Workshop Item Michelle Wolfe, City Manager
Title
Title
Joint Council/Natural Resources Conservation Board/Park Advisory Board Workshop - Proposed Parks and Open Space Commission
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Background
In late 2022 Council briefly considered the possibility of combining the Park Advisory Board and Natural Resources Conservation Board (NRCB) into a joint Parks and Open Space Commission. One reason the proposal was made as there is significant overlap between the two groups and combining the talents, knowledge and skill sets of all will benefit both parks and open space programs. Both groups do very important work and that work needs to continue as it impacts the quality of life here in Blaine.
The following is background and rationale for the proposal. Should the proposal move forward, next steps would include developing a transition plan and a 2023 work plan, a draft of which has been included for discussion. If there is continued support to move forward, a code amendment is needed and formal action by Council in February to accomplish oaths of office in April.
Council would like to hear member input regarding this transition regarding the framework, structure, and proposed work plan. While ideas for goals, mission and purpose have been drafted, it is important to have members provide input and their valuable feedback.
Historical Background
• Mission and Scope/Charge of the NRCB
The NRCB was created in 2001 by resolution after working with Council, Open Space and Greenway Planning Citizen Committees to create an Open Space Plan through a Natural Resource Inventory (1999) and Master Greenway Plan (2001). Blaine voters passed a bond referendum in November of 2000 to fund the preservation of significant natural areas and trail corridors and Council wished to implement an Open Space Plan for the City by acquiring significant natural areas for preservation and creating trail corridors with bond funds, park dedication fees dedicated to Open Space, and grant funds available through the Minnesota Department of Natural Resources. The $3.5 million bond fund was a huge success and the City was able to acquire 10 separate parcels of land designated for open space, the final purchase completed in 2009. The goal when the NRCB was created was to have a board dedicated to exploring policy options for the maintenance and preservation of Blaine's natural resources, including both public and private initiatives/responsibilities. Based on this goal, Council combined the role of the Citizen's Environmental Committee with this new Board, establishing a formal recommendation process for issues relating to the Board's charge. The Natural Resources Conservation Board was charged with developing a Natural Resource Plan that would contain criteria for all future open space acquisition which is now complete. The plan included Environmental Policy and Guidelines for the maintenance and preservation of Blaine's existing and future open space sand natural areas. The board is an advisory committee to the Council and makes recommendations for action concerning land acquisition and environmental policy to Council, which makes all final decisions. The board currently consists of 7 members, down from 11, appointed by the Mayor and confirmed by Council for three-year terms.
• Mission and Scope/Charge of the Park Advisory Board
The Park Advisory Board is an advisory body to the Blaine City Council and makes recommendations on all park related concerns and issues. The board is established by the city's charter for the purpose of planning, promoting, and maintaining a diverse park system for residents of all ages. The park system currently has 65 parks with two left for development to complete the system. The park board consists of 7 members appointed by the Mayor and confirmed by Council for three-year terms and functions of the board include:
• Addressing funding strategies
• Conducting public meetings and workshops for citizen involvement in the park planning process
• Conducting surveys
• Evaluating and recommending capital improvements for new and existing park facilities
• Holding neighborhood meetings
• Receiving resident input
• Reviewing residential, commercial, and industrial developments for park dedication
Rationale for Proposal
The concept to combine the boards was suggested by various staff members over the past 3+ years based on information listed below:
• A combined board will provide opportunities to evaluate funding sources as they evolve and change
• Currently there are areas of overlap between the NRCB and Park Board
o Properties that are both parks and open space include: Pioneer Park, Lochness Park, Laddie Lake Park
o Properties that are adjacent to one another include: Kane Meadows Park and Open Space, Hidden Park and Open Space, Sunrise Pond Park and Sunrise Ponds Open Space
o Both boards provide residents recreational areas and amenities. Merging the boards would provide a better overall vision for the City
• A combined board offers the opportunity to maximize the talents of members to the benefit of both parks and open space
• There are challenges with attendance and not having a quorum
• It is not uncommon for a lack of agenda items to result in cancelled meetings
• No other cities in the state have separate boards
• The ability to maximize and streamline staff resources
Opportunities
• Combined passions, skills and talents
o Channel areas of interest via subcommittees or projects as appropriate
• Work jointly on areas of overlap
• Advise on funding sources and uses
• Fewer (and likely no) cancelled meetings
• More robust agendas
• Boards have completed master plans for Park System, Trails, Blaine Wetland Sanctuary, Open Space Management to provide valuable data and resources to guide board merger
Appointment Process
The board and commission appointment process was amended in 2020 by removing the process from city code and establishing a council policy. This was done to allow for flexibility in appointments and more opportunity for new members to be considered. The policy allows for a maximum of two 3-year terms unless agreed upon by consensus of a majority of Council, and each year members whose terms are expiring are asked if they wish to continue and that information is shared with Council. On February 22, 23, and 24, 2021, council interviewed 33 applicants for all boards and commissions, including long-standing board members. During the virtual interviews, then-Councilmember Jeppson verbally confirmed these appointments would be the last for some members, who acknowledged and agreed. Once Council provides final direction regarding this proposal, staff will reach out to members regarding the appointment process.
Meeting Data
Meeting data for both groups, including number of meetings held, cancelled, and those with no quorum, is outlined below:
NRCB Meeting Data
Year Meetings Held Meetings Cancelled Meetings without Quorum
2021 7 5 0
2022 7 5 1
Park Board Meeting Data
Year Meetings Held Meetings Cancelled Meetings without Quorum
2021 9 2 1
2022 11 0 2
Summary
This proposal would provide ways to be more inclusive while retaining the opportunity to engage more members in more topics, have more frequent and robust meetings, and to bring the combined talents, skills, passion, and knowledge to benefit parks and open spaces in Blaine. As park dedication fees decrease, work will be needed to review revenue sources for all three capital budgets, including Parks and Trails, Open Space, and Parks Development. Additional funding opportunities and flexibility in use of funding sources can be identified, and those commissioners with specific interests and/or expertise can be designated to work on specific topics, issues, and projects, such as through a subcommittee. A combined commission will result in full agendas with robust projects, initiatives, and actions and there will be time and capacity for all the work that will result through this streamlined process.
Staff Recommendation
Staff is seeking direction on next steps regarding this proposal.
Attachment List
Board/Commission appointment policy
Draft 2023 work plan