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Home My WebLink About2009-01-13 Beautification PacketKENAI BEAUTYFICATYON COMMITTEE JANUARY 13, 2009 7:00 P.M. KENAI COUNCIL CHAMBERS AGENDA ITEM 1: CALL TO ORDER & ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: ELECTION OF CHAIR AND VICE CHAIR ITEM 4: APPROVAL OF MEETING SUMMARY -- September 9, 2008 ITEM 5: PERSONS SCHEDULED TO BE HEARD ITEM 6: OLD BUSINESS ITEM 7: NEW BUSINESS a. Discussion -- FY 10 Budget Review/Goals 8s Objectives ITEM $: REPORTS a. Committee Chair b. Parks & Recreation Director c. Kenai City Council Liaison ITEM 9: QUESTIONS AND COMMENTS ITEM 10: PERSONS NOT SCHEDULED TO BE HEARD ITEM 11: INFORMATION a. Kenai City Council Meeting Action Agendas of December 3 and l7, 2008. b. Kenai City Council Policy for Commission, Committee, Board and Council on Aging Meetings and Work Sessions ITEM 12: PLEASE CONTACT US IF YOU WILL NOT BE ABLE TO ATTEND THE MEETING: CAROL -- 283-8231 OR, BOB -- 283-3692 ~ ~'- KENAY BEAUTYFYCATION COMMITTEE SEPTEMBER 9, 2008 7:00 P.M. KENAI COUNCIL CHAMBERS AGENDA ITEM 1: CALL TO ORDER & ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY -- July 8, 2008 ITEM 4: PERSONS SCHEDULED TO BE HEARD ITEM 5: OLD BUSINESS a. Discussion -- Winter Pole Decorations ITEM 6: a. Discussion -- Leif Hansen Memorial Park STEM 7: REPORTS a. Committee Chair b. Parks 8v Recreation Director c. Kenai City Council Liaison ITEM 8: pUESTIONS AND COMMENTS ITEM 9: PERSONS NOT SCHEDULED TO BE HEARD ITEM 10: YNFORMATION a. Kenai City Council Meeting Action Agendas of August 6 and 20, 2008. b. Landscape/Site Plan -- GLM c. Landscape/Site Plan -- ALLOR LLC ITEM 11: KENAI BEAUTIFICATION COMMITTEE SEPTEMBER 9, 2008 7:00 P.M. KENAI COUNCIL CHAMBERS CHA%R KAY SHEARER, PRESIDING MEETING SUMMARY ITEM 1: CALL TO ORDER & ROLL CALL Chair Shearer called the meeting to order at approximately 7:07 p.m. Roll was confirmed as follows: Committee members present: K. Shearer, S. Hatch, P. Baxter Committee members absent: M. Dimmick, L. Seymour, M. LeFebvre Others present: Parks & Recreation Director B. Frates, Council Member L. Swarner A quorum was not established. ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY -- July 8, 2008 ITEM 4: PERSONS SCHEDULED TO BE HEARD dTEM 5: OLD BUSINESS 5-a. Discussion -- Winter Pole Decorations YTEM 6: 6-a. Discussion -- Leif Hansen Memorial Park ITEM 7: REPORTS ?-a. Committee Chair 7-b. Parks & Recreation Director 7-c. Kenai City Council Liaison %TEM 8: QUESTIONS AND COMMENTS ITEM 9: PERSONS NOT SCHEDULED TO BE HEARD ITEM 10: 10-a. Kenai City Council Meeting Action Agendas of August 6 and 20, 2008. 10-b. Landscape/Site Plan -- GLM 10-c. Landscape/Site. Plan -- ALLOR LLC ITEM 11: ADJOURNMENT Due to lack of quorum, the meeting was adjourned at approximately 7:10 p.m. Meeting summary prepared and submitted by: Corene Hall; Deputy City Clerk BEAUTIFICATION COMMITTEE MEETING SEPTEMBER 9, 2008 PAGE 2 Ik~~ 1a "~`llaye cva"ter a Past, ~c y r~Et~i a Futu~°e" 210 Fidalgo Avenue, Kenai, Alaska 99611-7794 ~. ~~„~ Telephone: 907-283-3692 /FAX: 907-283-3693 -, -__. t~rece'yaf I~~® ~~~. To: Kenai E3eauiification Committee From: Robert J. Frates, Parks & Recreation Director`. Date: December 15, 2008 RF. Special 1~Ieeting of Jauuaey 13, 2009 - I+5'101$udget Attached is a draft budget proposal for your review. Also included below is a list of Croak ~c objectives for discussion purposes as it relates to the budget. Please bring any other ideas or suggestions as it relates to the budget to our January 13u' Special Meeting. Suggested FYIO Goals & Objectives 1. Increase number of City trees a. Identify specific locations throughout town, i.e., street corners, right-of--ways, greenbelts, etc. to plant trees. b. Identify type of trees. 2. Increase visual impact to Ali-American City sign a. Plant junipers and other shrubbery. b. Minimize amount of maintenance needed & still. provide space for some annual flowers. 3. Increase number of garbage disposal containers (bear-proof). a. Identify specific locations throughout town, i.e., street corners, right-of--ways, bike path, etc. 4. Investigate contracting out planting of circle planters a. Specify plant material & require large igal, size plants for immediate visual impact. 5. Increase Winter Decorations a. Add more poinsettia decorations to Spur Hwy. b. Add existing winter banners to poles along Forest Dr. c. Add displays to Leif Hansen Park (from current budget). 6. Add more Summer Banner Displays a. Identify specific locations throughout town, i.e., park areas, greenbelts. 7. Add flower display to town clock a. Container of flowers located on either side of new benches. 8. Master plan for field across from Wal-Mart property a. Consideration for gazebo, b~idgo, seeding, and utilities. b. Continue working with Mim Updike On improvements Attachment DEPARTMENT NARRATI\/E GENERAL FUND -BEAUTIFICATION This program employs nine to eleven part-time people through the summer months. They plant and maintain flowers, shrubs and trees and provide care for the many flower boxes and circle planters located along City street corners. The City's greenhouse provides many of the flowers utilized in City landscapes and allows personnel to choose from awide-range of color, height; and texture. Community volunteers also assist with design and maintenance of various designated flowerbeds. Additionally; maintenance personnel provide° lawn care for the many greenstrips and open greenways located throughout the City. City street lights are also decorated with>lighted pole-mount disp{ays throughout the winter months and with banners during the summer. 99 CITY OF KENAI FY 2009 BUDGET FUND: General Fund DEPT: Beautification ADMINISTRATION A/C # DESCRIPTION RECOMMENDED 2022 f7gsoratinci and Repair Supgslies Fertilizer, seed, lime, flowers trees, .repairs cemetery maintenance Christmas lights, decorations, etc. 13,000 2024 Smali Toois anc9 ikitnor Equipment Weed eaters, hand tools, planter trays, mowers, traveling sprinklers 4,000 Winter Pole Decorations .28,000 Winter Tree Decorations 5,500 Banners 2,000 4535 f'rinting artd Bindi¢ta Beautificatiom broth u res 4537 Citiiities 4538 Repairs end il~ain4eraance Repair and replace transformers .3,500 Opening and Dosing graves 2,000 Lerf Hanson electrical' expansion 1,000 Herbbitle 3,500 4539 Rentals 4666 ,;.Books Videos and. reference materials 8064 i~tlaohinerv ~ Equipment Mower 39,500 300 3,000 10,000 250 175 20,000 101 .tee G CQ F~ ~, y ~, ~ U O ~ ® ~ .~ ~ ~ ~ O p ~ N 69 N "C3 '-' '~ O K4 P`i. N ~ ~ G .~ p ~~, ~ s. p ~ ~N ~ N 3 ~ 0 O 0 , ~ ~ a, ° v ;~ ~ w ~° ~, ~ ro ... ~ w o ~ ~ ~ o .'xy '~ a ~ W ~ ~ o o ® o ~ ® ~ ~ N o ~ ~ S9 '0' ~' i- ~ °/ + . ® ® ® O O o N o ® N ® N 01 M M ti N .-+ ~ ~ ® ® 0 ® O 0 ~ d O ® p p ® ® ® O Qn ~ n ® O ~ N (~ m ~ m M ~ N ~ N lD ~ m C7 ~ ~ R. ~• ~ ~ ~ rg1 W O ~ ~ •.-~„ O~ `~ •~ ~ ~ v ~S ~ O OA Q N ~ v~ ~ ,O ~ N m N ~ C,W ~, ~ ~ 3 N fa" ~ '~ ~ ~ ~ V '~ C®l ~° ~ ~ ~ ~° ~ ~ ~ ~w ~ `~ ~cs ,..~ ~ o ~ o 04 ~ ~ ~ ~ ~ ~ ~ ~ O ~ ~ ti., °? ~ ~ v ~~ H ojj CJ '`~~' ~ v ~ ~ ~ P. o C.~ A cd , ~ ~ o v' ~ a''i m ' ~, ~ Cm' o- a as ~~ ~ . ~ ~~ bA ~ ~ vi ~ a-, y w ~ op ~ °~ ro v ti ~ > ~ " ~, '°~ ~ ~ ~ ~ O O v~i ri U p: ~ E- b ra ,~ ~ ~ W 0.o PA ~ C7 ~ Q C7 ~ ~ ~ ~ ~ ~ E~+ ~?~ E-~ N 6a h U W W ~~+ G d L ~~+ F .~ °~ Cd nn as a I~~. ACTI®N AGENDA KENAI CITY COUNCIL -REGULAR MEETING DECEMBER 3, 2008 7:00 P.M. KENAI CITY COUNCIL CHAMBERS http: / /www.ci. kenai.ak. us WORK SESSION: LYBRARY EXPANSION PRESENTATION/ECI/flyer Architects -- 5:30 p.m., Council Chambers ITEM A: CALL TO ORDER 1. Pledge of Allegiance 2. Roll Call 3. Agenda Approval 4. Consent Agenda *All items listed with an asterisk (*) are considered to be routine and non- controversial by the council and will be approved by one motion. There will be no separate discussion of these items unless a council member so requests, in which case the item will be removed from the consent agenda and considered in its normal sequence on the agenda as part of the General Orders. ITEM B: SCHEDULED PUBLIC COMMENTS (10 minutes} John Bost, Mikunda Cottrell & Company -Presentation of the FY2008 Comprehensive Annual Financial Report (20 minutes) 2. Jim McConnell, Ken Duffy -- Frontier Community Services Update. 3. Robert Ruffner, Executive Director, Kenai Watershed Forum -- Convening of the Kenai Peninsula Fish Habitat Partnership. 4. Emily DeForest, Sal Mattero/Friends of the Library -- Presentation/ Library Expansion Project. ITEM C: UNSCHEDULED PUBLIC COMMENTS (3 minutes) ITEM D: REPORTS OF KPB ASSEMBLY LEGISLATORS AND COUNCILS ITEM E: PUBLIC HEARINGS (Testimony limited to 3 minutes per speaker.) 1. PASSED UNAfl>IMOUSLY. Ordinance No. 2360-2008 -- Increasing Estimated Revenues and Appropriations by $2,500 in the General Fund for Police Drug Abuse Resistance Education (DARE) Expenditures. 2. PASSED UNANIMOUSLY. Ordinance No. 2361-2008 -- Amending the Official Kenai Zoning Map by Rezoning Kenai Peninsula Borough Parcel Number 04701009, the Kenai National Guard Armory (T5NR11W SEC 6 Seward Meridian KN Commencing at the N1/4 Corner Run S 0 Deg 13 Min E 77.88 Ft Th S 86 Deg OS Min E 35.09 Ft Along the Southerly ROW of the North Kenai Rd to the POB Th S 0 Deg 13 Min E 683.85 Ft Th N 89 Deg 47 Min E 330 Ft Th NO 0 Deg 1) Frorn Conservation jC) to General Commercial (CG). TABLED, NO TIME CERTAIN. Ordinance No. 2362-2008 -- Amending the Official Kenai Zoning Map by Rezoning Tract A, Papa Joe's Subdivision, Chumley Replat From Rural Residential 1 (RR1) to Limited Commercial (LC). 4. POSTPONED, NO TIME CERTAIN. Resolution No. 2008-68 - Approving the Financial Disclosure Statement Form for City of Kenai Municipal Officers and Candidates Pursuant to KMC 1.85. PASSED UNANIMOUSLY. Resolution No. 2008-69 -Approving a Contract to Blazy Construction for the Project Entitled Kenai Visitors Center Heating System Upgrade - 2009 for the Total Amount of $462,551.00. ITEM F• MINUTES *Regular Meeting of November 19, 2008. *Work Session Notes of November 19, 2008. ITEM G: ITEM Ii: APPROVED. Bills to be Ratified APPROVED. Approval of Purchase Orders Exceeding $15,000 %TEM I: COMMISSION/COMMITTEE REPORTS Council on Aging Airport Commission Harbor Commission Library Commission Parks & Recreation Commission Planning & Zoning Commission Miscellaneous Commissions and Committees a. Beautification Committee b. Alaska Municipal League Report c. Mini-Grant Steering Committee ITEM J: REPORT OF THE MAYOR ITEM K: ADM%NISTRATION REP®RTS City Manager Attorney City Clerk ITEM L: Citizens (five minutes) Council ITEM M: PENDING LEGISLATION (This item lists legislation which will be addressed at a later date as noted.) Ordinance No. 2347-2008 -- Repealing the Existing KMC 1.15.040 and KMC . 1.15.050(c) Regarding Preparation, Distribution and Publication of the Agenda and Replacing Them with a New Section KMC 1.15.040 Entitled, Agenda and Packet - Development-Preparation-Distribution-Publication-Late Materials. Substitute Ordinance No. 2347-2008 -- Repealing the Existing KMC 1.15.040 and KMC 1.15.050(c) Regarding Preparation, Distribution and Publication of the Agenda and Replacing Them with a New Section KMC 1.15.040 Entitled, Agenda and Packet - Development-Preparation-Distributson-Publication-Late Materials. (Clerk's Note: Ordinance No. 2347-2008 and Substitute Ordinance No. 2347-2008 are pending: The original Ordinance No. 2347-2008 was introduced at the September 3, 2008 meeting; a motion to move Substitute Ordinance No. 2347-2008 is on the table from the September 17, 2008 meeting; a motion to postpone (with no time certain) and schedule a work session on the ordinances followed and was passed; and, a work session was scheduled for Ociober I5, 2008 in the council chambers.) EXECUTIVE SESSION -- None Scheduled ITEM N: ADJOURNMENT ACTT®N AGENDA KENA% CITY COUNCIL -REGULAR MEETYNG DECEMBER 17, 2008 7:00 P.M. KENA% CITY COUNCIL CHAMBERS http: l /cvww.ci.kenai.ak.us ITEM A: CALL TO ORDER 1. Pledge of Allegiance 2. Roll Call 3. Agenda Approval 4. Consent Agenda *All items listed with an asterisk (*) are considered to be routine and non- controversial by the council and will be approved by one motion. There will be no separate discussion of these items unless a council member so requests, in which case the item will be removed from the consent agenda and considered in its normal sequence on the agenda as part of the General Orders. ITEM B: SCHEDULED PUBLIC COMMENTS (10 minutes) ITEM C: UNSCHEDULED PUBLIC COMMENTS (3 minutes) YTEM D: REPORTS OF KPB ASSEMBLY LEGISLATORS AND COUNCILS ITEM E: PUBLIC HEARINGS (Testimony limited to 3 minutes per speaker.) 1. PASSED UNAMMOUSLY. Resolution No. 2008-70 -- Confirming the Assessment Roll on the Shamrock Circle Improvement Special Assessment District. PASSED UNANIMOUSLY. Resolution No. 2008-71 -- Confirming the Assessment Roll on the Thompson Park, Beaver Creek Alaska, Mack, Valhalla Heights, and Sunset Rim Subdivisions Street Improvement Special Assessment District. 3. PASSED UNAMMOUSLY. Resolution No. 2008-72 -- Authorizing the City Manager to Enter Into a Restaurant Concession Agreement for the Kenai Municipal Airport. 4. PASSED UNAMMOUSLP. Resolution No. 2008-73 -- Awarding the Bid to Univar USA, Inc. for Miscellaneous Chemicals - 2009. PASSED UNAMMOUSLY. Resolution No. 2008-74 -- Authorizing a Budget Transfer From the City Shop Department to Various City Departments for Fuel Cost Being Charged Directly to City Departments but Originally Budgeted in the City Shop. ITEM F: MINUTES 1. *Regular Meeting of December 3, 2008. 2. *Council Work Session Notes of December 3, 2008. ITEM G: UNFYNYSHED BUSINESS ITEM H: APPROVED. Bills to be Ratified 2. APPROVED. Approval of Purchase Orders Exceeding $15,000 3. INTRODUCED. *Ordinanee No. 2363-2008 -- Amending KMC 4.30.010- .015 to adopt the National Electrical Code, 2008 Edition of the National Fire Protection Association with Local Amendments to the Above. INTRODUCED. *Ordinance No. 2364-2008 -- Increasing Estimated Revenues and Appropriations by $24,292 in the Senior Citizens Fund for Essential Program Equipment and Deferred Maintenance. INTRODUCED. *Ordinanee No. 2365-2008 -- Amending KMC 1.80.010 by Increasing the Mayor's Salary From $900 to $1,000 Per Month and Council Members' Salaries From $400 to $500 Per Month. 6. INTRODUCED. *Ordinanee No. 2366-2008 -- Amending KMC 1.85.020 to Change the Threshold Amount of Income, Business Interests, Loans, Trusts and Other Financial Transactions that Must Be Reported on the City's Financial Disclosure Form From One Thousand Dollars ($1,000) to Five Thousand Dollars ($5,000). 7. INTRODUCED. *Ordinance No. 2367-2008 -- (1) Reducing Estimated Revenues and Appropriations by $166,442.60. in the General Fund Non- Departmental for Transfer to the Visitor Center Heating System Capital Projects Fund; (2) and Reducing a Previous Appropriation in the Visitor Center Heating System Capital Projects Fund for Replacement of the Center's Heating System. 8. INTRODUCED. *Ordinance No. 2368-2008 -- Increasing Estimated Revenues and Appropriations by $16,016 in the Airport Fund and by $640,681 in the Runway Improvement Capital Project Fund for Capital Improvements. 9. INTRODUCED. *Ordinanee No. 2369-2008 -- Increasing Estimated Revenues and Appropriations by $140,000 in the Congregate Housing Enterprise Fund and the Congregate Housing Capital Project Fund for Window Replacement at the City's Vintage Pointe Manor Congregate Housing Facility. 10. INTRODUCED. *Ordinance No. 2370-2008 -- Increasing Estimated Revenues and Appropriations by $2,000 in the General Fund for Police Overtime Expenditures. 11. INTRODUCED. *Ordinance No. 2371-2008 -- Amending the Official Kenai Zoning Map by Rezoning Thompson Park Bergholtz (Preliminary Plat) Consisting of Approximately 1.96 Acres From Rural Residential and Suburban Residential to Suburban Residential. 12. INTRODUCED. *Ordinance No. 2372-2008 -- Amending the Official Kenai Zoning Map by Rezoning Kenai Municipal Airport -- Float Plane Basin Replat (Preliminary Plat) Approximately 162 Acres Within the Airport Reserve in the City of Kenai From Conservation and Rural Residential to Light Industrial. 13. APPROVED. Approval -- Memorandum of Agreement/State of Alaska Department of Transportation 8, Public Facilities -- Various Road Improvements in the City of Kenai (SAFETEA-LU Earmark, Sec. 1702, No. 3683/Extending Improvements Along Baron Park Lane From the End of the Existing Roadway at Lowes North to the Intersection with HEA Access Road and Rehabilitation and Paving of HEA Access Road From the Baron Park Intersection to Marathon Road). 14. APPROVED. Discussion -- Establishment of a City of Kenai Salmon Task Force. ITEM Y: COMMISSION/COMMITTEE REPORTS 1. Council on Aging 2. Airport Commission 3. Harbor Commission 4. Library Commission 5. Parks 8v Recreation Commission 6. Planning 8v Zoning Commission 7. Miscellaneous Commissions and Committees a. Beautification Committee b. Alaska Municipal League Report c. Mini-Grant Steering Committee d. Advisory Cemetery Committee e. Kenai Convention 8v Visitors Bureau ITEM J: REPORT OF THE MAYOR ITEM K: ADMINISTRATION REPORTS 1. City Manager 2. Attorney 3. City Clerk ITEM L: DISCUSSION 1. Citizens (five minutes) 2. Council ITEM M: PENDING LEGISLATION (This item lists legislation which will be addressed at a later date as noted.) Ordinance No. 2347-2008 -- Repealing the Existing KMC 1.15.040 and KMC 1.15.050(c) Regarding Preparation, Distribution and Publication of the Agenda and Replacing Them with a New Section KMC 1.15.040 Entitled, Agenda and Packet - Development-Preparation-Distribution-Publication-Late Materials. Substitute Ordinance No. 2347-2008 -- Repealing the Existing KMC 1.15.040 and KMC 1.15.050(c) Regarding Preparation, Distribution and Publication of the Agenda and Replacing Them with a New Section KMC 1.15.040 Entitled, Agenda and Packet - Development-Preparation-Distribution-Publication-Late Materials. (Clerk's Note: Ordinance No. 2347-2008 and Substitute Ordinance No. 2347-2008 are pending: The original Ordinance No. 2347-2008 was introduced at the September 3, 2008 meeting; a motion to move Substitute Ordinance No. 2347-2008 is on the table from the September 17, 2008 meeting; a motion to postpone (with no time certain) and schedule a work session on the ordinances followed and was passed; and, a work session was scheduled for October I5, 2008 in the council chambers.) Ordinance No. 2362-2008 -- Amending the Official Kenai Zoning Map by Rezoning Tract A, Papa Joe's Subdivision, Chumley Replat From Rural Residential 1 (RR1) to Limited Commercial (LC}. Resolution No. 2008-68 -Approving the Financial Disclosure Statement Form for City of Kenai Municipal Offacers and Candidates Pursuant to KMC 1.85. EXECUTIVE SESSION -- None Scheduled %TEM N: ADJOURNMENT ~crn Ilb. KENA% CYTY COUNCIL POLICY FOR COMMYSSION, COMMYTTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESS%ONS Commission. Committee )3oard Reaoyosntment• If, after a term (or consecutive term) of appointment has been completed, a commission, committee or board member would like to be reappointed for an additional term, an application must be submitted to council for consideration and approval. Formation of Subcommittees of Commissions Committees or Boards: A subcommittee of a commission, committee or board may be formed for a specific function if upon review by administration, it is indicated the subcommittee would be a governmental body and a subcommittee of a public entity and if the formation is approved by Council. If a subcommittee is approved by Council, the meetings of the subcommittee must be open to the public; meeting notices shall be posted on the Official City Bulletin Board in Kenai City Hall and on the city website at least five (5) days prior to the meeting; and the meetings may be electronically recorded and the recordings (the official record) stored in the City Clerk's Office. Meetine Schedules: Until further notice, the commission/committee meeting schedule is as follows: Commission/Committee/Board Meeting Schedule Scheduled Meeting Days Planning & Zoning Commission Twice monthly January through December, Second & Fourth Wednesda s ' Libra Commission Monthl First Tuesda of the month. Council on A in Monthl Second Thursda of the month. Beautification Committee Meetings held March, Ma ,Jul & Se tember Second Tuesday of the month. Parks & Recreation Commission Meetings held January, , A ril, Jul 8s October First Thursday of the month. Air ort Commission Monthl Second Thursda of the month. Harbor Commission Monthly First Monday after first council meetin of the month. ' Adviso Cemete Committee Monthl Third Thursda of the month. 1. Commission, committees and boards, including Library, Parks & Recreation and Airport Commissions and Beautification Committee, shall meet as listed above. 2. Council on Aging shall meet monthly at the Kenai Senior Center. 3. Planning & Zoning Commission and the Personnel Arbitration Board is exempted from this meeting directive. 4. Commissions, committees, boards and the Council on Aging may, with the City Clerk's approval and notification of Council and City Manager, hold special meetings (for a specific purpose) on an as-needed basis. 5. Commission, committee and board meetings may be cancelled by the City Clerk, with notification of Council and City Manager, if cancellation is warranted, i.e. lack of agenda items, pre-knowledge of lack of quorum, etc. 6. All commission, committee and board meetings (except Council on Aging) will be held at Kenai City Hall and begin at 7:00 p.m. Council on Aging meetings will be held at the Kenai Senior Center and begin at 4:30 p.m. October through April, and 7:00 p.m., May through September. Exceptions for subcommittee meetings may be made with advance notice to and approval by the City Clerk. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 2 7. Any additional commissions, committees, or boards formed will be set and incorporated into the following meeting schedule by the City Council. Minutes/Meetiag Reoordin¢: 8. Excepting the Planning 8v Zoning Commission and Personnel Arbitration Board, responsibility of taking notes and electronically recording the commission, committee, board meetings, falls to the department liaison (staff member) to the specific meeting group. 9. Summary minutes will be produced by the City Clerk from the department liaison notes and provided to the City Council as official records of the meetings. 10. Electronic recordings of the meeting group, except the Planning 8s Zoning Commission, shall be kept for two years. 11. Planning & Zoning Commission meeting recordings shall continue to be kept for six years. Work Sessions: 12. Commission, committees and boards shall receive the City Clerk's approval to hold work sessions to be held on a date other than that of a regularly scheduled meeting or at a time immediately prior to a regularly scheduled meeting, i.e. a 6:00 p.m. work session before a 7:00 p.m. meeting. 13. 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 aregularly-scheduled advertised meeting. 14. During work sessions, only items on the work session agenda may be discussed and no formal actions may be taken. 15. All commission, committee and board meetings must be given appropriate public notice. This directive shall take effect November 20, 2008 and remain in effect until modified by the Kenai City Council. Approved by the Kenai City Council on the 19th da'y~~of-Nnve~nber, 200, ,!rte.,` ~-~~1~,~ '~~,`; PAT PORTE ,MAYOR ATTEST:" ~ p ~`~ ?'~ A`te' ~~%/~'~'~ , Carol L. Freas, City_Clerk " '` clf Revised 11/ 19/08 j ,' ~, i,