02-26-2024 HOPKINS PARK BOARD AGENDA
Monday, February 26, 2024
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 December 4, 2023 Special Park Board Meeting
2. Minutes of the January 29, 2024 Special Park Board Meeting
V. GENERAL BUSINESS
1. Review of Bylaws and Election of Officers, Imihy Bean
2. Overview of 2024 Park Board Calendar, Imihy Bean
3. Adopt Working Groups for 2024, Imihy Bean
VI. GENERAL PARK UPDATE
VII. PARK AREA ASSIGNMENT REPORTS
1. Wendy Woodfill: Burnes, Buffer
2. Kimberly Stiele: Park Valley, Oakes
3. Kristin Hanneman: Maetzold, Valley
4. Callie Flynn: Harley, Elmo
5. Matthew Miller: Downtown, Central
6. Carsyn Johnson: Cottageville, Minnehaha Creek Preserve
7. Rachel Dachenbach: Interlachen, Hiawatha
8. Jon Lyksett: Shady Oak Beach, Hilltop
VIII. ANNOUCEMENTS
1. Next Meeting: March 25, 2024 – at The Marsh 15000 Minnetonka Blvd,
Minnetonka MN
IX. ADJOURN
HOPKINS PARK BOARD
SPECIAL MEETING PROCEEDINGS
JANUARY 29, 2024
CALL TO ORDER
Pursuant to due call and notice thereof a special meeting of the Hopkins Park Board
was held on Monday, January 29, 2024, at 6:30 p.m. in the Council Chambers at City
Hall, 1010 1st Street South.
Vice Chair Hanneman called the meeting to order with Members Dachenbach, Miller,
Woodfill, and Youth Member Johnson attending. Members absent were Chair Stiele,
Flynn, and Lyksett. Other attendance included Special Projects and Initiatives Manager
Imihy Bean.
ADOPT AGENDA
Motion by Miller Second by Woodfill
Motion to Adopt the Agenda.
Ayes: Dachenbach, Hanneman, Miller, Woodfill
Nays: None. Motion carried.
COMMUNITY COMMENT
CONSENT AGENDA
GENERAL BUSINESS
V.1. Park System Master Plan; Imihy Bean
Special Projects and Initiatives Manager Imihy Bean provided an overview of next
steps for the Park System Master Plan. Board member comments were mainly
focused on document organization.
Motion by Miller Second by Dachenbach
Motion to Recommend City Council Adopt the Park System Master Plan
Ayes: Dachenbach, Hanneman, Miller, Woodfill
Nays: None. Motion carried.
GENERAL PARK UPDATE
PARK AREA ASSIGNMENT REPORTS
VII.1. Burnes, Buffer; Woodfill
Member Woodfill reported no updates.
VII.2. Park Valley, Oakes; Stiele
Chair Stiele was absent.
VII.3. Maetzold, Valley; Hanneman
Vice Chair Hanneman reported no updates.
HOPKINS PARK BOARD
SPECIAL MEETING PROCEEDINGS
JANUARY 29, 2024
VII.4. Harley, Elmo; Flynn
Member Flynn was absent.
VII.5. Downtown, Central; Miller
Member Miller reported no updates.
VII.6. Cottageville, Minnehaha Creek Preserve; Johnson
Member Johnson reported no updates.
VII.7. Interlachen, Hiawatha; Dachenbach
Member Dachenbach reported no updates.
VII.8. Shady Oak Beach, Hilltop; Lyksett
Member Lyksett was absent.
ANNOUNCEMENTS
Special Projects and Initiatives Manager Imihy Bean reviewed the upcoming schedule
and shared that ice rinks will no longer be maintained.
ADJOURNMENT
There being no further business to come before the Park Board, and upon a motion
by Miller, second by Dachenbach, the meeting was unanimously adjourned at 6:58
p.m.
Respectfully Submitted,
David Baker, Deputy City Clerk
HOPKINS PARK BOARD
SPECIAL MEETING PROCEEDINGS
DECEMBER 4, 2023
CALL TO ORDER
Pursuant to due call and notice thereof a special meeting of the Hopkins Park Board
was held on Monday, December 4, 2023, at 6:30 p.m. in the Raspberry Room at City
Hall, 1010 1st Street South.
Chair Stiele called the meeting to order with Members Hanneman, Flynn, Lyksett,
Dachenbach, Miller, Woodfill, and Youth Member Johnson attending. Other attendance
included Special Projects and Initiatives Manager Imihy Bean and Park System Master
Plan Consultants Aldrich and Hixon.
ADOPT AGENDA
Motion by Miller Second by Hanneman
Motion to Adopt the Agenda.
Ayes: Dachenbach, Hanneman, Flynn, Stiele, Lyksett, Miller, Woodfill
Nays: None. Motion carried.
COMMUNITY COMMENT
CONSENT AGENDA
GENERAL BUSINESS
V.1. Park System Master Plan; Imihy Bean
Consultants Hixon and Aldrich shared an overview of the draft version of the Park
System Master Plan, including the adopted vision and goals of the plan, and concept
designs from the plan.
Member Miller voiced concern about offering a formal recommendation on the plan
without being able to review the document in its totality. Special Projects and Initiatives
Manager Imihy Bean offered to bring the full document back to the next meeting in
January. Members of the board were in concurrence with this decision.
Motion by Miller Second by Flynn
Motion to Defer Approval of the Plan until the January Park Board Meeting
Ayes: Dachenbach, Hanneman, Flynn, Stiele, Lyksett, Miller, Woodfill
Nays: None. Motion carried.
GENERAL PARK UPDATE
PARK AREA ASSIGNMENT REPORTS
VII.1. Burnes, Buffer; Woodfill
Member Woodfill reported no updates.
HOPKINS PARK BOARD
SPECIAL MEETING PROCEEDINGS
DECEMBER 4, 2023
VII.2. Park Valley, Oakes; Stiele
Member Stiele reported no updates.
VII.3. Maetzold, Valley; Hanneman
Vice Chair Hanneman reported no updates.
VII.4. Harley, Elmo; Flynn
Member Flynn reported no updates.
VII.5. Downtown, Central; Miller
Member Miller reported no updates.
VII.6. Cottageville, Minnehaha Creek Preserve; Johnson
Member Johnson reported no updates.
VII.7. Interlachen, Hiawatha; Dachenbach
Member Dachenbach reported no updates.
VII.8. Shady Oak Beach, Hilltop; Lyksett
Member Lyksett reported no updates.
ANNOUNCEMENTS
There were no announcements.
ADJOURNMENT
There being no further business to come before the Park Board, and upon a motion
by Hanneman, second by Miller, the meeting was unanimously adjourned at 8:34 p.m.
Respectfully Submitted,
David Baker, Deputy City Clerk
CITY OF HOPKINS
PARK BOARD COMMISSION BYLAWS
ARTICLE I
IDENTITY
1.1 This organization shall be known as the 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 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 resident, business, and community
involvement and expression on the above-mentioned elements.
ARTICLE IV
MEMBERSHIP
4.1 Number. Said Commission shall consist of (i) 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. Resident member terms of office shall be for two years, and
youth members shall be for one year.
4.2 Terms. Five resident 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. Resident members appointed to complete a current term of office will
not be considered a term of office.. Resident and youth members shall
serve no more than 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 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 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
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 (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 February of each year, where the election of officers
shall be conducted.
7.2 Regular Meetings. Regular meetings of the Commission shall be held on
the fourth Monday of every 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. 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 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
5) General Business
6) Park area assignment reports
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 (five) shall
constitute a quorum for meeting purposes; however, no less than 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 (five) 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 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 m atter
or 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 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 (five) 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 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 Bean, AICP, Special Projects and Initiatives Manager
Date: February 26, 2024
Subject: Park Board Annual Calendar
_____________________________________________________________________
INFORMATION
In an effort to plan the Park Board’s time effectively, while also working to coordinate
events and tours with other departments, Staff has drafted a tentative schedule for Park
Board meetings in 2024. Below, the table incorporates future work items as well as
facility tours. This calendar is not intended to be reflective of the totality of items to come
before the Park Board but rather to be a starting point of reference for the year.
Tonight, Staff is seeking feedback on any additional feedback on the proposed
calendar.
Administration
2
Month Day Monthly Agenda Events
January 29 PSMP Draft Overview
February 26 Annual Meeting
Policy Equity Working Group
Events Conversation
March 25 Joint Rec Update + Tour Marsh and
Williston
April 29 RFP for Central Park
Public Works Update
Arbor Day Event Thursday, April 25
from 3-5 pm
Earth Day Event/ Adopt-a-Park Clean
Up Event?
May 20 RFP for Central Park
Pavilion Tour
Garden Plot Kick Off Day, Saturday,
May 11 from 9-11am.
June 24 CIP and Park Dedication Fund Review
Joint Rec Update
July 22 Public Works Update
August 26
September 25 Review 2024 Work Plan
Begin Drafting 2025 Work Plan
Joint Rec Update
October 28 Finalize 2025 Work Plan
Public Works Update
Buckthorn Removal Event
November 25
2025 Work Plan to be Adopted by City
Council
December 30 Joint Rec Update
City of Hopkins
Board and
Commission
Handbook
Board/Commission Member Handbook 1 | P a g e
CONTENTS UPDATED JUNE 2022
Inside the City ............................................................................................................................................................................. 3
Mission & Vision ............................................................................................................................................ 3
Local Government Structure ..................................................................................................................... 3
Department Functions ................................................................................................................................. 4
City Council ................................................................................................................................................... 5
City Leadership .............................................................................................................................................. 5
Staff Liaisons ................................................................................................................................................... 5
About Boards & Commissions ................................................................................................................................................ 6
Roles ................................................................................................................................................................. 6
Membership & Guidelines ........................................................................................................................... 7
Membership Requirements ......................................................................................................................... 7
Ex-Officio Youth Membership Requirements ........................................................................................ 7
Key Players ..................................................................................................................................................... 8
Appointments and Chair Assignments ..................................................................................................... 8
Annual Calendar ............................................................................................................................................ 9
Annual Work Plan....................................................................................................................................... 10
Committees and Working Groups ......................................................................................................... 11
Committee/Working Group Membership & Guidelines ................................................................... 12
Disbanding..................................................................................................................................................... 14
Guiding Documents .................................................................................................................................... 14
Meetings ...................................................................................................................................................................................... 15
Types of Meetings ....................................................................................................................................... 15
Attendance ................................................................................................................................................... 15
Quorum and Voting ................................................................................................................................... 17
Meeting Packet ............................................................................................................................................. 17
Agenda ........................................................................................................................................................... 18
Minutes .......................................................................................................................................................... 19
Robert’s Rules of Order............................................................................................................................ 20
Open Meeting Law...................................................................................................................................... 21
Ethical and Respectful Conduct ............................................................................................................................................. 22
Conflict of Interest ..................................................................................................................................... 22
Gifts ................................................................................................................................................................ 22
Respectful Behavior .................................................................................................................................... 22
Board/Commission Member Handbook 2 | P a g e
Code of Ethics ............................................................................................................................................. 23
Communication, Social Media & Media Relations ............................................................................................................. 24
Communication with City Council ......................................................................................................... 24
Communication ........................................................................................................................................... 25
Communication with the Public .............................................................................................................. 25
Social Media .................................................................................................................................................. 26
Media Relations ........................................................................................................................................... 26
Data Practices & City-Issued Devices .................................................................................................................................. 28
Data Practices .............................................................................................................................................. 28
City-Issued Devices .................................................................................................................................... 28
Board/Commission Member Handbook 3 | P a g e
INSIDE THE CITY
Mission & Vision
Mission: Inspire. Educate. Involve. Communicate.
Vision: Creating a spirit of community where…
All people feel safe and respected, and diversity is celebrated.
Business growth is supported, and a vibrant downtown is maintained.
People enjoy exceptional government services, neighborhoods and outstanding schools .
Local Government Structure
Hopkins is a Charter City.
City Council consists of the Mayor and four Council members.
The vote of the Mayor counts the same as Council member vote.
Mayor and Council all serve at-large (the entire community).
Under the Council-Manager Plan, the Council has complete control of the City
administration but exercise this control exclusively through the City Manager.
The City Council is responsible for policy and legislative decisions.
Board/Commission Member Handbook 4 | P a g e
Department Functions
Administration & Community Services
Strategic Planning & Visioning
City Council Coordination
Community Engagement
Legislative Agenda
Elections
Data Practices
Records Management & Licenses
Purchasing/Supplies
Communications
Media and publications
Marketing and branding
Website and social media
Human Resources
Personnel
Training
Legal compliance Payroll & benefits
Recruitment
Compensation/Negotiations
Employee On-Boarding
Engagement & Wellness Committee
Building Inspections
Mechanical & Plumbing Inspections
Property Maintenance Inspections
Rental Housing
IT
Network Security
Device Management
Innovation & Process Improvement
Activity Center
Art Center
Finance
Budget & Financial Planning
Financial Reporting
Investments
Accounts payable & receivable
Utility Billing
Joint Recreation with Minnetonka
Shady Oak Beach
The Depot
Recreation programming
Outdoor ice rinks
Summer park guest services
Fire
Inspections
Investigations
Fire suppression and prevention
Community EMT visits
Emergency preparedness
Planning & Economic Development
Planning
Zoning
Economic Development
Public Housing
Housing
Long-Range Comprehensive Planning
Police
Patrol
Investigations
Community outreach
Crime prevention
Records
Public Works
Street maintenance
Parks maintenance
Building maintenance
Fleet maintenance
Utility operations
Electrical
Garbage & recycling
HVAC
Engineering
- Design
- Project Management
- GIS
- Training
- Legal compliance
Water Treatment Plant
Pavilion
Board/Commission Member Handbook 5 | P a g e
City Council
Mayor
Patrick Hanlon
Alan
Beck Balan
Heidi
Garrido
Brian
Hunke
City Leadership
Mike Mornson, City Manager
The City Manager is the Chief Executive Officer for the City. The City Manager is appointed
by the Council to carry out their policy direction and oversee city operations. A key duty of
the City Manager is overseeing the hiring and managing of City Staff.
Ari Lenz, Assistant City Manager
Staff Liaisons
Amy Domeier, Charter Commission
Julia Ross, Multicultural Advisory Committee (MAC)
PeggySue Imihy, Park Board
Ryan Krzos, Planning & Zoning Commission
Gerard
Board/Commission Member Handbook 6 | P a g e
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
Board/Commission Member Handbook 7 | P a g e
Membership & Guidelines
Boards & Commissions
Membership
Members are selected by City Council.
All appointments have term limits.
Subject to Open Meeting Law.
The City Manager appoints a staff liaison
who provides administrative support to
the board/commission as a body.
Guidelines
Boards and commissions are established
to advise the City Council
Establishment and missions are outlined
in City code
Boards and commissions are on-going
Meetings of boards and commissions
are public meetings
Commissions can establish committees
and working groups
Membership Requirements
Must be 18 years of age or older
Must live in Hopkins*
Terms are two years in duration
*At sole discretion of the City Council, one member of the Planning & Zoning Commission may be a manager,
owner or have a substantial ownership stake in a business located with the corporate City limits of the City of
Hopkins.
Ex-Officio Youth Membership Requirements
Must be 14-18 years of age at the time of selection
Must be a student in the Hopkins School District
Terms are one year in duration
Non-voting members
Ex-Officio Youth Members may not serve on the Charter Commission
Board/Commission Member Handbook 8 | P a g e
Key Players
Chair
Prepare agenda with Staff Liaison
Lead meeting and facilitate discussion
Facilitate development of annual work
plan
Maintain meeting decorum
Consult with members regarding
attendance issues
Encourage participation by all members
and the public
Mentor and assist with training of new
members
Vice-chair
Supports the Chair as needed
Performs the Chair duties if the Chair is
unavailable
Staff Liaison
Support Chair in preparing agendas and
meeting materials
Work with Chair to ensure bylaws are
followed
Record and prepare meeting minutes
Maintain records
Provide technical expertise and access
to City resources
Provide official notice of meetings
Relay information from City Council
and Administration
Train in new members
Appointments and Chair Assignments
Appointments:
Committees and working groups work at the discretion of the entire commission so therefore the
commission makes the appointments of all members.
Resignation or Removal:
Committee and working group members may voluntarily resign by notifying the chair of the group.
A committee or working group member may be removed by a majority vote of the commission.
Committee or Working Group Chair Assignments:
Every committee and working group should have regular member(s) serving as the chair or co-
chairs. The commission approves the selection of chairs.
Chair Duties:
Set the meeting schedule
Prepare meeting agenda
Maintain meeting decorum
Recommend members (working group) and notify commission of changes in membership
Report on the group’s activities to the regular commission meetings
Ensure the group is working as directed by the commission
Communicate to the Committee or Working Group any directives, questions or input from
the commission
Board/Commission Member Handbook 9 | P a g e
Annual Calendar
Annual work plans ensure that the Commissions’ initiatives are aligned with the City Council’s
priorities.
Annual Work
Plan Calendar
January: Annual
Work Plan Begins
February: Annual
Meeting
June-August:
Proposed work
plan created by
Commissions
September: Work
plans due!
Oct./November:
Work Plan
proposals
presented to
Council
December:
Council reviews
and approves
work plans
Board/Commission Member Handbook 10 | P a g e
Annual Work Plan
Council Request:
The Council Charge is a guide for Council to provide clear and specific direction to Boards
and Commissions on.
Council Charge is given in instances when Council tasks a board or commission with an
initiative.
City staff ensures Council identifies the charge level of the task.
The Council Charge concept is implemented in Board and Commission work plans.
Charge 1: Study &
Report
2: Review &
Comment
3: Review &
Recommend
4: Review &
Decide
Commission
Role
Study a specific
issue or event and
report its findings
to Council
Review a specific
policy issue and
staff will seek
comments from
each individual
member of the
group to pass on to
Council
Review a specific
policy issue and
provide a
recommendation on
the issue to Council
Study, review and
decide on an issue.
The Decision will be
the City’s official
position on the
matter unless the
issue is formally
reversed by Council
Commission
Vote
No vote is taken by
the commission
No vote is taken by
the commission
A majority vote is
required
A majority vote is
required
Commission
Recommendation
No official
recommendation is
provided to Council
No official
recommendation is
provided to Council
An official
recommendation is
provided to Council
No official
recommendation is
provided to Council
Report
Type
Required: Advisory
Communication &
Staff Report
Required: Staff
Report
Required: Staff
Report
Optional: Advisory
Communication
None
Work Plan Approval Process:
Approving work plans is a two-part process. Work plans development starts in the summer months
and ends in December.
Board/Commission Member Handbook 11 | P a g e
1 Chair and Staff Presents Proposed Work Plan to Council
Annual joint work session meeting (typically October or November)
Meeting Purpose: Chair and Staff Liaison to present proposed work plan and allow
Council to ask clarifying questions from the chair
2 Council Review and Final Approval
City Staff provides comments to Council and propose any recommended changes.
City Council meeting (typically first meeting in December)
City staff will incorporate council changes and present proposed work plans to
Boards and Commissions
Committees and Working Groups
Local governments often use a variety of Advisory groups, including Boards and Commissions, to work on
City priorities. Commissions may create Committees and Working Groups to assist them with their work
plan, however, committees and working groups work at the direction of the whole board and
commission.
Role of these groups:
Study issues in greater depth and report findings
Assist with community initiatives or events
Board/Commission
Committee Commission
Members only
Working
Group
Commission
Members
Public
Members
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Committee/Working Group Membership & Guidelines
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
(Note: Council may also create committees and working groups which may include B&C Members, those
groups would fall under the Council’s direction.)
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Key Components of Working Groups
Establishment
Prior to the establishment of a working group, the commission should complete a proposal
to determine the need of the working group
The proposal should be approved by the commission at a regular scheduled meeting
Public Notice/Advertisement
The commission must put out notice of the establishment of the working group (i.e. press
release, city communication channels)
Notice should be given a minimum of 14 days so interested individuals can come forward
to volunteer
Leadership
The chair or co-chair positions should be held by voting commission members
The commission appoints the chair or co-chairs
Size
Working groups should not exceed seven members (five is preferable)
Time
Working groups are established for a set time in order to complete a task set forth by the
commission
Disbanding
The commission can disband a working group at any regular meeting by a majority vote
In the case that no member of the commission is available to serve, the working group will
be automatically disbanded
Work
Working groups do not provide direction to the commission
The commission has final recommendation on all matters
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Disbanding
Committees and working groups are not intended to be ongoing. These groups can be disbanded
by a majority vote of the commission or they will automatically disband in the following instances:
Completion of work/charge
No member of the commission is available to serve
Guiding Documents
1 City Code
Outlines general roles of boards and commissions
Identifies each board or commissions mission
If there is discrepancy between city code and other guiding documents,
city code prevails
2 Work Plan
Work approved and directed to the commission by Council
3 Member Handbook
The guide you are reading right now!
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MEETINGS
Types of Meetings
1 Regular Meetings
All Commissions have a regular meeting schedule; e.g., “7 p.m. on the fourth
Thursday of each month.”
Regular meetings can be rescheduled if members and the public are given notice at
a prior meeting
If notice at a prior meeting cannot be given for a schedule change, the regular
meeting is considered to have been cancelled and a special meeting called
At the regular February meeting, each commission holds annual elections for Chair
and Vice Chair
2 Special Meetings
A meeting held in addition to the regular meeting schedule
A meeting scheduled without notice at a prior meeting
3 Joint Work Session Meeting
Work sessions are held jointly with City Council
Every Commission has at least one a year
Goal is to review work plan and get direction if needed
**Meetings may be recorded and televised
Attendance
Attendance Policy:
Board and Commission members are expected to meet attendance requirements.
Park Board
If a member fails to attend four regular meetings per year (July 1 to June 30),
they will be removed from the Board effectively immediately upon their fourth
absence. Under this scenario, members cannot request reappointment, but can
reapply for the Board for the following year.
Planning & Zoning Commission
If a member fails to attend four regular meetings per year (July 1 to June 30),
they will be removed from the Board effectively immediately upon their fourth
absence. Under this scenario, members cannot request reappointment, but can
reapply for the Board for the following year.
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Counted vs Not Counted:
Board and commission meetings listed under “Counted toward Attendance” will be used to factor
into the board and commission attendance policy. “Not Counted towards Attendance” are not
used in the formula.
* A rescheduled meeting occurs when members are notified of a new meeting date/time at a prior
meeting. If shorter notice is given, the previously scheduled meeting is considered to have been
cancelled and replaced with special meeting.
** A cancelled meeting can be done by the Chair, City Council, and City Manager or by the majority of
voting members. Reasons a meeting may be cancelled include:
Insufficient business
Conflict with a holiday or religious observance
Inclement weather
Community emergency
Attendance Sheets:
Attendance sheets are maintained by the Staff Liaison, and any attendance issues will be discussed by the
Staff Liaison with the Commission Member. Annually the City conducts an attendance assessment to
identify attendance issues.
Members Responsibility:
Since attendance impacts quorum and the ability for a board or commission to conduct business, it is
important to communicate conflicts in advance of the meeting. Members should contact the staff liaison
if:
They cannot attend a scheduled meeting
They will be late or need to leave early
Counted
towards
Attendance
Regular
Meeting with
Quorum
Regular
Meeting
without
Quorum
Rescheduled
Meeting*
Not Counted
towards
Attendance
Special
Meetings
Joint Work
Sessions
Subcommittee
or working
group
meetings
Canceled
Meeting**
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Quorum and Voting
Voting:
Regular members can participate in voting
Youth members cannot participate in voting
Quorum = A majority of seated voting members
Quorum is required to vote on business items
Meetings can be held without a quorum; however, members cannot “conduct business” by taking
votes on motions
Meeting Packet
Each meeting packet contains:
Agenda
Draft Minutes
Reports and Recommendations
The packet will be posted on the City’s website at least three days prior to your scheduled meeting. The
packet will also be emailed to you at the email address provided on your application. It is important that
you review the packet in advance to be prepared. Members should have the meeting uploaded on their
City issued device to use as a reference at meetings.
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Agenda
Static Items (will always appear) for Park
Board Meetings:
- Call to order
- Adopt agenda
- Community comment
- Consent agenda
- General business
- Park area assignment reports
- Announcements
- Adjourn
Static Items (will always appear) for
Planning & Zoning Commission Meetings:
- Call to order
- Adopt agenda
- Community comment
- Consent agenda
- Public hearings
- Old business
- New business
- Announcements
- Adjourn
Each meeting packet contains:
Special presentations and recognitions
Community Comment:
Residents can speak during community comment on any topic that is NOT already on the current
agenda
Members should not engage in direct debate or dialogue with the resident outside of thanking
them for the comment or noting when the item might be discussed by the Board or Commission in
the future
Commissions should not take formal action from the content of the community commenter
Commenters must provide their name and address before speaking
Commenters have three minutes to speak
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Minutes
Minutes are recorded at each Board or Commission meeting. Commissions may have an additional city
staff person in attendance that supports the liaison with this particular task.
Meeting minutes’ document actions taken at a meeting, not discussion.
Meeting minutes will include:
Meeting name including the date, place and time
Members in attendance
Approval of previous meeting minutes and corrections, if any
Motions made (exact wording of the motion, who made the motion, seconded the motion,
and the result of the vote)
Reports (can use bulleted lists)
Other actions
Each meeting packet will contain a draft of the minutes from the previous meeting. Minutes are not
verbatim and not all comments will be included. After the minutes are approved, your City Staff Liaison
will submit the approved minutes for publication on the City’s website.
Board/Commission Member Handbook 20 | P a g e
Robert’s Rules of Order
Hopkins Boards and Commissions use Robert’s Rules of Order to transact business through
motions. Robert’s Rules of Order will prevail in the event of a procedural conflict. If a member is
confused about procedure, they should ask their liaison or chair to assist. The City of Hopkins
values creating an inclusive and respectful environment, members should always feel safe and
comfortable to ask questions and not be intimidated by Robert’s Rules.
General Principles:
Only one subject (main motion) is before the group at one time.
Negative motions are generally not permitted; phrase the motion as a positive action. If the
Board or Commission does not want to take action, the motion should be voted down.
Only one member speaks at a time. Each speaker should first be recognized by the Chair.
The maker of a motion is usually allowed to speak first and last.
Each item is presented for full debate. Each member speaks once until all members have
had an opportunity to speak.
All members have equal rights. The rights of the minority are protected and heard, but the
will of the majority prevails.
Steps to a motion:
Member addresses the Chair and the Chair recognizes the member.
Member states motion “I move to adopt the policy.”
Another member seconds the motion “I second.”
Chair repeats the motion to the Board or Commission.
Motion is discussed by the group.
Members can make subsidiary motions that assist the group in disposing of the main
motion, “I move to table this discussion to the next meeting.”
Members vote on the subsidiary motion.
If applicable, members vote on the main motion.
Chair announces the results.
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Open Meeting Law
Why it exists:
Prohibits actions from being taken at a secret meeting, where it is impossible for the
interested public to become fully informed concerning decisions of public bodies or to
detect improper influences.
Ensures the public’s right to be informed.
Afford the public an opportunity to present its views to the public body.
To Comply:
Provide public notice of the meeting a minimum of three days in advance.
Hold meetings in public places.
Violation of Open Meeting Law:
There is a violation of open meeting law if there is discussion of business between quorums of
members outside of a publicly noticed meeting. Serial communication defined below is an open
meeting law violation.
Serial Communication:
Serial communication in communication between Board and Commission members that lead to a
concurrence among the majority of the members. Serial communication may involve a series of
communications (example: email, face-to-face, text) which each communication involving less
than a quorum of the Board or Commission, but when taken as a whole, involve a majority of the
Board or Commission.
Ensure Compliance:
Email communication intended for the group to your Staff Liaison for distribution.
Members should not “reply all” to group messages.
Members should not blind copy other members.
Committees and Working Groups:
While Committees and Working Groups are not covered under the Open Meeting Law, some
Committee or Working Group meetings may be designated as public meetings by the City Council,
or the Commission based on potential public interest on the topic.
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ETHICAL AND RESPECTFUL CONDUCT
Conflict of Interest
Definition: Any member who has a financial interest in, or who many receive a financial benefit as a result
of, any Board or Commission action or if there is potential for the appearance of conflict of interest.
Members who have a conflict of interest must:
Disclose the conflict of interest to the group, and
Abstain from discussing or voting on the matter.
Gifts
Members may not receive gifts from any “interested person” in conjunction with their Board and
Commission duties.
Board and Commission can recommend acceptance of general gifts through the City’s donation
policy.
Please refer to City Policy 2-F Ethics and Gifts.
Respectful Behavior
Members should strive to:
Treat people with courtesy, politeness and kindness.
Encourage others to express their opinions and ideas.
Listen to what others have to say.
Use the ideas of others to improve decisions and outcomes.
Recognize and respect differences.
Members should avoid:
Speaking over or cutting off another individual member of Staff Liaison’s comments.
Insulting, disparaging or putting down people or their ideas.
Bullying other members or Staff Liaison by displaying a pattern of belittling, demeaning, judging or
patronizing comments.
Violence or the threat of violence will not be tolerated. The Chair or the Staff Liaison can call for
the removal of any anyone who threatens or commits an act of violence.
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Code of Ethics
I have been entrusted by the Hopkins City Council to perform my duties and services as a
volunteer Board or Commission Member in a manner that is always in the best interests of
the community of Hopkins.
While honest differences of opinions may develop, I will work harmoniously with other Board
or Commission Members to assure residents and businesses the services they require.
I will invite all residents to express their opinions so I may be properly informed prior to
making my decisions. I will make decisions based solely upon the facts available to me. I will
support the final decision of the Board or Commission.
I must devote time, study and thought necessary to carry out my duties.
I understand that the Board or Commission Members recommend policies, the City Council
establishes policies and Staff is responsible for administering the policies of the City Council.
I understand that as a Board or Commission Member, I have no authority outside of the
proper meeting of the Board or Commission.
I understand that all Board or Commission meetings shall be open to the public, except as
provided by law.
I understand that it is my duty as a Board or Commission Member to treat all residents, staff
and fellow Board and Commission Members in a respectful and professional manner at all
times.
I will withdraw from discussion and decision -making actions in cases where I have a conflict
of interest and I will disclose those conflicts of interest when they arise.
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COMMUNICATION, SOCIAL MEDIA & MEDIA
RELATIONS
Communication with City Council
When presenting recommendations to City Council it is essential that Board and Commission members
keep the following in mind:
Recommendations should be in written form.
Ideas should be expressed in clear and concise language.
Proposed solutions should be viable and cost-effective.
Recommendations should identify reasons for the changes suggested.
Advice should reflect the views of a consensus or a majority of Board and Commission members.
Role of Staff Liaison:
One of the primary roles of the Staff Liaison is to assist in delivering information from the City Council to,
and vice versa. It is the responsibility of the Staff Liaison to communicate the guidance of their Board and
Commission completely and impartially.
Communication Tools:
Boards and Commissions have five primary tools for communication with the City Council. Since Council
time is limited and it is important that all members of the Council receive the information, it is imperative
that communication is done through these formal channels. The table below outlines each tool and its
intended purpose:
Meeting Minutes
Meeting minutes are intended to give members a record of Board and Commission proceedings.
After the minutes are approved, they are uploaded to the City website Agenda Center.
Joint Work Session
Joint work sessions are held at least once a year. This is an opportunity to update the Council on
the Commission’s work plan and to get Council feedback on the progress to date.
Annual Work Plan
The annual work plan process enables Commissions to share their goals for the upcoming year.
The Council reviews those goals and other ideas before giving final direction on Commission
priorities.
Council will assign each work plan item a Council Charge
Staff Reports
Staff reports are prepared by staff to forward a regulatory item or other goal from the
Commission’s approved work plan to a Council meeting for approval or direction. It is staff’s
responsibility to outline the Commission’s recommendation, as well as staff’s
recommendations, and to highlight any important differences between the two.
Advisory Communication
Advisory communication is prepared by the Commission members under the direction of the
Commission. The template should be used when the Commission wants to give input on an
issue but due to timing or the nature of the issue, meeting minutes are deemed insufficient.
Advisory communications should be used if the Commission wishes to advise the Council on a
top not included on their approved work plan.
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Communication
Meetings: The City has several tools to communicate with the public. One of the most important is the
regular meetings of the City Council and Boards and Commissions. The meetings are shown on cable TV
and are streamed on the web. Actions and discussions about major issues are occasionally the subject of
follow up news stories, and members’ remarks are sometimes quoted.
Hopkins Highlights: The City has its own newsletter, Hopkins Highlights, which is published monthly and
sent along with the utility bills to the community. A number of apartments have arranged to have copies
of the Highlights delivered directly to them. Each City department is solicited to provide content for the
newsletter. State law imposes some restrictions on the use of officials’ photos in city publications.
Connections: The City publishes the Connections E-Newsletter for residents and business people who would
like the latest information from the City delivered directly to in their inbox. Connections features concise, up-
to-date news, and is distributed weekly.
Website: The City maintains its own website at www.hopkinsmn.com, hosted on servers operated by an
outside vendor. The site permits “webstreaming” of the video of Council meetings and bulk lists of email
addresses to receive messages on various topics. The website includes the latest meeting schedule and
announcements of general interest.
Video/Cable Channel: City related videos appear on channels set aside by cable television operators for
local government programming. Hopkins programs appear on Cable Channel 16 on Comcast systems.
Along with regular meetings of the Hopkins City Council and Zoning and Planning Commission, the
channel carries other programs of special interest. The channel also carries a text “bulletin board” of
upcoming City events.
Communication with the Public
We want members to promote their Board and Commission’s work with the public.
Members are asked to take care when conveying:
Any decisions of the Board or Commission based on the information shared and resulting
discussion of the group during open meetings.
Board/Commission Member Handbook 26 | P a g e
Social Media
Members of City Boards and Commissions are increasingly called upon to communicate with the
general public and stakeholders via a wide variety of channels including social media. Many
members use social media in various ways.
However the ‘personal’ style of social media can make it difficult to draw the line between
public/professional and private use. As an ambassador of the City, it is important to remember
that your statements and opinions must remain personal and cannot be regarded as representing
the City’s nor your board or commission’s official position.
Please consider this when posting on social media on topics that could be related to your work
with the City and do not give the impression that you are speaking on behalf of the City, board or
commission. Exercise good judgment and remember that even when you write in your personal
capacity, you are still a board or commission member.
Please refer to the Open Meeting Law section of this handbook. Open Meeting Law does apply to
social media use.
Media Relations
Hopkins City government activities are regularly covered by the Sun Sailor newspaper. Other Twin
Cities publications also cover the community, but on a less regular basis. Resident surveys in the
previous decade indicated that no single paper reaches a majority of citizens.
The City issues news releases to the newspapers as events warrant. The City cannot dictate whether
a paper runs coverage on an item, and the City cannot control what content will be published
unless the City buys advertising space for it. The weekly papers often cooperate with the City to get
important messages to the public. News releases are also posted immediately to the City website.
The City also posts information on Facebook, Twitter and Nextdoor.
As a Board or Commission member, you may sometimes be asked to communicate information to
the public or media. Communicating accurate, timely and professional information is important to
the quality and credibility of this information.
Things to remember as a member include:
You are an ambassador of the City. You represent the interests of the City, and your words
and actions reflect that role.
If you are asked to be interviewed as a member, it is generally recommended that you first
talk with your staff liaison.
Reporters who cover Hopkins have a variety of levels of experience, both with the community and
in their careers. Members who speak with reporters should be careful not to assume that the
Board/Commission Member Handbook 27 | P a g e
reporters have a great deal of information on the subject about which they will write. Reporters
will need clear explanations of the jargon that is sometimes used within government.
It is also important for officials to make clear whether they are speaking for only themselves, or
whether they are in a position to speak for the entire Board or Commission, or for City government
as a whole.
It is also important for members to understand the meaning of speaking “off the record” and the
risks that may involve. During interviews, most reporters will ignore attempts by officials to say
“That was off the record” after the fact or without a previous agreement. If an official and a
reporter reach such an agreement in advance, it should be clear when the agreement starts and
stops. The danger is that the reporter will decide the conversation is back on the record while the
official believes it is still private. Officials should also make it clear in advance what they mean by
“off the record”: Information that should not be published at all, or information that can be
published, but not attributed to a person. Ultimately, living up to an agreement to go off the
record is purely up to the reporter; Minnesota courts have ruled that news organizations that break
those agreements cannot be held at fault.
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DATA PRACTICES & CITY-ISSUED DEVICES
Data Practices
Under the Minnesota Data Practices Act, all data created or collected by a government agency are
presumed public. The exceptions come if there is a federal or state law that categorizes data as
“not public.”
Through the years, many exceptions have been approved by the legislature, and guidance from the
City Attorney may be required in some cases to determine the status of a document.
Correspondence between elected officials and constituents is classified as private data, but can be
made public by either the constituent or the official.
The City of Hopkins supplies each member with an email address on the City’s system. Members
can access the account through a web-based interface, similar to Hotmail or Gmail. The address of
the City-provided email account is public information.
As a government agency, the City is subject to public disclosure laws. All files and documents,
including personal messages and Internet logs, are owned by the City and may be subject to open
records requests under law. Users should have no expectation of privacy.
Staff will also ask commission members for an email address or phone number where they can be
reached. Communication through these channels is subject to data practices.
City-Issued Devices
The City has provided IPads to Board and Commission members for their use. IPads are subject to
the City’s Electronic Use Policy.
A copy of the policy will be provided when members receive their IPad. Members are expected to
use the IPad with good judgement in a professional and businesslike manner.
Users should have no expectation of privacy or confidentiality when using these resources.
Park Board
2024 Annual Work Plan
Initiative ☒ New Initiative
☐ Continued Initiative
☐ On-Going Initiative
Target
Completion Date
Budget
Required
Staff Support Required
Council
Approval
Develop a master plan for Central Park which
includes a feasibility study for an expansion of
the Pavilion
Winter 2024
$100,000
Staff support from
Planning, Public Works +
Minnetonka Parks and
Recreation would be
needed.
Information/Progress Report: In 2022, the Park Board selected Landscape Architecture firm, Confluence, as the contractor for
the Master Park System Plan. The work on this plan will be complete in Winter 2023, and the next step is to begin implementation
of the plan.
Initiative ☒ New Initiative
☐ Continued Initiative
☐ On-Going Initiative
Target
Completion Date
Budget
Required
Staff Support Required
Council
Approval
Tour Hopkins and Minnetonka Recreation
Facilities
Winter 2024
None
Support from Public
Works and Minnetonka
Parks and Recreation
staff would be needed.
Information/Progress Report: With many new commissioners onboarded in the past year, as well as Minnetonka’s acquisition of
the Marsh, it would be useful to the Park Board to tour some of the Park facilities and spaces as the board implements the Park
System Master Plan.
Park Board
2024 Annual Work Plan
Initiative ☐ New Initiative
☒ Continued Initiative
☐ On-Going Initiative
Target
Completion Date
Budget
Required
Staff Support Required
Council
Approval
Continue Tabling at or Creating Events related
to the Parks (Arbor Day, Garden Plot Kick Off,
Buckthorn Removal, Earth Day)
Fall 2024
$500
Support from Hopkins
Public Works
Information/Progress Report: The Park Board will continue to table at events to promote use of the parks, sustainability within
the parks and to promote keeping the parks clean and safe.
Initiative ☒ New Initiative
☐ Continued Initiative
☐ On-Going Initiative
Target
Completion Date
Budget
Required
Staff Support Required
Council
Approval
Park Policy Review for Racial Equity
Winter 2024 None Support from Minnetonka
Recreation
Information/Progress Report: The Park Board will form a working group to review the City’s policies related to the parks for
alignment with the City’s overall equity goals.
Park Board
2024 Annual Work Plan
Ongoing Responsibilities
• Review of Park Dedication Funds
• Advise Council on operation and maintenance on parks
• Increase public understanding of park policies, practices, and ongoing projects
Other Work Plan Ideas Considered for Current Year or Future Years
• Revised Capital Improvement Plan which incorporates recommendations from Master Parks Plan
• System improvements consistent with Master Parks Plan
Proposed Month for Work Session: November
Staff Comments:
Council Comments:
CITY OF HOPKINS
Memorandum
To: Park Board Chair and Members of the Park Board
From: PeggySue Imihy Bean, AICP, Special Projects and Initiatives Manager
Date: February 26, 2024
Subject: Park Board Working Groups
_____________________________________________________________________
INFORMATION
As part of the 2024 Work Plan, the Park Board identified several items for which forming
Working Groups would help accomplish these tasks. As a reminder, below are the
guidelines for a working group. This is detailed further on page 11 of the Board and
Commission Handbook, which is included in your packet.
In the 2024 Work Plan the Park Board looked to accomplish the following:
• Park Policy Review for Racial Equity: The Park Board will form a working
group to review the City’s policies related to the parks for alignment with the
City’s overall equity goals.
• Continue Tabling at or Creating Events related to the Park: The Park Board
will continue to table at events (Arbor Day, Garden Plot Kick Off, Buckthorn
Removal, Earth Day) to promote use of the parks, sustainability within the parks
and to promote keeping the parks clean and safe.
Historically, there has been a working group for Events, made up of Members Miller,
Stiele and Hanneman and Members Miller and Flynn have expressed interest in the
Park Policy Review Working Group.
REQUESTED ACTION:
Following a discussion, the Park Board should select working groups for the above
items.
Administration