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11-22-2021 HOPKINS PARK BOARD AGENDA Monday, November 22, 2021 6:00 pm – Fire Station THIS AGENDA IS SUBJECT TO CHANGE UNTIL THE START OF THE PARK BOARD MEETING I. WELCOME + INTRODUCTIONS II. ICEBREAKER III. TONIGHTS GOAL 1. To work as a team to develop a recommended 2022 Work Plan to submit to the City Council that will help the park board and staff prioritize resources. IV. REVIEW MATERIALS 1. Park Board City Code, Bylaws and Joint Recreation sub-committee language 2. Comprehensive Plan sections on Parks & Trails 3. Work Plan Template 4. Annual Calendar Template 5. Pages from Boards & Commission Handbook 6. Open Space & Trails System Plan Update Scope of Work – Minnetonka Example V. WORK PLAN AND ANNUAL CALENDAR VI. WRAP-UP & NEXT STEPS 1. Council Work Session December 14, 2021 (Chair and Staff Liaison attend) VII. ADJOURN 1. December 13, 2021 – at Hopkins City Hall, 1010 1st St S. CITY CODE Sec. 2-69. Park board. (e). Program, facilities and operation. The board shall 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 without 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. The board shall 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. BYLAW S 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 resident, business, and community involvement and expression on the above-mentioned elements. When needed Joint Recreation Sub-Committee (item d in bylaws) Hopkins / Minnetonka Joint Recreation Program As needed, members from both the Hopkins and Minnetonka Park Boards convene a sub- committee to review and discuss unresolved issues related to Joint Recreation programs and facilities. Recommendations of the sub-committee are then presented back to each city’s park board for review. Final recommendations that have gained the support of both park boards are then forwarded to each respective city council for consideration. If unified council agreement is not achieved, issues are sent back to the sub-committee for further study. 88 Cultivate Hopkins | Natural Environment 8. PARKS & TRAILS Direction for parks, natural areas, recreational facilities, and trails. INTRODUCTION Hopkins has many parks and natural areas that are valued by residents, businesses, and visitors. Minnehaha Creek, in particular, is a resource in the process of renewal and rediscovery of its potential. Parks and open space have multiple, layered values to a community. From providing space for natural habitat to space for physical activity and recreation, the park and open space system in Hopkins provides many benefits to the community. See Appendix D2 for additional information on the City’s parks and trails, including existing inventory and system needs. MAJOR FACTORS Major factors to consider while planning for parks and trails in Hopkins include: • Focus on improving existing systems. As Hopkins is a fully developed community, there are very limited opportunities for expansion of the system, except as part of redevelopment projects. Instead, the focus will be on maintaining and enhancing the existing system – and on finding ways to increase connectivity through trails and linear green spaces. • Role as regional trail hub. One important role Hopkins plays is as a hub for the regional trail network, with multiple regional trails converging within the city. This will continue to be the case, and future plans include the potential to grow and connect both regional and local networks to provide a fully connected and accessible system. • Efficient use of space with multiple functions. Parks and open spaces provide multiple functions. In addition to recreational and leisure activities for the public, these spaces also provide an opportunity to support the natural environment through best practices for supporting natural habitat, improving water quality, and managing stormwater. This shared, stacked vision can help make the best use of limited space. • Equitable access. To fully support the social environment, the city will also need to ensure there is equitable access to park facilities, and that they reflect the needs and preferences of a changing and diverse population. • Going beyond the park. Particularly in a developed area like Hopkins, it is important to think of open spaces beyond those in public park settings. This includes planted boulevards along streets, privately owned open spaces, and various plazas and pocket parks in developed areas. Cultivate Hopkins | Natural Environment 89 LIMITED LAND AVAILABILITY ENVIRONMENTAL IMPACTS CHANGING USES OF PARKS PEOPLE ARE BUSY As a fully developed community, there is limited room to accommodate additional open space. Improvements will need to make efficient use of available land for both natural and recreational uses. Some larger scale natural and recreational features may not be able to be accommodated within the city. Connectivity to the regional trail network provides an opportunity to link to larger regional resources. There are a number of environmental factors which put stresses on natural resources in parks. These include invasive species, tree diseases, soil and water pollution, and climate change effects. For example, the spread of the emerald ash borer has already caused the loss of many ash trees in the Twin Cities area, and is still advancing. On a broader scale, climate change may alter what species are most appropriate for growing in this climate. Addressing these will require careful and ongoing management of resources, in coordination with various resource agencies. As the demographics of the community shifts, the preferences for how they use parks and related facilities changes as well. Older facilities and equipment may have to be replaced to incorporate improvements that better match current demands and interests. Choosing these improvements will require feedback from the community regarding their preferences, particularly from those currently underserved by the park and recreation system. Feedback from the planning process suggests that people are often too busy to enjoy all the park and recreation opportunities in Hopkins. While it is not possible to simplify everyone’s life, facilities and programs may need additional consideration of accessibility, convenience, and flexibility to reach more people. TRENDS AND CHALLENGES 90 Cultivate Hopkins | Natural Environment Cultivate Hopkins | Natural Environment 91 GOALS AND POLICIES Recreation, Leisure, and Active Living A primary function of the parks and trails system in Hopkins is to provide an opportunity for the public to enjoy a range of recreational and leisure activities – contributing to a healthy, active lifestyle. Improvements to these facilities and programs supports and strengthens the city’s social environment as well, by providing public spaces for community events and gatherings, both formal and informal. Policies: • Continue to provide a park, trail, and recreation system that meets the needs of a diverse population. • Focus on maintenance and enhancement of existing parks and recreation facilities. • Provide a park and recreation system that strengthens the community and serves as gathering places for community and neighborhood events. • Continue to collaborate with the City of Minnetonka, Hopkins School District, Three Rivers Park District, and other agencies to provide recreational opportunities for Hopkins residents. • Promote active living and a healthier community through parks and recreation opportunities. • Cooperate with other jurisdictions on the development of the regional trail network and supporting amenities, and provide local trail connections that link regional trails to local parks and destinations. • Prioritize and execute improvements at designated Focus Parks (Burnes Park, Central Park, and Valley Park) and other parks based on the guidance documented in the 2015 Hopkins Parks Reinvestment Plan. • Support the development and maintenance of privately owned public spaces (POPS). GOAL 1 Provide a range of public spaces, programs, and facilities that meet community needs for recreation and leisure. 92 Cultivate Hopkins | Natural Environment Equity and Accessibility While parks and recreation facilities in Hopkins are available to the public, only a portion of residents report using them regularly. While some of this may be due to personal choice, there are opportunities to improve overall accessibility – particularly for groups and areas currently underserved. This includes ensuring there are opportunities for people with mobility limitations. Policies: • Determine if any areas of the city are currently underserved by park and recreation opportunities. • Ensure facilities and spaces are accessible to people with a range of abilities and levels of mobility. • Promote safety within parks and along trails to ensure that they have a comfortable and welcoming environment for potential users. • Partner with other agencies to address any financial barriers that prevent participation of lower income households and individuals in recreational programs. • Inform the public about parks and recreation opportunities in the community, and invite them to use them. • Prioritize and improve accessibility to and within parks based on the guidance documented in the 2015 Hopkins Parks Reinvestment Plan so parks can be enjoyed by all Hopkins residents. • Support the implementation of crime prevention through environmental design (CPTED) principles in parks and public spaces. GOAL 2 Support and improve overall accessibility of the park and recreation system to all residents. Cultivate Hopkins | Natural Environment 93 Natural Environment and Ecology Parks and open space provide space for natural resources, including vegetation, natural habitat, and ecological functions. These passive uses of park and open space need to be balanced with more active recreational uses. A key common element is connectivity: developing connections helps support natural environment outcomes around habitat and ecological function, while also adding accessibility to the recreational elements. Stacking benefits that further multiple goals (recreational, environmental, water quality, etc.) can make efficient use of land and create unique places as well. Policies: • Protect and enhance natural resources located within public park and open space areas. • Use park and open space areas where appropriate for stormwater management. • Maintain current trees and vegetation in public parks and open space areas to established standards, and encourage additional plantings in appropriate areas. • Provide information and education about natural resources in Hopkins, including opportunities to protect and enhance those resources. • Investigate how climate change may be impacting trees and plants in parks and open spaces. • Promote the establishment of edible plants and herb gardens in public open spaces and parks where appropriate. • Support pollinators through planting and maintaining flowering plants. • Incorporate native plants in park landscapes, and limit mowing of these areas. GOAL 3 Use the park and open space system to protect and enhance natural resources. Park Board 2022 Annual Work Plan Proposal Complete each section with a white background & designate it initiative is new or a continuation from the previous year Initiative ☒ New Initiative ☐ Continued Initiative ☐ On-Going Initiative Target Completion Date Budget Required Staff Support Required Council Approval Review the role of sustainability and the natural environment and whether the Park Board can and should advise in these areas. Progress Report: Not started- Council asked for the Park Board to review this issue and provide a recommendation. Initiative ☐ New Initiative ☐ Continued Initiative ☐ On-Going Initiative Target Completion Date Budget Required Staff Support Required Council Approval Progress Report: Park Board 2022 Annual Work Plan Proposal Initiative ☐ New Initiative ☐ Continued Initiative ☐ On-Going Initiative Target Completion Date Budget Required Staff Support Required Council Approval Progress Report: Initiative ☐ New Initiative ☐ Continued Initiative ☐ On-Going Initiative Target Completion Date Budget Required Staff Support Required Council Approval Progress Report: Ongoing Responsibilities Park Board 2022 Annual Work Plan Proposal Other Work Plan Ideas Considered for Current Year or Future Years Proposed Month for Work Session: Staff Comments: Council Comments: PARK BOARD ANNUAL CALENDAR- DRAFT January February Annual Meeting March April May June New members observe July New members join August September Work plan prep October Work plan draft for council finalized November Review feedback from Council December Finalize work plan for next year ABOUT BOARDS & COMMISSIONS Roles Objectives of Boards and Commissions: • City Council establishes Boards and Commissions to engage residents in City work. • City staff supports Boards and Commissions to assist with effective governance. • Board and Commission members serve the community and can participate in meaningful work. Council • Make policy-level decisions • Hire & supervise City Manager • Appoint advisory boards and commissions • Approve - Budget and related work plan - Ordinances and policy decisions - Development proposals - Variances and rezoning requests Staff • Provide best efforts and technical advice to Council • Manage operations and staff • Propose budget and policies • Carry out Council decisions • Deliver services • Equitable enforce codes and policies Advisory Boards, Commissions & Task Forces • Provide community perspective on values and needs • Propose work plan items • Advise the council through work plan charges • Hold hearings as directed by Council • Assist as directed in work plan with engagement efforts Committees Membership • The commission selects at least two, but less than a quorum of members • All members must be members of the commission • The commission selects a chair or co- chairs • Not subject to Open Meeting Law Guidelines • Committees are established with the approval of the commission to assist with a work plan initiative • The commission has final recommendations on all matters which the committee has been given guidance • Staff does not participate or provide regular support to committees • Meetings of Committees are not public meetings Working Groups Membership • The commission selects at least two, but less than a quorum of members • Members may be members of the commission or public members • The commission selects a chair or co- chairs • Not subject to Open Meeting Law Guidelines • Committees are established with the approval of the commission to assist with a work plan initiative • The commission has final recommendations on all matters, which the committee has been given guidance • Staff does not participate or provide regular support to committees • Meetings of Committees are not public meetings Boards and commissions should consider creating a working group when: • The board or commission members need more support. • The work requires a specific expertise or time. • The work needs more community engagement to identify issues and concerns Board/Commission Committee Commission Members only Working Group Commission Members Public Members Scope of Work Minnetonka Parks Open Space and Trails System (POST) Plan Update December 4, 2020 Background The current parks, open space, and trail system (POST) plan was created and adopted in 2001. The document has been instrumental in the implementation of park improvements. As acknowledged in the current POST plan, the needs of individuals and families living in Minnetonka are dynamic and will change and evolve through time, especially with changes in population demographics, diversity, and recreation trends. The systems approach to planning identified in the POST plan calls for regular reevaluation and assessment to recognize these changes and provide a park, opens space and trail system plan that reflects the needs of the community. The current POST plan is heavily referenced in the City of Minnetonka’s 2030 comprehensive guide plan. The City of Minnetonka comprehensive guide plan for the year 2040 has been accepted and approved. The need for an update to the POST plan is identified as a specific strategy to achieve the ‘maintain, preserve, and enhance the existing wetlands, parks & open spaces that give Minnetonka its unique character and provide a high quality of life for all residents and visitors policy. Project Goals The parks, opens space, and trails that connect them are what gives Minnetonka its unique character. Residents of and visitors to the community feel like it is a part of nature, not apart from it. The strong commitment the community has with its natural resources and open space will ensure Minnetonka is a community of choice where people live, work, play, and conduct business in a naturally beautiful environment. That being said, more recently there has been conflicting opinions and incongruity amongst residents, community groups, city staff and leadership as to what level humans are a part of the natural environment, particularly in parks, open space and preserve areas. These conflicts are driving a desire to update the city’s POST plan in a related timeline with updates to the Natural Resource Master Plan (NRMP). As a community with a dynamic population, it can be expected that the needs of individuals and families living in Minnetonka will continue to change and evolve through time. City staff are committed to providing a comprehensive, balanced, and sustainable system of parks, open space/natural areas, trails, and recreation oriented activities/programs that responds to the community’s values. Since the City is fully developed, the priorities for the future are to preserve and enhance existing features to allow current and future generations to enjoy these spaces, and to identify appropriate new opportunities as they arise. The purpose of the Minnetonka Parks, Open Space, and Trail System is to provide a comprehensive, balanced, and sustainable system of parks, open spaces/natural areas, trails, and recreation-oriented activities/programs for city residents to use and enjoy in as cost effective manner as possible. The City desires a concise and useable document that will align with complementary studies and planning documents, provide a framework for implementation and achieve buy-in from residents and leadership. Specific Goals  Maintain, preserve, and enhance the parks, open spaces and trails that give Minnetonka its unique character.  An implementation framework to provide equitable park facilities and programs that match the desires, needs, and abilities of residents and visitors.  Continue to develop a walkable/bikeable Minnetonka that will safely and comfortably connect people to parks, open space, and village centers, and build a culture of active living.  Protect and preserve the outstanding quality of life currently enjoyed in Minnetonka, and the desire to ensure the same quality of life is available for future generations .  Identify opportunities for new parks and open space improvements.  Foster resiliency of parks and open space to recover and adapt to climate change and extreme weather events.  Better define appropriate park and open space designations, uses and amenities to align with the current and future needs across a variety of stakeholders. Current Minnetonka Neighborhood Park Service Areas Scope of Work & Deliverables 1. Review of Relevant Planning Documents, Planning Studies and Surveys – Anticipated 10% of total effort The project team will coordinate with city staff and consultants for related planning projects as appropriate to reflect complementary documents and efforts. As mentioned previously, the city is updating the NRMP with Barr Engineering as the project consultant. Opportunities to collaborate should be identified and pursued as approp riate. Specific documents include:  2001 POST Plan  Parks, Open Space and Trails chapter of the City of Minnetonka 2040 Comprehensive Plan, and other chapters as appropriate  Recreational Facilities and Programming Space Needs Study  Draft Natural Resource Master Plan documents  2020 Trail Improvement Plan  Community Park Audits  Minnetonka Annual Community Survey  Current city park ordinances 2. Public Involvement – Anticipated 15% of total effort The project team will assist the City in undertaking a public process intended to gain input from residents, park users, neighborhood groups and city leadership, with an eye towards engaging with traditionally underrepresented groups including youth, seniors and non-residents. Please provide a detailed process they will utilize to gain public input. Preliminary steps may include a review of all relevant background information and visits to the community and park locations. Community outreach & engagement best practices are encouraged to:  Build off previous engagement efforts  Build and maintain relationships with volunteers, neighborhood groups and recreation participants  Gain community buy-in  Understand the needs of residents, especially traditionally under-represented groups and current non-park users  Collaborate with public engagement efforts of the NRMP, as appropriate 3. Document Revision and Creation – Anticipated 65% of total effort The project team will assist the city staff in the creation of a concise and useable system planning document that aligns with related studies and planning documents as identified below. Please provide an outline of the team’s understanding of the project deliverables and how they will be achieved. Specific goals for the document include:  Reflect findings from community outreach effort and input from city staff and leadership.  Align with goals and strategies from the 2040 Comprehensive Plan.  Revise chapters and sections of the 2001 POST Plan, as appropriate.  Creation of new document chapters and sections, as appropriate.  Identify redundant or out of date document chapters and sections for removal from document, as appropriate.  Create up to date mapping and documentation of neighborhood park service areas, current parks, open space, trails and their amenities.  Identify areas of the city deficient in park area and amenities and areas or parcels to target for future park improvements.  Identify exceptions and omissions from the plan. 4. Implementation Framework – Anticipated 10% of total effort This document should be useable by a variety of city departments and staff, particularly for implementation of recommendations. Specifically, the implementation framework should identify:  High level cost estimates for identified park improvements.  Criteria to prioritize park improvements.  Timeframe to address identified park improvements.  Strategies for partnership or other opportunities to implement recommendations outside of city resources (including but not limited to public private partnerships, volunteer opportunities, redevelopment project and park dedication fees). Timeline and Budget The City’s goal is to begin project work in early 2021 and complete by December 2021. The total budget for this work is $75,000. Principal Point of Contact Carol HejlStone Park and Trail Planner City of Minnetonka 14600 Minnetonka Blvd. Minnetonka, MN 55345 chejl@eminnetonka.com 952-939-8342 Important Elements to Include in Proposal 1. Understanding of Scope of Services The proposal should describe the consultant’s understanding of the scope of work and the key issues associated with performing the required consulting services, and identify unusual conditions or problems that may be encountered. 2. Schedule of Services The proposed schedule should include identification of milestones, and the number of person-hours and dollar figures required for the scope of work and deliverables. 3. Approach and Methodology Please provide a detailed description of your approach to the scope of work. The City is seeking a creative, proven approach to carrying out a community place-based planning process that draws out new ideas and achieves general consensus. 4. City Resources A list of the resources or other assistance, which the consultant expects are required from the City in order to complete each task in the scope of services during the planned time period.