindee and Youth Commissioners Battur and Burman attending. Staff present included Management Analyst Imihy and Director of Public Works Stadler. ADOPT AGENDA Management Analyst Imihy provided an o verview of the agenda format but did not propose any changes to the agenda. Motion by Kimberley Stiele. Second by Matthew Miller. Motion to Adopt the Agenda. Ayes: All. Nays: None. Motion carried. CONSENT AGENDA Motion by Meg Slindee. Second by Kimberley Stiele. Motion to Approve the Consent Agenda. 1. Minutes of the June 21, 201 Park Board Ayes: All. Nays: None. Motion carried. GENERAL BUSINESS V.1. Introductions Management Analyst Imihy and the Park Board Members introduced themselves, shared background information and their experience and passion for serving on the Park Board. V.2. Park Board Orientation and Handbook Review Management Analyst Imihy provided a Park Board orientation by reviewing the newly created handbook with the Park Board. She answered questions from members and discussed the work plan and other topics in the handbook. V.3. Review of Proposed Changes to By-laws Management Analyst Imihy summarized proposed changes to the Park Board Bylaws. She will be checking with the city clerk to confirm some of the proposed changes. It is anticipated that the Park Board will consider the changes at their regular meeting in August. HOPKINS PARK BOARD REGULAR MEETING PROCEEDINGS JULY 26, 2021 V.4. Election of Officers Management Analyst Imihy provided the new timeline for the annual meeting. She requested that the board appoint an interim Chair and Vice-Chair until the annual meeting. Vice-Chair Figgins called for nominations for the Chair position. Motion by Emma Figgins. Second by Emily Waitz. Motion to Appoint Emma Figgins Chair of the Park Board. Ayes: All. Nays. None. Motion carried. Chair Figgins called for nominations of the Vice-Chair position. Motion by Kimberley Stiele. Second by Matthew Miller. Motion to Appoint Slindee Vice-Chair of the Park Board. Ayes: All. Nays. None. Motion carried. V.5. Review of 2021 Work Plan Management Analyst Imihy shared information about the 2021 Work Plan and expectations, timeline and ideas moving forward. GENERAL PARK UPDATE Management Analyst Imihy provided the general park update highlighting the items listed on the agenda, including the Little League State Tournament held at Maetzold Field, National Night Out, a Minnetonka Recreation update and an update on the project at 325 Blake Road. The board discussed parks funding at length with questions and information regarding park dedication fees, park development funds and funding structures . In August, Imihy will bring forward where the board stands financially. Members had many questions about specifics of updating park equipment and other improvement projects. Chair Figgins made a motion to continue the conversation about park dedication fees to the August meeting. Ayes: All. Nays. None. Motion carried. PARK AREA ASSIGNMENT REPORTS Management Analyst Imihy stated the expectations for park assignments and the reports. She wants to ensure each board member has two parks. Members discussed and swapped parks assignments. The park assignments are as follows: Emma Figgins: Central HOPKINS PARK BOARD REGULAR MEETING PROCEEDINGS JULY 26, 2021 Megan Slindee: Harley Hopkins, Maetzold Anna Pohmer: Burnes, Hilltop Dre Jefferson: Cottageville, Park Valley Emily Waitz: Creek Reserve, Valley Matthew Miller: Oakes, Hiawatha Oakes Preserve Kimberly Stiele: Elmo, Downtown Annika Burman: Interlachen, Shady Oak Beach Misheel Battur: Interlachen, Shady Oak Beach ADJOURNMENT There being no further business to come before the Park Board and upon a motion by Kimberley Stiele, second by Emily Waitz, the meeting was unanimously adjourned at 7:59 p.m. Respectfully Submitted, Lizzie Miller, Administrative Assistant ATTEST: _______________________________ Emma Figgins, Park Board Chair CITY OF HOPKINS PARK BOARD COMMISSION BYLAWS 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 Hopkins City Hall, 1010 First Street South, Hopkins, Minnesota 55343. ARTICE 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, playfields, 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 achievements of these objectives the Commission shall: (a) establish objectives and policies, (b) make development plans, (c) increase public understanding and acceptance of practices and policies, (d) coordinate actions of the Hopkins/Minnetonka Joint Recreation Board, (e) make recommendations relating to acceptance of Park Dedication land or funds, (f) 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 judgment of the board, such procedure would prove advantageous, (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 resident, business, and community involvement and expression on the above mentionedabove- mentioned elements. ARTICLE IV MEMBERSHIP 4.1 Number. Said Commission shall consist of (i) five seven persons who have been a resident of the city for one year or more on the date of appointment, (ii) two youth members as ex-officio members, and (iii) the staff liaison, as ex-officio member. Each member except youth members and the staff liaison shall have the right to vote on all matters before the Commission. Citizen Resident member terms of office shall be for two years, and youth members shall be for one year.. 4.2 Terms. Three Five resident citizen members shall be appointed on July 1 of each odd numbered year and two shall be appointed on July 1 of each even numbered year. Youth members shall be appointed on July 1 of each year. Citizen Resident members appointed to complete a current term of office will not be considered a term of office. shall be considered to have served a term of office if the appointment is to an office that 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 Resident and youth members shall serve no more than three two consecutive terms of office. 4.3 Removal. Members may be subject to removal by the Mayor for cause, but only after Council approval after notice an opportunity for a hearing before the Council. 4.4 Absenteeism. If any member fails to attend two 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 member 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 TITLES 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 staff liaison or his their designee. 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 meeting, transactions and actions; serving required 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 duty elected officer in accordance with these procedures. The office of the secretary shall be held by the staff liaison or his their designee for the length of their employment by the City. 6.2 Majority Required. Candidates for office receiving a majority vote of the entire voting membership (three five) 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 February of each year, where the e. Election of officers shall be conducted and. proposed amendments to by-laws may be acted upon. 7.2 Regular Meetings. Regular meetings of the Commission shall be held on the third fourth Monday of every other month, beginning in January, 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 per the calendar of city meetings as adopted by the City Council. as Meeting dates may be moved the Commission deems appropriate due to staff or quorum issues. 7.3 Special Meeting. Special meetings may be called at the discretion of the chair, or by the written request of at least three five 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 or 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, 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) Community Comment Public hearings 5) General Business 6) General Park update 7)6) Park area assignment reports 8) Hopkins/Minnetonka Joint Recreation Board reports 9) New business items 10) Next meeting date 11)7) 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 five) shall constitute a quorum for meeting purposes; however, no less than two five affirmative or negative votes shall be required to transact business or make binding decisions on behalf of the Commission. 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 (threefive) 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 three 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 proponents of the matter or his their 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. ARTICLE X SPECIALIST 10.1 Special Committees & Observers. The chair may appoint such special committees and chairpersons thereof as he/she they 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 of the Commission (threefive) for 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 August 23, 2021, and shall supersede all bylaws which might have been earlier established for the Park Board Commission of Hopkins. Amended ___________ CITY OF HOPKINS Memorandum To: Park Board Chair and Members of the Park Board From: PeggySue Imihy, Management Analyst Date: August 23, 2021 Subject: Park Board Finances Overview _____________________________________________________________________ Purpose At the August 23 Park Board meeting, Staff will provide an overview of the finances related to park development and maintenance such as: • An overview of the 2022 CIP and Park Dedication Fund cash flows • Funding and payments related to the Joint Recreation Agreement with Minnetonka Parks and Recreation • A history of Park Dedication Fees collected since 2015 Background At the July 26 meeting, the Park Board requested a more comprehensive overview of the finances related to park development and funding of joint recreation services. Staff has worked to assemble a picture of the current financial situation as well as some historical information relating to park development funding. Parks and their related services are not intended create profit and often times do not generate any revenue but are rather intended to be a public service to residents. Park funding at this time is provided by three sources: • Park Development funds: Park Development fund are a fee that municipalities are allowed to charge related to the subdivision of land per Minnesota State Statute 462.358. These funds “must be used only for the acquisition and development or improvement of parks, recreational facilities, playgrounds, trails, wetlands, or open space based on the approved park systems plan.” These fees are only charged when there is the creation of new lots through subdivision of land. Currently, the city charges $3000 per dwelling unit for multi-family units, $1000 per single family home, or 5% of land values for commercial or industrial development. If a development does not subdivide land, development fees are not charged. • General Tax Levy: Items like staff salaries and benefits for parks maintenance employees or contracted services used to maintain parks such as landscaping services are paid for by the City’s General Fund. In 2021, this was budgeted for about 1.16 million dollars. • Franchise Fees: Franchise fees are collected by the electric and gas companies and then paid to the city. These fees are a charge to the company for utilizing the city’s right-of-way. Franchise fees have been used in the park improvement fund Administration since 2014. Since 2017, franchise fees have been used to pay debt related to park development at Cottageville Park, in 2021 franchise fees paid for debt service on Burns park. Park Development Fee Collection: Questions were raised by the park board regarding how frequently park development fees were negotiated as part of development ag reements. Since 2015, only two of the last 7 projects had fees negotiated to a reduced amount. In 2018, one project overpaid park dedication fees to allow a less dense project where a denser project had been allowed. The recently approved Trilogy project at Blake Road and Excelsior Blvd will not pay park development fees as the project does not currently propose to subdivide the land. It is still too early to know what if any fees the 325 Blake Road project would bring to the city. Year Fee Development Amount Paid Cost/Unit Explanation 2015 $1,500 None None n/a 2016 $1,500 Oxford Village, 51 Units $40,700 $798 Negotiated 2017 $3,000 The Moline, 241 Units $180,750 $750 Negotiated 2018 $1,000 Sanctuary at Oak Ridge, 4 sf units $27,000 A prior approval was for a condo building, as part of approvals for single family homes they paid dedication fees for the condo project. 2019 $1,000 Capstone Homes, 2 SF units Alighn Building/Remodeling, 1 SF unit $2,000 $1,000 2020 $3,000 Vista 44, 50 Units Raspberry Ridge II, 43 Units $150,000 $129,000 $3,000 $3,000 Staff recommends that any further proposed negotiations to park development fees be brought forward to this body for a recommendation and to keep the board informed of these conversations. Joint Recreation with Minnetonka Recreation services such as athletic leagues, fitness classes and youth programming are provided by the City of Minnetonka, with a cost sharing agreement of 1/3 paid by Hopkins and the remaining 2/3rds paid by Minnetonka. This extends to any updates or costs related to Shady Oak Beach. In 2019, the City of Minnetonka generated a revenue of approximately $1 million on parks and recreation, which includes youth and adult programming, Shady Oak Beach revenues and rental reservations of shelters and field. Minnetonka also had expenditures of approximately $1.6 million. The gap between expenditures and revenues was split 1/3, or $209,680, paid by the City of Hopkins and the remaining 2/3 paid by the City of Minnetonka. This expenditure is paid by the city’s general fund. Concessions from Shady Oak Beach are included in the above revenue figure, however concessions sold at Maetzold Field by Hopkins Area Little League (HALL) are not. Currently, HALL has purchased and/or owns all the equipment, purchases all produce and keeps all the profits or losses. Overpass Skate Park The skate park located underneath US HWY 169 is owned by the City of Hopkins and operated by 3rd Lair skate park on property owned by the Minnesota Department of Transportation. Annually, the city contributes $7,000 for ongoing maintenance of the skatepark facilities. While 3rd Lair does charge admission to the skate park, the revenue generated generally covers staff time and ongoing maintenance. Proposed 2022 – 2026 Capital Improvement Plan The City Council as part of the city budget process will adopt a CIP to pay for capital costs related to the parks, this has been proposed to the City Council and is scheduled to be improved in November. The projected cashflows for the fund are shown below. In 2022, there are five major expenditures: 1. Overpass Skate Park Annual Contribution – Paid for with Franchise Fees 2. Central Park Shelter Rehab – This cannot be paid with park dedication fees unless we replace the shelter, so at this time we need to evaluate the need to replace or repair. If repair, this will be paid with Franchise Fees 3. Central Park West Playground Replacement – Paid for with Park Dedication Fees 4. Shady Oak Beach Improvements – Paid for with Franchise Fees 5. Debt Service for Cottageville Park – Paid for with Franchise Fees. This leaves a balance of $179,000 of funds which can be used on park development and a balance of $143,574 which can be used on maintenance, development, or debt service. The fund will have an ending balance of $322,574. 2021 2022 2023 Beginning Fund Balance 43,357 302,300 322,574 Revenues & Other Financing Sources Franchise Fees 300,200 305,022 305,022 Park Dedication Fees 279,000 - - Interest Earnings 43 452 473 Total Revenue & Other Financing Sources 579,243 305,474 305,495 Expenditures & Other Financing Uses Current Expenditures 7,000 7,000 7,000 Capital Projects 53,300 Shady Oak Beach Improvements 8,200 3,300 Central Park Picnic Shelters Rehab 60,000 - Central Park East Play Equipment Replacement 100,000 - Improve Courts at Oakes and Cottageville Park - 190,000 Debt Service Transfers Cottageville Park Bonds 110,000 110,000 110,000 Burnes Park Bonds 150,000 - - Total Expenditures and Other Financing Sources 320,300 285,200 310,300 Increase (Decrease) in Fund Balance 258,943 20,274 (4,805) Projected Ending Fund Balance 302,300 322,574 317,769 Park Improvement Fund - Projected Cash Flows Next Steps At this time, Staff is not looking for any action from the Park Board but would like to open space for discussion on the financial picture of the park system.