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050807 PK AgPi CITY OF SHOREWOOD 25800 STATE HIGHWAY 7 PARK COMMISSION MEETING FREEMAN PARK EDDY STATION TUESDAY, MAY 8, 2007 APPROXIMATELY 7:30 P.M. OR • IMMEDIATELY FOLLOWING PARK TOURS AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Davis Young Moonen Hensley Norman Trent Alegi B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of April 10, 2007— (Att - #2A) 3. REPORTS • A. Report on City Council Meeting B. Update on Arctic Fever Meeting of April 17 4. DISCUSS PARK TOURS 5. DETERMINE LIAISON FOR MAY 14 CITY COUNCIL MEETING 6. ADJOURN 4 • CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, APRIL 10, 2007 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING A. Roll Call Present: Chair Davis; Commissioner Young, Hensley, Norman, Trent, and Alegi; Public Works Director Brown; Park Secretary Grout; and Ctt ?ebuncil liaison Woodruff J '1 � Absent: Commissioner Moonen AiP 9q ,xz igli B. Review Agenda x, Item 3 D, New Business; Item 413, Adopt A Garde`n ate; and tem 4C, Kathe Wh;�tie�Request, were added to the Agenda. . zf , Young moved, Norman seconded approving the Agenda '9jamended. Motion passed 6/0. 2. APPROVAL OF MINUTES • A. Park Commission Work 9 ssion a inF Minu es of March 6, 2007 Chair Davis made a s ell' 6 ion on Pa a curb'. tern is 2 ara h three changing ` P g P P ! cub to Norman moved, Trent s dedroving the { Minutes of the March 6, 2007, Work Session as revise,. motion ��I €Q3 ztt�a w`�a 9 }ri�f�� Park issio Minutes of March 13, 2007 nT 0, 11 l I I P Trent med� seconed, approving the Minutes of the March 13, 207, Park Commission "feting as pr tinted. Motion passed 6/0. 3. REPORigd, A. Report om ty Council Meeting Brown reported on points of interest from the City Council meeting, including, the spring clean up contract award requiring items to be dropped at public works as opposed to curbside pick -up. In addition, the Council discussed a CUP for placing the Fire Rescue Power Boat and trucks to be placed at the end of Timber Lane to improve response times. The City authorized the purchase of new financial software to meet the needs of the City and community. • Trent asked if any landscaping would need to be done to allow for the presence of these vehicles and boat. Woodruff indicated that he had asked staff at a previous meeting to determine whether there was room to accommodate emergency vehicles along Timber Lane. Planning Director Nielsen reported that there was sufficient room to accommodate the larger response truck on the chained jP PARK COMMISSION AGENDA TUESDAY, APRIL. 10, 2007 PAGE 2 OF 8 hard pack driveway surface, as well as allow room for a second smaller vehicle to pull off to the • side of the road if need be. Based on this determination, Woodruff stated that there were minimal changes proposed for the area, which could include trimming or adding a few steps to the shoreline. B. Update on Arctic Fever Meeting of March 20 — (Chair Sue Davis) Chair Davis reported that Arctic Fever committee had met for their first time this year to recap the event from January, as well as, begin preliminary planning for the 2008 event. She invited interested Commissioners to join their meetings scheduled for the third Tuesday of each month at 6pm, City Hall. C. Update on Music in the Park lt�l Park Secretary Grout stated that Famous Dave's had committed tp>'cipating in the event slated for July 13, 2007, with Big Walter. She added that MGR has ala i1�Cpressed interest in running a t - ball program at Freeman during the weekdays, d that 3 Laif'Ns proposed two camps for the summer months at the Skate Park. Tl ��118 Brown commented that no matter which truck Fartidu T ave s brtngs to the event`1 PWill be a huge draw. He noted that now the City and Commissioli b n t� focus in on the marketing aspect of the music series. a , . t�i 'it f dz C Trent asked who would run the MCE actiy(tlus this summer. 1 ! F�1� f. ((f y • Chair Davis responded by pointing out that I CE vVb t,ect� b running ffie programs in Shorewood parks, including scheduling, registration, and e cgIo d that this program has been very successful in of t? �C and that MCP s excited 20jt�dicated ou the proposed partnership. Young encouraged,tIM missio nd staff to co �ide�r directing some of the activity towards Manor Park, as Freeman s sql 1t .to be the fo84s nd Manor is a more centrally located facility. 1 ffi 1 4xll�iiil`s" ,g C 31 4 ,1 Brown nowledget is un� Hate that this always appears to be the case due to Freem vast amenities`. ' 1 ithotommission felt justified in waiving the usual reservati6 s for the MC' ograrrjs Chair Davis felf4he City waspjl stiffed in waiving the fees but could have a conversation with the MCE representati elt.9 discu�,s as well as, various facilities. Chair Davis added that ' t`he Three Rivers Park District had done'a nice job installing the signs along the trail area, which are beautiful signs. She asked about vandalism concerns. Brown pointed out that the signs were placed high to discourage vandalism and are supposed to be `vandal' proof. 4. PRESENTATION ON GIRLS SOFTBALL FIELDS — JEFF BAILEY • a Jeff Bailey, President of the MGSA, and Jon Guy, President of the Minnetonka Diamond Club gave a brief presentation to the Commission with regard to the proposed Softball Fields at the Minnetonka High School. PARK COMMISSION AGENDA TUESDAY, APRIL 10, 2007 PAGE 3 OF 8 is Young interjected by asking specifically what they wished to gain by speaking to the Commission. Bailey stated that, while the project is a private effort to raise $1.1 million, representatives are going to various resources to raise both public and private funds for the construction of the girl's facilities. He noted that the City of Minnetonka had earmarked $95,000 in their 2008 CIP for the fundraising effort. Young asked what sort of funding they hoped to receive from the City of Shorewood and why they approached the Park Commission as opposed to going directly to the City Council. Bailey stated that, while it was not for him to say what was appropria te ; °the organization is comprised of 600 girls in the area, approximately 35% of which ha4l from Minnetonka and 15% from Shorewood. {bq 4 Bailey stated that MGSA and the Diamond Club would 46, proceed td City Council with a recommendation from the Park Commission. Bailey suit -. an ed their propo��a ,by explaining that the project includes a 4 field complex south anli0west of the current basebtelds donated by the high school specifically for girl's softball.,I 611 anted ou t lat they will be 4c(ding two higher quality fields to those that currently exist with s �rity fd' 6 § ing. Three of the�fields will be intended as girls only softball fields, with the third able to �agrlap as a soccer field in the fall. Bailey maintained that girls softball whi� includes varsity, j6h4 varsity, sophomore ball, fast pitch and slow pitch ball have never had) . V � lds of their owl d have always been at the mercy of boys sports, or sharing fields w►thl� t rig a izations, for `_, girls teams to play all over the place rather than have a home hostt of�l0111� g►vmg home' to girls softball the sport can continue to attract numbers._;�1i Bailey stated that this lvately ipded operation Just one of many in recent years, is an expensive project hlCVry lmittedl ' s harder to raise f9jids for than the boy's sports. He indicated that the group hi0d to r eJ160,000 in �0s11 by April 20 in order for the school district to start l l ect�constt $n i� � 4 for the remaining funds. He acknowledged that MGS Tt and be CM will 6 to fundraise to pay for this project for r many y til S to come and`1 3 $ e that t 10 neighboring cities which make up the school district will' adership to sups this pr r t'as many of their residents will benefit from this endeavor ll ►1 �i� Hensley asked`l many feel�S in Shorewood are suitable for girl's softball. l , g � y x yp g { i Bailey stated that the +gl0,� at 4 locations throughout the district, three fields of which are located at Freeman Par: Jon Guy interjected that the Diamond Sport Club does not have actual players but is a nonprofit `booster' type organization representing 2500 players throughout the district helping to support and build facilities for these organizations. Alegi asked whether the facilities would be available to other players or for pick -up games as • opposed to strictly private fields. Bailey stated that the issue of being strictly private would be up to Diamond Club's scheduling process, as MGSA would be the primary tenant leasing the space for a fee from Diamond Club. PARK COMMISSION AGENDA TUESDAY, APRIL 10, 2007 PAGE 4 OF 8 Guy pointed out that as in Freeman, when it was opened up to girl's softball a handful of years ago, the numbers grew. This is the scenario Diamond Club would expect of this facility, if the fields were available `they will come'. Young asked whether the facilities would be available to the high school during the day. Bailey stated that the fields would be available to the school distinct by day and Diamond by night. Trent asked for an idea of where the funding has come from thus far. Above the fund designated by Minnetonka in their 2008 CIP, Bailey stated that Bennett family park has committed to $50,000; NFL Alumni association another $10� btFMGSA $10,000; and many other individual commitments.$ i nH stF$� }. Nonnan asked if they were hoping for a one time donation or ata ongoin +commitment from the cit Bailey stated that any donation now or later would Ooippreciated. He mention".11Pd at the school district would be issuing bonds down the road onr�it ,Clown payment has been iiihd0 - .'� Woodruff asked what the user fees for MGSA would be. 11 1RUH Bailey stated that MGSA would be Young stated that this sounded like a large f organizations cannot make or meet their end Bailey stated that the 1 fall u k��A } Young stated that he had :r blermlvY thi facility is built,j fundrais II'kel theni=i Ifall back of $10,000"' r ear to Diamond Sports. Sfgt and a d what would happen if the �'rgat�la�i I g pon N. school districts shoulders. s piece he proposal. He questioned how, once the P, hpiiasm from shrinking with regard to ongoing ffie district commitment. He cited the Eddy Station oxample as to h4 *`this default situation can occur. �Is�f fi( 17 7 :�, Guy Po l l ut that if a defai It occurred it would fall upon the capital improvement service portion of th ; bhool district budget and not upon the education piece. In addition, he acknowledged tthe debt serice might impact the bond rating of the district, but noted that the individual and cor$ *Wte sp,?, orships will grow as well. Alegi asked who uses the boys Veterans fields outside the baseball organizations. Guy stated that the field is largely used by youths in Minnetonka and is not available for outside users much. Chair Davis asked what other communities they would be approaching or make up the 10 surrounding users. Bailey stated that they hope to visit Chanhassen next, followed by Tonka Bay, Deephaven, Wayzata, and Excelsior. He noted his disappointment in Chanhassen's reception thus far. 0 :7 • A. Norman asked for clarification whether public use would be allowed for pick -up games. PARK COMMISSION AGENDA TUESDAY, APRIL 10, 2007 PAGE 5 OF 8 • Bailey stated that scheduling would occur through Diamond Sports, similar to how the city uses CRR to schedule its facilities for organized users. Noting the limited timeline, Trent asked what will happen if they do not meet their goal by the 20' Bailey stated that they will need to explore their options at that time. He acknowledged that he would be disappointed in the value and support shown the girls sports if this is the case. The Commission thanked Bailey and Guy for their presentation and the representatives left the meeting. 'h Hensley questioned whether the Commission could even commit to givrhgto this project and whether it has any additional discretionary funds. z" Brown stated that, while the Commission has no say so over r#s day tole budget, it does have its CIP fund that contains a balance of approximately $30 his beireg said , Brown pointed out that the Commission has identified many long term its its scoping dopuments that were recently reviewed and included several dramatic ex ditures, ; including Badge�r�,�tghting current( out for bid and budgeted for about $95,000, the 16l1g -term goals in ° r I'd he cautioned the Commission of imminent shortfalls over tom, ong i Young asked whether the Commission could recommend suppprting the project without funding • it from the parks. Brown stated that the Commission could rec e st tlie' t ,ouncil ftfrid from the General fund. Hensley stated that as he h� the present8°tTiin he jotte the pros and cons as follows; in support, he agreed prom ;Land supporlitlg girl's athletics as a wider community, but acknowledged that tW tis far ou ighed the prd$ for the City. As a City the size of 11 Shorewood, Hensley beliE theylAenerouslyplied fairly exclusive use of fields for girl's softball. jq, dition, li�d� cable using public funds to support a virtually private use f, 'e did4i� the W o be the right resource for this fundraising effort overall. rially, Hense anted oi41tl at while they wish to increase their numbers and capacity, the L T horewood's a'l1', woui, 06t change. Although theility would ptsvide a need for the school, Norman found it difficult to Support a borderline priva1 €acility wit( public funds, especially in light of the fact that as Commissioners, they are charged vii z oversee ng the public domain. Trent stated that, although the feel of exclusivity exists, he felt that as a member of the overall community, Shorewood would benefit and should consider being a part of the fundraising effort even if nominally. Alegi stated that he had two issues with the proposal, first, the exclusivity issue raised by using public financing of a private facility, and second, their lack of a good long term financing or fundraising plan. He felt leaving $800,000 as the remaining balance with somewhat of a flimsy • plan for the future or a good grip of how the remaining balance will be paid concerned him. Woodruff stated that, as a City Council member, he would question what other projects within the community might be compromised by offering to support this endeavor. He questioned whether, if the Commission felt they had additional or excess money to spend, if this would be PARK COMMISSION AGENDA TUESDAY, APRIL 10, 2007 PAGE 6 OF 8 where they would spend it. He was surprised that the Minnetonka school board was on track with . this should the funding fail to cover the bonding. Chair Davis stated that Guy is a successful fundraiser and that she, personally, had no problem going to their fundraising breakfast as a citizen and writing a personal check to the association for this private funding project. Hensley stated that he would support the Commission if they felt they should make a minimal donation, but with other issues facing the City where this money would be better spent than throwing $500 at the Diamond sports fundraiser, he would prefer that route. Norman asked if the City has done something similar in the past. Brown stated that the Commission's charge is with handling the p 1a is purpose, and if the proposed exclusivity of these fields offsets that public purpose inli �, ds they would be warranted in denying the request. ll Hensley moved, Alegi seconded, to deny the request N SA and the ; ' and Sports Club to fund softball fields outside the City of Sltctewood. Motion passed�)If Trent dissenting. I � 7 li W1 d# 11� jIY 9y Fe ;, B. ADOPT -A- GARDEN . , Brown explained that the Adopt a Garden t m was initiate lean effort to beautify Shorewood Parks and signage. In recent ye "'s ben of thoselIens has increased and the • r ' ,,ta, tl costs of filling and maintaining these gardenshas alb Iih ppased, thereby causing many volunteers to spend not only additional time bi x oftehi tii - n6s Leif own money to care for these gardens. In an effort to allg0a is burden, sta 'made a request to increase the stipend from $50 to $100 for the gar, ins in the at the last Council meeting. Woodruff thanked Brown€ r the 'nmary and porn ed out that he had questioned the additional expenditure dui g.the Coin g iy� that time had learned more about the p and urged t H discu Ti his evenIil 'i a encouraged the Commission to discuss whethe F 91s additional r nditur �' as appropriate, whether even additional funds were warra�S� land who contr 1 ¢ the prtt� and funds. Chair Davi's, n nteered to N�k on a sub committee with the volunteer gardeners to evaluate the work they do. h ppknowled��d that while the stipend was appropriate for many of the gardens, newer larger ones su as tl p'ffreeman Plaza garden may require more attention. Brown pointed out thatbften water becomes an issue, whereas a hose is available at the City Hall and a spigot at Manor l?ark's Shirley Rice garden, in other locations, such as Freeman, this is not feasible. With 7 -8 gardens in the program, Young encouraged Davis to call the volunteers together to look at maintenance options. Hensley suggested the gardeners keep a log throughout the year as a way of tracking the time and • money they use during the year to care for their gardens. D. CATHY WHITE REQUEST PARK COMMISSION AGENDA TUESDAY, APRIL 10, 2007 PAGE 7 OF 8 Brown informed the Commission that he had received an email request from past Planning Commissioner and Master Gardener Cathy White this afternoon to allow her to make a video with children at Freeman Park demonstrating tree planting. According to her request, they would disturb a piece of ground plant the tree, remove the tree, and fill the hole. As this served no real public purpose, Brown indicated that this seemed to be an odd request to use public land for this video when this could be done in her own yard and recommended denial of the request for use public land for a private use in this matter. Trent moved, Davis seconded, denying the request to use Freeman Park to plant and remove a tree for videotape purposes. Motion passed 6/0. Hensley indicated that he would be happy to provide them a space to videotape and plant a tree on his property, provided they leave it where it is planted.' 5. VOLUNTEER TO SERVE ON AN AD -HOC COMMIT TO REVIEW HISTORIC ARCHITECTUALLY SIGNIFICANTQ]2Y STRUCTURES A CCESS , ., Hensley volunteered to serve on the Committee which 4` expected to meet iohghly twice a year, with the first meeting slated for May 15. y 1p Chair Davis moved, Trent seconded, nominating Cd ` iss>?ilensley to serve as Park Commission representative to the ad -hoc Historical A''ectural committee. Motion passed 6/0. It, 1 11`j, t #Fi 112 y '�k� } 6. SUMMER PROGRAMS WITH I NKA COI ITY ED 1119 , . Grout stated that Meg Low, of MCE, was puttl g t �& `d,l ul rr er brochure to debut in May featurin ro ams in Sh" g p gr ? * he indicate )t at MCE wag looking forward to handling the registration process an�d�Iee coi t4 n, as well as; executing programs in the parks at this end of the school district, Ig end o ession pizza prtyand field days. 6. ft tx {. A perfect fit for the�Commig s i rdor pr gram "initiative, Norman recommended staff encourag e �l�ft 0,fil §der ushi Manor Parkas one of their destinations. g Brov, �stioned what they" wn side #itliis opportunity might be; seeing as how MCE will do n� ` ' all of the` dination, he sa�u little dp nside for the city and huge upside potential as a way to achieve one W e Commissio g big goals this year. He noted that MCE possess' a certificate of insurance and Ad } need to can up after their use as the only details of concern. , Hensley moved, No #�conded, approving the summer recreation program proposed by MCE at Freeman pa, ; subject to MCE signing the appropriate documents and the waiving of reservation fees by the city. Motion passed 6/0. 7. RECOMMEND 3 LAIR SKATE PARK CAMP PROGRAMS Norman pointed out that, although 3 Lair had proposed two camps this summer, he suggested the Commission stick to one camp this year as a way of gauging interest and `getting our feet wet'. Trent pointed out that, as liaison to City Council last month, it seemed to him that the proposition had been warmly embraced by most members of the Council. PARK COMMISSION AGENDA TUESDAY, APRIL 10, 2007 PAGE 8 OF 8 Norman moved, Trent seconded, that the Commission reserve the week of July 23 -27 for a P Lair Skate Park Camp program, while respectfully declining the 2 "" week option at this time, subject to both parties signing the appropriate documents. Motion passed 6/0. 8. DETERMINE DATES FOR PARK TOURS The dates of May 8` and June 12 "' were reserved for Park Tours. A tour of Badger Park was moved to May 8 "' with a subsequent meeting following the tour at Freeman Park. The tour of other park equipment, unique features, and uses were added to the June 12 "' date. 9. DETERMINE LIAISON FOR APRIL 23 CITY COUNCIL MEETING Chair Davis volunteered as liaison for 4/23/07. l l; # + GIs Chair Davis referenced an email received by the Babcock's wi jl g ,to the installation of a park bench at Manor Park. i <` Brown stated that he would defer to the park donation Pdicy`dnd report baAJ -n addition, he noted that Secretary Grout had tried unsuccessfully Qb several occasions attemp4ed to contact them 1 -2 more times before simply putting the re �b titi kpt� on an upcoming City Co'� it agenda and sending them the recognition plaque. 10. ADJOURN `� d 4 y ( I s Hensley moved, Young seconded, ad one n �,1 r ,dark Commi 'Meeting of April 10, 2007, at 9:07 p.m. Motion passed 6/0. ` 's. �R;M114 fi RESPECTFULLY SUBO 1, w � 11; % 3 # Kristi Anderson Recorder � J 4 h % � iii 9E4 &4 I ddd fir %E, � 1 a Jr` " if �t sf3, 2; 91�� .n fV . w