HomeMy Public PortalAbout01.16.2019 Park Commission Meeting Packet Posted 1/11/2019 Page 1 of 1
AGENDA
MEDINA PARK COMMISSION
WEDNESDAY, JANUARY 16, 2019 7:00 P.M.
Medina City Council Chambers
City Hall, 2052 County Road 24
1) Call to Order
2) Introduction of New Park Commissioner
3) Appointment of Officers: Chair, Vice Chair & Secretary
4) Additions to Agenda
5) Approval of the Minutes from:
December 19, 2018 Regular Meeting
6) Public Comments (on items not on the agenda)
7) City Council Update
8) Hamel Road – Shoulder Trail
9) Presentation from Youth Park Commissioners
10) 2019 Park Commission Goals
11) Staff Report
a) 2019 Representation at City Council Meetings
b) Trail Plan Update
c) General Items
12) Adjourn
1
MEMORANDUM
TO: Medina Park Commission
FROM: Jodi Gallup, Assistant City Administrator
DATE OF REPORT: January 11, 2019
DATE OF MEETING: January 16, 2019
SUBJECT: Park Commission Meeting Report
2. Introduction of New Park Commissioner
Medina resident Terry Sharp has been appointed to the Park Commission for a three-year
term expiring December 31, 2021. We will take a few minutes at the beginning of the
meeting for introductions. Steve Lee has also been reappointed for another three-year
term expiring December 31, 2021.
No attachments for this item.
3. Appointment of Officers
At the first meeting of each year, the Park Commission nominates and votes on its
officers. The positions that the Park Commission will be nominating are: Chair, Vice-
Chair, & Secretary. The Park Commission Ordinance states the Park Commission can set
their own bylaws. The Park Commission does not have any official bylaws but does have
the attached orientation manual that states no member may serve as chairperson or vice
chairperson for more than three consecutive (one-year) terms. Steve Lee has served as
chairperson for three one-year terms.
See attached orientation manual and park ordinance.
Action Required: Nominate and Vote-In Officers.
4. Additions to Agenda
If any Park Commissioner wishes to add an item to the agenda after the agenda has
already been posted, the agenda item must be proposed at this point in the meeting. The
Park Commission must agree to add the item by motion.
No attachments for this item.
7. City Council Update
This is a reoccurring agenda item to have the City Council Liaison to the Park
Commission give an update at each meeting on what is happening at the Council level.
City Council member John Anderson has been appointed as the Liaison to the Park
Commission for 2019.
No attachments for this item.
8. Hamel Road – Shoulder Trail
The attached memo from Planning Director Dusty Finke provides background
information on Hennepin County’s repaving plan and schedule for Hamel Road. Staff is
looking for direction from the Park Commission to request that Hennepin County pave
the shoulder of Hamel Road in connection with the repaving in 2019 from Pinto Drive to
just west of Pioneer Trail.
2
See attached memo and map.
Action: Review request and provide direction on paving the shoulders of Hamel Road.
9. Presentation from Youth Park Commissioners
Ella Kingsley and Lauren Lubenow are both completing their two-year terms as youth
members of the Medina Park Commission. This agenda item will allow them to each
speak to what they have learned during their time on the Park Commission.
No attachments for this item.
10. 2019 Goal Setting Session
This will be a time to brainstorm different projects the Park Commission wants to
accomplish in 2019 and looking forward. Park Commissioners should spend some time
creating a list of ideas prior to the meeting, and then we can create a timeline to prioritize
these projects. Staff has started to create a list of possible 2019 goals based on past
discussions. Please also review the final approved 2019 Capital Improvement Plan.
See attached list of ideas and 2019 CIP.
Recommended Action: Brainstorm ideas for 2019 goals.
11. Staff Report
a. 2019 Park Commission Representation at Council Meeting. Attached is the roster for
Park Commission representation at City Council meetings for 2019. Your attendance
provides a park resource and communication liaison between the Park Commission and
other City government bodies. If you have a schedule conflict, please arrange a trade with
another park commissioner.
b. Trail Plan Update. The Trail subcommittee has met twice to review the text of the 2013
trail plan to update it to reflect the current 2020-2040 Comprehensive Plan. Staff is now
working on updating the map and finalizing the first updated draft of the language in the
plan. The trail subcommittee plans to have one more meeting on February 6th to review
any final revisions, before bringing the draft plan to the full Park Commission at the
February 20th meeting.
c. General Items. This agenda item is to give a verbal update on any other general park
items.
Staff representation at the January 16th Park Commission meeting will be Assistant City
Administrator Jodi Gallup and Public Works Director Steve Scherer.
Medina Park Commission Meeting Minutes - DRAFT
December 19, 2018
Medina City Hall
Page 1 of 2
The Park Commission of Medina, Minnesota met in regular session on December 19, 2018 at
7:00 p.m. at Medina City Hall. Park Commission Chair Steve Lee presided.
1) Call to Order
Commissioners Present: Steve Lee, Jeff Rumsey, Ann Thies, Elizabeth Weir, John
Jacob, and youth members Ella Kingsley and Lauren
Lubenow
Commissioners Absent: Mary Morrison and Lori Meehan
Also Present: Public Works Director Steve Scherer and Assistant City
Administrator Jodi Gallup
2) Additions to the Agenda: None.
3) Approval of the Minutes from:
November 28, 2018 Regular Meeting
A motion was made by Jacob and seconded by Rumsey to approve the minutes from
November 28, 2018, with one correction on page 2: interested. Motion passed
unanimously.
4) Public Comments (on items not on the agenda): None.
5) City Council Update
Scherer updated the Park Commission on recent City Council actions. He stated the City
Council adopted the 2019 fee schedule but would like the Park Commission to revisit the
park fees including baseball field and tennis court rentals. Gallup explained the tennis
court rental fee went up from $2 per court per hour to $20 per court per hour for
scheduled group lessons. Weir stated that fee creep is a better approach than fee leap.
6) Trail Plan Review
Thies reported that the Trail Subcommittee consisting of Jacob, Rumsey, and herself, had
met once on December 12th to update the 2013 Trail Plan descriptions to align with the
updated 2020-2040 Comprehensive Plan. It was noted that the subcommittee made it half
way through the plan and will hold one more meeting to finish the draft update before
bringing back before the full Park Commission for review. It was noted that the trail plan
guiding principles still need to be updated.
Lee stated that this will be a living document that is not frozen in time, but continually
updated.
Medina Park Commission Meeting Minutes - DRAFT
December 19, 2018
Medina City Hall
Page 2 of 2
It was recommended that the first section of the plan shows exactly the trails planned in
the 2020-2040 Comprehensive Plan, and the second section of the plan should show the
Park Commission’s recommended revisions.
Thies noted that the northwest corner of the city seemed to be missing trails and asked if
we should add a trail connecting Baker to Tomann? There was a consensus to add this
missing trail connection.
The Park Commission questioned if our trails were linking our community together from
east to west and north to south. It was noted that we should be trying our best to connect
our trail system with adjacent communities.
7) Staff Report
• Commission Goals – The Park Commission reviewed the 2018 goals and plans to
update the 2019 goals at their first meeting in January.
• General Items – Gallup reported that Mayor Martin has started a preliminary
discussion on the possibility of creating a foundation to help with future park
replacements and improvements. Lee and Weir stated they would be interested in
being included on future discussions regarding this topic.
8) Adjourn
A motion was made by Weir, seconded by Jacob and passed unanimously, to adjourn the
meeting.
The meeting was adjourned at 8:00 p.m.
Minutes prepared by Jodi Gallup
Medina City Code 525. City Park Commission
525. City Park Commission Page 1 of 3
CHAPTER 5.
ENVIRONMENT
525. CITY PARK COMMISSION
Section 525.01. Establishment.
Subd. 1. A park commission of seven members is established. Members of the park
commission shall be appointed by majority vote of the city council and may be removed
for any reason by a vote of two-thirds of the full city council. Members of the park
commission shall be residents of Medina who have lived in Medina for at least one year
immediately preceding appointment.
Subd. 2. The city council may also appoint up to two youth members to the park
commission. Youth members shall be less than 18 years of age at the time of their
appointment. Youth members shall be non-voting members and their presence or
absence at a meeting shall not be counted in determining the existence of a quorum of the
commission.
Section 525.03. Term.
Subd. 1. Members of the park commission shall serve staggered terms of three years.
Terms shall begin January 1. No person shall serve more than nine consecutive years on
the park commission. Any person who has served on the park commission for nine
consecutive years may be appointed again after an interruption in service of at least one
year.
Subd. 2. Youth members of the park commission shall serve a term of one year from the
date of appointment and may be appointed for a second term of one year regardless of
their age at the time of reappointment.
Section 525.05. Duties. The park commission shall provide advice and recommendations to the
city council and planning commission on matters of development and use of parks and
recreational facilities, recreation programs, preservation of natural resources, and promotion of
environmental awareness. The duties of the park commission may include, but are not limited to
the following activities:
Subd. 1. Advising the city council and planning commission regarding park dedication
requirements, including land dedication or cash in lieu payments;
Subd. 2. Advising the city council regarding the use of special contributions and
expenditure of monies from the park dedication fund and municipal parks fund;
Subd. 3. Studying special issues requested by the city council or recommending the study
Medina City Code 525. City Park Commission
525. City Park Commission Page 2 of 3
of issues relating to the development and use of parks;
Subd. 4. Advising on the application for county, state and federal grant programs consistent
with park commission and city council policies;
Subd. 5. Advising the city council on updates and changes to the comprehensive plan as it
relates to parks, trails and recreational activities; and
Subd. 6. Undertaking such other duties as the city council may request.
Section 525.07. Council Action. The recommendations of the park commission shall be
advisory to the city council. The city council may adopt, modify or reject the recommendations
of the park commission by vote of a simple majority of those present. The city council shall not
be required to take any action with regard to a recommendation of the park commission.
Section 525.09. Organization. The park commission shall:
Subd. 1. Elect from its members a chair and a vice chair, each of whom shall serve for a period
of one year;
Subd. 2. Appoint a secretary from its membership who shall perform the clerical duties on
behalf of the park commission and maintain meeting minutes; and
Subd. 3. Adopt such bylaws as shall be necessary or desirable to conduct its business but
which may not be in conflict with any ordinance or statute. Bylaws shall be adopted by a
majority vote of the full park commission.
Section 525.11 Staff Liaison. The city administrator shall designate a staff liaison to the park
commission. The liaison shall prepare reports and information for the park commission, attend
its meetings and participate in hearings and discussions held by the park commission but shall
not vote on any item before the commission. The liaison shall report to the city administrator
and city council on the activities and recommendations of the park commission.
Section 525.13. Meetings. All meetings of the park commission shall be open to the public and
shall be governed by the Minnesota open meeting law. The park commission shall hold its
meetings at such fixed date, time and place as it from time to time shall determine. The minutes
of all meetings shall be recorded and a copy transmitted to the city council.
Medina City Code 525. City Park Commission
525. City Park Commission Page 3 of 3
Amendment History of this Section
Adopted January 5, 2005 (Ord. 379).
Amended January 3, 2006 (Ord. 398). Clarified the way in which ‘consecutive years’ would be
determined in Subsection 525.03.
Amended January 17, 2017 (Ord. 607). Establishes youth members and clarifies other sections of the
ordinance.
Park Commission Training
And Orientation Manual
January 2019
2
Park Commission Training Manual
Table of Contents
Page:
I. Organizational Structure of the City of Medina…………... 3
Organizational Chart (see Exhibit A)
A. City Council………………………………………... 3
B. Ad Hoc Committees……………………………….. 3
C. Planning Commission…………………………….... 3
D. Park Commission…………………………………... 4
E. Administration/Finance …………………………… 4
F. Planning & Zoning …………………………………. 5
G. Public Safety……..……..…………………………... 6
H. Public Works……………………………………….. 7
II. Structure and Function of the Park Commission………….. 7
A. Structure……………………………………………. 7
1. Officers…………………………………….. 7
2. Meetings………………………………….... 7
3. Procedures and Policies……………………. 8
B. Function……………………………………………. 9
III. Responsibilities and Recommendations for
Park Commission Members………………………….......... 10
A. Reviewing Monthly Meeting Information Packet…. 10
B. Performing Site Visits……………………………… 11
C. Conducting Additional Research…………………... 11
D. Submitting Questions to city staff………………..... 11
E. Participating in Monthly Park
Commission Meetings……………………………... 12
F. Establishing Liaisons to the City Council………..... 12
G. Compliance with Data Practices…………………… 12
H. Code of Conduct……………….....………………... 13
IV. Educational Resources……………………………………… 13
3
I. ORGANIZATIONAL STRUCTURE OF CITY OF MEDINA
Please see Exhibit A for a full Organizational Chart of the City of Medina
A. City Council
The city council consists of a mayor who is elected for a two-year term, and four
council members, each of whom is elected to a four-year term.
The city council meets on the first and third Tuesdays of each month. Meetings
are held in the City Council Chambers at City Hall. Meetings are open to the
public.
The city council has multiple functions and responsibilities. The council is
responsible for establishing city laws by ordinance and policies through various
resolutions and motions. The council also establishes the city’s annual budget,
capital improvement plan (CIP), and a comprehensive plan. In updating the
comprehensive plan, the council works with many other entities, agencies, and
private enterprises. The council takes under advisement the recommendations
made by the city planning commission and park commission when considering
action on a regulatory request.
B. Ad Hoc Committees
From time to time, special circumstances or developments affecting the city may
require a more intensive investigation or a collaborative effort between the city
and another entity. At such times, an ad hoc committee may be formed from
members of the council or any of the commissions, city staff, liaisons, and
possibly city residents. The city council may appoint park commission members
to serve on study group or task forces to address a specific issue and for a
designated time frame and, as such, are temporary bodies. Any recommendations
or reports developed by such a committee that relate to local park matters shall be
brought before the full park commission for action.
When necessary, ad hoc committees or task forces may be convened which
necessitate participation by one or more park commission members. Assignment
to these groups should be based not only on a member’s expertise, experience,
and interest, but also on a rotational basis so that park commission members have
an opportunity to expand their knowledge and increase their interaction with other
group members.
C. Planning Commission
The Medina planning commission has been established by the city council
pursuant to state law and the city’s zoning ordinance.
4
The planning commission consists of seven members, each of whom is either
appointed by the city council to serve a three-year term or a shorter term to fill a
vacancy. A commission chairperson and vice-chairperson are elected from its
members. All planning commission positions are voluntary.
The planning commission meets on the second Tuesday of each month. Meetings
are held in the city council chambers at city hall. Meetings are open to the public.
The purpose of the planning commission is to make recommendations to the city
council on requests for conditional use permits, variances, subdivisions, and
amendments to the zoning ordinances or the comprehensive plan. The planning
commission shall also review such additional matters as may be requested by the
city council.
D. Park Commission
The Medina park commission was established and is governed by city code
section 525 (see attached).
The park commission consists of seven voting volunteer members, each of whom
are appointed by the city council to serve a three-year term or a shorter term to fill
a vacancy. The park commission may also have up to two youth members that
serve one-year terms, which are renewable for one additional year.
The park commission meets on the third Wednesday of each month. Meetings are
generally held in the City Council Chambers at city hall. Meetings are open to the
public. A commission chairperson, vice-chairperson and secretary are elected
from its members. All park commission positions are voluntary.
The purpose of the park commission is to provide recommendations to the city
council on the city’s parks, equipment, facilities, open spaces, trails, recreational
activities, and use of park dedication funds.
Details of the park commission structure and functions are covered in section II of
this manual.
E. Administration (includes Clerk’s Office and Finance)
The city administrative area consists of a city administrator, assistant city
administrator/city clerk, finance director, accountant, city attorney, city assessor,
building inspectors, fire marshal, and city engineer. All positions are filled by
city employees or professional contracted services.
General responsibilities are as follows:
5
City Administrator – serves as the chief administrative officer for the city and
oversees all city departments, consultants, contracts, and day-to-day
administrative operations of the city.
Assistant City Administrator-City Clerk – provides administrative and project
management support to the City Administrator. Oversees the city’s elections,
licensing, city code, contract management, communications, parks, and human
resources. Also serves as the City Clerk.
City Attorney - provides legal counsel for city council and staff. The city
contracts this service with Kennedy & Graven.
City Assessor - views each parcel of real estate in the city to determine its market
value. Also determines the classification or use of each parcel. This information
is the basis for property tax assessments. The city contracts this service with
Southwest Assessing.
Buildings Inspector – provides building plan review and approval as well as
physically inspects structures to ensure compliance with building permit
specifications. The city contracts this service with Metro West Inspection.
Fire Marshal - Medina is served by four volunteer fire departments. Each of these
serves other cities as well. Metro West Inspection is appointed as the Medina Fire
Marshal.
City Engineer - provides a variety of civil engineering services including the
review of land-use plans and submittals involving engineering issues, public
facility infrastructure design, and transportation planning. The city contracts this
service with WSB.
Finance Director – manages the day-to-day financial operations of the city, cash
investments, special assessments, compliance reporting, and oversees the city’s
budget. Also serves as the Treasurer.
Accountant – assists with payroll, water and sewer bills, accounts payable and
receivable, and general fund accounting.
F. Planning & Zoning
Planning Director – oversees day-to-day functions of the Planning department
including management of department personnel, coordination with consultants,
and land-use application review.
Associate Planner - processes requests for variances, subdivisions, platting, site
plans, comprehensive plan amendments, and conditional use permits. Provides
administrative and technical support for general planning and zoning information
6
and building permits. Also, is a resource for wetland data, code enforcement,
zoning regulations, and septic systems.
Office Assistant to Planning and Public Works – provides clerical and
administrative support to the planning and public works departments.
G. Public Safety
The Medina Police Department has organizational responsibility for all public
safety activities in the City, including police, fire and emergency preparedness.
Fire: Public Safety Director/Police Chief serves as the City’s primary liaison
with volunteer fire departments that serve Medina. City Code, Chapter 210,
authorizes the City Council to contract for fire protection services with other
municipalities (Long Lake and Maple Plain) and volunteer fire departments
(Hamel and Loretto). The City Administrator administers the contracts.
Emergency Preparedness: The City has an Emergency Operations Plan that
details City policies and procedures for responding to emergencies such as
train derailment, airplane crash, epidemic, terrorist attack, tornado, etc. The
City is also part of the Lake Minnetonka Regional Emergency Operations
Plan, a joint powers agreement with other communities in the Lake
Minnetonka area. The Police Chief is the City’s Director of Emergency
Preparedness and is responsible for overall direction and control of City
resources in an emergency.
Structurally, the police department includes the city prosecutor, police chief,
police sergeant, police investigator, police officers, police assistant, community
service officers, and (police) reserves. The city prosecutor is an attorney in
private practice whose services are contracted by the City. Police reserves are
non-paid positions. The balance of positions in this department is paid positions,
hired by the City.
General Public Safety resources are as follows:
Police chief, officers, and assistant-to carry out the duties specifically imposed by
the City Council, including but not limited to law enforcement, investigation,
emergency preparedness (see above), record keeping, and annual reporting. The
Medina police department is established b City Code, Chapter 205. The duties of
the police chief and employees are set out in Sec. 205.03.
City Prosecutor-prosecutes misdemeanors and gross misdemeanors on behalf of
the City (Note: the office of the Hennepin County Attorney prosecutes felonies).
7
Community service officers-enforce parking and other City ordinances, respond
to non-emergency calls, and participate in community and public education
programs, such as Operation ID, bicycle safety, and Neighborhood Watch.
Police reserves-assist police and community service officers with non-emergency
calls, represent the city and provide manpower for department or special details,
such as the Hamel Rodeo.
H. Public Works
The public works department consists of a public works director, shared office
assistant (w/ planning), a public works foreman, two public works maintenance
workers, one water/sewer operator, and one street maintenance worker/heavy
equipment operator.
The public works department is in charge of all public facilities in Medina,
including city roads, parks/trails, sanitary sewers, storm sewers, water system
(including wells, water distribution networks, water treatment facilities, and water
storage).
II. STRUCTURE & FUNCTION OF PARK COMMISSION
A. Structure
1. Officers
The park commission consists of a chairperson, a vice-chairperson,
secretary, and four additional commission members. All members are
appointed by the city council. No member may serve more than three
consecutive three-year terms. The chair, vice-chair, and recording
secretary are elected from the appointed park commission members at the
January park commission meeting. These three positions are elected for a
one-year term. No member may serve as chairperson or vice chairperson
for more than three consecutive (one-year) terms.
The chairperson is the presiding officer at all meetings of the park
commission and consults with the city administrator or other designated
staff liaisons as necessary between meetings.
The vice-chairperson fulfills the duties of the chairperson in the event of
the chairperson’s absence and assists the chairperson as needed.
The recording secretary is responsible for recording the minutes during the
park commission meetings.
8
In the event a vacancy occurs in the office of the chairperson or vice-
chairperson, the park commission fills the vacancy for the balance of the
term at its next regular meeting.
2. Meetings
Regular meetings of the park commission are held monthly unless there is
no business to conduct. The meeting is held on the third Wednesday of
each month in the city council chambers at city hall unless the park
commission establishes another time or place for the meeting. If another
time or place is chosen, a special meeting notice must be given.
Information packets with the upcoming meeting agenda and all related
paperwork are delivered to park commission members prior to the
Wednesday monthly meeting.
In addition to the park commission members, meetings are usually
attended by a designated liaison of the city council, a staff liaison, as well
as the public.
Special and emergency meetings of the park commission may be called by
the chairperson or three park commission members in consultation with
the city administrator. A notice for a special or emergency meeting must
be given as specified in Minnesota Statutes, 471.705, subd. 1(b) and (c).
The order of business at meetings of the park commission generally
follows the published agenda. However, matters may be taken out of
order for the convenience of the park commission or an applicant/guest
upon the consent of a majority of the park commission. Public hearings
cannot be held prior to the time established for them in any published or
mailed notice. With the approval of a majority of the members of the park
commission, items may be added to the published agenda so long as no
public hearing or prior notice is required.
The city keeps a record of the park commission proceedings, including
minutes of its meetings and a record of all votes. These records are
available to the public during regular city hall business hours.
3. Procedures and Policies
Quorum/Open Meetings - All meetings of the park commission, including
study groups and task forces established by it, must be conducted in
accordance with the Minnesota Open Meeting Law, Minnesota Statutes,
13D.
9
Four members shall constitute a quorum for the transaction of all business.
When there is less than a quorum present, any business transacted is null
and void. Each member of the park commission shall be entitled to one
vote on all matters. All matters require approval by a simple majority of
those to be adopted.
If less than a quorum of the full commission gets together informally to
discuss park commission matters, it is NOT considered an open or public
meeting. If an established committee, sub-committee or task force is
meeting, even if just two members are present to meet, a quorum, it IS
considered an open or public meeting and must be posted at city hall.
• A serial meeting may also constitute an open meeting. For
example, commissioner A talks to commissioner B; B talks to
commissioner C; C talks to D; and D talks to A.
• Telephone conference calls and e-mail would create an open
meeting concern if the group discusses city business.
Conflict of Interest - A park commission member has a conflict of interest
if the matter at hand would directly or indirectly materially affect his or
her personal financial interest. Any member with a conflict of interest
shall notify the chairperson and abstain from the decision-making
processes, including voting on the matter. However, other members of the
park commission may request input from the recused commissioner. The
member in conflict must leave the table and seek to avoid even the
appearance of impropriety.
B. Function
The purpose of the park commission is to serve the citizens of Medina by making
recommendations to the city council for the parks capital improvement plan
including all park equipment and facilities, trail easements, recreational activities,
location of parks or anything else related to parks and trails. The park commission
also provides recommendations to the city council on use of park dedication fees
or requests in compliance with the city code (see attached ordinance). The park
commission itself cannot grant or deny requests. That is the function and
responsibility of the city council. The park commission will conduct research,
gather pertinent information, and perform due diligence for each case set before it
in order to supply the city council with a fair and accurate recommendation for
approval or denial, as well as provide case findings.
The park commission uses the city’s comprehensive plan and trail study plan as a
guide in determining which requests to recommend for approval and which to
recommend for denial. The comprehensive plan guides the future development of
Medina and reflects the wishes of Medina’s residents. The plan takes into
account current and projected population density, traffic patterns and density,
10
public services, land use, sewer requirements, educational districts, watershed
districts and their requirements, and the Department of Natural Resources and its
requirements. The comprehensive plan is designed to guide the city’s growth for
the upcoming 20-year period. Park commission members must become familiar
with the city’s comprehensive plan and apply its goals when making a review of
any recommendation regarding request brought before the commission. Both the
park commission (through its recommendations to the city council) and the city
council (through its authority to authorize or deny requests) ensure
implementation of the comprehensive plan in accordance with its goals.
Once complete information is compiled, presented and discussed, the park
commission votes on the matter at hand. This vote, in recommendation form, is
forwarded to the city council for a final ruling when the matter appears before the
council.
Various maps located in the comprehensive plan may be helpful when conducting
a site review. They are also useful for understanding the complexity and
interrelationships considered in the comprehensive plan. These maps (and others)
can be found in the City of Medina 2020-2040 Comprehensive Plan book.
III. RESPONSIBILITIES AND RECOMMENDATIONS FOR PARK
COMMISSION MEMBERS
For the park commission to function maximally, each member must be committed to
performing all duties in a thorough and professional manner. The following guidelines
have been developed in order to clarify member duties and explain the rationale behind
those duties. Sequencing of tasks also follows the outline below:
A. Reviewing monthly meeting information packet
Prior to the monthly park commission meeting, each member of the commission
is provided with an information packet containing pertinent information for the
upcoming meeting. City staff, primarily the staff liaison, will provide background
material and analysis related to applicable items on the agenda. As appropriate to
the matter on the agenda, the park commission can expect that staff will:
Provide the park commission members with accurate property
locations/addresses related to upcoming issues
Conduct site visits
Inform the commission of relevant provisions in the comprehensive plan
and relevant ordinances in the Medina code book.
Provide progress reports or recommendations on capital improvement plan
items.
Identify options and/or applicable stipulations to proposals
Generally, include a recommendation, but staff may elect to just present
the various facets of the case for the commission to determine a
recommendation to the council.
11
Members should thoroughly review all the materials, making notes as necessary.
Members are encouraged to also schedule time to review any site detailed in the
information packet.
B. Performing site visits
Prior to the park commission meeting, each member of the commission is
encouraged to conduct an on-site review of any applicable agenda item. The
following guidelines should be followed:
Make arrangements with the land owner to visit the site.
Go to the site in the daylight
Drive in and park on the site if possible.
Walk the site. For sites bounded by section lines, it is usually easy to pick out
the location of the property lines based on tree lines, maybe power lines, old
fence lines, and locating property irons.
Remember that your role is to create consistency with the city code and
comprehensive plan. Think about the finished project, the expected levels of
traffic, visibility, noise, runoff, parking, hours of operation, adjoining land
use, state of development on adjoining land, environmental impact, etc.
If you have questions or discover an unusual or unexpected condition, contact
staff, and/or bring it up at the meeting.
C. Conducting additional research
Based on your information packet reading and site review, determine if additional
research is needed to answer any outstanding questions or to further clarify any
related issues for a request. Some possible sources for gathering additional
information include the city code book, city staff, other park commission
members, planning commission members, council members, residents, past
meeting minutes, and the various city maps. There is no documented procedure
for conducting further research; you must use common sense and your own
initiative to find the answers.
It is helpful for commission members to seek (and have) the answers to their
questions before the meeting. This avoids wasted time and helps ensure the
commission is making a recommendation based on a complete investigative
review of the request. However, it is important that members raise all such
questions that have an influence on their decision during the meeting so that all
members can benefit from the information.
D. Submitting questions to city staff
If you have questions for a city staff employee, try to notify them as soon as
possible, so they have time to research the answers prior to the commission
12
meeting. If questions are held until the meeting, the proposal may have to be
tabled and valuable time could be lost not only for the applicant but for the
commission and the city council as well. City staff may be reached by phone or
email. Please refrain from contacting city consultants as they bill the city for all
contact related to city business.
E. Participating in monthly park commission meetings
Each member of the park commission is expected to attend the monthly meetings.
If a member is unable to attend a meeting, he or she must notify the park
commission chairperson and the city staff liaison. In a case of recurring absences,
the chair will address the issue with the member and if appropriate with the city
council.
F. Establishing liaisons to city council.
Each Park Commission member is expected to take a turn being the commission
liaison at the city council’s meetings to report briefly on Park Commission
business. A list of the City Council meeting dates and the Park Commission
member assigned to each meeting will be prepared and distributed to members
annually.
G. Compliance with Data Practices Act.
Pursuant to Minnesota Statutes, Chapter l3.01 et seq., the Minnesota Government
Data Practices Act (MGDPA), generally states: “all government data collected,
created, received, maintained or disseminated by a government entity shall be
public unless classified by statute, or temporary classification pursuant to section
13.06, or federal law, as nonpublic or protected nonpublic, or with respect to
data on individuals, as private or confidential.”
This Act essentially requires that all public officials (including city staff, City
Council, and appointed Planning and Park Commissioners), if or when requested,
must provide or submit any and all relevant correspondence associated with a
specific issue, subject or topic under current or past consideration by the Park
Commission or city. This correspondence may include letters, documents,
photos, drawings, notes, phone logs, and/or e-mails that may have been created or
in your possession when participating in meetings or discussions with any
resident(s), city or government official(s), news media, and/or the general public.
Failure or refusal by a Park Commissioner to comply with an official request from
the City Administrator and/or Mayor to produce such documentation or data, may
result in the request to resign your position on the Park Commission, or the
removal of the individual from the Park Commission by the City Council.
H. Code of Conduct.
13
All members of the Park Commission shall conduct themselves in a professional
and unbiased manner, free of conflict of interest, while serving in the best public
interest of the community. Park Commissioners may be removed from the Park
Commission by the City Council without cause for any reason, at any time.
IV. EDUCATIONAL RESOURCES
Web Sites:
1. MN Department of Natural Resources https://www.dnr.state.mn.us/
2. Parks and Trails Council of Minnesota https://www.parksandtrails.org/
3. U.S. Department of Interior https://www.doi.gov/
4. Government Training Service http://www.mngts.org
5. League of Minnesota Cities https://www.lmc.org/
6. City of Medina https://medinamn.us/
7. Three Rivers Park District https://www.threeriversparks.org/
8. Metropolitan Council https://metrocouncil.org/
9. Hennepin County https://www.hennepin.us/
10. Minnesota State Statutes, Session Laws, and Rules at
https://www.revisor.mn.gov/
Hamel Road Page 1 of 1 January 16, 2019
Repaving and shoulder paving Park Commission Meeting
MEMORANDUM
TO: Park Commission
FROM: Dusty Finke, Planning Director
DATE: January 11, 2019
MEETING: January 16, 2019 Park Commission
SUBJ: Hamel Road – re-paving and potential shoulder paving
Background
City staff met with Hennepin County to discuss the County’s scheduled road work schedule for
the next few years. The County has scheduled to repave Hamel Road (CR115) from Pioneer
Trail to Pinto Drive during the summer of 2019. A map is attached for reference.
In recent projects along rural roadways (Parkview Drive, CR92 in Independence), the County
has been paving wider shoulders to provide a little more space for bike riders. Staff inquired if
this would be a possibility for Hamel Road.
The County indicated that the City of Medina’s previous request was to leave the shoulders on
Hamel Road unpaved, potentially for use by horse riders. The County requested something in
writing from the City if we would be interested in paving the shoulders.
Trail Plan
The City’s trail plan identifies the need for paved shoulders along Hamel Road from Pinto to
Parkview Drive. Staff’s impression is that there is not much horseback riding usage along the
shoulder, especially east of Pioneer Trial.
The shoulder was discussed with the Trail Subcommittee at their meeting on January 11. The
subcommittee agreed that paved shoulders would likely be the preferred surface and provide use
for more users.
Potential Action
Move to request that Hennepin County pave the shoulder of Hamel Road in connection with the
repaving in 2019 from Pinto Drive to just west of Pioneer Trail.
Attachment
Project location map
Overlay Candidate
CSAH 115 - Hamel Rd I Hennepin County Public Works
tit
Hennepin
stnut Rd
Pr.6\rie Dr
c),dI1)p
Arr owhead Dr
Blackfoot Trl
HENNEPIN COUNTY
MINNES OTA
Meander Rd
Tamarack Dr
County R oad 116
116
Clydesdale Trl
CD
CD
0
C`
6r Hunter
o Lions
\''.2°-:\
-CCU Park
A— Bridal
W Rd
Oa Navaj o Rd W Nave
Q
oisclaume r: This map (i) is furnished "AS IS" with no representatio n as to completeness or accuracy; (ii) is furnished
with no warranty of any kind; and (iii) is not suitable fo r legal, engineering or surveying purpo ses. Hennepin County
shall not be liable for any damage, injury or loss resulting from this map.
Publication date: 6/27/2018 Data sources (if applicable):
N
A
0
0.4 0.8
Miles
2019 Park Commission Goals
1. List of annual items
i) January – Annual Goal Setting Session
ii) April – Participate in Annual City Clean-up Day (discuss in March)
iii) May – Annual Park Tour – May 15th at 5 p.m.
iv) June/July – Capital Improvement Plan Review (review in June)
v) September – Participate in Annual Celebration Day (discuss in August)
vi) Review applicable grants as they become available.
2. Park & Trail Master Plan
This plan was approved in March 2014, but should be reviewed annually for changes.
Please continue to bring this plan with to all future meetings to reference. A subset of this
item will be to:
- Review the trail plan to look at trail connections, topography, and safety.
- Update trail map and priorities to align with 2040 Comprehensive Plan.
- Review the trail maintenance plan and the life of each trail.
- Address off-set shoulder trails such as Medina Road and Hamel Road.
- Continue to work towards making a multi-use trail connection to Baker Park
Reserve from the east.
- Master Plan Subcommittee: Rumsey, Jacob, Thies
3. Municipal Park Funding and Resident Engagement
Continue to work on funding the Municipal Park Fund and engaging the residents
through community events/open houses (possibly a pop-up splash pad or little library
day)
- Subcommittee: Lee and Weir
2019 Planned Park & Trail Improvements
Trails
• County Road 101/School Connection
• Brockton Lane
Hamel Legion Park
• Finish new dugouts at little league field
• Install cricket field
Hunter Lions Park
• Replace tennis court
Lakeshore Park
• Look into placement of bench by water
Park Commissioner Park Assignments
o Weir: Holy Name Park & City Hall
o Jacob: Rainwater Nature Area & Medina Morningside Park
o Morrison: Lakeshore Park & Walnut Park
o Rumsey: Hunter Lions Park
o Thies: Tomann Preserve & Medina Lake Preserve
o Lee: Hamel Legion Park and Maple Park
o Sharp: The Park at Fields of Medina
2019 CIP: DEPARTMENT
Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Potential Revenue Source
Roads
1
Tamarack North of Medina to Blackfoot
Overlay 54,000$ 43,200$ Reserves/Bonds/Assessments
2 Tamarack - Medina to 24 - Overlay 49,985$ 39,988$ Reserves/Bonds/Assessments
3 Tamarack City Limits to CSAH 24 Overlay 77,675$ 62,140$ Reserves/Bonds/Assessments
4 Clydesdale trail overlay 600/101 150,000$ 75,000$ Reserves/Bonds/Assessments
5 Oakview Road - Overlay 43,000$ 21,500$ Reserves/Bonds/Assessments
6 Deer Hill Road East - Overlay 27,040$ 13,520$ Reserves/Bonds/Assessments
7 Dusty Trail - Overlay 3,900$ 1,950$ Reserves/Bonds/Assessments
8 Chestnut Road - Overlay 50,000$ 25,000$ Reserves/Bonds/Assessments
9 Hickory Drive - Reconstruct 246,500$ 123,250$ Reserves/Bonds/Assessments
10 Hackamore 750,000$ 325,000$ Reserves/Bonds/Assessments
11 Willow Drive North to 24 - reclaim 200,000$ 160,000$ Reserves/Bonds/Assessments
12 Brockton Lane Upgrade 1,970,000$ 750,000$ Reserves/Bonds/Assessments
13 Iroquois Drive Overlay 26,000$ 13,000$ Reserves/Bonds/Assessments
14 Maplewood Drive Overlay 29,328$ 14,664$ Reserves/Bonds/Assessments
15 Bobolink Road Overlay 86,326$ 43,163$ Reserves/Bonds/Assessments
16 Morningside Road Overlay 100,654$ 50,327$ Reserves/Bonds/Assessments
17 Elsinore Circle N of Morningside Rd Overlay 18,789$ 9,395$ Reserves/Bonds/Assessments
18 Arrowhead & CR 118 Whistleless Crossing 450,000$ 450,000$ State Bonding/Grant
19 Roads Sub-total 2,290,440$ 910,220$ 1,350,000$ 850,000$ 442,757$ 275,877$ 250,000$ 185,000$ -$ -$
20
21 Public Works
22 Tandem 230,000$ 230,000$ Equipment Bonds/Cap Equip Fund
23 Water Truck / Tanker Replacement 25,000$ 25,000$ Equipment Bonds/Cap Equip Fund
24 Air Compressor 30% Parks 25,000$ 25,000$ Equipment Bonds/Cap Equip Fund
25 Self propeled broom 50% Stormwater 250,000$ 125,000$ Equipment Bonds/Cap Equip Fund
26 Backhoe 125,000$ 125,000$ Equipment Bonds/Cap Equip Fund
27 Skid Steer Upgrade w/ Bucket 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ 4,000$ Equipment Bonds/Cap Equip Fund
28 ATV 50% PW / 50% Parks 20,000$ 10,000$ Equipment Bonds/Cap Equip Fund
29 Zero Turn Lawn Mower 10,000$ 10,000$ Equipment Bonds/Cap Equip Fund
30 Small Trailer 3,500$ 3,500$ Equipment Bonds/Cap Equip Fund
31 Single Axle Truck 220,000$ 220,000$ Equipment Bonds/Cap Equip Fund
32 Loader w/ Graple Bucket 245,000$ 245,000$ Equipment Bonds/Cap Equip Fund
33 Public Works Sub-total 307,500$ 297,500$ 154,000$ 154,000$ 224,000$ 224,000$ 4,000$ 4,000$ 484,000$ 359,000$
34
35 Police
36 PD Squad Cars 108,000$ 108,000$ 75,000$ 75,000$ 75,000$ 75,000$ 75,000$ 75,000$ 80,000$ 80,000$ Equipment Bonds/Cap Equip Fund
37 Traffic Squad 35,000$ 35,000$ Equipment Bonds/Cap Equip Fund
38 PD Squad Camera 60,000$ 60,000$ Fed Drug Forfeiture Fund
39 Portable Radios 8,000$ 8,000$ 6,000$ 6,000$ 4,000$ 4,000$ DWI Forfeiture Fund
40 Portable Radios 40,000$ 40,000$ DWI Forfeiture Fund
41 PD Squad Laptops/Software MDC 40,000$ 40,000$ DWI Forfeiture Fund
42 Records Management 50,000$ 50,000$ Equipment Bonds/Cap Equip Fund
43 Bunkers & Helmets 5,000$ 5,000$ Equipment Bonds/Cap Equip Fund
44 PD Server 10,000$ 10,000$ Equipment Bonds/Cap Equip Fund
45 Weapon Cams 7,000$ 7,000$ DWI Forfeiture Fund /Donations
46 Miscellaneous 8,000$ 8,000$ DWI Forfeiture Fund
47 Police Sub-total 178,000$ 178,000$ 129,000$ 129,000$ 164,000$ 164,000$ 135,000$ 135,000$ 80,000$ 80,000$
48
49 Fire
50 HAMEL
51 Ongoing PPE Replacement 10,000$ -$ 10,000$ 10,000$ 10,000$ 12,000$ Equipment Bonds/Cap Equip Fund
52 Command Vehicle Replacement 4,320$ 4,320$ 4,320$ 4,320$ 4,320$ Equipment Bonds/Cap Equip Fund
53 Engine 11 Refurbishment 20,000$ 20,000$ 20,000$ 20,000$ 20,000$ Equipment Bonds/Cap Equip Fund
54 Pumper/Tanker 38,917$ 38,917$ 38,917$ 38,917$ 38,917$ Equipment Bonds/Cap Equip Fund
55 Annual Contract 73,000$ 75,000$ 75,000$ 75,000$ 77,000$ Equipment Bonds/Cap Equip Fund
56 Hamel Fire Sub-total 73,237$ 73,000$ 73,237$ 75,000$ 73,237$ 75,000$ 73,237$ 75,000$ 75,237$ 77,000$
57
58 Loretto & Long Lake
59 Fire (Loretto)18,877$ 28,290$ 28,290$ 28,290$ 28,290$ Equipment Bonds/Cap Equip Fund
60 Fire (Long Lake)6,000$ 6,000$ 6,000$ 6,000$ 6,000$ Equipment Bonds/Cap Equip Fund
61 Fire Sub-total -$ 24,877$ -$ 34,290$ -$ 34,290$ -$ 34,290$ -$ 34,290$
62
63 Emergency Management
64 Siren Maintenance 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ 5,000$ Equipment Bonds/Cap Equip Fund
65 Civil Defense Sirens 30,000$ 30,000$
Revolving Cap. Impr. Fund/
County Grant
66 Civil Defense Sub-total 5,000$ 5,000$ 5,000$ 5,000$ 35,000$ 35,000$ 5,000$ 5,000$ 5,000$ 5,000$
67
68
69 Administration/Data Processing
70 Vehicle Equipment Bonds/Cap Equip Fund
71 Administration Sub-total -$ -$ -$ -$ -$ -$ -$ -$ -$ -$
72
73 City Buildings
74 City Hall Repairs/Renovation 10,000$ 10,000$ 15,000$ 15,000$ 10,000$ 10,000$ 15,000$ 15,000$ 10,000$ 10,000$ Revolving Cap. Impr. Fund
75 Community Building Repairs 15,000$ 15,000$ 10,000$ 10,000$ 15,000$ 15,000$ 10,000$ 10,000$ 15,000$ 15,000$ Revolving Cap. Impr. Fund
76 PW//Police/ Renovations 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ Revolving Cap. Impr. Fund
77 600 Clydesdale - Parking Lot 20,000$ 20,000$ Revolving Cap. Impr. Fund
2020
2019 - 2023 Capital Improvement Plan
2019 2021 2022 2023
1
2019 CIP: DEPARTMENT
Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Project Cost
City Proposed
Portion Potential Revenue Source
2020
2019 - 2023 Capital Improvement Plan
2019 2021 2022 2023
78 City Hall Septic 30,000$ 30,000$ Revolving Cap. Impr. Fund
79 PW/PD Garage Floor Revolving Cap. Impr. Fund
80 City Building Sub-total 85,000$ 85,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$ 35,000$
81
82
83
84 Water (high growth expectation)
85 Water Treatment Plant Expansion 1,400,000$ 1,400,000$ Future - Water Capital
86
Chippewa Watermain Extension - Arrowhead
to Mohawk 360,000$ 360,000$ Water Capital Improvement
87 Brockton Lane Upgrade 130,000$ 130,000$ Water Capital Improvement
88 Chippewa West of Mohawk 435,000$ 435,000$ Water Capital Improvement
89 Hickory Drive Watermain 114,700$ 46,050$ Water Maintenance
90 Medina Morningside Water Maintenance
91 Pressire Tank IB replacement Water Maintenance
92 Water Tower (and land acquisition)2,600,000$ 2,600,000$ Future Water Cap (2020-2023)
93 Water Sub-total 604,700$ 536,050$ -$ -$ 1,400,000$ 1,400,000$ 3,035,000$ 3,035,000$ -$ -$
94
95 Sewer
96 Hickory Drive Sewer 86,100$ 43,050$ Sewer Fund/Assessments
97 Brockton Lane Sewer Line Replacement 100,000$ 58,333$ Sewer Fund/Assessments
98 Sewer Sub-total 100,000$ 58,333$ -$ -$ -$ -$ -$ -$ -$ -$
99
100 Storm Water
101 Baker Ravine 460,000$ 31,500$ SWU; Grants; Env. Fund
102 Hickory Improvments (and land acquisition)224,200$ 224,200$ SWU; Grants; Env. Fund
103 Long Lake Creek Sub Watershed 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ SWU; Grants; Env. Fund
104 Ardmore Projects 163,050$ 10,525$ SWU; Grants; Env. Fund
105 Storm Water Sub-total 847,250$ 276,225$ -$ 10,000$ -$ 10,000$ -$ 10,000$ -$ 10,000$
106
107 Parks
108 Trails
109 Hackamore Trail 500,000$ 250,000$ Park Ded/Cost Share w/ Corcoran
110 Co Rd 101/School Connection 500,000$ 100,000$ Park Ded/Cost Share/Grants
111 Annual Trail Replacement 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ 10,000$ Municipal Park Fund
112 General Landscaping - all parks (rolling)7,000$ 7,000$ Environmental Fund
113 Small Equip/Improvements - all parks (rolling)20,000$ 10,000$ Municipal Park
114 Hamel Legion Park
115 Cricket Field 20,000$ 20,000$ Park Dedication Fund
116 Holy Name Park
117 Hunter Lions Park
118 Replace tennis court 100,000$ 100,000$ Municipal Park Fund
119 Lakeshore Park
120 Large Playground Equipment 100,000$ 100,000$ Park Dedication Fund
121 Bench by water 2,000$ 2,000$ Park Dedication Fund
122 Rainwater Nature Area
123 Maple Park
124 Replace baseball backstop 5,000$ 5,000$ Municipal Park Fund
125 Walnut Park
126 Medina Morningside Park
127 Playground curb/rubber under swings 50,000$ 50,000$ Municipal Park Fund
128 Replace baseball backstop 5,000$ 5,000$ Municipal Park Fund
129 Medina Lake Preserve
130 Trail Head 25,000$ 25,000$ Park Dedication Fund
131 Park Clean-up 25,000$ 25,000$ Municipal Park Fund
132 Land Acquisitions / New Trails (rolling)250,000$ 250,000$ Park Dedication Fund
133 Tomann Preserve - Park Development
134 The Park at Fields of Medina
135 New Park Development 500,000$ 500,000$ Park Dedication Fund
136 Park Land by Medina Golf & CC
137 Parks Sub-total 659,000$ 249,000$ 565,000$ 315,000$ 860,000$ 860,000$ 15,000$ 15,000$ 60,000$ 60,000$
138
139 TOTAL:5,150,127$ 2,693,205$ 2,311,237$ 1,607,290$ 3,233,994$ 3,113,167$ 3,552,237$ 3,533,290$ 739,237$ 660,290$
2
ROSTER FOR PARK COMMISSION
REPRESENTATION AT CITY COUNCIL MEETINGS
January 2019 – December 2019
Below is the roster for Park Commission representation at City Council meetings for
2019. Your attendance provides a park resource and communication liason between the
Park Commission and other City government bodies. If you have a schedule conflict,
please arrange a trade with another park commissioner.
COUNCIL MEETING DATES
February 5, 2019 – Steve Lee
March 5, 2019 – John Jacob
April 2, 2019 – Liz Weir
May 7, 2019 – Jeff Rumsey
June 4, 2019 – Mary Morrison
July 2, 2019 – Ann Thies
*August 7, 2019 – Terry Sharp
September 3, 2019 – Steve Lee
October 1, 2019 – John Jacob
*November 6, 2019 – Liz Weir
December 3, 2019 – Jeff Rumsey
*Wednesday Meeting Dates