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032310 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MARCH 23, 2010 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Norman convened the meeting at 7:00 p.m. A. Roll Call Present: Chair Norman; Commissioners Quinlan, Robb, Gaidos and ; EdmondsonCity Council Liaison Zerby; City Administrator Heck; and Building Official Pazandak Absent: Commissioner Trent B. Review Agenda Quinlan moved, Robb seconded to approve the agenda as amended: Move Item 7 to follow Item 3. Add Item 4B – Discuss Youth Sports Grant. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 9, 2010 Robb moved, Edmondson seconded approving the Minutes of February 9, 2010 as presented. Motion carried 5/0. 3. MATTERS FROM THE FLOOR There were none. Chair Norman introduced the newest Park Commissioner, Suzanne Gaidos. Gaidos stated her family frequents many of the parks in Shorewood and surrounding areas and is looking forward to park development and the community. 7. APPOINT 2010 CHAIR AND VICE CHAIR Edmondson stated he would like to vote for Jeremy as the chair and to Steve Quinlan as vice chair. He cited reasons for his nominations. Robb also supported the nominations. Quinlan stated he would accept the nomination. Edmondson moved, Robb seconded to nominate Jeremy Norman as the Park Chair for the remainder of 2010 and Steve Quinlan as Vice Chair for 2010. Motion passed 5/0. 4. REVIEW AND RECOMMEND MANOR PARK SHELTER PLANS PARK COMMISSION MINUTES TUESDAY, MARCH 23, 2010 6 PAGE 2 OF Joe Pazandak, Building Official discussed the existing conditions and issues of the Manor Park Shelter. He stated the existing building has frost damage issues. The frost is heaving the building, and the block walls have cracks, posts are lifting, and the shelter floor heaves. He showed pictures of the shelter which showed the existing conditions. He stated the deterioration of the building is slowly escalating. He stated the blocks in the heated portion of the shelter have cracks in them while the floor and walls have stayed intact. He noted as the foundation disintegrates, it can hold more moisture which will force the material apart. Robb asked what kind of percolation is below the slab. Pazandak stated the soil strength is adequate, but the issue is the moisture in the soil. Edmondson asked if there is a sub grade or some kind of material to prevent this in the future. Pazandak stated you can either drain the soil or insulate the soil. Draining the soil has been successful, but sometimes you cannot do that. Pazandak stated he would propose closing in the building and insulating the foundation. He stated raising the water level in the pond will increase the amount of moisture in the soils around the pond. The soil moisture level is an existing condition that will most likely increase. He noted that whatever plan is chosen, the foundation will be pulled out far enough to eliminate future damage. He stated adding insulation will greatly eliminate many issues. He noted the building will be heated for more days and hours. He stated the proposed plans will have different zoning issues and CUP requirements. He stated if the toilet rooms are added to the parking lot end of the building, the length to width ratio of the building will be increased. The building will be more of a visual dominance in the park in this case. Additional costs would be incurred if parking spaces are added and depending on the building materials used. He discussed the construction schedule noting some of the plans will take longer than others. Pazandak reviewed Plan 3 which deals with the existing building. He stated all of the type 3 plans would not have to go through the planning process except for the detached shelter. He discussed the financial advantage to having this shelter and the Silverwood shelter shipped at the same time. He noted all the "3" plans are either using the existing shelter or reducing it, and staying under the existing roof. He discussed grant possibilities. These types of plans also have the shortest construction time and are greener projects. Pazandak reviewed the remainder of the type 3 plans. He noted plan 3A would increase the area for location of a detached open shelter between the existing shelter and the drainage swale. Plan 3B would enclose the existing open shelter. This plan would have the lowest cost and the shortest construction schedule. It would also be the greenest option. Robb asked where the water and sewer connections are currently located. Pazandak noted the connection route to the building. Pazandak reviewed plan 3C which would enclose ten feet of open shelter for toilet rooms and ten feet of open shelter remaining open. PARK COMMISSION MINUTES TUESDAY, MARCH 23, 2010 6 PAGE 3 OF Robb suggested possible door locations. Pazandak stated some have preferred the doors face the playground so they can be monitored. He stated there are also other options for the door locations. Putting on the bathrooms on the street side would mean the floor would need to be pulled out. Quinlan felt the shelter should be more open. Edmondson asked if the open shelter for 3C is 10 x 20. Pazandak indicated that it is. Norman noted the existing shelter is 20 x 20. Pazandak stated a free-standing shelter is also an option. Pazandak reviewed plan 6 which would add bathrooms to the side of the building and square off the open part of the shelter. He noted the open shelter would have a vault ceiling, and the enclosed shelter could have a partial or a full vault ceiling. This type of shelter would have more of a visual presence in the park. It would need to go through the planning process. Pazandak noted plan 7 would have a higher project cost. This plan would have a long construction schedule and would need to go through the planning process. Pazandak noted that plan 8 would add toilet rooms, 6' to the warming house, and 10 feet to the end of the open part of the shelter. This plan wouldn’t need to go through the planning process. Pazandak reviewed the estimated project costs for each of the plans. Heck stated the credit column shows what needs to be done regardless of whether or not a plan is chosen - the existing building would need these improvements if it remains as it is. It was noted that the total for Option 3A is incorrect on the top. Pazandak stated he would make the corrections and send the commissioners new sheets. Norman asked for clarification of the cost of 30-year shingles and the trench drain in the toilet room. Pazandak discussed these items. Heck noted there is $120,000 allocated for the park shelter in the CIP. He stated it is very important the Commission not put this off any longer so the Council can move forward with a design for completion by the next skating season. Norman stated there is one decision before us to either enclose the building and build a separate shelter or modify the existing shelter and have the open space adjacent. Quinlan stated the whole idea of a separate shelter does not appear to be part of our original plan. Edmondson asked what the cost of the Silverwood shelter is. Pazandak stated the cost is under $22,000. We are in the process of taking the project and doing the subcontracting in- house. Edmondson suggested going with plan 3B. PARK COMMISSION MINUTES TUESDAY, MARCH 23, 2010 6 PAGE 4 OF Pazandak noted the correct total for option 3A is $52,550, not $68,005. In response to a question from Quinlan, Pazandak stated there will be little or no maintenance to a free-standing shelter. Norman questioned where a free-standing shelter could be located. Pazandak stated another option would be two small shelters. Heck stated he believed the Park Commission is more interested in an all-encompassing building. Robb asked for the difference between the size of plan 8 and 3a. Pazandak discussed the difference. Quinlan asked if there are any problems foreseen with the CUP process. Pazandak stated there would be open input on the structure. Quinlan asked if the Council would look at option 3 differently. Zerby stated there is still a lot of latitude from the Council to make a decision. He stated he liked the attached open space and enclosed area. Norman asked for clarification of why plan 8 would not need a CUP and plan 6 would. Pazandak stated the expansion of the building is consistent with the original CUP for the original building for number 6. Norman stated he is in favor of the plan for option 6 but also supported option 8. Gaidos stated she is in favor of option 8 with the addition of gas forced air. Heck stated the plan would need to be refined in more detail. Quinlan moved, Gaidos seconded to recommend approval of option 8 with the addition of gas forced air, and insulating the existing foundation below grade with the additional security. Motion carried 5/0. B. Review Youth Sports Grant Heck stated the youth sports foundation grants are through Hennepin County from the sales tax assessed for the Twins stadium. Staff is looking for authorization to apply for a grant that would cover the partial cost of the Manor Park shelter. They would ask for $112,000 from the County. The Council authorized staff to apply for the grant and is looking for authorization from the Park Commission to apply. Gaidos moved, Edmondson seconded to authorize staff to apply for a youth sports foundation grant in the amount of $112,000 from Hennepin County to fund the Manor Park shelter and playground. Motion carried 5/0. 5. REPORTS A. Report on City Council Meeting PARK COMMISSION MINUTES TUESDAY, MARCH 23, 2010 6 PAGE 5 OF Zerby stated there isn't a new Park Commissioner yet. Heck stated no one has applied at this point. Zerby stated the City Council has discussed a road project and funding, pothole policy, and discussion about the youth sports foundation grant. Heck noted the City Council would like to hold a joint worksession with the Park Commission sometime during May. He will coordinate with commissioners on possible dates for the meeting. The Council is going to start talking about the Comprehensive Plan in the next month or so. B. Review Monthly Expenditure Report and 2010 CIP Norman noted there is about $295,000 in the Park CIP balance - no expenditures. Heck noted the picnic tables have been ordered but not billed yet. C. Update on Work Program Norman stated the work program is on target. Heck noted the trees have been removed from the Badger Park tennis court area. We are waiting for Xcel Energy to remove a couple more. Heck noted tennis court resurfacing has not been approved at the Council level. We want to see the sustainability of the product used last year over the winter. He stated we will continue to keep the Manor Park project on a fast pace. Norman stated it is also important to keep the community in the loop relating to park improvements. He stated tennis court signs have also been installed. D. Update on Grant Programs Heck reviewed the status of the grants and we have not been notified if we have received them. E. Report on Parks Foundation Meetings of February 24, 2010 and March 10, 2010 Edmondson reviewed recent activity at the February 24 and March 10 Park Foundation meetings. Heck stated he has been asked to review the by laws to find out the relationship between the Foundation and the city. F. Update on Summer Activities Summer activities were reviewed. Norman suggested Music in the Park take a rest this year, and the funds be reallocated in other areas throughout the summer and not just for one night. He also felt that the Night to Unite should be geared towards the neighborhoods and not in a park. Heck stated an on-line registration program will be available in April to register for these programs. 6. DETERMINE DATES FOR PARK TOURS PARK COMMISSION MINUTES TUESDAY, MARCH 23, 2010 6 PAGE 6 OF Draft agendas were provided for two dates to tour the city parks in Shorewood in April and May. The commissioners concurred the dates will work out for them. 8. DETERMINE LIAISON FOR CITY COUNCIL MEETINGS FOR NEXT THREE MONTHS Commissioners signed up for the following City Council meetings: April 12 Jeremy Norman April 26 Steve Quinlan May 24 Suzanne Gaidos June 14 Thomas Robb Norman stated there should also be a liaison schedule for the Parks Foundation meetings. They don't have set meetings. Norman stated he would attend the meeting on the 14th, and a schedule can be set at the May Park Commission meeting for future Foundation meetings. 9. NEW BUSINESS Norman stated Fitness 19 is interested in sponsoring a community boot camp in one of the city's parks. He would like to bring them in to discuss their specifics, whether there will be a charge. Zerby suggested having Kristi Anderson work with them to find out the details. She can then bring back the information to a future Park Commission meeting. 10. ADJOURN Gaidos moved, Edmondson seconded, adjourning the Park Commission Meeting of March 23, 2010, at 9:05 p.m. Motion passed 5/0. RESPECTFULLY SUBMITTED, Clare T. Link Recorder