Parks Commission

Parks Commission Minutes, October 17 2013. Present: Commisioners:Cara Robechek (Chair), Lyn Munno, Aaron Brondyke, Emily Boedecker, Staff: Geoff Beyer, Alec Ellsworth (Caretaker). Meeting commenced at 7:35pm.  Emily proposed a motion to accept September minutes, seconded by Aaron, all voted in favor.  Cara incorporated comments from Danis Regal into mediation meeting minutes from October 8th. Emily proposed a motion to accept the Oct 8th minutes, Lyn seconded, Aaron abstained, Cara, Lyn and Emily voted in favor. Smoke Free Parks Proposal. Commission was joined by Markus Hass and Ann Gilbert. Geoff explained his concern that a smoke free park designation may be a further deterrent for at risk youth volunteering in the park. He said we should proceed but wanted to note this concern. Lyn asked for clarification concerning if a decision made by Parks was in agreement with other City departments? Markus confirmed that the Rec. Dept had voted in favor of smoke free facilities. The next step for the smoke free coalition is to approach the City for an ordinance for both Parks and Rec Dept. Alec asked what this means for communication to park users and enforcement? Marcus said most smoke free schemes around the country are self-reinforcing, the designation gives non-smokers the support needed to ask other users not to smoke in the park. Anne answered a question from member of the public John Akielaszek if the parks would designate an area for smokers. She responded that in other situations designating an area leads to issues with creep of designated area and she advised against it. Geoff commented that the park is different than a work place, visitors and workers can exit the park if they choose to smoke. No further comments from commissioners. Members of the public present were invited to comment and declined. Lyn made a motion that Montpelier’s city parks become a smoke free zone. Aaron seconded, all voted in favor. Marcus and Anne will keep Parks informed of progress with the City Council. Any signage proposals will need to be reviewed with the Parks Commission. Dog Policy Proposal Discussion. Cara clarified intentions as communicated in the minutes from the October 8th meeting. Other commissioners confirmed their understanding that the Commission would discuss the proposals from the Dog Policy and Communication Committee and the Friends of the Dogs of Hubbard park group today, and post a combined proposal on the website for public comment for approx. one month before a final discussion and vote at the Parks Commission meeting in November. Cara expressed a desire that within two years the Commission will have one code of conduct that addresses all users in the park. Geoff aired a concern that a combined code would be too long and not read. Emily expressed her opinion that language for any code needs to be short to be read. Aaron and Geoff discussed whether this should be referred to as the code of conduct or guidelines. Agreed to continue use of code of conduct. Lyn read email from Kip with his comments. ” If there's a discussion regarding the code of conduct this evening, I'd would like to see the addition of language that seeks to limit the use of vernal pools and other sensitive habitat by dogs as cooling wallows or free-roaming areas. I also agree with Lyn that the two code of conduct proposals are not that dissimilar. I believe we can move a couple words around to make it palatable for everyone. I am not in favor of the language to the effect of "dogs are always welcome in Hubbard Park" or the other point from the Friends of the Dogs of Hubbard Park proposal that says "dogs have a right to be in the park". I think these statements are granting rights to dogs inappropriately. I do, however, believe there are many good parts to the "Friends" proposal and I think an educational brochure could be created.” Lyn read through each proposal and checked off the items that were similar, and proposed combining language. Discussion with all present participating resulted in the following combined proposal: Hubbard Park Dogs are welcome in Hubbard Park and may be off leash. City Ordinance requires dogs to be under voice control or leashed at all times. Always keep your dog in sight. Don't assume others want to interact with your dog. Carry a leash for each dog you walk, and be prepared to leash your dog if requested. Dog owners must pick up after their dogs, and dispose of waste appropriately. Dogs must have current rabies vaccine. North Branch River Park Dogs are welcome in North Branch River Park and must be on a leash at all times. City Ordinance requires dogs to be under voice control or leashed. Don't assume others want to interact with your dog. Dog owners must pick up after their dogs, and dispose of waste appropriately. Dogs must have current rabies vaccine. The commissioners discussed including mention of the incident report in the code of conduct and decided against it. There will be separate posting of the incident report which is intended for all users and incidents that arise. The Commissioners discussed other points in the two proposals.  Inconsistent signage. Discussed need to have same signage at each entrance, and ideally in same place on the board.  The suggestion of using a QR code to connect directly with the website will be revisited at a future meeting.  Signage should be more official than a piece of paper. Discussed adding City of Montpelier or official Montpelier Parks logo and the words, “Montpelier Parks Dept.” to all postings on the notice board. Commissioners decided official look of the sign had to take precedence over humor.  Discussed posting of City ordinance and agreed it needs rewording by City. Once language is updated the commissioners are generally in favor of posting the ordinance. This will be revisited a future meeting.  The locations to post the code of conduct were discussed. The suggestion of posting at the  bottom of the sledding hill is problematic. There is a post but no notice board. There is a larger issue with dogs on the sledding hill, dogs chasing sleds are a risk to the dog and the sledder. Geoff suggested addressing location issue at a later date and the commissioners agreed.  Due to time constraints communication of the revised dog proposal will be revisited in a future meeting when the public have had a chance to comment on the new language and the Commission has voted on this new language at the Nov. meeting. Members of the public present were invited to comment and declined. Incident Report Cara opened up discussion to review the proposed incident report form from the Dog Policy and Communication Committee Cara shared suggestion that dogs should not be listed first under the type of incident. Emily suggested refining list of what the incident involved and removing adjectives. After discussion, Commissioners agreed to remove list of pre-determined type of incident. Additional discussion on dog incident report included the question of whether to add a line with check box if the person filing prefers to remain anonymous. Geoff made comment that incident report will give additional weight to information gathered as his anecdotes are not considered a trusted source. Geoff shared his experience over the years of tackling dog incidents, and commented that in the past it has taken a number of incidents for a problem dog to be identified. Volunteers can be more effective than an ‘authority’ to approach fellow dog owners and asking them to respect the code of conduct and all users of the park. Alec expressed a view from his experience with the Census that giving personal information to a panel is not permissible. A member of the public present, Marilyn Mode, insisted that incident reports must include name and contact details of the person reporting. Aaron commented that reports to the Montpelier Police Department have an option for anonymity as do reports to other public law enforcement entities. Emily suggested that the Commission check with an official source about what we are or are not permitted to do with names. Cara took an action item to talk with the police and the City, to find out what is permissible within the law, and what is common practice. Commission discussed how communication should flow about an incident, and to whom. Geoff said most incident reports included a weak description of the dog owner and dog. Rarely includes known name of dog owner. In past years, other dog owners who regularly use the park have approached the suspected problem dog owner, not from a position of you have committed an incident, but heard of an incident with a dog that could be yours. Alec asked in situations where he is talking with dog owners, could he share information about the Friends of the Dogs of Hubbard Park, and who with that community group he could put them in contact with. Cara summarized next steps for the Commission. The revised code of conduct language and the incident report will be posted on the website with the incident reporting form. Public comment will be invited and a commitment was made to review all comments that are submitted by close of business on Nov. 20th. The next Parks Commission meeting is on Thurs Nov. 21st. In the Nov. meeting, the code of conduct and the incident report will, after final discussion of public comments, be voted on. Dog Waste Committee update Lyn updated committee on pet waste proposal and fliers that have been distributed to raise money. Danis urged the Commission to move forward with the waste receptacles as soon as possible, and in advance of completing the fundraising needed. She asked if the Parks Dept. could make a budget commitment in advance to send a positive signal to community that this issue is being addressed. The group is on the City Council agenda next Wednesday to seek approval for dog waste receptacles on the bike path and Stone Cutters Way, could also request funding. Discussion of funding was continued in the budget section of the meeting. Proposed Mountain Bike Trail in Hubbard Park Emily brought up idea of a listening session about mountain bikes in advance of a specific proposal to respond to. Lyn commented that MAMBA is expecting to present a proposal at the next meeting, and that without a proposal to respond to public concerns could be greater than warranted. Aaron reminded committee MAMBA wants to proceed appropriately and realizes that public engagement is a key part of the process. Member of the public Marilyn Mode asked if the proposal would include all options, including no bikes, dedicated trails, existing trails, new trails, and she was told that it would. Commissioners agreed to hear concept from MAMBA at the Nov. meeting and to discuss the process for public engagement. Cara agreed to communicate with MAMBA in advance of the next meeting. Park Gates. Geoff will send details of process needed to re-designate the road as class 4 to the commissioners. He will continue to pursue re-designation so that the gates can again be locked and the Park secure after dark. Caretaker House Update: Total spent to date is $15,000. Further invoices for materials expected, under $1,000, for a new eave at the entrance and kitchen counters. Commissioners discussed the impact on the FY14 budget. An audit of accounts for the City is expected next week. Geoff reported that there should be $10,000- $16,000 in the Parks Reserve Fund. Geoff also proposed and explained Park Impact fee funds. Every time a new house is built, a park impact fee is levied, which can be used for capital improvements or land purchases. The Parks Commission discussed requesting funds from the Park Impact Fee to pay for capital improvements. A member of the public, John Akielaszek, asked what is the process to approve expenditure and over- runs before the costs are incurred. Geoff summarized the issues with the building that were discovered during renovation, the electrics were not to code, and that an anticipated weatherization grant did not come through. Cara indicated that the work on the house electrical system was approved when the Parks Commission was made aware of the substandard system. John Akielaszek asked if there had been fiduciary responsibility involved by asking how much was needed for the electrical upgrade or was Geoff given a blank check? Danis Regal asked if there was an opportunity to raise funds through timber harvesting. Geoff said has been done in the past in accordance with a forest mgmt. plan, but not much money was raised as the past forestry was conducted for forest restoration purposes. Firewood is sold regularly as generated by park mgmt. activity. Aaron made a motion to request of City Manager and Council $10,000 to pay for capital improvements/renovations to park house from the Park Impact Fee Funds. Lynn seconded, all voted in favor. Lyn made a motion to request of City Manager and Council for $1,000 from Parks Impact Fee for the dog waste receptacles. Emily seconded while expressing a concern that the two asks for use of Park Impact funds may impact each other. Lyn, Emily, Cara, voted in favor, Aaron opposed. Caretaker House Update: Geoff has lease ready for review. Cara and Emily agreed to review and send suggestions to Geoff. Commissioners discussed what is permitted under the open meeting law and if comments were permitted over email. Understanding is that if email does not include policy discussions or decisions we can proceed - lease will be reviewed by the city attorney. Geoff asked for Commission input on dogs in house. Emily proposed motion that dogs must always be under control in accordance with park code of conduct, that damages are the dog owners’ responsibility, and that there can be no more than 2 dogs in the house. Lyn seconded. Cara recused. Emily, Lyn and Aaron voted in favor. FY15 Budget. Directive to all dept. heads to hold any budget increase to no more than 1.8%. This has to account for increases in healthcare, insurance etc. and is an effective decrease of available funds for projects. The dog waste stations will add $1,400 to the budget. Friends of the Dogs of Hubbard park group or the Dog Waste Working Group intends to fundraise, but worst case scenario if fundraising is not successful the Parks Dept. will need to cover the cost. The Parks budget is already over the permitted increase, and advice was sought on where to cut. Commissioners discussed that budget is already extremely lean, and cuts would need to be in equipment, road maintenance or AmeriCorps positions, all of which are core park needs. Commissioners discussed if speculative income such as the proposed fundraising could be included, no consensus of opinion reached. Dept heads are meeting with City Manager Oct 28-Nov.1st. Commissioners asked Geoff to review options with City Manager and to get clear understanding of the impact of increased revenue from the rental of caretaker house. Park Updates: • Tower Circumference trail legal filings completed. • No Enchanted Forest, donations of food, pumpkins, artists participation all down significantly, without community support decision made not to move forward. • Dept of Labor storm repair grant just approved for labor to use up final funds before December. Bridge abutments. Work will be in Montpelier and on the Sparrow Farm conservation easement area in East Montpelier. Next Parks Commission Meeting is on Thursday, Nov. 21st Meeting adjourned at 10:30pm.