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020910 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, FEBRUARY 9, 2010 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Norman called the meeting to order at 7:01 p.m. A. Roll Call Present: Chair Norman; Commissioners Davis, DeMers, Quinlan, Robb, and Edmondson; Park Coordinator Anderson, and City Council liaison Turgeon Absent:Commissioner Trent B. Review Agenda Anderson requested that item 4H is moved from Reports to a regular item 7, and other items renumbered accordingly. Davis moved, Robb seconded, approving the Agenda as amended. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of January 12, 2010 Davis moved, Quinlan seconded, approving the Minutes of January 12, 2010, as submitted. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting Council member Turgeon indicated that the previous evening Council meeting had been canceled due to poor weather conditions; therefore, she nothing to report from that meeting. The prior meeting contained little having to impact parks, but Turgeon noted that while the dredging for Manor Park pond had been denied, the City will be experimenting with an upside down ‘snout’ to elevate water levels so that algae and lily pad growth is discouraged. Chair Norman asked whether the neighbors had been notified of the solution and experiment and whether they had any comment. Anderson stated that the neighbors had been notified by mail and email and that she had received no negative feedback. Chair Normand requested that staff keep the lines of communication open with the Manor Park neighbors. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 9, 2010 PAGE 2 OF 8 B. Review Monthly Expenditure Report and 2010 CIP Anderson pointed out that, since there had been no activity in January and that the Council contribution had been adjusted, the cash balance for the Park and Recreation department as of January 31, 2010, is $293,424.00. Chair Norman asked if the Commission could be supplied with an easier to read balance sheet, as well as, where the sports user fees and concession income were reflected within the balance sheet. Robb asked what the $31,308 dollar figure meant under equity, total revenue over/under expenses. Anderson indicated that it would appear the income from sports groups and concessions were reflected within the assets section of the balance sheet, to which there were none received yet in 2010. In addition, she stated that she would consult with the finance department to ask for a simpler format, as well as, an explanation to share with the Commission of how/where the $31,308 was defined. C. Update on Work Program Anderson shared the 2010 Work Program with the Commission pointing out that staff was on track for several tasks to date. She noted that public works Director Brown had ordered the garden and tennis court signs, as well as, had a contractor taking the tree down at Silverwood and those at Badger Parks. In addition, Anderson indicated that both the tennis court quote and picnic table information were a part of their agenda action items this evening. Turgeon asked the Commission whether, in their opinion, staff was on track to meeting their expectations. Chair Norman stated that, for now, staff was on track, but pointed out that it will get busier. D. Update on Grant Programs Anderson explained that staff member Moore and Grout had submitted a grant proposal for the Pepsi Refresh Project for the community garden fencing, water, and a small shed. Once the Pepsi committee st informs the City if the idea is approved March 1, then we will begin promoting the idea for a chance at a grant worth $25,000. As it is the number of votes received during the month that determines whether you receive the grant. Anderson pointed out that staff would like to start working on the next round of Hennepin County Sports grants, noting that you do not have to partner with another organization after all. She suggested that, if there was an item the Commission would like staff to pursue, to share their ideas and let staff know. Davis suggested we pursue the regular out door ice hockey or skating rinks at Freeman Park, and consider lighting. Chair Norman brought up the notion of applying for the grants to purchase fencing, benches, and bleachers for the parks. He indicated that, he thought, we had created a preliminary list of items to pursue with potential grants someplace and requested staff locate this item, dust it off, and follow this as a start. Quinlan requested that staff provide the Commission with a spreadsheet, especially in light of the list of 5-6 multiple grants we are submitting to at a time, as a way for us to track the ideas we are pursuing, where and with what success. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 9, 2010 PAGE 3 OF 8 Chair Norman suggested staff investigate the Mn Council of Non-profits as another resource to find out about potential grants. E. Report on Arctic Fever Event on January 16, 2010 Chair Norman reported that the Arctic Fever event was a huge success, with an estimated 800 attendees over the course of the afternoon. He noted that the nice weather this year was appreciated. Norman indicated th that they had already re-booked current participants for next year and many others for the 5 Event next year as planning already underway for 2011. Davis pointed out that, despite nothing being picked up in the Sun Sailor promoting Arctic Fever before or after the event, the turnout was terrific. Council member Turgeon shared the Arctic Fever Cost summary with the Commission stating that, in an effort to get our arms around the various costs associated with the event, she asked staff to generate an estimation of real expenses so that we know how much we need to set aside each year in order to remain successful, as well as grow bigger and better. Davis stated that both she and Norman were shocked to see that the public works time was billed as overtime. They felt this to be bad planning, especially since public works knows for a year and should have planned or built in time for this commitment. In addition, Davis noted that both Moore and Grout are gophers for the entire event and should have their time billed out to the other cities accordingly. Each city should be responsible for their own participation and not looking to Shorewood to do their detail work. Turgeon apologized for not automatically sending this document to the Park Commission first, as it needs to know what the event encompasses and plan accordingly each year for the event. Turgeon noted that it was her intent to make the process as transparent as possible for planning purposes. She pointed out that, since the Council meeting had been cancelled the night before, the Commission was, in fact, seeing this document first. Davis pointed out that the Arctic Fever committee raised $1500, had budgeted $1500 from Parks, and still had $698 left at the end of the event they did not spend. She felt confident the Park Commission could work with a budget of $3000 and do a nice job. Chair Norman pointed out that the $3,000 pulled from the CIP contribution of $45,000 was intended for programming. Turgeon noted that there is an operations budget. She asked if the Commission had seen the operations budget in the past and asked if they were interested in seeing what makes up the operations budget and making recommendations. She pointed out that the Commission could ask staff for a report which breaks out the costs for each item, such as the costs for community garden, etc. Chair Norman stated that he would like to see this, as well as, have the ability to comment on the operations budget. Anderson interjected that the operations budget is established at a staff level based on discussions between the Administrator and Public Works Director of what constitutes and is required at an operations level and that, while the Park Commission could view this and make comment, they do not have input over setting these budgets. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 9, 2010 PAGE 4 OF 8 Davis stated that the Arctic Fever event obtained unbelievable donations this past year and suggested they add a paypal button ‘donate now’ to the Arctic Fever site right away. She stated that she suggested this same thing to the Park Foundation. Anderson stated that, while adding paypal and the ability to accept credit cards is a good idea and one she has been promoting at a staff level, it is not as easy as setting up a paypal button for a local government entity. She noted that staff has been discussing this option and investigating various software programs in great detail with the finance department in an effort to move this forward. F. Report on Parks Foundation Meeting of January 13, 2010 Davis stated that she had attended the recent meeting with Bob Edmondson and presented this PayPal idea to a tired Foundation, who was on the verge of disbanding, and they were re- invigorated to continue on another year. Turgeon noted that anyone can donate to the Parks and City without a tax deduction, and asked whether it was all that important the Foundation continue. Chair Norman stated that he believed there was an advantage to providing a tax deduction to contributors and well worth keeping the Foundation alive. Edmondson interjected that he and Davis succeeded in energizing the Foundation noting that it was a successful meeting where much information was shared between the two entities which got everyone on the same track. He mentioned that the Park Commission may want to have a representative or liaison at each of their meetings to keep the lines of communication open and energized. Anderson pointed out that the tax deductible option was very beneficial for contributors, as well as, for the grant writing process. In addition, she concurred that by working together and sharing the Park CIP with the Foundation, it will be able to set goals worth achieving for the parks. Davis stated that the Foundation discussed the need for a new treasurer and found one. In addition, although worn out, Callies decided to stay on the board one more year. Edmondson stated that one of their goals should be to increase their membership to infuse added motivation to the group. Davis noted that the Foundation is looking at amending some of its language within its by-laws. Anderson interjected that this would also be helpful if the Foundation were to consider adding the Community Center under its purview of parks and recreation. Davis explained that this is a new era; we need to think about online access and function over the next year. She cited Ely winter festival as a great example on the web. Chair Norman concurred, noting that the Park Foundation can be successful; it just needs some help and a partner. G. Update on Summer Activities PARK COMMISSION MINUTES TUESDAY, FEBRUARY 9, 2010 PAGE 5 OF 8 Anderson indicated that a few additional items had been added to the Summer Calendar since the last meeting, including the summer skateboard camp, some Fun Friday tennis blocks, as well as, tennis camps, kayaking and possibly movie nights. 5. COMMUNITY REC RESOURCES YEAR END REPORT(CRR) Anderson reviewed the CRR year end report for the Commission citing the expanded park coordinator services added to the contract in 2009 which allowed Anderson to work hands on developing summer programming, Garage Band Jam, Safety Camp and other expanded Friday programs at a staff level. Based on previous years experience allocating time allotments for the sports organizations and ongoing monitoring of use, CRR was able to re-allocate unused time slots to others when possible. Since the decline of girl’s softball at Freeman Park, it has been possible to involve smaller users and work with those that are looking for additional time. Anderson mentioned that she had presented the users with surveys in 2009 asking for feedback or suggestions. As volunteers continually change within the sports organizations, it is critical the City continue to provide the ongoing sports information meetings and make them available to new user groups or representatives. While 1-2 representatives have been to multiple meetings over the years and recognize this is a repetitive process, they comment that they recognize the need for providing this information in an efficient way. Over the past year, Anderson noted that CRR was able to assemble an inventory of park amenities, their ages and condition used to discuss at a staff level safety concerns and conditions. In addition, via ongoing communication with the sports organizations, CRR has streamlined the process of assessing needs and repairs. Via the creation of a Donor Policy and updating this policy, as well as other documents used in the scheduling process, CRR will strive to meet the changing needs of park users and the City. Davis stated that the report was well done and nice to see. Edmondson stated that this document should be seen by Council and asked if this will move on for them to see the accomplishments made this past year. In addition, he mentioned that he had established a relationship with Fitness 19 and encouraged staff to look into setting up some outdoor fitness camps this year with them. Turgeon asked if there were opportunities for new users this past year with girl’s softball taking a smaller role. Anderson stated that the document would be moved on to the City Council. She also stated that with the advent of the fields at the High School for girl’s softball, there has been new space available to new users, including the Rebels baseball group and other 1-2 users that have contacted her directly this season. In addition, Anderson stated that given the fact that men’s/adult softball st does not begin its season until June 1, generally, the field space can be re-allocated prior to that to make best use of it for other organizations who are looking for time and space early in the season. Chair Norman stated that he would like to see the punch list of repairs supplied by STLL and asked whether staff had met with them or any other users. Anderson stated that STLL has requested a meeting and that she has made several contacts with Director Brown to set this up at a staff level. Once she has received his schedule of availability, she will share that information with the Commission. She noted that no other organizations had made any requests, nor had the City received sign requests to her knowledge at this time. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 9, 2010 PAGE 6 OF 8 Edmondson moved, Davis seconded, accepting the Community Rec Resources Report and forwarding it on to Council for their review. Motion passed 6/0. 6. RECOMMEND TO CITY COUNCIL TO ACCEPT 2010 CONCESSION OPERATION AGREEMENT Anderson explained that the Concession agreement had not changed in comparison to recent years, especially in light of the fact, user groups like girls softball are down. She pointed out that, while not an income generator, the City decided a handful of years ago this was a service they wished to provide their citizens. DeMers asked if this building was separately metered so that the Commission could see true costs. He also wondered whether the little league pays for its own utilities. Turgeon stated that it would be metered separately and that the City did wish to provide this amenity. DeMers moved, Edmondson seconded, accepting the 2010 Concession Operation Agreement for the season. Motion passed 6/0. 7. UPDATE ON THE MANOR PARK SHELTER AND DIRECTION Anderson shared photos of Manor Park, a map, and a draft with design options A-E for the Park Commission’s consideration. She pointed out that, according to the map and photo, the Commission will note that the addition of the bathrooms to the south end (option A) would impede the parking lot and require a loss of up to 2 spaces. While she acknowledged that there are pluses and minus’ to all of the options, she asked the Commissioners for their opinions and direction to pass along to staff. Since the City would be operating as its own general contractor, she requested that the Commission narrow the design options to 1-2 for staff to go out and obtain quotes. She noted that many contractors would object to providing estimates for 5 different designs without more direction and may consider passing those additional costs of doing so back to the City. Anderson gave a synopsis for each design option and asked for comment. DeMers asked what the purpose of the interior space were to be. Chair Norman reiterated the desire by the Commission to provide space for programming and for rent. While he was unsure how much additional interior space was necessary, he asked the Commission to discuss this question. Davis stated that if it was the desire of the Commission to open up the roof line, she would recommend they either choose option D or E, squaring off the building by expanding the exterior shelter, eliminating the “L” shape and turning it square. In addition, as opposed to the hip roof she would prefer they tear it off use scissor trusses and construct a 5:12 pitch gabled roof. Chair Norman asked whether the Commission had an opinion regarding the shingles versus a steel roof. Anderson interjected that staff had obtained rough estimates for asphalt shingles versus steel roof which ranged from $3025 for asphalt shingles on the current roof to $11,400 for a steel standard seam roof. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 9, 2010 PAGE 7 OF 8 Robb asked whether the Commission preferred more additional interior space as in E or if D would suffice, or whether they could pursue both options. Anderson pointed out that Planning Director Nielsen stated that, as long as, we were not adding a great deal of interior space which would bump us up to the next accommodation level (over 50) we would not likely need to go thru the planning department; although he would like to provide an ‘FYI’ or updates to the Planning Commission along the way. Anderson shared the proposed timeline for the Commission as well, noting that in order for staff to stay on track and have the building complete by the end of the summer as proposed in the CIP, the Commission, too, must keep on track with its planning, approvals, etc. The Commission directed staff to pursue options D and E, squaring off the building by extending the outdoor shelter, and replacing the hip roof with a gabled design. Robb also suggested they consider the “L” designs as proposed in D and E to compare and contrast costs associated with expanding the space. 8. REVIEW AND RECOMMEND TO CITY COUNCIL TO ACCEPT QUOTE FOR PICNIC TABLES Anderson stated that staff collected quotes for up to 15 picnic tables for the Commission to consider. She pointed out that the tables were all 8 foot powder coated metal tables to replace the existing wood tables. She noted that one contractor did not meet her deadline, but that three had. She passed around a picture of the proposed tables. Although the Park Commission had requested up to 15 tables, they had merely allocated $7,000 in the CIP to do so; therefore, the tabulation chart displayed reflects the final quote for 15 tables. Anderson explained that in an effort to stick within our budget, she obtained per table pricing but was urged to use the estimated freight/tax as presented, knowing these will be less for fewer tables. In so doing, staff found that the Xccent tables would be most economically feasible. DeMers stated that he preferred to purchase all 15 tables at this time. Chair Norman reminded the Commission that they should strive to stay within their means. Turgeon interjected that, if the Commission chose to recommend the purchase of all 15 tables, they would need to determine what other item this money would come from. Robb moved, Davis seconded, recommending to the City Council the purchase of 6 Xccent 8’ picnic tables and 4 of the Xccent 8’ accessible tables not to exceed $7,000 Motion passed 6/0. 9. REVIEW AND RECOMMEND TO CITY COUNCIL TO ACCEPT QUOTE FOR TENNIS COURT OVERLAY FOR BADGER PARK Anderson explained that DermCo LaVine had provided staff with an estimate for the three tennis court overlays at Badger Park, similar to the process he had provided at Cathcart ad Manor last year. Robb suggested staff negotiate with the manufacturer to obtain a quote within our $10,000 budget. DeMers moved, Quinlan seconded, recommending the City Council award the contract for overlaying the Badger Park tennis courts to DermCo LaVine, in the amount of $10,754, although trying to negotiate with the contractor to meet the $10,000 amount budgeted. Motion passed 6/0. 10. NEW BUSINESS PARK COMMISSION MINUTES TUESDAY, FEBRUARY 9, 2010 PAGE 8 OF 8 There was none. 11. ADJOURN Davis moved, Robb seconded, adjourning the Park Commission Meeting of February 9, 2010, at 8:50p.m. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder Liaison for City Council Meeting on February 22 Meeting - Edmondson