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Home My WebLink About2012-10-04 Parks & Recreation PacketKENAI PARKS & RECREATION COMMISSION OCTOBER 4, 2012 CITY HALL COUNCIL CHAMBERS 7:00 P.M. AGENDA ITEM 1: CALL TO ORDER & ROLL CALL ITEM 2: AGENDA APPROVAL ITEM 3: APPROVAL OF MEETING SUMMARY 3 -a. April 5, 2012 3 -b. June 4, 2012 ITEM 4: PERSONS SCHEDULED TO BE HEARD ITEM 5: UNFINISHED BUSINESS ITEM 6: NEW BUSINESS 6 -a. Discussion -- Summer Maintenance Review 6 -b. Discussion /Action -- Meeting Schedule ITEM 7: REPORTS 7 -a. Commission Chair 7 -b. Director 7 -c. City Council Liaison ITEM 8: NEXT MEETING ATTENDANCE NOTIFICATION 8 -a. December 6, 2012 ITEM 9: COMMISSION QUESTIONS & COMMENTS ITEM 10: PERSONS PRESENT NOT SCHEDULED TO BE HEARD ITEM 11: INFORMATION 11 -a. Beaver Creek Park Improvement ITEM 12: ADJOURNMENT PLEASE CONTACT US IF YOU WILL NOT BE ABLE TO ATTEND THE MEETING: COREY -- 283 -8250 OR BOB -- 283 -3692 KENAI PARKS &RECREATION COMMISSION item 3Q. APRIL 5, 2012 CITY HALL COUNCIL CHAMBERS 7:00 P.M. CHAIR AL HULL, PRESIDING MEETING SUMMARY ITEM 1: CALL TO ORDER & ROLL CALL Chair Hull called the meeting to order at approximately 7:00 p.m. Roll was confirmed as follows: Commissioners present: Commissioners absent: Staff /Council Liaison present: A quorum was present. Chair A. Hull, C. Stephens, J. Beeson, R. Tunseth, J. Wilson E. Castillo, R. Lambourn Parks and Recreation Director R. Frates, Council Member T. Bookey ITEM 2: AGENDA APPROVAL MOTION: Commissioner Beeson MOVED to approve the agenda as presented and Commissioner Stephens SECONDED the motion. There were no objections. SO ORDERED. ITEM 3: APPROVAL OF MEETING SUMMARY -- January 23, 2012 MOTION: Commissioner Stephens MOVED to postpone approval of the January 23, 2012 meeting summary and Commissioner Beeson SECONDED the motion. There were no objections. SO ORDERED. ITEM 4: PERSONS SCHEDULED TO BE HEARD 4 -a. Nancy Carver, City Planning Assistant -- Interactive Parks Map for the Website Planning Assistant Carver gave a presentation regarding interactive park maps for the website and asked for changes, corrections, additions to be forwarded to her. ITEM 5: OLD BUSINESS 5 -a. Discussion -- Municipal Park Playground Update Frates reported the design/ engineering phase was complete and needed to be reviewed by administration. Beeson expressed concern that the meeting schedule hindered the process. MOTION: Commissioner Beeson MOVED to request Frates send a monthly newsletter /update to commissioners and Commissioner Tunseth SECONDED the motion. There were no objections. SO ORDERED. 5 -b. Discussion -- Trail Plan Update Frates provided a brief update on the trail plan, noting the trail crew was being interviewed. ITEM 6: NEW BUSINESS 6 -a. Discussion -- Non - routine Maintenance Tasks Frates reviewed the Non - routine maintenance tasks included in the packet, noting vandalism increased in the spring and asked any vandalism be reported immediately. ITEM 7: REPORTS 7 -a. Commission Chair -- Hull noted his support on discussing the meeting schedule at the next meeting. 7 -b. Director -- Frates noted interviews were being conducted for summer hires and noted the Leif Hansen Memorial Park project had been awarded to B & B Landscaping and would begin around June 20. 7 -c. City Council Liaison -- Council Member Bookey reviewed the April 4 Council meeting. ITEM 8: NEXT MEETING ATTENDANCE NOTIFICATION 8 -a. August 2, 2012 No commissioners requested an excused absence from the August 2, 2012 meeting. ITEM 9: COMMISSION QUESTIONS & COMMENTS Hull asked about signage at Municipal Park. Frates noted he and Commissioner Lambourn had reviewed sites and money had been included in the FY2013 budget. Beeson noted the possibility of artificial turf and track replacements and noted funding would be included in the upcoming state budget. ITEM 10: PERSONS PRESENT NOT SCHEDULED TO BE HEARD -- None. PARKS AND RECREATION COMMISSION MEETING APRIL 5, 2012 PAGE 2 ITEM 11: INFORMATION 11 -a. Imagine Kenai 2030 -- Kenai Comprehensive Plan Update 11 -b. Memorandum from City Planner -- Comprehensive Plan Survey ITEM 12: ADJOURNMENT MOTION: Commissioner Beeson MOVED to adjourn and Commissioner Stephens SECONDED the motion. There were no objections. SO ORDERED. There being no further business before the Commission, the meeting was adjourned at approximately 8:20 p.m. Meeting summary prepared and submitted by: Corene Hall, CMC, Deputy City Clerk PARKS AND RECREATION COMMISSION MEETING APRIL 5, 2012 PAGE 3 KENAI PARKS &RECREATION COMMISSION &M360 JUNE 4, 2012 CITY HALL COUNCIL CHAMBERS 7:00 P.M. CHAIR AL HULL, PRESIDING SPECIAL MEETING SUMMARY ITEM 1: CALL TO ORDER & ROLL CALL Chair Hull called the meeting to order at approximately 7:10 p.m. Roll was confirmed as follows: Commissioners present: Commissioners absent: Staff/ Council Liaison present: A quorum was present. Chair A. Hull, J. Beeson, E. Castillo R. Tunseth, J. Wilson, R. Lambourn, C. Stephens Parks and Recreation Director R. Frates, Council Member T. Bookey ITEM 2: AGENDA APPROVAL MOTION: Commissioner Beeson MOVED to approve the agenda as presented and Commissioner Tunseth SECONDED the motion. There were no objections. SO ORDERED. ITEM 3: UNFINISHED BUSINESS 3 -a. Discussion - Project Updates Parks and Recreation Director Frates provided project updates for the following projects: • Municipal Park Playground Expansion Project • Field improvements at Kenai Little League Fields • Trail Project • Daubenspeck Family Park • Vintage Point Sprinkler Project • Leif Hanson Memorial Park Project Discussion regarding the Municipal Park Project focused on the art panels for the entry way. It was noted that the art panels were not a part of the original project scope but was an idea to incorporate art with a central theme at a future date. Frates advised the commission that the city would like to have a dedication for the Daubenspeck Family Park and recognize the Daubenspeck family. A couple of dates were discussed with Saturday, June 30, 2012, as the most favorable. ITEM 4: ADJOURNMENT There being no further business before the Commission, the meeting adjourned at approximately 8:10 p.m. Meeting summary prepared and submitted by: Sandra Modigh, CMC City Clerk PARKS AND RECREATION COMMISSION MEETING JUNE 4, 2012 PAGE 2 r. Aem bb 'I"Villaye With a Past, Gi� 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 km Telephone: 907 - 283 -7535 / FAX: 907- 283 -3014 I I I II.I \ the Lt�O�i� KENA19 ALASKA 1992 XV MEMO: TO: Parks & Recreation Commission FROM:= i Robert J. Frates, Parks & Recreation Director DATE: September 27, 2012 SUBJECT: Meeting Schedule There was interest expressed at our last regular meeting in discussing the meeting schedule for the Parks & Recreation Commission. Attached is the current meeting and work session policy for Commissions, Committees, Boards and Council on Aging. Administratively, we believe the current meeting schedule provides the necessary means to accomplish City business. Furthermore, the code allows for special meetings (for a specific purpose) on an as- needed basis. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL 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 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. Meeting 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 Wednesdays Library Commission Monthly First Tuesday of the month. Council on Aging Monthly Second Thursda of the month. Beautification Committee Meetings held January, Second Tuesday of the month. April, May, September and October Parks & Recreation Commission Meetings held August, First Thursday of the month. October, December, February, and April Airport Commission Monthly Second Thursday of the month. Harbor Commission Monthly First Monday after first council meetin of the month. Advisory Cemetery Committee I Monthly Third Thursday 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 CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 2 Kenai Senior Center and begin at 4:30 p.m. Exceptions for subcommittee meetings may be made with advance notice to and approval by the City Clerk. 7. Any additional commissions, committees, or boards formed will be set and incorporated into the following meeting schedule by the City Council. Minutes /Meeting Recording: 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 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 a regularly- 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. Basic Meeting Information: 16. 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, unless as specified in KMC 1. 15.060 (motions), KMC 1. Is. 100 (speaking), and KMC 1.15.110 (voting). 17. 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). 18. Motion: Pursuant to KMC 1.15.060(k), all motions require a second. A majority of votes is required to pass a motion (three, if a five - member board; four, if a seven - member commission; five, votes if a nine - member board). 19. Speaking: In a meeting, members should be recognized by the Chair before speaking. 20. When is it a Meeting ?: If any public business is discussed collectively by four or a majority of members of one commission, committee, board, or council. This directive shall take effect June 3, 2010 and remain in effect until modified by the Kenai City Council. Approved by the Kenai City Council on the second day of June, 2010. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 3 PAT PORTER, MAYOR ATTEST; Carol L. Freas, City Clerk clf Revised 6/2/2010 Ile (A IIQ, BEAVER CREEK PARK Park Improvements ADD TO: COMMISSION CHAIR REPORT PARKS AND RECREATION COMMISSION OCTOBER 4, 2012 REGULAR COMMISSION MEETING CHANGES TO THE AGENDA ITEM 1: CALL TO ORDER 1 -a. Administer Oath of Office to Newly Appointed Officer Jackman