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021208 PK WS AgPCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION WORK SESSION SHOREWOOD CITY HALL TUESDAY, FEBRUARY 12, 2008 IMMEDIATELY FOLLOWING REGULAR MEETING AGENDA 1. CONVENE PARK COMMISSION WORK SESSION MEETING A. Roll Call Davis Young Hensley Norman Trent Quinlan B. Review Agenda 2. PARK PRIORITIES FOR 2008 — (Att. - #2) 3. REVIEW NUMBER OF MEMBERS FOR PARK COMMISSION — (Att. - #3) 4. DISCUSS STATUS OF TENNIS COURTS — (Aft.- #4) 5. ADJOURN C7 • crry of SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236 FAX (952) 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mn.us UI a I�.7_I�i�il��l TO: Park Commission FROM: Larry Brown, Director of Public Works DATE: February 7, 2008 RE: 2008 Park Commission Priorities Attachment 1 is a memorandum dated March 1, 2007, to the Park Commission that outlines the priorities for year 2007. It is that time of year again, where the Park Commission is to consider what the intended priorities • are to be for the Commission in 2008. Sue Davis, Twila Grout, and I met previously to review items from last year and discuss a preliminary list to be considered for 2008. It was thought that providing a preliminary listing of those ideas that had been expressed previously would add some framework for the discussion. A list of potential goals in our discussions is as follows: Master Plan Badger Park: The Park Commission has had previous discussion regarding the desire to publish a request for proposals (RFP) for updating the master plan for both Badger Field and Silverwood Park. This was initiated by receipt of several resident comments by the Park Commission that several of the parks appeared very dated and needed rehabilitation. Silverwood Park was the primary topic. Badger Park entered the discussions later. At the time of the discussion, the Park Commission expressed the desire to review the entire city grounds in and adjacent to Badger Park as one campus plan. This type of planning was, and is, very dependent upon what happens with City Hall. As the Commission is aware, the City Council is making progress on consideration of the rehabilitation of City Hall, at this time. Once the footprint of the City Hall building is agreed upon, Staff will move forward with issuing an RFP for the services discussed. Master Plan Silverwood Park: As mentioned above, this item (for economy of scale) will be performed at the same time with the Badger Field Master planning. • , J PRINTED ON RECYCLED PAPER -� Park Commission Park Priorities February 8, 2008 . Page 2 of 2 Park Commission Appointments: This item is to consider the number of Park Commissioners to serve on the Commission. This item is scheduled as a separate item further down on the work session agenda for this Tuesday night. Tennis Court needs: The City has tennis courts at Badger, Manor and Cathcart Parks. All of the courts have deteriorated and are in need of major repairs or reconstruction. A plan to determine the need for the number of courts and a financial plan as to funding reconstruction is to be completed. City of Chanhassen Participation Regarding Cathcart Park: Cathcart Park is owned by the City of Shorewood. This is somewhat unique in that the parcel is actually located within the City of Chanhassen. The ownership of the park was negotiated years ago, since State Highway 7 tends to be the "perceived" boundary between the City of Chanhassen and Shorewood. Staff will commence with discussions to encourage participation by the City of Chanhassen for costs associated with reconstruction of the tennis courts (if deemed appropriate) and other infrastructure. This may become even more viable if the once proposed Chanhassen development along West 62 ever occurs. Pedestrian Crossings: This is a new item to the list that has been suggested for consideration. • There are several areas within the City that are perceived to be crossing hazards for pedestrians for the shoulder areas or trails that are currently in place. Should the Park Commission identify and examine improvements to such areas? Manor Park Warming House: The structure at Manor Park needs some updating, both functionally and aesthetically. The City also receives an occasional request for the addition of restrooms onto this structure. The Park Commission may want to examine the feasibility of such an improvement. Badger and Cathcart Hockey Rink Lighting: The Park Commission had previously examined including a new hockey rink lighting system at Badger Park, with the recent football field updates. At that time, it was decided that funds were not available to replace either the Badger Hockey Rink lights or the Cathcart Hockey Rink lights. While that analysis is still valid, safety improvements to insure the integrity of light and pole mounts will have to be undertaken in 2008, if systems are not replaced. Funding for the Capital Improvement Program: Any capital expenses for improvements to the Parks are funded from the Park Capital Improvement Fund (CIP). This fund is generated from transfers from the general fiend, Park dedications fees, and charitable donations to the parks. Bonnie Burton, Finance Director, reports that the Park CIP fund balance at the end of 2007 is • approximately $281,000. The Park Fund received approximately $41,600 in revenue (Park dedication fees, transfers, interest income, and donations). Approximately $80,400, was spent primarily the Badger Field lighting project. 0 • CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 4743236 FAX (952) 474 -0128 • wwwxl.shorewood.mn.us - cityhallfci.shorewood.mmus Celebrating 50 Years • 1956 - 2006 MEMORANDUM TO: Park Commission Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: March ,1, 2007 RE: Park Priorities and Expenditures Background• The Park Commission has requested that Staff review the overall park infrastructure and compile a best, estimate as to what expenditures may be expected over an extended period of time. This bookmark, serves two purposes. One, to try to plan long term expenditures and finances for the larger projects. Secondly, to take the opportunity to review the overall system, to determine if there are other, projects outside of what has been identified that should be considered to best serve the community, The list of projects that have been compiled represents a number of concepts. First, this list is to be a fluid document, and is not cast in stone. While items of. maintenance are somewhat predictable,: other items.for infrastructure replacement are all subject to wear and tear, amount of use, vandalism and other - factors that are out of our control. Thus, it is the best prediction that staff can arrive at. Secondly, as always, all of these items are subject to funding availability. Improvements and maintenance of the park system are funded from the Park Capital Improvement Program (Park CIP). Paying for daily operations of labor of Public Works Personnel and minor maintenance items, are funded from a separate fund, known as the Operating Budget. Again, improvements are to be funded from the Parks CIP. At the end of the year 2006, the Park Capital Improvement Program had a fund balance (unaudited to date) of approximately $300,000. In addition, the City traditionally transferred $10,000 each year from the General Fund to the Park CIP. Attachment 1 is a summary of the General Fund Revenue and Expenditure Summary. • C IO PRINTED ON RECYCLED PAPER Attachment 41 Park Commission Park Priorities and Expenditures March 1, 2007 Page 2 of 5 Park Priorities Attachment 2 is a spreadsheet printout of projects identified, and concept costs. As always, the costs provided are subj ect to change, based on changes of scope (or these days) changes in fuel/production costs that seem to change faster than that stock market! As mentioned previously, there is nothing cast in stone regarding scheduling of these items. Projects can shift year to year, under the conditions that there are funds and approvals to support them. Thus, this is to be considered as a draft document. What follows is a very brief description for each project and the associated cost estimate. Projects BADGER PARK Replace Badger Field Football Liahtine Svstem Over the years, the City has received many complaints regarding the lighting at the Badger Football Field. While several projects have been completed to increase the reliability of the system, the system is beyond its service life. In fact, the lighting system that is present, was put together utilizing used and salvaged lights. Inspections and repairs indicate that the poles are weathered and cracked at the tops of the poles, and the mounts for the lights have deteriorated. The electrical system has had to have many repairs to keep the system operational. Having said that, the City still experiences issues of lights failing to function, even after they have been serviced. Certainly, costs for this type of project are dramatic. The estimated cost of replacement is $95,000. Project plans and specifications have been drafted and are currently being reviewed, prior to seeking bids. The Park Commission has previously approved the project. It is anticipated that this project will be constructed in 2007. • • Park Commission Park Priorities and Expenditures March 1, 2007 Page 3 of 5 Draintile and Reseed Badger Football Field The City has received numerous comments every year with regard to the conditions of the turf at Badger Football Field. 2006, being no exception, as documented in the end of year report from Community Rec Resources. Staff has proposed that tile lines be installed along the length of the football field, and areas reseeded. It this should be noted, that use of the field by the football league is expected to damage the center of the field, every year. This due to the intensity of the sport, and often times wet conditions. Having said that, tiling of the subsurface is expected to help the condition of the field overall. This project has been scheduled for the spring of 2007, and is estimated at $8,000. Reconstruct Badger Field Tennis Courts • The City has three sets of tennis courts. These are located at Badger, Manor and Cathcart arks. All g � p three sets of courts are in very rough shape. Contractors solicited to resurface the courts have indicated that all of the surfaces are to the stage where resurfacing in no longer an option. Badger Park appears to be the sets of courts that have the highest utilization. As such, Staff has proposed reconstruction of these courts in 2008, at an anticipated cost of $85,000 for the double court. Replace Badger Hockey Lighting System The Lighting systems for the hockey rinks are in similar condition to the football field lighting. Preliminary discussions with the Park Commission and City Council have resulted in a hold on reconstructing the hockey lighting system with the football system. Having stated that, controls and base systems for the football system will be designed to easily accommodate the hockey system at a future date with a minimized cost. It is noteworthy that since replacement of the system has been postponed, it is anticipated that there will be service or repair costs in keeping the system operational. This project has been scheduled in 2011, with anticipated costs of $35,000. U • Park Commission Park Priorities and Expenditures March 1, 2007 Page 4 of 5 CATHCART PARK Repave Existing Trail Between Parking Lot and Tot Lot There currently exists a 4 -foot wide trail between the Cathcart Park parking lot and the playground equipment located on the west end of the Cathcart Park. The trail is in a state of deterioration, and needs to be repaved. Cost for this are estimated at $2,450. Replace Existing Swing Set The existing swing set does not meet safety requirements and needs to be replaced. This has been tentatively scheduled for 2007 at a cost of $4,500. Replace Hockey Rink Lights Similar to the Badger lighting system, the lights at Cathcart Hockey Rink are in need of • replacement. Costs are estimated at $55,000. It is suggested that this occur in 2009. Resurface the Magic Square The multi- activity asphalt play surface known as the magic square will need to be overlaid and repainted in the ,near future. Costs are estimated at- $3,600 with Public Works staff placing the overlay. Reconstruct Tennis Courts This has been scheduled for 2010, with estimated costs of $52,500. FREEMAN PARK Re -seal Eddy Station Exterior The cedar trim on the exterior of Eddy Station needs to be re- sealed at three -year intervals. Materials for this contain a sealant, with an anti graffiti agent. Costs are estimated at $2,500, with Public Works Staff providing the labor. • • Park Commission Park Priorities and Expenditures March 1, 2007 Page 5 of 5 Remaining Items The remaining items are self explanatory, and focus on maintenance items. That, with the exception of the proposed pond treatment at Manor Park. This item considers chemical treatment of the large pond at Manor Park to treat the green filamentacious algae that has become an issue. Staff will present this list at Tuesday Park Commission Study Session. Again, it is important to ask the question; are there projects that should be deleted or added to this list? Recently, I have heard of suggestions from various individuals that included have included everything from a water park to an ice arena. Certainly projects of that magnitude are beyond the budget today. However, as with all of the projects, they are initialized as a "fuzzy dream" to "somehow" get funded at a later date. I encourage Commissioners to bear in mind the impacts of the Master Plan, and to review if the park infrastructure is meeting the goals of that plan and adequately serving the community. • • CITY OF SHORE W-OOD 5755 COUNTRY CLUB ROAD - SHOREWOOD, MINNESOTA 55331 -8927 - (952) 474 -3236 FAX (952) 474 -0128 - www.ci.shorewood.mn.us - cityhaI1 @ci.shorewo0d.mn.us wu mona Ili,lu i TO: Park Commission FROM: Larry Brown, Director of Public Works DATE: February 11, 2008 RE: Number of Park Commission Seats Over the past few years, it has not been uncommon to have seats open on the seven member Park Commission. Currently, there is an open chair for former Commissioner Alegi. In addition, Commissioner's positions Norman and Quinlan are up for renewal by the City Council, at this time. • The seat vacated by Mr. Paul Alegi, is for the term ending January 31, 2010. Positions considered for Commissioners Norman and Quinlan are to be for a three -year term beginning February 1, 2008, and ending January 31, 2011. It has been suggested that a five - member commission would be sufficient to fulfill the purpose of the Park Commission. This, as there seems to be a consistent amount of turnover on the Park Commission, with members not able to fulfill their entire term. Also, inconsistent attendance has been an issue which has impacted there being a quorum. Commissioners are to consider if it would be better to operate as a seven member or five member commission. It is suggested that if the Park Commission were to be down -sized to a five - member commission, this would be phased in as members' terms expire. Chapter 202 of the City Code does state that the Park Commission shall consist of up to seven members. It is hopeful that the Park Commission discusses and make a recommendation on the number of members at its February 12 meeting. In turn, the Council could consider this recommendation at its February 25, 2008, meeting, and postpone the Park Commission appointments currently under consideration until February 25. C] 1 it �® ,.® PRINTED ON RECYCLED PAPER m CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236 FAX (952) 474 -0128 • www.d.shorewood.mmus • cityhalIdId.shorewood.mmus MEMORANDUM TO: Park Commission FROM: Larry Brown, Director of Public Works DATE: February 7, 2008 RE: Status of Tennis Courts A subject that is no stranger to the Park Commission is the ongoing debate about what to do with the City's aging tennis courts. The City has tennis courts at Badger Park, Manor Park, and Cathcart Park. The Badger Park tennis courts are clearly utilized the most, with the courts at Manor and Cathcart parks being utilized occasionally. With limited funds available in the Capital Improvement Fund, there appears to be limited number of options: 1. Remove a court, or courts, that are not utilized the most and redirect any funds that would have been put into that court or courts to those that remain. 2. Continue to do minor repairs on the courts, with the risk of liability issues. 3. Seek additional funding to perform restoration of the courts. Staff will seek input from Commissioners on Tuesday evening if any other possibilities exist that should be considered. • ®m % PRINTED ON RECYCLED PAPER