Loading...
HomeMy WebLinkAbout2013-01-08 Beautification Packet• JANUARY , 2013 00 P.M. CITY HALL COUNCIL CHAMBERS �Itc �`�����•�'I,�•3I�•III� ��lY•7;1�1!_\:aE3 • W_ 11 a. Discussion -- Review of Structure, Duties, Procedures, and Responsibilities b. Discussion /Recommendation — FY14, 15, 16 Capital Improvement Projects •• a. Parks & Recreation Director b. Committee Chair C. City Council Liaison COMMITTEE 9: NEXT MEETING ATTENDANCE NOTIFICATION — April 9,2013 QUESTIONS A • COMMENTS •R • ADJOURNMENT PLEASE CON ! NOT BE ABLE TO ATTEND THE MEETING: COREY •" BOB •• LA AA"i4 9163 • OCTOBER 9 i ♦0 COUNCIL CITY HALL R" CHAIR LISA GABRIEL, PRESIDING ITEM l: CALL TO ORDER & ROLL CALL Chair Gabriel called the meeting to order at approximately 7:05 p.m. 1 -a. Administer Oath of Office to Newly Appointed Officer Tuttle City Clerk Modigh administered the oath of office to newly appointed officer Tuttle, and Tuttle took her place on the dais. Roll was confirmed as follows: Members present: Members absent: Staff /Council Liaison present: A quorum was present. r Chair Gabriel, T. Canady, C. Jung, V. Pierce, P. Baxter, S. Lovett None Parks and Recreation Director R. Frates Member Pierce MOVED to approve the agenda as presented and Member Lovett SECONDED the motion. There were no objections. SO ORDERED. ITEM 3: APPROVAL OF MEETING SUMMARY -- September 11, 2012 fur; •x Member Canady MOVED to approve the meeting summary of September 11 and Member Pierce SECONDED the motion. There were no objections. SO ORDERED, 4-a. Stephanie Queen -- Soldotna Beautification ROW Grant Program Chair Gabriel noted Queen was unable to attend and would reschedule. ITEM 5: UNFINISHED BUSINESS -- Nolm 6 -a. Discussion -- 2013 Planning -- Flower Beds Frates reviewed the information included in the packet and general discussion occurred. Suggestions included: Circle Planters /Boxes -- Keep the same. Library beds -- Add a second barrel and incorporate native plants, rocks and slate. Re -Max bed -- Keep the same, add landscape bricks along the front. Airport triangle -- all canary bird vines. All- America City sign bed -- add brick and spring bulbs. Leif Hansen Park Sign bed -- add more color, start with larger materials, utilize multi colored snapdragons. Leif Hansen Park new bed -- utilize red and purple annuals. Blue Star Memorial bed -- utilize red and blue flowers on the top tier, forget -me -hots on ends. Steve Shearer sign bed -- add two barrels (supertunias vista), ligularia, delphiniums. 6 -b. Discussion -- Metal Fish Frates displayed metal fish that had been powder coated and asked if the committee thought it was a good idea, noting cost would be approximately $100 each. General discussion occurred. There was no motion. ITEM 7: REPORTS 7 -a. Committee Chair -- No report. 7 -b. Parks & Recreation Director -- Frates noted the Peninsula Clarion article highlighting the new trail and reported the crew was working on getting ready for winter. 7 -e. F_enai City Council Liaison -- No report. ITEM 8: NEXT MEETING ATTENDANCE NOTIFICATION 8 -a. January 8, 2013 No committee members requested an excused absence from the January 8 meeting. ITEM 9: COMMITTEE MEMBER QUESTIONS AND COMMENTS Canady noted some of the pole decorations stopped working around Thanksgiving last year. Pierce asked about meeting times and asked if there was flexibility to meet earlier. BEAUTIFICATION COMMITTEE MEETING OCTOBER 9, 2012 PAGE 2 ITEM 10: PERSONS NOT SCHEDULED TO BE H -- None. ITEM 11: INFORMATION -- None. ITEM! 12: ADJOURNMENT MOTION: Commissioner Canady MOVED to adjourn and Commissioner Pierce SECONDED the motion. There were no objections. SO ORDERED. There being no further business before the Committee, the meeting was adjourned at approximately 8:30 p.m. Meeting summary prepared and submitted by: Corene Hail, CMC, Deputy City Clerk BEAUTIFICATION COMMITTEE MEETING OCTOBER 9, 2012 PAGE 3 M TO: Commission, Commiffee and Council on Aging Members The City Council has tasked the City Clerk, Attorney, and Manager to analyze the structure, duties, operations, and responsibilities of the City of Kenai's boards, committees, commissions and councils.' The goal is to more accurately identify the duties, roles and responsibilities of each body, provide for enhanced communication between the bodies with the Council and Administration, and suggest any structural modifications that will provide additional support and efficiencies to better serve the public. The final product will likely be a recommendation to change certain code provisions, policies, regulations and/ or by -laws. The first step in this process is to solicit information from the current bodies for consideration. The questions below are intended to be answered by each body after discussion in an open meeting. Any additional specific information regarding the function of each body as to what works well and what does not is appreciated. The Administration intends to attend a meeting of each body for further discussion. Discussion Topics and Questions A. Duties & Responsibilities 1. What are the duties and responsibilities of your group? 2. Should duties /responsibilities be added, deleted or better described? 3. Should some functions be assigned to subcommittees? ' The City's Personnel Board, Board of Adjustment and Board of Appeals will be addressed separately. Review of City Commissions, Committees, Boards and Councils Page 2 of 3 B. Establishment 1. Should all groups be established in code with separate but similar operating procedures or by -laws? 2. Are there certain groups that should be eliminated or merged? 1 If some are merged, should they be renamed? 4. Should all groups be titled as committees except for Planning and Zoning? 5. Does the City have too many commissions and committees? C. Memberships 1. Should the number of members of your body be reduced? 2. Should all members be required to be Kenai residents? 3. If groups are merged how would the members be determined? D. Meeting Schedules 1. Should the frequency of meetings be changed? 2. Should all be required to meet at City Hall? E. Attendance 1. What is an excused v. unexcused absence? 2. Is retaining that distinction valuable? 3. Should the body handle absences, or should that fall to the Clerk (with specific direction) or the Council? 4. Do a certain number of absences require removal from the body? If so, who makes that determination? 5. What notice should a member provide if they cannot attend and should notice requirements be different if an absence is excused or unexcused? F. Recruitment and Retention of Committee Members 1. Would reduction of the number of bodies help in member recruitment? 2. Should recruitment for all bodies be consistent? 3. Should the City advertise vacancies in the newspaper or only on city website? G. Council Liaison /Ex- Officio /Recorder 1. What are the duties of the Council Liaison/ Ex- Officio/ recorder? 2. Is it helpful to have these persons attend the meetings? 3. Should their duties and roles expand, contract or stay the same? H. Agendas & Packets 1. Should the order of business on all bodies' agendas be identical? 2. Should meeting material be uploaded to website and be circulated only electronically? Review of City Commissions, Committees, Boards and Councils Page 3 of 3 Annual Training 1. Would you like annual training? 2. What topics would be most helpful? Your participation in this review process is appreciated. Chapter 1.90 STANDARD PROCEDURES FOR BOARDS, COMMISSIONS AND CO... Page 1 of 2 Kenai Municipal Code Up Previous Next Main conapse Search Prant No Frames Title 1 AGENCIES, OFFICERS, AND EMPLOYEES W 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 chairman and vice - chairman shall be selected annually and shall be elected from and by the appointed members. The Mayor and one Council Member elected by the Council as ex- officio members and as consultants of any board, commission or committee, may attend all meetings, but shall have no voting power on the board, commission or committee. A member of Council or City administrative staff shall attend all meetings of boards, commissions and committees and supply staff support. (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 department heads within the City Administration if there are such departments in the City organization that directly relate to the board, commission or committee. (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. 1190.t73Cl uaiiYications. (a) A member of aboard, 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 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 (1) up to two (2) non - resident members each; or (2) have one (1) member who does not reside in the City but works at least one -half time within the City. (Ords. 1948 -2002, 2320 -2008) (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) http: / /www.gcode.us/ codes /Icenai /view.php ?topic =l- 1_90 &showAll =1 &frames =on 12/27/2012 Chapter 1.90 STANDARD PROCEDURES FOR BOARDS, COMMISSIONS AND CO... Page 2 of 2 members will be appointed for three (3) years. Terms shall commence on January 1 st 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, Robert's Rules of Order Newly Revised, 1 I th Edition, 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. (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. (Ords. 1610 -94, 2017 -2003, 2050 -2004, 2140 -2006, 2614 -2012) 1.30,0517 Sttecific rearilrernents of boards, commissions and committee& 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) http:// www .gcode.us /codes/kenai /view.php ?topic =l- 1_90 &showAll =1 &frames =on 12/27/2012 KENAI CITY COUNCIL , FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK 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 I January through December, Second & Fourth Wednesdays Library Commission Monthly First Tuesday of the month. Council on Aging 1 Monthly Second Thursday 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, i February, and April Airport Commission Monthly Second Thursday of the month. Harbor Commission Monthly First Monday after first council meeting of the month. Advisory Cemetery Committee Monthly Third Thursday of the month. (Sunsets on December 31, 2010.1 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. S. 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. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 2 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. 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 Recordina: 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 1.15.100 (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 17, 2010 and remain in effect until modified by the Kenai City Council. KENAI CITY COUNCIL POLICY FOR COMMISSION, COMMITTEE, BOARD AND COUNCIL ON AGING MEETINGS AND WORK SESSIONS PAGE 3 Approved by the Kenai City Council on the 16th d of J 2010. PAT PORTER, MAYOR ATTEST: Carol L. Freas, City Clerk elf Revised 6/16/2010 t �4 It is that time of year again to update our Capital Improvement Plan (CIP) list. Attached is the CIP list that you worked on last year. Please review the list and be prepared to update for FY14, FY15 and FY16. Once updated, administration will refine scope, costs and review any changes needed before submission to the Kenai Planning & Zoning Commission. Thank you in advance for your attention to this matter. I will be out of the office December 20 through January 4th. Please don't hesitate to contact me via cell phone (394 -2609) if needed. • r. as 0 Z 0 c gL C m m c 0 CL cm u go —Z 0 a 0 0 °o C 0 0 v Co Lr Cr Z ti 0 3 0 10 0 w QZ cu -6 no 3' m L 0,g 'a Q- 0 go go CL w m m D , m w o6 an ® \ \ \ \ \ 2 }< \ \\ } \\ \ § q \ \ \ 4 « z cr )\ §# §\ $ ) ) G! n n i 4 • N ro a o V G a V N cW O W � � ® O O m V m O � ro a ca_s v � s N (4 V � a E °o ® l7 0 w ri Z Z x t? a -O- o � c O a N U Z � C � ® °J > c a a � _ c � a m w o 0 o c a i0 a m 3 y N � a 3 "G a C � O v. 3 m c - .0 J X X �p w a v- Y m N W � F v h � t V w pq Q C � C � m j V a a O pp C s 0. a = m a > � U m d w m N ffi �. Z