HomeMy WebLinkAbout2024-01-04 Parks & Recreation Packet - Work SessionKENAI PARKS & RECREATION COMMISSION
WORK SESSION – COMMISSION REVIEW
JANUARY 4, 2024 – 5:00 P.M.
KENAI CITY COUNCIL CHAMBERS
210 FIDALGO AVE., KENAI, AK 99611
*Telephonic/Virtual Information Below*
www.kenai.city
A.CALL TO ORDER
B. INTRODUCTION
1.Terry Eubank, City Manager
2.Scott Bloom, City Attorney
3.Shellie Saner, City Clerk
C.PUBLIC COMMENT (Public comment limited to three (3) minutes per speaker; thirty
(30)minutes aggregated)
D.COMMISSION DISCUSSION
1.Review the 5-Year Summary on Parks and Recreation Commission Activities ... Pg. 2
2.Review Parks and Recreation Memberships Responses to the Commission,
Committee and Council on Aging Survey. ........................................................... Pg. 5
3.Review of Kenai Municipal Code Chapter 19.05 Parks and Recreation Commission.
......................................................................................................................... Pg. 12
4.Review of Kenai Municipal Code Chapter 1.90 Standards for Boards, Commissions
and Committees. .............................................................................................. Pg. 14
5.Review of Council Policy 20.020 - Commissions, Committees and Council on Aging
Procedures. ...................................................................................................... Pg. 17
E.ADDITIONAL PUBLIC COMMENT
F.ADJOURNMENT
Join Zoom Meeting OR
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Meeting ID: 890 9396 4565 Meeting ID: 890 9396 4565
Passcode: 101492 Passcode: 101492
1
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Meeting
Date
Meeting
Type Agenda Item Action
Taken Outcome
11/02/23 Work
Session
Parks & Recreation Commission FY2025-2029 Capital Improvement Project Priority
List No Discussion
11/02/23 Regular Discussion/Recommendation – Recommending Council Consideration of the Parks &
Recreation Commission FY2025-FY2029 Capital Improvement Project Priority List Yes Approved
10/05/23 Joint Work
Session Leif Hansen Memorial Park Plaques & Fountain No Discussion
09/07/23 Regular Discussion – City of Kenai Commissions, Committees and Council on Aging Review No Discussion
05/04/23 Work
Session Redesign/Reimagining Old Town Park No Discussion
05/04/23 Special
Meeting
Action/Approval – Providing a Recommendation to the City Manager in the
Selection of a Director of Parks and Recreation, Pursuant to KMC 19.050.020(e)No Executive Session
03/02/23 Regular Discussion/Recommendation – Presentation of Parks and Recreation 2023 Summer
Maintenance Plan No Discussion
03/02/23 Regular
Discussion/Recommendation – Recommending City Council Approval of
Amendments to the City Council Procedures for Commissions, Committees and
Council on Aging Policy No. 2016-01
Yes Approved
03/02/23 Regular Discussion/Recommendation – Recommending City Council Approval of the
Student Representative Policy No. 20.100 Yes Approved
01/05/23 Work
Session
Past Capital Improvement Projects – Review of Last Year’s CIP, and a CIP Priority List
from FY17 No Discussion
11/03/22 Regular Discussion/Recommendation – Priority List for the City of Kenai Fiscal Year 2024-2028
Capital Improvement Plan Yes Approved
5-Year Summary of Parks & Recreation Commission Activities
January 4, 2024
City Clerk's Office
Chair Wisniewski and Commission Members
2
Meeting
Date
Meeting
Type Agenda Item Action
Taken Outcome
10/06/22 Regular Discussion/Recommendation – Recommending the City Council Approve a Landscape-
Based Perimeter Plan for the Kenai Municipal Cemetery Expansion Yes Approved
09/01/22 Work
Session
Reviewing the First Recreation Season with New Parks Director and New Assistant
Parks Director No Discussion
06/02/22 Work
Session Future Parks Capital Improvement Projects No Discussion
05/05/22 Regular Discussion/Recommendation – Recommending Council Approval of Proposed Updates
to the Kenai Municipal Cemetery Regulations and Fees Yes Approved
04/07/22 Work
Session Kenai Municipal Cemetery Policy Review No Discussion
03/03/22 Work
Session Kenai Municipal Cemetery Policy Review No Discussion
02/17/22 Special
Meeting
Discussion/Recommendation – City of Kenai Fiscal Year 2023-2027 Capital
Improvement Plan Yes Approved as
Amended
01/06/22 Joint Special
Meeting
Discussion/Recommendation – Joint Resolution No. PRB21-01 – Recommending the
Council of the City of Kenai Approve and Adopt the City of Kenai Land Management
Plan.
Yes Approved as
Amended
11/04/21 Joint Special
Meeting
Discussion/Recommendation – Joint Resolution No. PRB21-01 – Recommending the
Council of the City of Kenai Approve and Adopt the City of Kenai Land Management
Plan
Yes Amended &
Postponed
10/07/21 Regular Discussion/Recommendation – Little Free Library No Discussion
06/03/21 Regular Discussion/Recommendation – Aurora Borealis Robotics Team Project No Discussion
05/06/21 Regular Discussion/Recommendation – Boot Brushing Stations (Eagle Scout Project)No Discussion
04/01/21 Regular Discussion – Dog Park No Discussion
03/04/21 Regular Discussion – Goals & Objectives No Discussion
02/04/21 Joint Special
Meeting Discussion/Recommendation – FY21-FY25 Capital Improvement Plan No Discussion
12/03/20 Regular Discussion – Leif Hansen Memorial Park Winter Fountain Display No Discussion
11/05/20 Joint Special
Meeting Discussion/Recommendation – Leif Hansen Park Fountain – Winter Décor No Discussion
10/01/20 Regular Discussion – Parks Tour Follow-Up No Discussion
3
Meeting
Date
Meeting
Type Agenda Item Action
Taken Outcome
09/03/20 Work
Session A Tour of the City's Parks No Tour
08/13/20 Joint Work
Session A Tour of the City's Parks No Tour
08/06/20 Regular Discussion – Kenai River Marathon No Discussion
08/06/20 Regular Action/Approval - Ratify the Commission’s Decision Regarding Future In-Person and/or
Virtual Meetings.Yes Approved
05/07/20 Regular Discussion/Recommendation – FY2021-2025 Capital Improvement Plan Yes Approved
03/05/20 Regular Discussion/Recommendation – Amending the Parks & Recreation Commission Student
Representative Policy Yes Approved
02/06/20 Regular Discussion/Recommendation – Amending Current Policy for Student Representative
for the Parks & Recreation Commission Yes Approved
12/05/19 Regular Discussion – 2019 Dip Net Report No Discussion
11/25/19 Joint Special
Meeting Discussion/Recommendation – Personal Use Fishery Capital Projects Yes Approved
11/07/19 Regular Discussion/Recommendation – Personal Use Fishery Capital Projects No No Quorum
10/03/19 Regular Discussion – Kenai Multi-Purpose Facility Improvements No Discussion
09/05/19 Regular Discussion/Recommendation – September and October Events No Discussion
08/27/19 Joint Work
Session A Tour of the City's Gardens No Tour
08/01/19 Regular Discussion/Recommendation – Bike Rack Locations No Discussion
06/27/19 Work
Session Park Operating Hours No Discussion
05/02/19 Regular Discussion – 2019 Non-Routine Work Tasks & Project List No No Quorum
05/02/19 Regular Discussion – August Activity Planning No No Quorum
04/04/19 Regular Discussion – 2019 Non-Routine Work Tasks & Project List No No Quorum
04/04/19 Regular Review and Demonstration of new Parks & Recreation Website No No Quorum
03/07/19 Regular Discussion – 2019 Non-Routine Work Tasks & Project List No No Quorum
02/07/19 Regular Discussion – Parks and Recreation Calendar No Discussion
02/07/19 Regular Discussion – Bike Friendly Community Survey Results No Discussion
01/03/19 Regular Discussion – 2019 - 2020 Goals and Objectives No Discussion
4
Parks & Recreation Commission Survey Responses
5 of 7 Commissioners Responded
2023 Commission, Committee and Council on Aging Survey Responses - Parks & Recreation Commission Page 1 of 7
Question 1: Are you or have you served as a Chair of your Commission or Committee?
Participant 1 -
Participant 2 -
Participant 3 -
Participant 4 -
Participant 5 -
Question 2: What motivated you to join your commission or committee?
Participant 1 I have 24 + years of service in Parks in Recreation Service Area I work at (NPRSA)
and I want to support Parks and Recordation in Kenai where I live and see it grow
and be almost as good as NPRSA. (NEVER SOLDOTNA! Kenai and Nikiski Parks
and Rec are the BEST!)
Participant 2 Pat Porter asked me to join because she knew I led an active lifestyle and had a
background in physical education. I accepted her offer and have stuck with the
commission.
Participant 3 I enjoy our parks and live next to one. I enjoy helping local government to make
decisions about our parks.
Participant 4 Beaver Creek Park 7 years ago when they were redoing the park
Participant 5 Community Service
Question 3: Do you understand your role, duties and responsibilities as a member of your commission or
committee?
Participant 1 Yes
Participant 2 Yes
Participant 3 Yes
Participant 4 Yes
Participant 5 Yes
5
Parks & Recreation Commission Survey Responses
5 of 7 Commissioners Responded
2023 Commission, Committee and Council on Aging Survey Responses - Parks & Recreation Commission Page 2 of 7
Question 4: Do you feel the duties and responsibilities of your commission or committee should be increased,
decreased or better defined?
Participant 1 Better Defined: Stay the same, as an advisory board we should be there to help
and support the department and look out for the best interests of the city, not
run the day to day. We are a tool for the department to use to make us better
help work through issues / problems that will arise. But the Director / Manger
should be the one at the end of the day to make the decision and run the
department.
Participant 2 Better Defined: I am happy with the level of responsibility we currently have. Our
role is advisory, but our recommendations are taken seriously, in my opinion.
Participant 3 Increased
Participant 4 Better Defined: Stay the same. I feel I run the meetings and we don’t get much
done. It’s fun to see the updates and stay up to date with what’s going on.
Participant 5 Better Defined: A new member so not clear on full duties.
Question 5: In a typical month how many hours do you spend working on commission or committee
business?
Participant 1 Less than five hours.
Participant 2 Less than five hours.
Participant 3 Less than five hours.
Participant 4 Less than five hours.
Participant 5 Less than five hours.
Question 6: On a scale of 1 - 10, with one being the lowest rating and ten being the highest rating, how
would you rate your commission or committee meetings?
Participant 1 5
Participant 2 9
Participant 3 7
Participant 4 4
Participant 5 7
6
Parks & Recreation Commission Survey Responses
5 of 7 Commissioners Responded
2023 Commission, Committee and Council on Aging Survey Responses - Parks & Recreation Commission Page 3 of 7
Question 7: What measures would you recommend be taken to get more public participation with your
commission or committee meetings?
Participant 1 Have not attended any yet, my commission doesn't start until January 1, 2024
Participant 2 In my opinion, the public has the opportunity to participate and it is their choice
whether or not to do so.
Participant 3 More notice and links to the meeting on social media. More public education as
to what the commission is about and how it benefits the public to give their
input.
Participant 4 Get a sports center like complex for Kenai. Kenai needs one bad.
Participant 5 Unsure
Question 8: On a scale of 1 - 10, with one being the lowest rating and ten being the highest rating, how
would you rate the effectiveness of your commission or committee?
Participant 1 5
Participant 2 10
Participant 3 5
Participant 4 5
Participant 5 7
Question 9: Do you agree with following Kenai Municipal Code attendance requirements for commission or
committee members? KMC 1.90.050 (b): If the commission, committee or board member shall be absent,
without the body excusing the absence for good cause, from more than one-half of all the meetings of his
or her committee, commission or board, regular and special, held within any period of three (3) consecutive
calendar months, he or she shall thereupon cease to hold the seat. A commission, committee or board
member may not have more than three (3) excused absences during a twelve (12) month calendar year.
Participant 1 Yes
Participant 2 Yes
Participant 3 Yes
Participant 4 Yes
Participant 5 No
7
Parks & Recreation Commission Survey Responses
5 of 7 Commissioners Responded
2023 Commission, Committee and Council on Aging Survey Responses - Parks & Recreation Commission Page 4 of 7
Question 10: What are your expectations of the Director who is staff to your commission or committee?
Participant 1 To present the information needed for dissection, and to disagree with us if they
do not feel it is in the best interest of the city
Participant 2 To keep the commission well informed of the happenings within parks and
recreation, convey the needs of the department and explain the goals of the
department for the future. Also, to share any safety/maintenance concerns the
director may have with city facilities and parks.
Participant 3 Thorough reports on projects and needs that can help us to help them
accomplish those.
Participant 4 To keep us up to date with what’s going on and new and exciting ideas we need
to make happen.
Participant 5 Organized summary/update of activities
Question 11: In regards to succession planning and on-boarding new members to your commission or
committee, what tools do you believe would streamline the process? MULTIPLE CHOICE
Participant 1 Choice 1: Commission recommended transition plan for commission or
committee chairs.
Choice 2: Commission recommended strategy for on-boarding new members.
Participant 2 Choice 4: In my opinion, the most important thing for new members to do is to
attend meetings regularly so they can learn the process in real time.
Participant 3 Choice 2: Commission recommended strategy for on-boarding new members.
Choice 3: Additional training opportunities outside of the biennial training that
takes place in January of odd numbered years.
Participant 4 Choice 1: Commission recommended transition plan for commission or
committee chairs.
Participant 5 Choice 2: Commission recommended strategy for on-boarding new members.
Question 12: Do you feel allowing members to attend via remote participation benefits your commission or
committee?
Participant 1 Yes
Participant 2 Yes
Participant 3 Yes
Participant 4 Yes
Participant 5 Yes
8
Parks & Recreation Commission Survey Responses
5 of 7 Commissioners Responded
2023 Commission, Committee and Council on Aging Survey Responses - Parks & Recreation Commission Page 5 of 7
Question 13: Do you feel the number of members on your commission or committee should be increased or
decreased?
Participant 1 Stay the Same: Cannot answer this at this time as I have not been to a meeting
yet.
Participant 2 Stay the Same: When the commission has full membership, we have plenty of
input from a variety of people with differing experiences and perceptions to
properly evaluate items put before us.
Participant 3 Increased: It would be good to have youth represented on our commission.
Participant 4 Increased: More the merrier. More idea and input is never bad.
Participant 5 Stay the Same.
Question 14: Should members of your commission or committee be required to be residents of the City?
Participant 1 Yes
Participant 2 Yes
Participant 3 Yes
Participant 4 No
Participant 5 Yes
Question 15: Has the scope of work for your commission or committee changes during your time serving as
a member?
Participant 1 There has been no change to the scope of work.
Participant 2 There has been no change to the scope of work.
Participant 3 There has been no change to the scope of work.
Participant 4 There has been no change to the scope of work.
Participant 5 There has been no change to the scope of work.
9
Parks & Recreation Commission Survey Responses
5 of 7 Commissioners Responded
2023 Commission, Committee and Council on Aging Survey Responses - Parks & Recreation Commission Page 6 of 7
Question 16: Given your experience, how would you improve the activities of your commission or
committee? MULTIPLE CHOICE
Participant 1 Choice 1: More focused mission, goals or objectives.
Participant 2 Choice 5: Other Explained: Again, I think we are functioning just fine as is.
Participant 3 Choice 5: Other Explained: Allow us more input on yearly budgeting suggestions
and capital projects regarding our parks.
Participant 4 Choice 4: Additional Resources Explained: We need more funding. Without
funding we just talk about stuff Kenai needs. Nothing gets done without money.
Participant 5 Choice 1: More focused mission, goals or objectives.
Question 17: Do you feel your commission or committee should be eliminated or merged with another
commission or committee?
Participant 1 No Change
Participant 2 No Change
Participant 3 No Change
Participant 4 No Change
Participant 5 No Change
Question 18: How might we improve commission or committee engagement?
Participant 1 Build a non-KPBSD pool! Aquatics is the life blood of parks and recordation.
Participant 2 As stated above in regards to training new members, regularly attending
meetings is the best way to stay engaged. We are listened to when we share our
opinions, but we have to be present to do so. In my opinion it is up to members
to engage in the process and that requires attendance.
Participant 3 Have someone dedicated to public outreach and engagement. Spend some time
with user groups to get their input and participate.
Participant 4 Let other people who don’t live in Kenia join. Just because you live in another
town doesn’t mean they didn’t grow up living Kenai. If where they live limit what
committed they can join we are losing a lot of good people. Housing is limited
in Kenai. We need to change the rule. People live in Wasilla and work in
Anchorage because Anchorage is so bad on housing.
Participant 5 Not sure on what has been tried. I think reaching out to people individually in
the community helps.
10
Parks & Recreation Commission Survey Responses
5 of 7 Commissioners Responded
2023 Commission, Committee and Council on Aging Survey Responses - Parks & Recreation Commission Page 7 of 7
Question 19: What other information would you like to provide for the Commission and Committee Review
Process that will begin in January of 2024?
Participant 1 None at this time but we will see at the end of 2024.
Participant 2 Thank you for being supportive of our commission. I feel valued as a member of
the commission and that motivates me to continue to be part of the process.
Participant 3 I’ve enjoyed being part of the commission and hope to be able to continue.
Participant 4 We need a sports complex at the current soccer fields and move the all sporting
events there so all sports are in one central areas. Then turn the softballs fields
into a park like Soldotna with a stage so we can host events like Soldotna.
Participant 5 Not sure.
11
KMC Title 19, Parks and Recreation Page 1 of 2
The Kenai Municipal Code is current through Ordinance 3373-2023, passed October 4, 2023.
Title 19
PARKS AND RECREATION
Chapters:
19.05 Parks and Recreation Commission
Chapter 19.05
PARKS AND RECREATION COMMISSION
Sections:
19.05.010 Creation.
19.05.020 Duties and powers.
19.05.030 Terms and appointments to vacancies.
19.05.040 Qualifications of Commission members.
19.05.050 Proceedings of Commission.
19.05.010 Creation.
(Ord. 416, Repealed Ord. 1161)
19.05.020 Duties and powers.
The Commission shall be required to do the following:
(a) Develop, adopt, alter, or revise subject to approval by the City Council, a master plan for
the physical development of recreation facilities for the City. Such master plan with
accompanying maps, plats, charts, descriptive, and explanatory matter, shall show the
Commission’s recommendations for the development of the City’s recreation facility may
include, among other things:
(1) Development of the type, location, and sequence of all public recreation facilities; and
(2) The relocation, removal, extension, or change of use of existing recreation facilities.
(b) Submit annually to the City Manager and Council, not less than ninety (90) days prior to
the beginning of the budget year, a list of recommended capital improvements, which in
the opinion of the Commission, are necessary or desirable to be constructed during the
forthcoming three (3) year period. Such list shall be arranged in order of preference, with
recommendations as to which projects shall be constructed in which year.
(c) Make investigations regarding any matter related to City recreation.
(d) Make and prepare reports and plans for approval by the City Council.
(e) Shall act in advisory capacity in the selection of a Director of Parks and Recreation.
12
KMC Title 19, Parks and Recreation Page 2 of 2
The Kenai Municipal Code is current through Ordinance 3373-2023, passed October 4, 2023.
19.05.030 Terms and appointments to vacancies.
(Ords. 416, 430, Repealed Ord. 1161)
19.05.040 Qualifications of Commission members.
(Ords. 416, 619, Repealed Ord. 1161)
19.05.050 Proceedings of Commission.
(Ord. 416, Repealed Ord. 1161)
The Kenai Municipal Code is current through Ordinance 3373-2023, passed October 4,
2023.
Disclaimer: The City Clerk has the official version of the Kenai Municipal Code. Users should
contact the City Clerk for ordinances passed subsequent to the ordinance cited above.
13
KMC Chapter 1.90, Standard Procedures for Boards, Commissions and Committees Page 1 of 3
The Kenai Municipal Code is current through Ordinance 3373-2023, passed October 4, 2023.
Chapter 1.90
STANDARD PROCEDURES FOR BOARDS, COMMISSIONS AND
COMMITTEES
Sections:
1.90.010 Creation.
1.90.020 Duties.
1.90.030 Qualifications.
1.90.040 Terms.
1.90.050 Proceedings.
1.90.060 Specific requirements of boards, commissions and committees.
1.90.010 Creation.
All boards, commissions and committees created by the Council of the City of Kenai, shall
consist of seven (7) members who shall be nominated by the Mayor and confirmed by the City
Council from applications submitted to the City Clerk. A chair and vice-chair shall be selected
annually and shall be elected from and by the appointed members. At the organizational
meeting of Council, or as soon thereafter as practicable, the Mayor, after consultation with
Council, shall nominate Council Members as a council liaison to any board, commission or
committee. After confirmation by Council, the council liaison may attend all meetings of the
board, commission or committee. A council liaison is not a member of, and shall have no voting
power or any other rights of membership on, the board, commission or committee. The Mayor
and other Council Members may attend meetings of boards, commissions or committees when
serving as an alternate for the Council liaison, or in their capacity as elected officials. City
administrative staff shall attend and supply staff support to all meetings of boards,
commissions and committees.
1.90.020 Duties.
(a) Members of boards, commissions and committees shall be required to establish policies
relating to their respective organization. They shall act in an advisory capacity to City
Council unless otherwise specified in the City Code.
(b) If the board, commission or committee has income stated within the City of Kenai annual
budget, said board, commission or committee shall work with the City Manager to
establish expenses projected for the year for approval by the City Council.
1.90.030 Qualifications.
(a) A member of a board, commission or committee must be a resident of the City of Kenai,
unless the board, commission or committee is specifically exempted by Council from this
requirement. The member cannot be an officer or employee of the City of Kenai. If any
member should move his or her residence from the corporate limits of the City of Kenai (if
14
KMC Chapter 1.90, Standard Procedures for Boards, Commissions and Committees Page 2 of 3
The Kenai Municipal Code is current through Ordinance 3373-2023, passed October 4, 2023.
applicable), is an officer or employee of the City of Kenai, or shall be elected or appointed
as an officer or employee of the City of Kenai, the service of such member shall terminate
immediately. He or she should be aware that he or she will serve without salary, but will
be reimbursed for all reasonable expenses incurred in connection with this service, only
after approval by Council.
(b) The Beautification Committee, and Harbor, Library, and Parks and Recreation
Commissions may at the discretion of the Council have up to two (2) non-resident
members each.
(c) The Planning and Zoning Commission may have up to one member that is not a resident
of the City if they have a controlling ownership interest in a business physically located in
the City. This provision specifically does not create a designated seat for a non-resident.
1.90.040 Terms.
(a) A member of a board, commission or committee shall serve for a term of three (3) years,
unless the board, commission or committee is specifically exempted by Council from this
requirement. At renewal date, the Mayor, with consent of the Council, can reappoint the
member or recommend a replacement.
(b) The terms of the initial board, commission or committee member shall be staggered so
that three (3) members will be appointed for one (1) year; two (2) members will be
appointed for two (2) years; and two (2) members will be appointed for three (3) years.
Terms shall commence on January 1st of each year.
1.90.050 Proceedings.
(a) All boards, commissions and committees will have regularly scheduled meetings which
shall be open to the public. Exceptions to the meeting requirements shall be established
by Council. Permanent records or minutes shall be kept of all proceedings and such
minutes shall record the vote of each member upon every question. Every decision or
finding shall immediately be filed in the office of the City Clerk and shall be a public record
open to inspection by any person. All acts of boards, commissions and committees are
subject to the paramount authority of the City Council.
(b) If the commission, committee or board member shall be absent, without the body
excusing the absence for good cause, from more than one-half of all the meetings of his
or her committee, commission or board, regular and special, held within any period of
three (3) consecutive calendar months, he or she shall thereupon cease to hold the seat. A
commission, committee or board member may not have more than three (3) excused
absences during a twelve (12) month calendar year.
(c) In all matters of parliamentary procedure, the most current edition of Robert’s Rules of
Order Newly Revised shall be applicable and govern all meetings, unless as specified in
KMC 1.15.060, motions; KMC 1.15.100, speaking; and KMC 1.15.110, voting.
15
KMC Chapter 1.90, Standard Procedures for Boards, Commissions and Committees Page 3 of 3
The Kenai Municipal Code is current through Ordinance 3373-2023, passed October 4, 2023.
(d) The responsibility of insuring that all members of boards, commissions and committees
receive a copy of the Standard Procedures of Boards, Commissions and Committees lies
with the City Clerk.
1.90.060 Specific requirements of boards, commissions and
committees.
Requirements of boards, commissions and committees as set forth in KMC 1.90 are general
requirements and shall be followed to the extent that they do not conflict with specific
requirements found in code sections specifically pertaining to individual boards, commissions
and committees. (Ords. 1223, 1239)
The Kenai Municipal Code is current through Ordinance 3373-2023, passed October 4,
2023.
Disclaimer: The City Clerk has the official version of the Kenai Municipal Code. Users should
contact the City Clerk for ordinances passed subsequent to the ordinance cited above.
16
Page 1 of 4
CITY COUNCIL – 20.020
COMMISSIONS, COMMITTEES AND COUNCIL ON AGING PROCEDURES
Effective Date: March 5, 2014 Last Action Date: April 19, 2023
See Also: Approved by: City Council
20.020 Commissions, Committees and Council on Aging Procedures Page 1 of 4
POLICY – 20.020 Commissions, Committees and Council on Aging Procedures
Purpose
The purpose of this policy is to establish procedures, other than those provided in KMC 1.90, for Commissions,
Committees and Council on Aging.
Scope
This policy applies to all advisory bodies appointed by the City Council. In addition to this policy the following
Kenai Municipal Code (KMC) provisions are applicable:
Airport Commission is also regulated by KMC 21.20
Harbor Commission is also regulated by KMC 11.10
Parks and Recreation Commission is also regulated by KMC 19.05
Planning and Zoning Commission is also regulated by KMC 14.05.
Policy
A.Appointment and Reappointments
1.An application for consideration of appointment or reappointment to a Commission, Committee or
Council on Aging must be submitted to the City Clerk.
2.The Mayor nominates an applicant for appointment or reappointment and by motion, the City Council
confirms.
B.Establishing Subcommittees
1.A subcommittee of a commission or committee may be established for a specific function upon approval
of Council.
C.Meeting Schedules
1.Commission, Committee and Council on Aging meeting schedule is as follows:
Commission / Committee /
Council on Aging Meeting Schedule Scheduled Meeting Days
Airport Commission Monthly Second Thursday of the month
Beautification Meetings held January, April,
May, September and October
Second Tuesday of the month
Council on Aging Monthly Second Thursday of the month
Harbor Commission Meetings held February,
March, April, May, June,
August, September and
November
First Monday after first Council
meeting of the month
Library Commission (Suspended as of 2015, Ordinance No. 2815-2015)
17
20.020 Commissions, Committees and Council on Aging Procedures Page 2 of 4
Parks & Recreation Commission Monthly, except for July First Thursday of the month
Planning & Zoning Commission Twice monthly Second & fourth Wednesday
2. All regular meetings will be held in the Kenai City Hall Council Chambers with the exception of the
Council on Aging who shall meet at the Senior Center and the Airport Commission who shall meet in
the Conference Room of the Kenai Municipal Airport terminal building, unless offsite arrangements are
approved by the Clerk. Exceptions for subcommittee meetings may be made with the advance notice of
the City Clerk.
3. Regularly scheduled meeting times will be approved by Council.
4. Commissions, Committees and Council on Aging may, with the City Clerk's approval and notification to
Council and the City Manager, hold special meetings (for a specific purpose) on an as-needed basis.
5. Commissions, Committees and Council on Aging meetings may be cancelled or rescheduled by the City
Clerk, with notification to Council and the City Manager, if cancellation or rescheduling is warranted, i.e.
lack of agenda items, pre-knowledge of lack of a quorum, etc.
6. Any additional commissions or committees established will be set and incorporated into the meeting
schedule by the City Council.
D. Minutes & Meeting Recordings
1. With exception of the Planning & Zoning Commission, taking notes and electronically recording
meetings shall be the responsibility of department liaison to the specific meeting body. The Clerk's
Office shall take notes and record the meeting for the Planning and Zoning Commission.
2. Action minutes will be produced by the Clerk's Office from the department liaisons notes and provided
to the City Council as official records of the meetings. Summary minutes will be produced by the Clerk’s
Office for Planning and Zoning Commission items when the item is quasi-judicial.
3. Regularly scheduled meetings shall be electronically recorded and with the exception of Planning &
Zoning Commission, shall be kept for two years.
4. Planning & Zoning Commission meeting recordings shall be kept for 6 years.
E. Work Sessions
1. Work sessions may not be held without the approval of the City Clerk unless they occur on the night of
and at the time of a regularly scheduled advertised meeting. Notification of scheduled work session shall
be provided to City Council and the City Manager. Work session may be requested by Council, the liaison
or Chair of the body.
2. During work sessions, only items on the work session agenda may be discussed and no formal actions
may be taken.
3. At a minimum, work sessions shall be posted on the Official City Bulletin Board in Kenai City Hall and
on the city website at least five days prior to the meeting.
F. Basic Meeting Information
1. All meetings shall be open to the public.
2. At a minimum, meeting notices shall be posted on the Official City Bulletin Board in Kenai City Hall and
on the city website at least five days prior to the meeting.
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20.020 Commissions, Committees and Council on Aging Procedures Page 3 of 4
3. Meeting agendas shall be established by the Chair and the department liaison and shall be relevant to
the authority of the board, commission or committee as designated within the bylaws or Kenai Municipal
Code. Items requiring Committee, Commission or Council on Aging action under applicable municipal
code prior to final action by the Council, as distinguished from advisory recommendations, will be
referred to the respective body prior to any final Council action. The City Council, by motion, may refer
any other item to be placed on an agenda seeking a recommendation from the respective Committee,
Commission, or Council on Aging.
4. The department liaison shall submit items for the agenda and supporting documentation to the Clerk's
Office one week prior to a meeting, no later than 2:00 p.m. The Clerk's Office will compile meeting
material and distribute. The Planning & Zoning Commission is exempt from this requirement as the
Planning Department advertises, compiles meeting material and distributes for its commission.
5. Rules of Order: Pursuant to KMC 1.15.120(b) and KMC 1.90.050(c), in all matters of parliamentary
procedure, Robert's Rules of Order, as revised shall be applicable and govern all meetings, except as
specified in KMC 1.15.060 (Motions), KMC 1.15.100 (Speaking), and KMC 1.15.110 (Voting).
6. Quorum: No meeting may proceed in the absence of a quorum, i.e. a quorum is more than one-half of
the board/commission (quorum of the whole).
7. Motion: Pursuant to KMC 1.15.060(k), all motions require a second. A majority of votes is required to
pass a motion.
8. Speaking: In a meeting, members should be recognized by the Chair before speaking.
9. When is it a Meeting: If any public business is discussed collectively by four or a majority of members of
one body.
10. Representation of the body: Members of a City of Kenai Board, Commission, Committee or Council on
Aging may only speak on behalf of the body when approved to do so by a majority vote of the body; at
which time their basic responsibility is to carry out the body’s directives identified within the approved
motion.
G. Council Participation
1. Any Council Member may attend a meeting or work session of any Commission, Committee or the Council
on Aging; however, no more than three Council Members may attend any one meeting without additional
public notice.
2. Only the Council Liaison to the respective, Commission, Committee or Council on Aging may speak on
behalf of the Council to the relevant body if approved to do so by a majority vote of the City Council.
Participation of the Liaison at Commission, Committee and Council on Aging meetings is limited to
updating the body on the actions of the Council and reporting back to the Council the actions of the
Commission, Committee or Council on Aging. The Liaison is a non-voting member and may not
participate in the debate of an advisory body.
3. Participation by Council Members (acting as a Council Member) other than the Liaison should be limited
to ONE Council Member who is a sponsor of a legislative item to be considered for recommendation
from the advisory body. The sponsors participation should be limited to three-minute testimony and
answering questions from the body. The sponsor of the legislation may not participate in debate of the
advisory body. When speaking to the advisory body as the legislate sponsor the following additional
rules apply:
a. The legislative sponsor will not testify from the Dais, testimony from the sponsor shall be made from
the area designated for public comment.
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20.020 Commissions, Committees and Council on Aging Procedures Page 4 of 4
b.If the legislative sponsor is the Liaison to the advisory body, the legislative sponsor will remove
themselves from the dais and seat themselves in the public area of the chambers. The legislative
sponsor will remain in the public seating area during the discussion, debate and voting on the
legislative item in which they sponsored.
4.Exception: Council Members may fully participate in any joint work session or other meeting with a
Commission, Committee, or the Council on Aging when it has been noticed that the City Council will be
in attendance, or there has been a specific delegation of authority by the Council for a member(s) to
represent the Council.
_______________________________________________
Brian Gabriel Sr., Mayor
ATTEST:
________________________________________________
Shellie Saner, MMC, City Clerk
Policy History: Action Approval on 08-04-2004; R2017-24; R2018-19; 2019-03; 2023-26
Note: Between 2004 and 2017 other amendments to the policy were made through the action approval process.
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