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082200 PK AgPCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, AUGUST 22, 2004 7:30 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Puzak Youn Bix Arnst Berndt Themig Dallman B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of July 11, 2000 (Att.42A Draft Summary) • 3. MATTERS FROM THE FLOOR 4. REPORTS A. Report on City Council Meetings of July 24, August 7 and August 14, 2000 (Council member) B. Report on Land Conservation Environment Committee Activities — (Park Commissioner Berndt) C. Report on "No Parking" Signs at Freeman Park (City Engineer Brown) D. Skate Park (Att.44D) • Update on Fundraising Schedule and Progress - (Park Commissioners Amst and Puzak) • Update on Use of Church Parking Lot — (Park Commissioner Puzak) • Availability of City Water at Site -(City Engineer Brown) • Report on Status of Blacktop Surface Post- Highway 7 Construction (City Engineer Brown) E. Report on Responses to Smithtown Road West Letter Regarding Trail Process — (City Engineer Brown)(Att.44FF) 5. EDDY STATION A. Report on Construction Progress (City Engineer Brown) B. Discuss Sample Request For Proposal (RFP) and Recommend Changes and Schedule (Att.45B) PARK COMMISSION AGENDA TUESDAY, AUGUST 22, 2000 PAGE 2 OF 2 6. VINE HILL TRAIL A. Report on Construction Process (City Engineer Brown) B. Discussion and Decision on Ribbon Cutting Ceremony 7. RECYCLING IN THE PARKS A. Review New Recycling Information (Park Commissioner Berndt) B. Discussion and Decision on Implementing Recycling in Freeman Park 8. NEW BUSINESS Council Liaison: August. Young 9. ADJOURNMENT September: Arnst CITY OF SHOREWOOD SOUTHSHORE COMMUNITY CENTER PARK COMMISSION MEETING 5735 COUNTRY CLUB ROAD TUESDAY, JULY 11, 2000 7:30 P.M. • MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:37 P.M. R AFB' 1 A. Roll Call Present: Chair Amst, Commissioners Dallman, Puzak, Berndt, and Bix Later Arrivals: Vice -Chair Themig, City Engineer Larry Brown and Councilmember Scott Zerby B. Review Agenda Reports were postponed to be discussed after Item #8 in anticipation of City Engineer Larry Brown's arrival 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of June 13, 2000 (Att.42A Draft Summary) Change misprint of "at" to "as" on p.4, 4' paragraph last word. Correct misspelling of Commissioner • "Dolman" to "Dallman" on p.6, 7' paragraph. Bix moved, Dallman seconded to approve the Minutes as corrected. Motion passed 510. Council Liaison Scott Zerby arrived at 7:40PM. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS Discussed after Item #8, see page 3. 5. RECOMMENDATIONS FOR FUTURE TRAIL LINKS FROM NEW DEVELOPMENT Chair Arnst reviewed City Planner Nielsen's recommendation that a 6.0 ft. wide trail link with a 30 -foot outlot, to facilitate a new watermain connection between lots 3 & 4, be created as a part of Smithtown Woods preliminary plat. Arnst asked commissioners for their feedback on taking action to support this trail link. City Engineer Larry Brown arrived at 7:43PM. Vice -Chair Mark Themig arrived at 7:46 PM. le Discussion was favorable. Commissioners Dallman and Puzak felt the linkage was the right thing to do. Council Liaison Zerby pointed out that the developer wants the path as well. Commissioner Bix inquired what was not to like about the linkage. "A ✓1 PARK COMMISSION MINUTES JULY 11, 2000 - PAGE 2 of 5 Arnst asked what action needed to be taken by the Park Commission. Engineer Brown apprised the group of the pros and cons. Brown noted the city's goal has been to get a - watermain loop from Shorewood Ponds to Smithtown Road. After much negotiating with property owners off Eureka, this new development gives the City an alternative link to get utilities connected to Smithtown. The intent is to bring the watermain through lots 3 & 4 with a 30 -foot outlot. Brown noted the Council wants to consider a trail link through there to connect the cul -de -sac to the Light Rail Trail (LRT). Brown also noted that positive feedback indicates that a trail link would be an asset to the neighborhood. Since trails fall under the Park Commission jurisdiction, the Council felt it was important for the Commission to consider the fit. Councilmember Zerby added that this could be precedent setting and viewed these trail linkages as a possible addition to the City's future comprehensive plans. Dallman moved to establish a trail and outlot between lots 3 & 4 to connect the cul -de -sac to the LRT, Puzak seconded with additional discussion. Puzak suggested the City negotiate with the developer at the outset of the subdivision to capture additional trail easement, as well as the utility easement, since the developer is favorable to a trail link. Brown commented that the easiest time to add trails is while the housing is going in. If it is the Commissions desire to have a trail there, he suggests the Commission move ahead with plans to put the trail in immediately. Arnst inquired who would be responsible to pay for the trail. Brown indicated the Developer would be required to construct the trail as a part of this development. 0 Dallman moved to withdraw his earlier motion and revise it to embody the recommendation to Council that a 6 -foot wide trail be built to connect the cul -de -sac to the LRT at the expense of the Developer, with the outlot to be created between lots 3 & 4. The motion passed 6/0. 6. REVIEW AND APPROVE DRAFT LETTER TO SPORTS ORGANIZATION Vice Chair Themig voiced concern over where the sock user fee would go. Amst will clarify with Mayor Love whether the money will be used for capital or ongoing maintenance and park improvements. Discussion over specific wording of the draft ensued, with Puzak proposing the draft letter should mirror the language of the City Ordinance. The Commission agreed to change specific wording of the letter to include "fees shall be used solely for the development and maintenance of the parks... ";. and amend the Ordinance Section 1 to read, "organizations that make scheduled use of... "; and amend Section 2 to read "$5.00 per registered participant, per sport, per year ". Bix moved to approve the Ordinance as amended, Puzak seconded. Motion passed 6/0. 7. REVIEW REVENUES FROM CONCESSION STANDS A. Discuss Self- Managed vs. Request For Proposal (RFP) Options for 2001 Amst shared the research Park Secretary Twila Grout found regarding concessions. With limited information obtained mostly from Lake Ann concessions, the Commission discussed the role the city PARK COMMISSION MINUTES JULY 11, 2000 — PAGE 3 of 5 would take. Puzak identified three areas of concern: the food; labor to sell it; and the revenue from selling it. He went on to propose the city not get into the labor business, and instead recruit volunteers . who would take a percentage of the concession. Puzak also pointed out that the baseball organization has stepped up and shown interest in running this operation, but care should be given to open the opportunity up to all groups. He recommended pulling out the old RFP and using it as a reference. Dallman suggested a letter be drafted to all interested parties as an opportunity for entrepreneurship and/or opened up to RFP's with the potential to negotiate percentages. Based on Bennet Park information, Dallman saw the Lake Ann figures as low. Chair Arnst made an action plan to pull out the old RFP and proceed from there. B. Make Recommendation For 2001 8. FUTURE MEETING SCHEDULE FOR SEPTEMBER (SEPTEMBER 12'" IS PRIMARY ELECTION) The Commission selected September 5', 7:30 P.M., as the revised meeting date. 4. REPORTS (Revisited) A. Report on City Council Meeting of June 26 and July 10, 2000 - (Council member Zerby) Councilmember Zerby reviewed the consent agenda approving the preliminary plat for Smithtown Woods, as • discussed earlier tonight, regarding the trail segment. He also noted the Council adopted an ordinance amending the use of motorized vehicles on trails which allows the use of motorized wheelchairs and scooters on trails as it pertains to handicapped use only. Zerby added, the Council adopted a resolution relating to the Vine Hill Road right -of -way, approving to proceed with acquiring right -of -way on the short segment of Vine Hill Road. The City Council accepted the bids for Eddy Station, and the project has been awarded to CM Construction. Brown added that CM Construction came with favorable reviews from all references checked. City Hall will be hosting a preconstruction meeting at 10:00 A.M. on Thursday, July 13, to discuss details of the plan with the contractor. An anticipated ground breaking ceremony will be scheduled. Themig inquired if anyone from the Eddy family would attend such ceremony. Brown said an invitation would be extended. Zerby relayed that Council recommended the design of the Skate Park Plan B Modified. Although Seasons residents were in attendance and spoke out against the project, the Council voted unanimously to approve the design. The July 10� meeting discussed many of the same issues once again, as well as, the increasing property valuation facing the Land Conservation and Environment Committee as it attempts to acquire land. Brown said he and city staff have been discussing how to proceed with the Skate Park. He noted the need to define cost estimates, and determine where the monies will come from to build the Skate Park. Brown also reported that the Vine Hill/Covington Road project was nearing completion. Soft construction and clean up remain, as well as issues about the retaining wall work. Engineer Brown also pointed out the Park Commission needs to be aware that some residents were unhappy because they see concrete instead of asphalt. These residents were informed of public meetings and the end result was obtained from those participating at those hearings. PARK COMMISSION MINUTES , JULY 11, 2000 — PAGE 4 of 5 B. Report on Park Foundation Meeting of June 15, 2000 - (Park Commissioner Dallman) • Fundraising To -Date • Buy -A -Brick Program . Commissioner Dallman reported the Park Foundation fundraising meeting was poorly attended even after sending a personal letter to each individual sport organization. Those present liked the Buy -a -Brick program. Dallman reiterated his difficulty in obtaining the interest and participation of representatives from sports organizations. Puzak commented that the Park Commission needs to recognize, that because the Park Foundation has no real power to do anything, many of these sports organizations don't want to commit their time to this effort. Dallman pointed out the Foundation's idea was to embody representatives from Sports Organizations in order to make recommendations regarding fundraising and park improvements. Currently none of the representatives are from sports organizations. Brochures have been distributed to these organizations in an effort to recruit representatives. Dallman noted he had not heard of any monies coming in and being deposited into the Foundation account. Brown cautioned that the Park Commission walks a fine line, and encouraged them to remember that the Park Foundation is not commissioned by the City of Shorewood. The Park Foundation is a volunteer organization, separate from any authority or organization of the City and there cannot be any legal connection. It is the Park Commission that has given the Foundation a charge to raise $10,000. Amst asked Dallman to speak to his treasurer and report back to the Commission. C. Report on Land Conservation Environment Committee Activities - (Park • Commissioner Berndt) Commissioner Berndt noted she was unable to attend the last LCEC meeting. She understood that the deer population concerns were discussed, as well as getting together a proposed budget. D. Update on Vine Hill Road/Covington Road Trail and Eminent Domain Proceeding- (City Engineer Brown) This item was discussed in length under Report A on page 4. Brown added that the City Council did pass the resolution of public purpose directing the City Attorney to proceed with the eminent domain. A minimum 90 -day window is allowed for a municipality to obtain eminent domain. E. Skate Park • Fundraising Plan — (Park Commissioners Arnst and Puzak) Amst and Puzak will put together a fundraising plan and are looking for volunteers to help put together a presentation to take to other cities, rotaries, chambers, etc., interested in contributing. Anyone interested in participating in the design of the presentation show are encouraged to contact Arnst. Puzak volunteered and asked Brown to start scheduling those tours in August. • Update on Church Parking Lot (Park Commissioner Puzak) Puzak had only reached the Church voicemail thus far, and therefore did not have an update on this item. • PARK COMMISSION MINUTES JULY 11, 2000 - PAGE 5 of 5 • Availability of City Water at Site (City Engineer Brown) . Engineer Brown will report on the availability of city water on this site at the August meeting. F. Report on Mailing and Response of Letter and Card to Smithtown Road West Residents Regarding Trail — (City Engineer Brown) Brown reported that the city has begun to receive response cards back and so far the response has indicated a majority of yes votes to continue the trail planning process. He stated the comment section has been useful and staff will tally up results and provide the Commission with a printout of the feedback for the August meeting. G. Report on Progress of Resolution for Sports Organizations User Fee — (Acting City Administrator Nielsen) Refer to discussion under Item #6. H. Report on Bid Award and Construction Schedule for Eddy Station — (City Engineer Brown) Refer to discussion under Report A, p. 4. I. Report on "No Parking" Signs at Freeman Park — (City Engineer Brown) Engineer Brown will report on this item at the August meeting. • Arnst proposed that there not be a second meeting in July. No Objections. 8. NEW BUSINESS There was none. 9. ADJOURNMENT Dallman moved, Bix seconded to adjourn. Motion passed 6/0. The meeting adjourned at 9:08 P.M. RESPECTFULLY SUBMITTED, Kristi Anderson Recording Secretary • CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (612) 474 -3236 FAX (612) 474 -0128 • www.ci.shorewood.mr).us • cityhalt @ci.shorewood.mn.us U U MEMORANDUM TO: Park Commission and City Council Brad Nielsen, Acting City Administrator FROM: Larry Brown, Director of Public Works DATE: August 17, 2000 RE: Report Regarding Drinking Fountain for Skate Park The Park Commission has requested the feasibility of providing municipal water service to the proposed Skate Park. The closest watermain to the skate park is near the fire hydrant located at the entrance of senior housing development (St Albans Bay Circle.) To provide water service to the site, would require approximately 380 feet of service pipe, and the installation of a drinking fountain. The estimated cost for the project is $9,045. While the project is possible, the quality of the water would typically be poor, due to the length of service pipe required. Staff will be reviewing this item at the regularly scheduled Park Commission meeting Tuesday night. .s �.«� PRINTED ON RECYCLED PAPER ik t ^ i x CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 4743236 FAX (952) 474 - 0128 www.d.shorewood.mmus • cityhall0d.shorewood.mmus August 17, 2000 - Mr. Steve Barrett, PE Project Manager Mn/DOT 7333 Bryant Lake Drive Eden Prairie, MN 55343 j RE: Mn/DOT Project: Trunk Highway 7 from Christmas Lake Road to Trunk I- Eghway,1.01 Dear Mr. Barrett: • At the last project coordination meting that I attended for the above referenced project, I voiced the City of Shorewood's concerns to the contractor PCI, John Anderson, and yourself regarding the use of the pavement area located at 5355 St. Albans Bay Road. During that meeting I statedthat it was the City's position that Mn/DOT trespassed in utilizing the area as a stockpile and bone yard. When John Anderson initially approached the City and requested use of the area for placement of a - project office, the City was more than willing to cooperate. Shortly after placement of the project office, the pavement filled with manhole castings, construction equipment, and spoil piles. At that time, I voiced the City's objection regarding use of the pavement for this purpose. Neither NEMOT nor the contractor was given permission to utilize the area for that purpose. I was informed that the pavement would be restored to better or equal condition - This issue was discussed by the City Council, due to the Cities action prior to the start of MnMOT's project of designating this area as a skate park. Public information meetings had been conducted and preliminary design was underway which calls for utilization of the existing pavement. Recently, the site has been seeded, and the parking lot has been swept. As of this date, the pavement is cracked, stained with fuel oil from machinery, and still has cement residue from cement trucks washing their equipment. This is unacceptable. As mentioned at the start of this project, Mn/DOT was not granted permission for that use of this site. Therefore, the City of Shorewood is demanding that the pavement area be restored with a bituminous overlay. n L* PRINTED ON RECYCLED PAPER Mr. Steve Barrett, PE Mn/DOT August 17, 2000 Page 2 of 2 I look forward to your response with regard to resolution of this matter. Please call my office at (952) 474 -3236 to discuss this further. Sincerely, Larry Brown, PE City Engineer/Director of Public Works Cc: Mayor and City Council Brad Nielsen, Acting City Administrator Tim Keane, City Attorney _ Judy Jacobs, Public Affairs Coordinator, MtMOT 0" Smithtown Road West Response Cards Received • Rt. 4 Box 225A 26040 Smithtown Rd 25985 Smithtown Rd Barb & Jim Neitge 26000 Smithtown Rd 470 -0922 Yes Heavy traffic on Smithtown — dangerous to walk or ride bike 26405 Smithtown Rd Midge Lockovitch 25620 Smithtown Rd 470 -9141 No Not a safe street for a trail. 25855 Smithtown Rd Maintenance of trail on 25775 Smithtown Rd going for city, concerned Diane Sheats 25725 Smithtown Rd 474 -4911 Undecide about value of property d going down w /trail in front Joyce Holcomb 25675 Smithtown Rd Yes d. Arden & Cathy 26065 Smithtown Rd 474 -7958 No Barely drive on rd - how Krueger make room for trail — Tim & Lori Dosen 26405 Smithtown Rd 470 -6938 Yes PeoDle drive thru vd now. Rt. 4 Box 225A 26040 Smithtown Rd 25985 Smithtown Rd Barb & Jim Neitge 26000 Smithtown Rd 470 -0922 Yes Heavy traffic on Smithtown — dangerous to walk or ride bike 25895 Smithtown Rd 202 Peninsula Rd 25855 Smithtown Rd 25775 Smithtown Rd Diane Sheats 25725 Smithtown Rd 474 -4911 Undecide Depends on where it runs, d how wide, any fencing, etc. Joyce Holcomb 25675 Smithtown Rd Yes In favor even if takes up part of their front yd. Continue with plans. Tim & Lori Dosen 26405 Smithtown Rd 470 -6938 Yes Much needs to be done to provide for children who walk to school. Need ped. Access to busy street. Carol & Dan Hayes 5830 Strawberry La 474 -3577 Yes & Stuck in the middle. Will No not work for their yd. Maybe N.side. Anne Leland 5825 Strawberry La 470 -6996 No Glenn Gillund 26275 Smithtown Rd 474 -3678 No Have LRT don't need another trail Tom Schmid 26245 Smithtown Rd 474 -6022 Yes Under the condition no new taxes assessed to property owners Linda & Siegfried 26780 Smithtown Rd 474 -6951 No Weissner 26640 Smithtown Rd 26600 Smithtown Rd 26550 Smithtown Rd Name' Address 26270 Smithtown Rd Phone Trail Yes/No' Comments_ , 5770 Smithtown Circle Jim Briese 26410 Smithtown Rd 401 -9622 Nothing checked Needs more info on trail plan — will trees be removed or replaced? 261 School Ave 26300 Smithtown Rd Craig & Karen Anderson 25920 Smithtown Rd 474 -4020 Yes What are right of way issues? Repts or maps to see? 25900 Smithtown Rd 25860 Smithtown Rd 27990 Smithtown Rd 27960 Smithtown Rd John Latterner 27950 Smithtown Rd 401 -1291 No Concern who will clean up after dogs /peds. Use money for the streets. 27910 Smithtown Rd 28120 Boulder Bridge Dr 28155 Boulder Bridge Dr 28005 Boulder Bridge Dr 5920 Boulder Bridge Dr • 5930 Boulder Bridge Dr 102 Johnathan Blvd. 5950 Boulder Bridge La R. Reener 5935 Howards Pt Dr 474 -7570 No 27280 Smithtown Rd Diana &Eric Eckerberg 27260 Smithtown Rd 474 -1495 Yes Safer — trail would be great 27240 Smithtown Rd Tom & Sue Chalgren 5990 Lake Virginia Dr. Yes Keep snowmobiles off all trails Rod Nixon 27480 Blue Ridge La 470 -2367 Yes Janet Roper 27420 Blue Ridge La No Already has problems w /people throwing trash & running on her prope Thomas Murphy 27360 Blue Ridge La 470 -5952 No No demand from neighbors or himself — No funding /benefits Tena Brandhorst 27225 Smithtown Rd 474 -2487 Nothing checked Instead of trail, make road wider w /space on the side for eds/bikes 5960 Boulder Bridge La Chris, Alan, Tracy & Marit Lizee 27055 Smithtown Rd 470 -5338 Yes Willing to donate an easement or R.O.W. 5840 Cathcart Dr. Page 2 Ken Quast 5875 Afton Rd 474 -8504 Yes Undecided Bob & Cindy Castellam 5900 Afton Rd 474 -7979 Yes 33 26825 Smithtown Rd 26755 Smithtown Rd Mail Carrier Returned 26675 Smithtown Rd 26575 Smithtown Rd 26525 Smithtown Rd 25840 Smithtown Rd Michelle & Barry Ervin 25810 Smithtown Rd 470 -1747 No Residents use Smithtown instead of LRT already. Where there are trails neonle still use the roads. 25780 Smithtown Rd Howard Voight 25760 Smithtown Rd 474 -6959 No No need for 2 trails so close together. To dangerous on Smithtown for a trail. Need stop light on 19 and Smithtown before a trail No Name No Address No Phone No Mr. & Mrs. Richard 26060 Smithtown Ln No phone Yes Whetston Thomas Robb 5940 Boulder Bridge Ln No Phone No 25730 Smithtown Rd 25700 Smithtown Rd Roger Devereaux 25670 Smithtown Rd 474 -6241 No Paul Gagner 25650 Smithtown Rd 470 -9592 No No trail on Smithtown Tim & Maura 27975 Boulder Circle 380 -9829 Yes Great asset for recreation/safe 20395 Knightsbridge Rd Returned No one there 27944 Smithtown Rd 26750 Smithtown Rd Total Response Cards Sent — 74 Resvonse Cards Received No 15 Yes 13 Undecided 4 Mail Carrier Returned 2 Total Received 33 Page 3 CITY OF SHOREWOOD REQUEST FOR PROPOSALS FREEMAN PARK CONCESSIONAIRE • The City of Shorewood is seeking proposals for a concessionaire within Freeman Park at the multi - purpose building concession area which is expected to be open by August, 2000. Area to be served: Freeman Park, located in the City of Shorewood The park has two (2) Little League Fields, RAFT one (1) Babe Ruth Field, three (3) softball fields, and four (4) to six (6) youth soccer fields. There is a small concession stand in the south area run by Little League for the Li{fle League — fields. A concession stand is being built in the north section of the park to serve the softball and soccer fields. Water, sewer, electricity and indoor bathrooms will be available. CRITERIA TO BE MET Each of these items MUST be addressed in the Proposal: ♦ Submit a business plan that includes a market study and a full description of a proposed operation with a list of food, beverage and other items that will be offered ♦ Agree to share sales data with the City at the end of the season, including sales by food item and event ♦ Operate the concession area within multi - purpose building in the north end of Freeman Park ♦ Have appropriate experience and offer current references ♦ Assume liability for all products and the concession stand ♦ Agree to disperse a fixed minimum sum and a specific percentage of the profits to the Shorewood Park Foundation/City of Shorewood in return for the use of the site (be specific on fixed amount and percentage of profits) ♦ Provide concessions for the park use season, approximately May 1 through September 30. The year 2000 season is likely to last only during August and September. Preferred hours are from 6:00 P.M. to dark on weekdays and on Saturdays, when the fields are scheduled for organized events. (Be specific on hours to be covered) ♦ Designate whether providing the service for a portion of the season is acceptable ♦ All food and health related licenses must be acquired by the vendor. ♦ Designate a proposed length of contract for service. A certificate of insurance, naming the City as an additional insured in the amount of $500,000.00, and proof of worker's compensation must be provided to the City upon approval of a contract. No alcoholic beverages are allowed in the Park. The Proposer will be invited to present to the Park Commission during an evening meeting. Please call 474 -3236 if you have any other questions. Proposals and business plans must be received no later than January 4, 2000 at Noon. The City reserves the right to accept or reject any or all proposals. Return Proposals to: • City Administrator City of Shorewood 5755 Country Club Road Shorewood, MN 55331 Copy: Tim Keane for review and comment Jolexn�. moN EDDY STATION GROUNDBREAKING CEREMONY Tuesday, August 22, 2000 7:00 p.m. Freeman Park 25800 State Highway 7 Majority of the City Council and Park Commission may be present. No action will be taken. THE PARK COMMISSION MEETING OF AUGUST 8, 2000 HAS BEEN CANCELLED AND RESCHEDULED FOR AUGUST 22, 2000