Audit and Investment Commission

City of Woodbury 8301 Valley Creek Road Woodbury, MN 55125 651-714-3500 Minutes of The Parks and Trails Replacement Fund Joint Commission Meeting Wednesday, November 4, 2020 Audit and Investment Commission Members In-person or Virtual: Heidi Conrad, Ross Dahlin - Virtual, Blake Darsow, Ken Johnson, Jeanine Kuwik, John Lehman, Aileen Lyle - Virtual, Richard Osborn Parks and Natural Resources Commission Members In-person or Virtual: Greta Bjerkness (Chair) - Virtual, Timothy Brewington, II – Virtual, Karin Freymann, Arin Kurttila, Bruce Montgomery, Rachel Nelson - Virtual, Jakob Neau Commission Members Absent: Deborah Musser, PNRC City Council In-person or Virtual: Mayor Anne Burt - Virtual, Council Members Steve Morris and Amy Scoggins Staff In-person or Virtual: Angela Gorall, Assistant City Administrator Clinton Gridley, City Administrator Michelle Okada, Parks and Recreation Director Belinda Reed, Recording Secretary Robert James, ICT Director (Virtual) Ben Stroback, IT Manager (Virtual) Item 1: Call to Order Parks and Natural Resources Commission Chair Greta Bjerkness, called the meeting to order at 7 p.m. Item 2: Approval of the Minutes of the Parks and Trails Replacement Plan Fund Joint Commission Meeting – October 6, 2020 Parks and Natural Resources Commission Chair Greta Bjerkness, asked for the approval of the October 6, 2020, Parks and Trails Replacement Plan Fund Joint Commission meeting minutes. Commissioners Ross Dahlin and Aileen Lyle, requested that the minutes be corrected to reflect their attendance at the October 7, meeting had been virtual. MOTION: Moved by Commissioner Lehman, and seconded by Commissioner Lyle, to approve the October 6, 2020, Parks and Trails Replacement Plan Fund Joint Commission meeting Minutes with the attendance correction noted. Parks and Trails Replacement Fund Meeting Minutes November 4, 2020 Page 2 VOTE: In favor All in-person and virtual Against None Absent Commissioner Musser Item 3: Parks and Trails Replacement Plan Funding Mechanism Discussion Ms. Okada confirmed that four Commissioners were attending the meeting virtually. Ms. Okada thanked the Commissioners for all the great work they have done. Following a review of the meeting Agenda, Ms. Gorall noted that the draft Parks and Trails Replacement Plan Report incorporates the previous meeting PowerPoints and high-level policy guidance discussions. Following the presentation, the Commissioners will be asked for a formal motion and vote to finalize the report. The Commissioners were asked to participate throughout the presentation to insure the report correctly reflects their recommendations. The approved report will then be brought before the City Council at their January 2021, workshop. Each chapter of the draft Parks and Trails Replacement Plan Report was reviewed. During the review of the Final Recommendation, General Policy Guidance section, it was suggested that “Should Council pursue an option that results in a deficit, a plan to address the deficit in a timely manner would be recommended.” be rewritten to read “… address the deficit during the annual budget development process would be recommended.” Ms. Gorall noted that staff will remove “… timely manner …” and work on replacement language to address the requested change of “during the annual budget development process.” A discussion took place with regard to the property tax contribution range of 20–25 percent. Ms. Goral noted that the recommended Option 1A, would hit the funding goal of $2.9 million all at once without any lag time. It was noted that there is no statutory requirement as to how the City Council will direct the fees; however, the Commissioners would like to convey how important they think it is that all the franchise fees collected be used for the Parks and Trails Replacement Plan Fund. Mr. Gridley noted that staff began working on the replacement plan three years ago and considering that by the time the $2.9 million is in place, a total of four years will have passed and it is likely that the targeted yearly funding number could change. Again, the Commissioners noted that they would like to encourage the City Council to make a long- term commitment and that they feel strongly that the franchise fees, if implemented, be specifically used for the purpose of maintaining the Parks and Trails Replacement Plan Fund. Staff noted that they would work on strengthening the language in the recommendation to be very specific that the franchise fees collected are to support the Parks and Trails Replacement Plan Fund. Ms. Gorall revisited the five key questions with the Commissioners. Hearing no further comments, the Parks and Natural Resources Commission Chair Greta Bjerkness, asked for the approval of the Parks and Trails Replacement Plan Funding Recommendations from the Parks and Natural Resources Commission and Audit and Investment Commission, with the changes discussed, as the Parks and Trails Replacement Fund Meeting Minutes November 4, 2020 Page 3 Commissioners’ recommendation to the City Council. MOTION: Moved by Commissioner Johnson, and seconded by Commissioner Conrad, to approve the Parks and Trails Replacement Plan Funding Recommendations from the Parks and Natural Resources Commission and Audit and Investment Commission, with the discussed changes above-written. VOTE: In favor All in-person and virtual Against None Absent Commissioner Musser The Commissioners were thanked for the wonderful body of work. Item 5. Adjournment The meeting was adjourned at 8:50 p.m. Approved by the Parks and Natural Resources Commission on December 1, 2020