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HomeMy WebLinkAbout2009-01-15 Advisory Cemetery Committee PacketADVISORY CEMETERY COMMITTEE pJANUARY 15, 2//®~~®9 CLERII1O C®NFERENLE R®®M 7:®® P.M. AGENDA ITEM 1: CALL TO ORDER AND ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY -- November 20, 2008 ITEM 4: PERSONS SCHEDULED TO BE HEARD ITEM 5: OLD BUSINESS a. Discussion -- Review of Consolidated Design Suggestions ITEM 6: NEW BUSINESS a. Discussion -- FY10 Budget (clearing, fencing, etc.) ITEM 7: REPORT a. Committee Chair b. Director c. City Council Liaison ITEM 8: COMMISSIONER COMMENTS AND QUESTIONS ITEM 9: PERSONS NOT SCHEDULED TO BE HEARD ITEM 10: INFORMATION ITEMS a. Kenai City Council Meeting Action Agendas for December 17, 2008 and January 7, 2009. b. Kenai City Council Policy for Commission, Committee, Board and Council on Aging Meetings and Work Sessions ITEM 11: PLEASE CONTACT US IF YOU WILL NOT BE ABLE TO ATTEND THE MEETING: CAROL -- 283-8231 OR, BOB - 283-3692 ADVISORY CEMETERY COMMITTEE N®VEMBER ~.®~ ~®®8 KENAI CITY COUNCIL CHAMBERS 7:00 P.M. AGENYSA ® 6 Committee must elect a Chair Pro Tempore to call the meetina to order and lead the meeting until after the election of Chair and Vice Chair. %TEM 1: CALL TO ORDER AND ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY -- None ITEM 4: PERSONS SCHEDULED TO BE HEARD YTEM 5: OLD BUSINESS ITEM 6: NEW BUSINESS a. ELECTYON OF CHAIR AND VICE CHAIR (Chair takes over the meeting from here) b. Discussion -Conceptualization of Cemetery Expansion (review of submittals from committee members) ITEM 7: REPORT a. Committee Chair b. Director c. City Council Liaison ITEM 8: COMMISSYONER COMMENTS AND QUESTIONS ITEM 9: PERSONS NOT SCHEDULED TO BE HEARD ITEM 10: INFORMATION ITEMS a. Kenai City Council Meeting Action Agendas for October 15 and November 5, 2008. ITEM 11: ADJOURNMENT avvm""warruaa vv, cwvo KENAI CITY COUNCIL CHAMBERS 7:00 P.M. CHAIR PRO TEMPORE DENNYS GREGORY, PRESIDING MEET%NG SUMMARY ITEM I: CALL TO ORDER AND ROLL CALL Chair Pro Tempore Gregory called the meeting to order at approximately 7:07 p.m. Roll was confirmed as follows: Committee Members present: Committee Members absent: Others present: A quorum was present. B. Elder, J. Buffington, D. Gregory, R. Harrison K. Mohn Parks & Recreation Director B. Frates, Deputy City Clerk C. Hall, Public Works Director W. Ogle, Parks & Recreation Commission Liaison D. Sandahl, Council Member B. Eldridge YTEM 2: AGENDA APPROVAL MOTION: Member Elder MOVED to approve the agenda as presented and requested UNANIMOUS CONSENT. Member Gregory SECONDED the motion. There were no objections. SO ORDERED. ITEM 3: APPROVAL OF MEETING SUMMARY -- None %TEM 4: PERSONS SCHEDULED TO BE HEARD -- None ITEM 5: OLD BUSINESS -- None ITEM 6: NEW BUSINESS 6-a. ELECTION OF CHAIR AND VICE CHAIR MOTION: Parks 8r, Recreation Director Frates MOVED to elect B.J. Elder as Chair and Council Member Eldridge SECONDED the motion. There were no objections. SO ORDERED. MOTION: Member Gregory MOVED to elect Judy Buffmgton as Vice Chair and Frates SECONDED the motion. There were no objections. SO ORDERED. 6-b. Discussion -Conceptualization of Cemetery Expansion (review of submittals from committee members) The following suggestions were made by members: • A cement stand with six to eight benches for services. • Keep roads to a minimum. • Cremations make up 65 - 75% of the current requests. • Suggested a sculpture similar to the Seafarer's Memorial in Homer where family members could purchase a brick for the column. • Soldotna Task Force calculated 750 plots per acre with three feet between plots. Think the number is high. • Suggested the Anchorage Cemetery Curator visit at a future meeting. • Suggested areas for flat and upright headstones to make maintenance easier. • Suggested signage for the entrance with a map of the cemetery. • Suggested lighting for flags at the memorials. • Suggested checking with FAA on height restrictions for flagpoles. • Suggested electricity for services on Veteran's Day. Frates reported he would consolidate all materials for the next meeting's packet. ITEM 7: REPORT 7-a. Committee Chair -Elder thanked everyone for coming. 7-b. Director -Frates expressed his appreciation of everyone's involvement. 7-c. City Council Liaison -None ITEM 8: COMMISSIONER COMMENTS AND QUESTIONS -- None ITEM 9: PERSONS NOT SCHEDULED TO BE HEARD -- None YTEM 10: 10-a. Kenai City Council Meeting Action Agendas for October 15 and November 5, 2008. YTEM 1l: ADJOURNMENT MOTION: Member Gregory MOVED to adjourn and Director Frates SECONDED the motion. There were no objections. SO ORDERED. ADVISORY CEMETERY COMMITTEE MEETING NOVEMBER 20, 2008 PAGE 2 There being no further business before the Committee, the meeting was adjourned at approximately 8:32 p.m. Meeting summary prepared and submitted by: Corene Hall, Deputy City Clerk ADVISORY CEMETERY COMMITTEE MEETING NOVEMBER 20. 2008 PAGE 3 5a. "~ffa~e ~vitf~ ~~ Aast Ca~ wit~i a ~utra~'e" 210 Fidalgo Avenue, Kenai, Alaska 99611-?794 ~r:~~ Telephone: 907-283-3692 /FAX: 907-283-3693 ~,~~ ~t t(~eu'yof KEN KA 1~1[EIVI® 1~DiJ1~'I To: Cemetery Advisory Committee From: Robert J. Frates, Parks & Recreation Director Date: December 15, 200 RE: Cemetery, Design Listed below is a consolidation of items addressed at our last regalar meeting. Please review this list and add/deletc as necessary. The following will he critical points for discussion with a designer once we enter that phase. INTERIOR ROADS / Keep to a minimum to maximize space needed for burials / No dead-end. roads COLUMBARIUM(S) / Needed to keep pace with trend moving toward cremation / Should be included in phase 1 CEMETERY ENTRANCE SIGN / Needed at entrance / Include a layout (map) of cemetery for public use MEMORIAL SERVICE AREA / Located near main vehicular entrance / Concrete structure -slightly raised platform w/concrete benches / Electricity for Large services & possible lighting of flag poles / Flag poles meeting height restriction / Possible location for purchase of memorial bricks STORAGE FACILITY / Used to facilitate memorial services (chairs) & maintenance of grounds HEADSTONES/BURIAL PLOTS / Flat headstones only for ease of maintenance / Consider another area for uprights only / Layout plots in linear fashion / Identified areas for standard, infant, and in-ground cremains DEVELOPMENT / Develop cemetery in phases LANDSCAPING / Leave pockets of natural trees supplemented with ornamental trees / Ntaintain critical buffer areas, i.e., nearby residents, road areas, etc. / Provide water for public use & maintenance FENCING / Install wrought iron fence along east and south sides / Remaining areas can be black chain-link FOOTPATHS / Install easily identified footpaths/areas for pedestrian traffic & pallbearers / Easily maintained for winter services CEIvIETERY ENTRANCE / Locate off Float Plan Rd CEMETERY PARKING / Locate parking lot off Float Plan Rd / Locate parking lot off 1st Ave w/ traifl leading to property (maybe later phase) Page 2 of 2 ~+ern Ila ACTI011T AGENDA KENAI CITY COUNCIL -REGULAR MEETYNG MBER 17, 2008 7:00 P.M. KENAI CITY COUNCIL CHAMBERS http:l /www.ci.kenai.ak.us ITEM A: CALL TO ORDER 1. Pledge of Allegiance 2. Roll Call 3. Agenda Approval 4. Consent Agenda *Al1 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. YTEM B: SCHEDULED PUBLIC COMMENTS (10 minutes) ITEM C: UNSCHEDULED PUBLIC COMMENTS (3 minutes) ITEM D: REPORTS OF KPB ASSEMBLY LEGYSLATORS AND COUNCILS ITEM E: PUBLIC HEARYNGS (Testimony limited to 3 minutes per speaker.) i. PASSED UNAMMOUSLY. Resolution No. 2008-70 -- Confirming the Assessment Roll on the Shamrock Circle Improvement Special Assessment District. 2. PASSED UNAMMOUSLY. 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-?2 -- Authorizing the City Manager to Enter Into a Restaurant Concession Agreement for the Kenai Municipal Airport. 4. PASSED UNAMMOUSLY. Resolution No. 2008-73 -- Awarding the Bid to Univar USA, Inc. for Miscellaneous Chemicals - 2009. 5. PASSED UNANIMOUSLY. 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. %TEM F: MINUTES 1. *Regular Meeting of December 3, 2008. 2. *Council Work Session Notes of December 3, 2008. ITEM G: UNFINISHED BUSINESS %TEM H: APPROVED. Bills to be Ratified APPROVED. Approval of Purchase Orders Exceeding $15,000 INTRODUCED. *Ordinance 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. YNTRODUCED. *Ordinance No. 2364-2008 -- Increasing Estimated Revenues and Appropriations by $24,292 in the Senior Citizens Fund for Essential Program Equipment and Deferred Maintenance. S. INTRODUCED. *Ordinance No. 2365-2008 -- Amending KMC 1.80.010 by Increasing the Mayor's Salary From X900 to $1,000 Per Month and Council Members' Salaries From $400 to $500 Per Month. 6. INTRODUCED. *Ordinance 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). 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. *Ordinance 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. 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 8v 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 I: COMMISSION/COMMITTEE REPORTS 1. Council on Aging 2. Airport Commission 3. Harbor Commission 4. Library Commission 5. Parks & 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 8s Visitors Bureau ITEM J: REPORT OF THE MAYOR ITEM K: ADMINYSTRATION REPORTS City Manager Attorney 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 moue Substitute Ordinance No. 2347-2008 is on the table from the September I7, 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 15, 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 Officers and Candidates Pursuant to KMC 1.85. EXECUTIVE SESSION -- None Scheduled ITEM N: ADJOURNMENT ACTION AGENDA I{ENAI CITY COUNCIL -REGULAR MEETING JANUARY ?, 2009 7:00 P.M. I{ENAI CITY COUNCIL htto: / /www.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) ITEM D: REPORTS OF KPB ASSEMBLY LEGYSLATORS AND COUNCILS ITEM E: PUBLIC HEARINGS (Testimony limited to 3 minutes per speaker.) PASSED UNANIMOUSLY. Ordinance 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. 2. PASSED UNANIMOUSLY. Ordinance No. 2364-2008 -- Increasing Estimated Revenues and Appropriations by $24,292 in the Senior Citizens Fund for Essential Program Equipment and Deferred Maintenance. 3. TABLED NO TIME CERTAIN. Ordinance 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 $S00 Per Month. 4. PASSED UNANIMOUSLY. Ordinance 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). 5. PASSED. 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. 6. PASSED UNANIMOUSLY. 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. 7. PASSED UNANIMOUSLY. Ordinance 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. 8. PASSED UNANIMOUSLY. Ordinance No. 2370-2008 -- Increasing Estimated Revenues and Appropriations by $2,000 in the General Fund for Police Overtime Expenditures. PASSED UNANIMOUSLY. 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. 10. PASSED UNANIMOUSLY. 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. 11. PASSED UNANIMOUSLY. Resolu4ion No. 2009-01 -- Authorizing a Budget Transfer of $30,000 From the General Fund Non-Departmental General Contingency to the General Fund City Manager Professional Services for Lobbyist Services in Securing Federal Funding for the City's Kenai River Bluff Erosion Project. ITEM F: MINUTES APPROVED. *Regular Meeting of December 17, 2008. ITEM G: ITEM H: APPROVED. Bills to be Ratified APPROVED. Approval of Purchase Orders Exceeding $15,000 INTRODUCED BY CONSENT AGENDA. *Ordinance No. 2373-2009 -- Donating Certain Foreclosed City-Owned Properties Described as Lots 9- 13 Block 12, Mommsens Subdivision Replat of Addn. 1 & 2 {Parcels 039- 102-23 Through 039-102-27), to Habitat for Humanity for Construction of Housing. 4. INTRODUCED EY CONSENT AGENDA. *Ordinance No. 2374-2009 -- Increasing Estimated Revenues and Appropriations by $130,000 in the Congregate Housing Enterprise Fund and the Congregate Housing Capital Project Fund for Replacement of the Dry Pipe Sprinkler System at the City's Vintage Pointe Manor Congregate Housing Facility. APPROVED. Approval -- Assignment of Lease/Everts Air Fuel, Inc. to ENA LLC, Lots 5 8, 6, Block 1, FBO Subdivision. 6. APPROVED. Discussion/Approval -- Reappointment of Commission, Committee Board Members. ITEM I: 1. Council on Aging 2. Airport Commission 3. Harbor Commission 4. Library Commission S. Parks 8s Recreation Commission. 6. Planning & 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 8, Visitors Bureau f. Salmon Task Force ITEM J: REPORT OF THE MAYOR ITEIvi K: 1. City Manager 2. Attorney 3. 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 - Developxxaent-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 - De®elopment-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 (RRl) to Limited Commercial (LC). Resolution No. 2008-68 -Approving the Financial Disclosure Statement Form for City of Kenai Municipal Officers and Candidates Pursuant to KMC 1.85. (Clerk's Note: Resolution No. 2008-68 was postponed at the December 3, 2008 council meeting to allow for an ordinance to move forward, 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 $1,000 to $'5,000 and incorporate those amounts into the Statement form.) EXECUTIVE SESSION -- None Scheduled ITEM N: ADJOURNMENT KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNC%L ON AGING MEETINGS AND WORK SESSIONS Commission, Committee Board Reappointment 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 Commsssions 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 Meetin Schedule Scheduled Meeting Days Planning & Zoning Commission Twice monthly January through December, Second 8r, Fourth Wednesda s Libra Commission Monthly 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 & October First Thursday of the month. i 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. Msnutes/Meetine Recordine: 8. Excepting the Planning & 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 & Zoning Commission, shall be kept for two years. 11. Planning & Zoning Commission meeting recordings shall continue to be kept for six years. Work Sesssons: 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 daj+,of Nov~7ber, 200$, . ~-, r s jam' s~{~,~~~ s r~e~ PAT PORTER, MAYOR ATTEST: Carol C--~~~'t(.'6! clf Revised ll/19/08 , ,;t ,: _.