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Thursday, October 06, 2005

Call To Order:

Chairperson Rita Moore called the meeting to order at 7:35 pm in the City Council Chambers of City Hall.


Roll Call:

Rita Moore, Chairperson, Diane Kinman, Vice Chairperson, Bruce Bassett, Don Cohen, Jim Owens, and Marguerite Sutherland were present.  Sven Goldmanis was absent.



Pete Mayer, Director of Parks and Recreation

Katie Knight, Assistant City Attorney

Stephanie Cangie, Admin. Assistant



Motion by Trustee Sutherland, seconded by Trustee Kinman to approve the revised minutes of the August 4, 2005 meeting.  Unanimously approved.



There were no public appearances. 


Old Business


Using a Power Point presentation, Director Mayer, presented a summary of the history of what the Board has done to date to address property encroachments,  what the proposed process is to address these encroachments, and what the next steps are to accomplish the process. Screen shots of this summary are attached to these minutes as Attachment A.


Draft documents were distributed to the board:  1. Draft Encroachment Agreement Application and 2.  Draft Encroachment License Agreement.  The draft forms have been reviewed by the City Attorney’s Office.


The Board discussed the details of each agreement and the process.  Some of the highlights were: 


The application fee of $340 per year would be non-refundable and not prorated.  


Katie confirmed that the Trust has the title to the property, but the City has the enforcement authority.  The parties are the trust board, the city, and the property owner.  


Both the encroachment and restoration activities are included in the amount of the term.


Exhibit C includes maintenance of the improvements.  The property owner bears the responsibility of watering and taking care of the restoration.  Exhibit C allows the Trust to address each scenario case by case.


The agreement will be changed to show the term in the first part of the document, above Section A.


Remove the words “reasonably prudent” in paragraph above #3; remove the words “original condition.”


Katie will look into the City’s insurance and ask about an indemnification clause.


Katie will review the City’s planning code and re-write the agreement, referencing the code.


Next steps are:


·         Staff will make changes to the documents as recommended by the Trust Board.


·         Pete will brief the Council’s Parks and Recreation subcommittee at its meeting on 10/14/05.


·         A draft copy of the revised documents will be e-mailed to Trust Board members.


·         Staff will publish a Public Hearing notice and make the draft documents available to the public.


·         The next Trust Board meeting of November 3, 2005, will include a public hearing on these documents.


·         A cover letter and the draft documents will be mailed to those property owners within 300’ of Pioneer Park.


Quadrant Monitoring

Assignments for period October 6-November 3, 2005, with reporting at the November 3, 2005 meeting.

SE – Jim

NE – Bruce

NW – Rita


Pursuant to the report at the last meeting that horses have been using the Ravine trail in the NE quadrant, Marguerite called Gail Magnuson, former Trust Board member.  Gail volunteered to put signs up at Saddle Club reminding horse riders that this quadrant is not to be used for horseback riding.


Annual Report

Jim will resend the Annual Report to Chairman Moore. It will be reviewed at the November 3, 2005 meeting.


New Business


The Board will work on a way to recognize those who have volunteered in Pioneer Park.  It was suggested to have them attend one of the Board’s regular meetings and invite the Mercer Island Reporter to report on the accomplishments.



The Trust Board accepted Katie Knight’s offer of an hour of training before one of its regularly scheduled meetings to review Robert’s Rules of Order.  She will advise the Board of when the facilitator is available.


Adjournment: 8:50 pm


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