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11-19-13 ACCOOMMMMUUNNIITTYY SSEERRVVIICCEESS CCOOMMMMIISSSSIIOONN AAGGEENNDDAA Tuesday, November 19, 2013 7:00 pm Richfield Community Center (Fireside Room), 7000 Nicollet Ave Commission Members Staff Liaisons Reed Bornholdt Tracy Hollenback Bob Shotwell Jim Topitzhofer (Staff Liaison) Tom Rublein (Planning Com) Gerry Charnitz (C) Greg Mangold (VC) Michele Thompson John Evans (Secretary) Edwina Garcia (City Council) Dan Edgerton Arlan Nelson LuAnn Werner Terry Heinze Andrew Seffrood 1. Approval of Minutes  Regular Meeting: October 15, 2013 2. Public Comment  Resident comment and items not printed on agenda 3. Staff Reports  Recreation Services (Topitzhofer) 4. Action Items  Community Services Commission Bylaws Amendment (Topitzhofer)  Cancel December 17, 2013 Meeting (Charnitz) 5. Discussion Items  Event Permit For Use of Public Streets and Event Permit For Use of Parks (Topitzhofer) 6. Committee Reports  Transportation Commission (Shotwell/Edgerton)  FOWL Board (Werner)  Green Team/Waste Hauling Study Group (Mangold, Werner, Edgerton)  Planning Commission (Edgerton)  Arts Commission (Thompson) 7. Next Meeting Tuesday, December 17, 2013, 7:00 pm Richfield Community Center Tuesday, January 21, 2014, 7:00 pm Richfield Community Center 8. Adjournment October 15, 2013 REGULAR COMMUNITY SERVICES COMMISSION REGULAR MEETING Tuesday, October 15, 2013 Richfield Community Center (7000 Nicollet Ave) PRESENT CSC: Gerry Charnitz, Arlan Nelson, Bob Shotwell, Andrew Seffrood, Reed Bornholdt, Dan Edgerton, Greg Mangold, Terry Heinze STAFF: Jim Topitzhofer, John Evans, Kristin Asher (PW/Engineering) PLAN COM: Tom Rublein COUNCIL: Edwina Garcia OTHERS: Kelly Grissman (Three Rivers Park District) ABSENT CSC: Tracy Hollenback, LuAnn Werner, Michele Thompson Call to Order/Approval of Minutes Charnitz called the meeting to order at 7:01 pm. Bornholdt moved, seconded by Mangold, to approve the minutes of the regular July meeting. Approved, ayes all. Staff Reports Recreation Services Topitzhofer reported on the following: Ice Arena Improvements: Working with Wold Architects on plans for the Arena improvements. MN Magicians games have been well- attended; 3.2 beer is served at the Arena for the games, with strong beer to be considered in 2014, pending amendments to State law. Action Items Three Rivers Park District: Nine-Mile Creek Trail Master Plan TRPD Planning Director Grissman presented the group with an overview of the plan to link bike trails in Richfield and neighboring communities to establish a regional trail that would include information kiosks and signage. Motion was made and seconded to approve the draft master plan. Approved, ayes all. Pavement Management Program Assitant Public Works Director Asher presented an overview of the City’s Pavement Management Program, explaining that there is a very good base under the City streets, making them a good candidate for a mill and overlay of the streets. She said that the process would not disrupt traffic for more than part of a day and would provide a new top layer that would be expected to last for 25 years or more. CSC Bylaws Topitzhofer said that the vote taken in May regarding a recommendation to move forward with planning for organized waste hauling, had been reviewed by the City Attorney, who determined that the motion did not pass. He said that the vote prompted a review of the bylaws, which state that a majority of present members could pass or defeat a motion, when Roberts Rules of Order state that a simple majority of the total membership, present or not, would need to be in agreement. Rublein said that the group may consider surveying other boards and commissions, as the Council and the Planning Commission use Sturgis Parliamentary Procedure, which requires the simple majority of members present to agree. Garcia suggested that the City Attorney review any language that is revised in the bylaws. Topitzhofer said that staff would survey the other boards and commissions and report back in November. Organized Hauling Topitzhofer said that the group had voted to discuss this issue again in November. The group discussed whether or not such an arrangement would save residents money, provide the best service, allow smaller companies to compete. Edgerton said that the group has an obligation to consider any change in policy that may be more environmentally sound or inflict less wear on the roads. Mangold moved to recommend approval of the preparation and submission of a request for proposal to the existing solid waste collectors for the purpose of meeting the City’s solid-waste collection goals. Edgerton seconded. Motion did not pass: Edgerton, Charnitz, Heinze, and Mangold voted yes, Bornholdt, Nelson, Shotwell, Seffrood voted no. Committee Reports Transportation Commission: Edgerton/Shotwell, Planning Commission: Rublein Next Meeting/Adjournment Regular November Meeting: Tuesday, November 19, 7:00 pm, Richfield Community Center (7000 Nicollet Ave). Bornholdt moved, seconded by Shotwell, to adjourn. Meeting adjourned at 9:10 pm. DRAFT MINUTES UNTIL APPROVED BY THE CSC. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: November 19, 2013 Agenda Item: Amendment to the Community Services Commission Bylaws Agenda Section: Action Items Attachments: Amended Community Services Commission Bylaws Contact: Jim Topitzhofer Recommended Action: Recommend approval of the attached amendment to the Community Services Commission Bylaws The Community Services Commission discussed various amendments to their Bylaws at the last meeting including our past practice that a motion passes with a simple majority of the number of commissioners present at the meeting, and a clarification about abstentions. Tom Rublein informed the group that the City Council and Planning Commission has adopted Sturgis Parliamentary Procedure as a replacement for Roberts Rules of Order. The Commission directed staff to investigate the rules that other City Commissions have adopted before finalizing a vote on bylaw amendments. Staff discovered that all City Commissions are governed by Roberts Rules of Order accept for City Council and the Planning Commission. According to Tom Rublein, the Planning Commission recently adopted Sturgis Parliamentary Procedure to unify meeting procedures with City Council and because they felt that Sturgis was more appropriate for smaller groups. The Commission is requested to discuss and choose between Roberts Rules of Order or Sturgis Parliamentary Procedure, and to choose a position on abstentions. Alternatives and recommended amendments are attached. BY-LAWS OF THE RICHFIELD COMMUNITY SERVICES ADVISORY COMMISSION OFFICERS The members of the Community Services Advisory Commission, at their first regular meeting in February of each year shall elect, by secret ballot, from their membership, a chairperson and vice-chairperson to serve for the ensuing year. The Director of Community Services of his/her designated representative shall serve as secretary for the Commission. DUTIES OF THE OFFICERS The chairperson shall chair all regular and special meetings and shall be responsible for the annual report to the City Council. The vice-chairperson shall preside at all meetings of the Commission in the absence of the chairperson. The secretary shall provide a record of all proceedings of the Commission and transmit copies of such to all persons as directed by the Commission. The secretary shall prepare an agenda for all meetings and mail to all commission members no less than three (3) days prior to a meeting. The secretary shall give each member at least twenty-four (24) hours notice of a special meeting. The secretary shall transmit to the Mayor, Council and City Manager, a listing and definition of all advisory resolutions passed by the Commission, within five (5) working days after the meeting. ABSENCES Three (3) or more unexcused absences from regularly scheduled meetings shall be reported to the Mayor and Council Members by the secretary within five days after the 3rd absence for whatever action they wish to take. COMPENSATION The members of the Commission shall serve without pay but may be reimbursed for actual expenses if funds therefore are provided in the adopted budget for the Community Services Fund. FILLING OF VACANCIES The City Council, at their first regular meeting following a vacancy, shall appoint a member(s) to fill the term(s) for the unexpired portion of that term(s). MEETING PROCEDURES The Community Services Advisory Commission shall hold regular monthly meetings on the second third Tuesday of each month at 7:00 PM. Special meetings may be held on other dates at the call of the chairperson or any two members of the Commission. The alternate meeting date will be the fourth Tuesday of each month at 7:00 PM. All questions presented to the Commission shall be decided on by a simple majority (6) of the number of the commissioners (11) established by the city council present at the meeting provided there is a quorum present. Abstaining votes shall be acted on as follows: Although it is the duty of every member who has an opinion on a question to express it by his vote, he can abstain, since he cannot be compelled to vote. • A member has an obligation to abstain is he or she has a direct personal or pecuniary interest in the matter • An abstention has the “same effect as a negative vote” Alternative – A person that abstains removes themself from voting and a motion passes by simple majority of those present remaining voters. Roberts Rules of Order Revised, Alternative – Sturgis Parliamentary Procedure shall govern the conduct of meetings of the Commission. Adopted: April 17, 1974 Amended: March 16, 1976, January 10, 1978, March 9, 1982, February 10, 1987, September 8, 1998, November 19, 2013. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: November 19, 2013 Agenda Item: Consideration of cancellation of December meeting. Agenda Section: Action Items Attachments: None Contact: Gerry Charnitz Recommended Action: Cancel the regularly-scheduled December Community Services Commission meeting (12/17/13) In the past, the Community Services Commission has considered cancelling the regularly-scheduled December meeting, as members are often busy with holiday plans. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: November 19, 2013 Agenda Item: Event Permit For Use of Public Streets and Event Permit for Use of Parks Agenda Section: Discussion Items Attachments: None Contact: Jim Topitzhofer Recommended Action: None, for information only There are a growing number of requests for use of public streets and/or use of parks for events conducted by various groups and organizations. A summary follows: Event Fee Use Local Years Date Participants Camp Objiway 5K $200 Street Only Yes 4 May 200 Best Buy 5K $200 Street & Donaldson Park Yes 4 Sep 250 Shrapnel Happens $200 Street, Taft & Veterans Parks No 3 Nov 100 Middle School 5K Waived Penn Avenue Yes 2 Sep 125 Cross for Tots $100 Adams Hill Park No 1 Nov 250 All of these events are fundraisers. Organizations apply for permits through an on-line permit application which they disclose their course map, parking plan, medical plan, estimated attendance and other pertinent information about their event. Events using public streets are required to provide one portable toilet per 125 people, sufficient volunteers, cones and signage, police supervision of major intersections, medical supervision and a number of other requirements. There is a $200 permit fee which only covers the cost for staff to review and process the application. Events that utilize the grounds of a park have a review/process fee of $100. If the applicant is requesting use of a park shelter, a separate rental fee is charged. We have just begun imposing a cap on event participation related to parking and trail limitations. All event applicants are required to submit all promotional material and a certificate of insurance naming the City as additionally insured. Additional permit requests were received last week from a race event contractor wanting to establish 5K and 10K running events in Richfield. As the number of events conducted in parks and on public streets continues to increase, residents may become negatively impacted. Because of the growing demand for these types of permits, staff has begun evaluating permit requirements and fees. Recommendations will be prepared for the next meeting.