e e you get e okay good evening everyone uh this is the February 19th Parks and Recreation committee meeting uh we'll do a quick
roll call here all the meeting in order and start Terry cope Larry Schulz Amanda kahill and Jenna Smith okay welcome first order of business this evening is
approval of the minutes from the prior regular Meeting those are sent out of your packet uh would someone like to make a motion well could I ask for a revision certainly okay
um I know the intent of the um message on regarding the um no spoking ordinance in the Parks um however I I think the wording makes
it sound like like I was responsible for that where I was just wanting to get an update from the city as to see where in the process that was because we had had a big work session along with the
Planning Commission and we were um told that they would be like brought back to us to to see where that was at and so I was just wondering about an update of where that was at from the city's perspective I can certainly update to
clarify that okay okay uh any other Corrections okay you want to make a motion with that correction motion okay motion's been made to with the correction is second second any further
discussion all in favor of approving the minutes from the last meeting with the corre ction um indicate by saying I I I oppose say nay motion carried uh next petitions proclamations
suggestions or complaints from citizens committee members or staff see anybody in the audience today any of you have anything you'd like to bring up no I don't this week no I don't either okay moving right along to Old
business uh from her oh okay sorry we're skipping too far ahead no worries um have an update on things from the city St y so just wanted to give it um a brief update um so despite the very cold temperatures
we've got going on outside um the city's Parks and Recreations um summer and spring program cide is in the process of being finalized and so just want to let everyone know that those will be hitting mailboxes and available pick up at both the Victoria Recreation Center um and City Hall um sometime early to miday or
March not May um and then just a few updates on um programs that have recently happened um we had a royal ball um at the end of January um that is run Co cooperatively with the city of Chanhassen and that went really well we had a successful turnout of princesses
along with their royal family um and we also had a few guest appearances by Anna and Elsa so that was a great program um and then we also did our first ever um senior Bingo Bash um and we hosted that at the Victoria Recreation Center um there's a good turnout of participants um and we got some valuable feedback
from them as well as we move forward with planning another one for the summer okay thank you now moving right along to Old business the park sign replacement project overview I think Jenna has an update for us yep so at our
October 21st meeting last year we received an initial project proposal for a replacement of the park signage throughout the city's Park system uh we received really valuable feedback from this committee um in terms of design materials used um things like that that
helped shape um some of the updates that we made a proposal so we did um make a proposal with a or receive a proposal from another um company and so um this is um what we've got going on um so we still are going with that four tier
structure that was uh uh discussed the last time um but we are moving forward with a slightly different design incorporating a lot of the feedback that was given um such as including logos um tying it a little bit more with the city branding
um kind of having consistency throughout city parks um and also uh we are utilizing different materials than the previous one um to increase durability um so this is the U most recent project design for Park signage um please note
that while it is near being finalized there's still a few more tweaks um in the design that are being implemented to reflect a few final changes and so um down on the uh left uh bottom corner are Park icons that will be also integrated
into the design on the sides of these um as well as um the smaller um tier four will also have the city's waves um indicated or included into the design on the post um in order to tie it all together um and then you can't see it in
this particular image but on the um kind of the edge um the city's U V with the waves is included to engage a lot of that City branding that will be cohesive throughout the entire city not just the park system um just an update for this
the funding is secure 100% through the arpa dollars um installation for this is anticipated to be begin um sometime this spring or summer um but the full installation and the timeline of that um is still yet to be
determined okay any questions or comments looks really nice wonderful be nice awesome look forward to having it installed y good work um next new business consider options for the 2025 parks and rs
committee work plan all right you again Jenna so um the city requests that each advisory committee adopts a work plan as a guide for the committee throughout the upcoming year uh this work plan is designed to align closely with the
city's strategic goals um and so aspects of this work plan that we want to focus on um has different areas that align with those um and uh it's ways for the Parks and Recreation committee to provide input on um the goals are the more of the tasks that we will be um
doing throughout the year um and then the timeline that's proposed um is something that um staff are presenting it timeline but feel free to provide um any input that you have that You' be comfortable moving forward with um so we do have four different areas that are
being proposed um we've got the first one being um focus area one is our public engagement for Park projects Focus area two is our non-traditional Park spaces Focus area three is uh Parks and Recreation code ordinances and focus
area four is the Victoria Recreation Center um so I will as go on I do have slides for each of these specifically so I will go into detail in those but feel free um as we go through each of the focus areas I'll stop and allow you to um give feedback on that particular
Focus area all right so Focus area number one is our uh public engagement for Park projects this is um a continuation and a little bit more of a concise um focus area than we had last year so we have
some movement in this direction um the city really values the feedback from residents and keyh holders and so um we understand that Parks serve as an important community space um for recreation and connection with nature engaging in these spaces uh in upcoming
projects ensures that these spaces reflect the city's needs and so Victoria is a growing city both um growing in size and then we've also been an established community that has existing Park spaces that either are in need of updates or just need to be utilized more
and so as we're making making improvements to park spaces um and developing new Parklands we want to ensure that there's adequate level of participation um from the community um so that staff can move forward um with a clear understanding of what those Community needs are um and so some of
the things that we want um to be considered um to enhance the current engagement strategies um are the following um goals so one is to review uh proposed Parks and Recreation public engagement policy and um fun fact we are already getting to our first goal
tonight so it's on our agenda so we're definitely hitting the ground running with that one um and then the second one is to participate in public engagement events to gather Community feedback uh for new developments uh the next is the review
uh to review survey results and public inut input for new park developments and some of those will come um as we're doing these engagement events and engagement strategies um and then the final is to make recommendations for Park projects and so this is um
something where it's a multi-step process and so that's why you'll see in the timeline that it's Spring to Fall which of course is the majority of the year but that's because it's a multi-step process that we um are looking for engagement from this committee on um so with that do you have
any specific feedback for this one for me um so this one and I reviewed the public engagement policy um too for later in the agenda um is this one inclusive of um
upgrades as well or is this um public engagement for Parks Focus solely for new parks it's for um new and upgrad okay I just I just wanted to make sure because I didn't really see any language that said
you know for Replacements yeah I don't have it in the slide but I did just say a moment ago that um we're both growing and improving these okay okay other comments okay and then to measure these um I always think that when we have
Focus areas it's not only good to have a timeline but also to have how are we going to know that we accomplished it so that might be something that on all these we couldn't couldn't improve by some of them are obvious you know we
either review the policy or we don't um um but some of the other ones that might be behoove us to Define what a good outcome would look like I think it'd be kind of nice to
have a number too you know like participate in public engagement events you know it could be a a nominal number not just to start you know at least two or something as opposed to just kind of leave it
open okay and I will say with the park engagement events um the staff are already working on some dates that are coming up so we do have um a couple different types of Engagement events as well as tabling opportunities and things like that okay that will be happening
this summer details on that are still to come but they are coming great any other comments okay wonderful all right the next we've got is our non-traditional Park spaces so um obviously we discuss
our traditional Parks so those bigger land opportunities but there's Al also opportunities to leverage underutilized areas um within the city's current Park system to enhance the overhaul Park experience these could be smaller Trails smaller Parks um little neighborhood
Pockets things like that open Green Space um and so as we look to enhance um the the utilization of these spaces in Victoria we're definitely leading on the committee to play an active role in providing information as to what these spaces are um and help us reflect
Community interest and needs as we are enhancing or modifying existing spaces um and so in here um the proposals for this particular area is to um provide recommendations for strategies to uh provide areas for Recreation and
connection with nature and so the goals are to review the Park and trail system and this one is something that you know it could be happening as we are going um kind of on your own time um things like that that we could discuss but making sure that we have a firm understanding
of what's in existence in our Park system because there's a lot of like pocket Parks or green spaces that maybe because they're underutilized are not as welln and so part of this is to um review those um to be able to talk about that and then um Trail gaps and things
like that are part of that conversation and so um knowing where those gaps are where the under underutilization is things like that um the next goal is to identify underutilized spaces within that Park system so creating a finite list of what those spaces are so that we
know um how to identify them how to prioritize them things like that uh the third one is an actual tangible so touring those actual spaces um so that we can um get a better understanding of what those are because a lot of times um
this one in order to really understand what the possibilities are at a location is to be present and so there will be opportunities this year to go on site to some of these spaces um as well as we will be um directing the committee to
visit some of these places on their own um and then the final um goal for this one is to explore innovative ideas for increasing recreational opportunities with these non-traditional Park and open green spaces and so um we're going to take all the information that's gathered
um and have um you know information sharing so potentially moving into more public engagement to see um what the rest of the community is interested in but this will give us a good framework as to where those priorities need to be um and then for this one we've got um another
pretty big um timeline summer to fall uh if you can imagine I intend Al wrote this down because these are the months that it's nice to be outside and so um this will be a great opportunity to take advantage of the weather to be able to get outside to have fresh eyes looking at these spaces um to be able to Dream a
Little Bit comments is do you have an example of what one of these might be like it could be just like an open Green Space that maybe isn't being used for something specific and you have an idea of what could be used for or
potentially um a trail connection area that perhaps maybe more people would come if we had like a swing installation because it overlooked a beautiful Lake scenery or things like that something that would be um a little bit more of like a draw to the area um maybe it's
simply just an enhancement like maybe this is a really great space where do we need to look into a water fountain or a bike fix it station or something like that in order to increase usage of an area so I mean the sky is kind of the limit obviously it's one of those things where once we get an idea we have to
work towards the um actual imple implementation of it and the funding um but um it's one of those things where it's our biggest goal um as Parks and Recreation is we want people to recreate and enjoy our spaces um so as if you can
dream it then we can explore it so does that help awesome yeah would this be inclusive of just it's an idea having been in Europe and seeing the town squares all over and the gathering
places and and uh how that's utilized there I know there are larger population areas but I don't know what the new downtown west uh if there's a space there that would be a non-traditional space that um would that
something like that be incorporated into uh the fourth item there absolutely so we're not just talking about green spaces or right or yeah it's not necessarily just open large areas of green spaces it could just be Avenues um
downtown west would be a great um opportunity while it isn't necessarily a park space um it is a gathering space and so it could be something where um you provide suggestions feedback um for Council as they're making decisions and
working with um developers to um dream that what those spaces are going to be because obviously if it's something that's downtown more people have have access to it so yes those uh types of opportunities would be included in this category okay Terry also remember we
talked about that gravel pad right out here yes as an example like oh that's a good how how could we re-envision that so that more people would utilize that on car show nights or
when there's entertainment down there at the Band Shell oh yeah that's a great example absolutely could you remind me where like a list of all the current parks are yes on the city's website so if you literally go on the search box and say
um like Parks it'll pull up a list or you can go and hover over the community section and it'll be parks and trails and all that kind of stuff you'll be able to find all that information there so victoriam mn.gov is the website thank you there are a couple obscure ones there are that's one the ones I want to
go look at yes okay anything else on Focus area 2 where we ask Jenna to proceed okay all right so FOC Focus area three is the Parks and Recreation code ordinances and so over time um the use
of public uh parks and recreational spaces evolve um they reflecting demographic shifts changing Community needs and Trends in outdoor activities so the city is focusing on updating um outdated code ordinances uh to reflect the needs of Victoria as it
stands today during this review um staff will be bringing uh the Parks and Recreation um related ordinances to the committee to review and so uh part of this um focus area um for the committee
to consider um reviewing um current current ordinances to ensure that they reflect the evolving needs of the community that they Foster an inclusive and safe environment for all Park visit and aligned with the best practices in Recreation and environmental stewardship and so there are three goals um proposed
for this Focus area the first one is to gain an understanding of current Park and wreck ordinances and so for this one um we will literally just take some time um to learn what those ordinances are that currently exist um as staff are in the process of pulling those updating
them to make sure that they are um accurate and um abiding with uh things that are going on now um and so once they gather that information that will be um brought um this direction for review um the second
goal is to identify areas where current ordinances may be outdated um need Improvement or are missing so this is the time when we would be bringing it to you after we've had the time to absorve it um to actually make some of those um assessments and then the final goal is
to actually provide the feedback for proposed changes so this final step we will be gathering your feed feedback um so that we can actually present um them to council for inclusion as they adopt or Revise Code ordinances and then so we do have this timeline set for this fall
it could potentially be pushed to Winter depending upon staff timeline um because as I mentioned staff are working on this and there's quite a bit of them out there and they're doing it for the whole city and so we just um want to be a little bit flexible with the timeline on this one to allow um our team to have
enough time to look through them okay comments great okay and this is also where the the factor that you had brought up earlier would be taken into consideration yeah I remember reading through those in
my like onboarding a few years ago it's quite it's quite a bit park rules too yeah yeah yeah it's interesting interesting area because
you you need to have them obviously but you don't want to have too many of them so it's they can't be enforced or um things get lost in the shuffle so okay any comments on that Focus area if not focus area
four awesome all right and then the final one is um the Victoria Recreation Center so this is a carryover from last year but that is very intentional because um the topic of the Victoria Recreation Center is ever evolving as we're continually having conversations
with City Council in the school district regarding the future of the facility and so just a recap um we are in a collaborative um contract um with the school district for the use of the rec center um and that is set to end in 2032 um and especially as um the
Chanhassen Bluffs has been approved um but that may impact or shift um the school's priorities and so uh taking some of those possibilities into consideration um the city council is preparing for a future transition whether it is sooner or later um and so
we need to determine the facility's mission and its long-term needs and so the um key components for this Focus area for the committee to stay informed um which is the first goal on City
council's Vision and mission for the facility um promote any public engagement efforts to gather put on the VRC so we did do a big push for a survey last year um but as you can imagine that's not the end of it that was just an initial um as we are continuing to move forward and we get clearer
direction from city council um public engagement isn't going to end there um so we would like um assistance from the committee to gather some of that feedback um as that arises and then once we do get that feedback um the next goal would be to assist in analyzing results
from those public engagement efforts and then the the final goal is to provide feedback regarding the facility and program needs as well and so it's not just the facility itself it's the things that the faciliity is capable of doing and so providing um all of that input and this is something that um again
timeline wise I do have it earmarked for fall to winter of this year but um I do want to recognize that this is an ongoing effort that is happening throughout the year so some stuff might come up sooner um and this certainly is going to continue on for the next year
to come as we determine what the future of this facility is but we didn't want to take it off of the the table because this is such a big topic that impacts our community comments and so do you see
um like public engagement being more focused I I mean I knew know there was a lot of um a lot of options in that first survey so do you see this being more um staff received the feedback this the
council has the vision it's going to share some more specifics with the community type of information to get Feb back on so with this um that was the the previous survey that was put out was the initial Gathering of like what what's
the pulse of the community what are they saying right now y um council is going to take that information into consideration as um they meet um and discuss the future of the Victoria record Recreation Center so that information will be compiled along with um the school district's intent for the
future and so all of that will be used but once Council starts guiding the direction they'll use that feedback to guide that direction and then from there it'll kind of finalize like a few different paths and then so it will be likely a step process where the more
information we get we'll have more finite details and then it might continue to progress until it's narrowed down um so it's ever revolving type of thing um but that's something especially as we enhance our public engagement efforts um that it's going to be something where there'll be a lot more
engagement as we move forward okay so I have a I have a question uh on the first uh point there stand formed on City council's Vision and mission for the facility uh at what at what point it to
me that kind of seems a little backwards is shouldn't the park and recck committee recommend a a vision and Mission um I mean obviously it's a city council's decision but if we're going to have a committee to look at Park and
rexs in the Comm in the community and that committe is not involved in the mission or Vision it just right seems out of whack and I know I know there a couple meetings ago maybe six months ago we reviewed the survey or whatever and I
you know we made some recommendations or moved some things forward and maybe maybe that's what the city council's using to um inform themselves as to what the vision and Mission should be yep so we reviewed the survey back in December um
so um when we put forward um like the feedback from that that's they're taking that information and then are moving forward with that so like I just mentioned um with um Amanda is we are it's like a multi-step process so they're taking that establishing a
vision from there but it's probably not going to be super finite it they'll they'll need more feedback once they make proposals and then we'll a little bit of back and forth that would likely be happening with that okay so that clarifies that but very good point
yes do you have any additional info you can share from the school district as to their um no uh the last time that we had met with them we got um feedback that they were still having conversations with the city of shen Hassen in terms of use of the facility as well as their own
um School District leadership as to what their intent was and so there are a few options out there um that they are exploring but they don't have any final answers for us so some could be they potentially move out their schools um to um use the Chanhassen Bluffs um
Community Center once it's done but they would still be operating they could potentially end their contract early or they could potentially stay until the duration of the contract um so we've essentially been told that they are exploring all the options um and they
will be keeping us informed um through the process but we don't have anything final yet since it's still very fresh is there an opt out in the contract uh the contract would have to be essentially Rewritten so both parties would have to agree on a rewrite and um adopt a new
contract okay other comments on the Rec Center focus area okay do you need a motion to recommend this to the city council the work plan somebody want to
make that motion um oh I was just GNA ask one more thing sorry um does this include the park space around the rec center too I know sometimes when we're talking about Center we're talking about the facility
yeah so when we talk about the Victoria Recreation Center we're talking about the facility dtown Park is detail Park so it's a park facility not the rec center yeah so this is specific to the facility right yes so the parks would be
um its own separate thing yeah okay um Terry were you going to make a motion yeah I can make a motion to move move this forward is that what we're doing to recommend it to the city council recommend to city
council okay motion's been made to recommend the work plan to the city council is there a second second motion's been made and second it is are there any further comments or discussion hearing none all those in
favor of recommending the work plan to the city council signified by saying I I those oppos saying no motion carried okay we're going to hop right
into the plan um the review the Park and Recreation committee or public engagement policy you guys are such an efficient committee I love it all right so the first um point out of our work
plan so good job everyone um we are going to review the Parks and Recreation public engagement policy polic it was included in your packets but I am um certainly going to highlight um different aspects of the public engagement policy in here today for us to focus on to provide clarity as well
as get any input on any changes or revisions that you guys deem necessary and so um the purpose of the Parks and Recreation public engagement policy is to establish clear guidelines for engaging with the public for parks and Trail projects conducted by the city of Victoria um and so one thing that has
been brought up over this past year and then um information that was given to me when I arrived um is this unspoken um engagement that was previously in existence and so the big purpose of this policy is to have it written down to make it very clear because um a goal
that the parks and recreation department has is to be transparent with the work that we're doing we want engagement we want people to be involved um but we also want to be transparent as to which things require a certain level of um involvement and which things are aspects
that maybe we only go to a certain point um just due to scope of the project and so this policy will outline requirements for public engagement um relative to project developments and um equipment or amenity replacements for city-owned
parks and trails and so like was brought up earlier this applies to new things but it also applies applies to things that are in existence already that just need an either an update or a remodel um so this policy identifies Comm a community engagement Spectrum that
assists in determining the needed level of involvement from the committee and so you'll hear words like um inform consult involve collaborate um on the next slide I will explain exactly what those are but those are essentially um the levels of involvement that we are expecting from the
public um and then this policy also has Community engagement steps that are identified and those would be staff assessment Community engagement and evaluation and again I will go into those in more depth um in later slides and then this process again would apply
to all new developments major Park Trail or playground Replacements and upgrades so the community engagement Spectrum so the whole purpose of this one is um to identify um how much involvement should be expected from the
committee from the public from the stakeholders um from the staff and so um the first um Spectrum item is the inform stage and so this is when a decision is made and the community needs to be aware but isn't able to make changes to the
decision um I want to be clear that this isn't because the city doesn't want public feedback it's just this step will if it's only at this step um it's because um it's a project um that is either something that would need to be
repaired because it's routine work or it's a necessary repair due to either safety or um something is going out of commission and it needs to be updated so an examp example for this could be something like Trail lights perhaps the model that we had is no longer serviceable and they're not making those
replacement parts but we need to update the trail lights uh again this is only an example but um but that would be a time in which um we would be letting the public know that we are doing these projects but we wouldn't be necessarily getting feedback because it's a
necessary replacement that has to happen and so um I also do want to make note um that with projects both the ones that we're informing and the ones that we have an ongoing process on we do have our um Park projects page and our facility projects page that will both be
updated with information and so um just you guys um the public um they will have that as a resource to get information as to where we are um with steps and processes and so once staff are able to identify a step that is going to be taking or a timeline in
which something might be occurring the the website will be updated with that information so this is similar [Music] to um like the Lions Park scoreboard project that was just completed and
information shared on social media about like you already had funding for that you you had partners for that you were just informing everyone that these updates and changes were being made in the park system yes
that is an it's a perfect example because that was something it was a necessary update because the scoreboard was broken and so that's a time in which we don't necessarily need the public engagement because we know that it's a community need um and we did have the Community Partners that were providing
the input for what that would be so that is a perfect example of this step all right um the next one is the consult stage and so this step is the communities asked to provide feedback that will shape the outcome and so examples for this step would include
surveys when the community has uh clear direction from Council or defined parameters for a project um and staff are wanting feedback to shape the final results it could be something um kind of on the flip side where it's very preliminary and we just need some input um as to where we stand now so an
example would be the Victoria Recreation Center survey we needed input as to where we stand now in order to make informed decisions to move forward um that's something where we'll go back and we'll reevaluate and move on to a next step in the process um but this step it kind of ends at that information
gathering it's just people provide feedback um as to something that has certain parameters or a certain Vision that is being presented um and then staff all all of these will end with an evaluation that will come with staff
that will be given back to the public um but in this in any situation in which it ends with the consult um it was because there was defined parameters um on a certain project so when I reviewed the policy at at um home this was on
a table that was very like nice to look at and read um and that was going to be one of my questions so I don't know if you can put it in here but but to to Really Define consult differently from
involve is could you put in there what you just discussed about like the parameters are known by staff um that language you used was just really helpful sure just now in um
differentiating those two I would agree because I think if um somebody just looks at this um there's some Nuance between a Consulting involvement and
collaboration kind of find so a more defined definition I think the clear it to be un Less Problems down the road for somebody getting their getting upset about something because they didn't understand it
absolutely point I'm happy to include that well I will continue to explain the rest of them and if you have additional feedback I am more than happy to hear it um so the next one is the involve step um and this is where the community is asked to share their ideas that will shape their the outcome so this is more
of like the dreaming stage and so um examples for this one would include projects that are not clearly defined and we don't have a premise um for what's going on um like the new park developments um such as Marshall and hun hunterbrook that are coming um so this
is when we're seeking feedback to share their ideas to help us narrow down what those Community needs and interests are U before a project proposal is even made and so this is more of those idea sharing brainstorming um kind of dream big scenarios where we want those lavish
ideas um to be able to come in and then that's when um potentially we move on to the collaborate step depending upon the scope of the project we might um be able to gather it from there and then staff work on it um so do know that all of these are very dependent on the scope of the project
how big the project is how many players are involved how large physically it is um but this step would be one where the public has more say on what it is because the perimeters aren't fully defined yeah I like the language you just used
too in that where you said prior to proposals being made that really helps to clarify that as well be sure to include that all right and then the final one is collaborate and then this one um is it necessarily the
community as in every individual um this one is where when we're working together with um Community stakeholders um Community Partners citizen advisory groups and other subject matter area or sub subject matter experts um that have a little bit more insight and expertise
in the area that make more informed decisions and so this is a time where we are involving more people that um are a little bit more more well-versed in what it is that we're trying to do whether it be you know athletic associations that
we're talking about because a field was proposed or um obviously citizen Advisory Group it could either be a focus group that's created for a particular task or it's bringing it back to this committee um this also is working with Community organizations
maybe Par County Parks or three rivers or things like that where where working with larger organizations to be able to do things so um it depends again on the project itself um as to who those stakeholders would be this is where we're defining a little bit more um
getting more expert opinion um as to what it is and the collaborate step would be something where we've already gone through the other steps so this is a progressive type situation sometimes we might go to the collaborate step because it is a very targeted project um but um a lot of times once we get to the
collaborate step we've already involved the public for a few feed back any other thoughts on this one wonderful all right so the next we'll talk about the community engagement steps themselves and so we have those these three areas um and I will go ahead and start with the staff
assessment and so this is one where um staff will inform the community Through communication channels whether it's um social media the website um digital or physical newsletters um we do have a physical Park and wck newsletter that gets emailed out um or a digital one
that gets emailed out um and then the website like I had said we've got the park project page and then social media um our comm's team is really good about updating that as well to let people know when projects and stuff are coming up happening or completed um so we will be letting people know um what those are
and again this is more of that inform situation so we'll let you know where we're at in a project whether it's the beginning updates on the project or the completion or potentially even just informing that hey we've got engagement events coming so um we'll be doing
things like that and so um the information may include what isn't limited to the details of the overall project um the impact areas um available Parkland potential uses of space uh project resources and funding sources
staff capacity uh to complete the projects um relevant um ordinances or policies that might impact the project potential options for the identified location and any previously identified needs of the community so all of these things kind of shape with that staff assessment and why we would be bringing
forward um a new par project all right and then so uh Community engagement is that um big old piece of uh getting the feedback from the public and so this would be the Outreach and receiving a feedback to understand the community's desires or um
needs for future renovated Park spaces uh during the step City staff will inform the community of the opportunities and the constraints related to a particular project uh in order to receive um informed feedback and then like we had mentioned earlier key stakeholders um for these projects
could include the residents athletic associations Community Partners citizen advisory groups Etc and each stakeholder may have a different level of participation requ um depending upon what the project is and the location of the project
all right and then um Community engagement steps and so uh engagement implemented would include a mixture of methods um of Engagement using multiple strategies to ensure that diverse voices are heard and so it is our proposal that
we are doing a minimum of three of these methods in order to be implemented per project um and what of the three um would be based on the scope of the project um and so I do want to know that not all of the strategies that are
listed would apply to all projects but um staff are also not limited to three like if it's a bigger project we would potentially do up to all of them um depending upon the level of feedback that we are looking for from the uh Community um so we our goal is to
utilize a variety of steps to ensure that we hear all voices um and provide opportunities for people whether it be um people with limited access to technology or people maybe it's a regional draw location and we want to make sure we're tapping into residents
and non-residents um things like that and so some of the examples of the strategies um that may be implemented are like popup engagement events I had referenced that some are in the works for the summer um so we have some of those popup engagement events we have open house um conversations this is more
of a um so popup events we come to you open house is typically you come to us at a defined location and provide feedback surveys can be digital or mailed out uh stakeholder meetings um would take place to gather their feedbook feedback um and assessments
staing at community events and so there's lots of events that happen um throughout the city of Victoria and so it could be possible that Park and W um would have a table there um and try to engage with the public um in that Avenue another would be Consulting with citizen advisory groups um for feedback so it'
be this group potentially a senior advisory committee potentially even creating a task force um obviously we'll be Consulting with the city council for feedback and then um I already said it but implementation of special task force so stakeholder
meetings like oh would that be an example where we could potentially um have a park on our agenda like uh Park upgrades or improvements for a certain Park on our agenda on on
our regular meeting date and we we you know invite through survey people in that neighborhood to come attend our meeting no um so stakeholder meetings would be like I'm meeting with an association um to get their feedback and
their expertise on what they need out of the space or maybe I'm Consulting with Carver County on um a particular Trail or project or something like that um everyone's of course welcome to come to the park and W meetings but that wouldn't necessarily be um a forum for
an open conversation the open conversations would happen at things like the open house or the popup engagement events or um tabling at community events and so the those types of events um there will be opportunities throughout the year um that the park and R committee will be invited to and it
will be made public that park and rec committee members may be in attendance um and so that would be an opportunity to engage and have those conversations okay all right final step is the evaluation step and so the evaluation work will occur by both Parks and Recreation
Department staff as well as this committee to assist in recommending the future use of an area um of focus and then the final evaluation will be provided to city council for recommendations so um both um staff will be presenting stuff you will be
providing your feedback um to come together um to provide um more information to council as to what the recommendations would be um we would consider um we would also be considering other factors like project locations
proximity to other amenities um City priorities goals things like that stuff that may not necessarily come up in those public engagement opportunities because that's again that's something that we might have a little bit more insight as to what those are so that's a time where we can kind of combine um those two bits of information together
to create like um more informed uh recommendations so on the list of um options for the three making three different kinds of Outreach do you see
there being other things on there that aren't listed potentially um it's not all-encompassing it doesn't mean that we can't try another Avenue yeah um there the list is just examples of ones that have been successful in other agencies that are recommended Ed by like the
national parks Association um things like that it doesn't mean that we can't try something new I'm all about some new ideas if you guys do have creative engagement opportunities feel free to share those okay um so it's not an all-inclusive list so there could be other opportunities so if we do dream of something else that might be a really
great opportunity to do that then um we're all ears and we're happy to try something new okay um those ones are just ones that have been been presented that have worked really well um in other communities and in Victoria great and so and so then you feel confident or or in
in your experience the three like requiring that number three is an appropriate like I don't that on right so like I just want to make sure that you feel like that's an appropriate number of methods and you
feel confident that you know working within those options it's it's typically always been done or yeah so the three is based um on a expectation depending upon the scope of the project
and so some projects are going to be really small and so three might even feel a little bit like Overkill okay but um it's to ensure that we're hearing the right amount of voices and so um even if it's a smaller project our goal is still going to be able to hit those three but
bigger projects like a full Park remodel we're going to be hitting way more than three of those um because the scope of the project elicits more feedback and so um it starts with our our present our proposal is to implement at least three um but depending upon the scope of the
project it will need to be more because if it's just something like we might need to modify an amenity in a park we don't necessarily need to do four different types of Engagement Styles if it's just a few pieces of a park upgrade okay um however if it's a complete remodel or if it's a regional draw um
Park destination that we're proposing a major change too then we would want to provide provide opportunities for more feedback so we would seek to use more of those strategies so it's a guiding post to it's for um transparency for the public that they know that we're doing
at least three um Avenues of get collecting feedback but then it's also um you know holding us accountable to make sure that we are doing our due diligence to make sure that we're making sure that the community's heard I think a good question to ask on any project
you know even after we've implemented two or three or more of those steps is who haven't we heard from who hasn't been at the table and then what are we going to do to uh gather that input some of that may be you know making calls
doing something a little bit different that isn't listed there but always think that's a good way good question always ask is who isn't represent whose voice isn't being heard here comments on this
policy like a lot of thought went into this I I think it's a great step I think it's good work really good work yeah nice to have it in writing yeah I appreciate how it was laid out in the PDF with the table in
the different sections there I like the table as well super Fair yeah I think one thing that's um you know maybe ancillary to to this um and I mentioned this to you
Jenna once that maybe in the future meeting we should talk about you know the committee's role in this I mean it's it's interspersed within the policy here but this is kind of what staff's going to do and how they're going to um
proceed I think that for for the future especially with new people coming on board here I think the clearer we can be as to what the role of this committee is uh the better it would be and maybe um
help things run smooth in the future um so that might be something just to think about just kind of a um flowchart as to you know where the information comes to this group and then what the role is of
this group I know it's outlined in some of the policies and ordinances and maybe we're going to review those or whatever too but I I think sometimes there's confusion as to you know what is the role of the committee is the role of the committee to act as a sounding board uh
kind of a focus group to react to uh things or is it uh a group that takes the initiative and identifies a thing and recommends something to the council
um you know are and maybe it's both but unless it's uh unless we clearly Define that I think there's going to be there's confusion and can be confusion uh so we might want to take this concept and uh
you know not just from the staff standpoint but from the committee standpoint as to what this group's role is once you have that policy um you know if if I'm running a meeting and somebody's off on a tangent and it's not
what we do it's easy to point to a policy and say you know that's not our role you know here's we reviewed this at the start of the Year whatever so are you referring to specifically with this public engagement policy or just like
any T just anything okay almost like a companion piece to this that yeah yeah I mean it's part you know part of that would be what's what's the role of the community with with this specific thing but I think the the broader question is what's
the role of the committee in the broader scope of things and I think most you know the three of us have been you know involved in this enough that we kind of know what what the role is and what it isn't but every time we had somebody new
um we have to go through that that process again so I think if something's written down it would be U would better def Define what what the role is and uh you know help things so
they run smooth in the future as well yeah I I know that there are job descriptions that are outlined for committee members and so I can see if we can tweak and refine those a little bit more I will um state that um we can't 100% have it finite quite that narrowed down just because each project might
have to be looked at with a different lens um but I can definitely take a look at the committee job descriptions um and the roles that they play and see if there's a way that we can make that a little bit more um clear and decisive as to what level um of role and responsibility there is at different
stages of projects or tasks right and part of it is you know how does the city council want the committee to function um how does how can we best uh provide feedback for staff um you know
what's the the proper ways to do that um I mean there's there's some Avenues here but I think the clearer we make that um easier things would be and I think it also may lead to what sort of people want to
be involved in the future in the park and recck committee as to what that role is some U may want to do one thing and maybe that's not what the committee does and uh some may love what the committee
what's defined and and the attract the right people to to want to be part of the group yeah maybe a little higher level kind of VI versus a job description or whatever that doesn't have to be every
detailed just the broad the broad scope and you know here are the here are the five main things that this group is supposed to be doing sure okay okay anything else on the policy itself do you
uh we have any changes or additions that anybody would like to have on and I do have it noted that I will expand that that chart to include description so okay do you have that um pdf version to
put up here uh not to put up on the screen but we do have an agenda available if you want to take a look at it um there was just like one word that I thought would help clarify in there and
maybe if like do you have it up on your computer I is this looking for yeah yeah oh and so so under the policy heading right after the purpose
heading it says this policy outlines requirements for public engagement relative to I thought it might be helpful to to put in their new project developments and then because then it does clarify and equipment or amenity
replacements for City owned parks and trails uh well that's referring to amenity Replacements not NE necessarily um like upgrade developments so I I can certainly oh include that oh what so
project project developments is meant to be project developments whether it's new whether it's an upgrade whether it's improving oh okay so that then that part wasn't clear to me so however sure um you want to best I thought that was referring
to like when we use developments so much it's yeah brand new I understand what commun abely um I can reor Home Development clear yeah so that was the only
um part of the PDF that I had a sure comment I can make that more clear okay any other uh recommendations changes or additions Okay do um you were just looking for
feedback we don't need a motion on this or would you uh I would like a motion if you um to accept the changes that you're proposing to move forward with presenting this to council okay um somebody want to make that a motion sure
I motion to accept um the policy with the revisions or additions that we have proposed and um recommend moving this to council I second okay motion's been made and second it
to um recommend this policy with the changes uh to an addition suggested to the council all those in favor signify by saying I I I I oppos say no motion
carried okay we're to the last item um any other items no if not a motion would be in order to adjourn motion to adjourn I second
meeting's adjourned thank you