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061323 CAC Agenda PacketCitizen Advisory Commission Meeting New Hope Ice Arena, 4949 Louisiana Ave N June 13, 2023 7 p.m. 1. Call to Order. 2. Roll Call. 3. Approval of April 11, 2023 minutes. 4. Garage Sale update. 5. Brainstorming — Ideas to bring attention to New Hope. 6. Parks and Recreation project updates. 7. Other business. 8. Adjournment. Following the meeting: Ice Arena tour and update with Mark Severson, Recreation Facilities Manager If you are unable to attend the meeting, please contact Susan Rader at 763-531-5152 or srader@newhopemn.gov CITY OF NEW HOPE 4401 XYLON AVENUE NORTH NEW HOPE, MINNESOTA 55428 Citizen Advisory Commission April 11, 2023 Regular Meeting New Hope City Hall, 7 p.m. CALL TO ORDER Vice Chair Wills called the meeting to order at 7 p.m. ROLL CALL Present: Commissioners Jeffrey Harper, Randy Herman, Jill Kaufman, Scott Kulzer (arrived 7:25 p.m.), Carrie Neuburger, Rick Riley, Bill Wills Absent: None Staff Present: Susan Rader, Staff Liaison Beth Kramer, Communications Coordinator APPROVAL OF MINUTES Commissioner Riley made a motion to approve the minutes of the March 14, 2023 meeting as written. Commissioner Kaufman seconded the motion. Voting in favor: Commissioners Harper, Herman, Kaufman, Neuburger, Riley, Wills. Opposed: None. Absent: Chair Kulzer. Motion carried. COMMUNICATIONS UPDATE Beth Kramer, Communications Coordinator, addressed the commissioners and conducted a brief PowerPoint presentation. She explained that she was responsible for the City's overall communication strategy, including the production of all City publications, communication consulting for Council, management team and staff, City website and social media management, media liaison, and serving as the City's public information officer and City photographer. She also mentioned that she served on the Board of Directors for the Northwest Suburbs Cable Communications Commission as well as CCX Media. Ms. Kramer discussed the City's publications and reported that In the Pipeline, the monthly utility bill insert had been discontinued because it did not reach residents who received paperless statements or individuals in multi -family properties. She stated that publication and distribution of In Touch, the resident newsletter had increased from four times per year to six and had been well -received. She added that In Motion, the Parks and Recreation brochure continued to publish three times per year. She also mentioned that the City had recently purchased a large printer to produce event posters in-house. Ms. Kramer then discussed the City's website and explained that the current website had launched in 2018 and had received a refresh in May 2022. She commented that the updated site offered improved compatibility on mobile devices. She informed the commissioners that the number of website users and the number of website sessions had each increased by 4% from 2021 to 2022. Ms. Kramer pointed out that page views had decreased by 14% in 2022 but noted that this could be an indication that users were able to find information in a more direct fashion. Ms. Kramer reviewed that web pages that had received the most views included New Hope Aquatic Park, New Hope Parks and Recreation, Utility Billing, and New Hope Ice Arena. Ms. Kramer then discussed the City's social media accounts and noted that followers of those accounts had increased by 8% in 2022 while followers of the police department's Facebook page had increased by 15%. She reported that the City had launched the Ready311 app to better accommodate users who wished to report an issue on a mobile device. She displayed a pie graph of the most reported concerns and noted that top concerns included property maintenance and tree issues. She also mentioned that the number of tickets had increased by 23% over 2021. Vice Chair Wills wondered how quickly customers could expect to receive a response. Ms. Kramer stated that staff typically responded within 48 hours and often within the same day. Ms. Kramer then reported on projects currently in the works. They included: • Website improvements: Ms. Kramer felt that some aspects of the current website were not user-friendly and stated that she was currently working on a request for proposal to search for a new provider. • Digital Signage: Ms. Kramer stated that the goal would be to operate all digital signage utilizing the same software. • Proactive communication planning and change management. • Diversity, equity, and inclusion work. • FAA Unmanned Aerial Vehicle licensing. Chair Kulzer arrived at 7:25 p.m. Commissioner Neuburger inquired whether website improvements would improve the online registration experience for recreation programming. Ms. Kramer replied no and explained that the online registration site was an external program that linked to the City's website. Commissioner Kaufman wondered how residents were notified of situations. Ms. Kramer replied that residents could sign up for a free emergency notification system through the City's website. Residents would then be notified of various situations via phone, text, or email. She added that Hennepin County also offered a county -wide notification system. Commissioner Kaufman referred to the history of New Hope and wondered if the website could include the history of indigenous people who had originally resided in the area. Commissioner Wills expressed his appreciation for the advertising of the Snowman Contest and Citywide Garage Sale. The commissioners thanked Ms. Kramer for her presentation. She excused New Hope Citizen Advisory Commission April 11, 2023 Page 2 herself from the meeting at 7:29 p.m. SNOWMAN/SNOW Ms. Rader reported that 15 entries had been received. She thanked the SCULPTURE CONTEST commissioners for voting and noted that first place had been awarded to "T- UPDATE Rex", second place had been awarded to "Freezy", and third place had been awarded to "Happy Snail". She stated that Chair Kulzer would assist with the presentation of awards at the council meeting on April 24. The commissioners were encouraged to attend. DISCUSS 42ND AVENUE It was decided that Liberty Park cleanup would take place on May 9 beginning PLANTERS at 6 p.m. Ms. Rader noted that mulch could be added around the sign and new trees that evening as well. Ms. Rader stated that the goal for planting flowers in the 42nd Avenue planters would be the week of May 22. The commissioners opted to maintain the same planter locations they had selected in 2022. Flowers would be available for pickup at New Hope City Hall on Monday, May 22 between 5 p.m. and 6:30 p.m. BRAINSTORMING - IDEAS Commissioner Kaufman commented on the large amount of litter along streets TO BRING ATTENTION TO like Winnetka Avenue and Bass Lake Road. She wondered whether the City NEW HOPE could coordinate with the New Hope schools to offer a citywide cleanup day in April 2024. Commissioner Herman suggested meeting with Cooper High School students in November or December 2023 to discuss this idea. Commissioner Riley wondered whether there was a specific week each year when street sweeping occurred. Ms. Rader was unsure of the timeline but noted that street sweeping occurred annually in the spring and fall. She thought that Winnetka Avenue might be swept by Hennepin County, rather than the City. PARKS AND RECREATION Ms. Rader reported that lighting retrofit projects at Meadow Lake Elementary PROJECT UPDATES pickleball courts and Lighted baseball field were mostly complete. She also stated that the conversion of the three pickleball courts at Meadow Lake Elementary to eight pickleball courts had been approved as well as the reconstruction of the basketball court at Liberty Park. She added that Landscape Structures would begin the removal of the Liberty Park play equipment the following week. She reminded the commissioners that some components would be refurbished. Commissioner Wills questioned whether the neighborhood had been notified that the project would be starting. Ms. Rader did not think so but stated that she would follow up. Ms. Rader reported that Recreation Coordinator Aaron Thelen had received a New Hope Citizen Advisory Commission April 11, 2023 Page 3 grant from Hennepin County for the purchase of additional trail signs within the parks as well as a display board at Liberty Park. She added that bid opening for Lighted Baseball Field improvements would take place later this week with an anticipated start date of mid to late -August. Ms. Rader stated that the south rink floor improvements at the ice arena had begun in mid -March and noted that the project was currently ahead of schedule. She added that other planned improvements had included interior painting, cleaning, replacing restroom sinks, replacing the scoreboard in the south rink, adding a scoreboard and clock along the north wall of the south rink, and possibly replacing skate tile. OTHER BUSINESS Ms. Rader reported that eight residents had registered for the garage sale thus far. The commissioners agreed to place signage in some of the parks a few days prior to garage sale weekend. Ms. Rader stated that the city council had selected six finalists for the city manager position the previous evening and noted that bios would soon be published on the City's website. She added that the city council would conduct interviews with the finalists on May 2 and potentially select that day. Ms. Rader reviewed the following calendar items: • The Step -To -It Challenge begins May 1 and runs through May 28. • Shingle Creek Watershed cleanup would take place on May 3 at 5 p.m. at Meadow Lake Park. • The Bike Rodeo would take place in the city hall parking lot on the evening of May 4. • Golf Course Plant Sale on May 13 from 8 a.m. to 1 p.m. • Music in the Park at the New Hope Performance Center the evenings of May 31 and June 7. • Aquatic Park would be open the weekend of June 3 and 4, and again from June 8 to August 20. • Food Truck Fridays would begin on June 9 in the city hall parking lot. • Young Mudder event would take place the morning of June 10. • Highway 169 would be closed this weekend between Interstates 394 and 694 for removal of the Rockford Road bridge. ADJOURNMENT Commissioner Neuburger made a motion to adjourn the regular meeting of the Citizen Advisory Commission. Commissioner Herman seconded the motion. All present voted in favor. Motion carried. The meeting adjourned at 8 p.m. Respectfully submitted, Penny Spitzer Recording Secretary New Hope Citizen Advisory Commission April 11, 2023 Page 4 CAC AGENDA ITEMS FOR 2023 AS OF 6/1/23 The following is a tentative listing of major agenda items that have either been assigned to the CAC, a CAC member has asked that the item be discussed, or city staff has asked that the item be discussed by the CAC. June 13 — Ice Arena Operations Discussion w/Mark Severson, Recreation Facilities Manager & Tour (Meet at ice arena) July 11— Hennepin Recycling Group (HRG) Update with Tim Pratt, Manager August 8 — PW Project Update w/Bernie Weber, Director and Nick Macklem, Stormwater Specialist/Project Coordinator September 12 — ? Commissioner Bus Tour September 18 — Annual Dialogue with City Council October 10 — November 14 — Budget Discussion December 12 — *Note: A meeting may be cancelled if there are no agenda items. On -going • Continue to sponsor Snowman Contest, City-wide Garage Sale • Ideas to bring attention to New Hope • Promotion of existing City programs: In Focus, RAVE, Outstanding Business • Volunteering at P&R/City events • Adopt a Park (2x/year) Updates • Park/Facility Projects Possible Future Topics • Police Department — Joint Community Police Partnership; violent crime; violence in schools; hate speech • P&R Update • THC Ordinance update/discussion (late summer/fall?) CD? • Tobacco licenses • Fire Department update