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05-10-10 Joint CC and Park Comm MinCITY OF SHOREWOOD JOINT CITY COUNCIL AND 5755 COUNTRY CLUB ROAD SHORE WOOD CITY HALL PARK COMMISSION MEETING 6:00 PM MONDAY, MAY 10, 2010 MINUTES 1. CONVENE JOINT CITY COUNCIL AND PARK COMMISSION MEETING Mayor Lizee convened the Joint Meeting at 6:00 p.m. A. Roll Call Present: Mayor Lizde; Councilmembers Bailey, Turgeon, Woodruff and Zerby; Administrator Heck; and Director of Public Works Brown Park Commission Chair Norman; Park Commissioners Edmondson, Gaidos, Quinlan, and Robb; and Park Coordinator Anderson Absent: Park Commissioner Trent B. Review Agenda Turgeon moved, Edmondson seconded, approving the agenda for the Joint City Council and Park Commission meeting as presented. Motion passed 10/0. 2. REVIEW PARK COMMISSION CAPITAL IMPROVEMENT PROGRAM Mayor Lizde welcomed the Park Commissioners. She turned control of the meeting over to Park Commission Chair Norman and Park Coordinator Anderson, A. Capital Improvement Program Park Commission Chair Norman stated the Park Commission has been working on a 5 -year capital improvement program (CIP) for the City's parks for the last 8 — 9 months. The CIP is relatively aggressive for 2010 and 2011. The largest project in the 2010 CIP is the refurbishment to the Manor Park shelter, which is primarily being done in order to be able to offer additional programs provided by Minnetonka Community Education. The refurbished shelter should also help make Manor Park the anchor park in the east end of the City. Norman highlighted other projects planned for 2010 which include: Silverwood Park — bituminous parking lot; Silverwood Park — picnic shelter canopy; signs for the tennis courts; Badger Park — resurface tennis court; tot lot equipment for all the parks; and Skate Park — add a drinking fountain, install a community garden sign and fence, and rehabilitate the Skate Park. Norman then highlighted the projects planned for 2011, which include: installing signage in all parks and entry points into the City; Cathcart Park — replace hockey rink lights, replace the rink boards, and replace the swing set; and, Freeman Park— re -roof the picnic shelter and build an open skate rink. JOINT CITY COUNCIL AND PARK COMMISSION MEETING May 10, 2010 Page 2 of 5 Norman stated the 2012 — 2014 CIP is a little less aggressive because there are fewer dollars available. He explained the Commission and Staff is looking into grant opportunities to help fund the improvements to the parks. Park Commissioner Quinlan noted that the cost estimates for the Silverwood Park picnic shelter canopy was reduced to $22,000 from the $30,000 approved in the 2010 CIP last December. The cost for the Manor Park shelter project has also been reduced to $85,000 from $120,000. In response to a comment from Commissioner Quinlan, Park Coordinator Anderson explained she is working with Planning Director Nielsen on preliminary efforts for signage for the parks and entry points and for signage at City Hall, which Nielsen is responsible for. Park Commission Chair Norman noted this project was originally scheduled for 2009 but Council pushed it out to 2011 because of funding. In response to a comment from Councilmember Woodruff, Administrator Heck explained the tax increment financing (TIF) district for the Waterford project has been decertified and there is $10,000 — $12,000 in TIT proceeds still available. Silverwood Park had been identified in the plan as eligible to use TIF proceeds on. Heck stated he has asked Director Burton to evaluate what steps must be taken by Council to redirect the use of the remaining proceeds for improvements to Silverwood Park currently planned for 2011 but could be moved to 2010. If the proceeds cannot be used they must be returned to the Minnetonka School District and Hennepin County. Councilmember Woodruff stated reduction in estimates for the Silverwood Park picnic shelter canopy and the Manor Park amount to approximately $43,000. Add another $10,000 in TIF proceeds to that and there is another approximately $50,000 available in 2010 for parks projects. Councilmember Turgeon stated Council has decided not to have the City install a fence around the community garden; therefore, the entire $5,200 will not be used. She then stated she assumed the open skate rink proposed for Freeman Park does not include lighting base on a cost estimate of $50,000. She asked the Park Commission what its vision is for the open rink. Park Commission Chair Norman explained that many years ago residents near Freeman Park expressed their reluctance to having lighting in that Park. He also explained that $50,000 was just a placeholder for the rink. Director Brown explained based on the condition of the lights in Cathcart Park he thought something will have to be done with the lights in 2010. They will have to be replaced or taken down because they are a safety hazard. He stated he would not be able to confirm that until someone did a close -up assessment. Councilmember Bailey suggested consideration be given to making an investment in lights for Freeman Park and make the proposed open rink a nighttime rink. Cathcart Park could then become a daytime only rink. Park Commission Chair Norman stated in Freeman Park there is a facility that can accommodate skating. The proposed rink will have to be located in the appropriate place. The Park Commission has identified potential locations in the northeast corner of the park. Mayor Liz& stated Cathcart Park has been around a long time and the rink is very important to the Minnetonka Youth Hockey Association. She thought it would be important to speak with the Association to hear any concerns it may have. She recommended the City look for partnerships with the City of Chanhassen for improvements to this Park because the Park is located in Chanhassen. She expressed she was leery of making a significant financial investment in Cathcart Park if Chanhassen is not willing to be a partner. The Association should also be asked to partner on any improvements. She stated she thought JOINT CITY COUNCIL AND PARK COMMISSION MEETING May 10, 2010 Page 3 of 5 it necessary to have lights for the proposed rink in Freeman Park because it gets dark by 4:30 P.M. during the winter. She indicated she thought the 2011 CIP is very tentative with regard to Cathcart Park. Councilmember Woodruff asked Director Brown if it would be possible to build an open rink with lights in Freeman Park in 2010. The sports team could then use that rink and the rink in Cathcart Park could become a daytime only rink. Brown stated the challenge in Freeman Park is the ground. Brown noted that there is sanitary sewer and watermain installed in Freeman Park and there is a small drainage ditch. Brown stated at this point in time he thought it could be doable. Woodruff stated the $50,000 in the CIP for Cathcart Park Lighting could go toward lighting in Freeman Park. Councilmember Turgeon stated girls softball leagues appear to be using the softball fields at Freeman Park less because they are using fields at the high school. She questioned if one of the softball fields at the Park could be converted to a different use. She then stated Chanhassen has already indicated it did not intend to make a capital investment into Cathcart Park. Park Coordinator Anderson stated the Hockey Association had previously asked to do a refrigerated ice rink venture with the City at Freeman Park. When that was being reviewed, the Park Commission did identify locations for ice rink. Councilmember Woodruff commented that a new ice rink may be a great opportunity for a grant application. Be suggested the Park Commission add a line item into the CIP for replacement of trees lost to Emerald Ash Borer. He clarified he was not necessarily advocating for replacing diseased trees in the woods, only those that are more visible and provide shade. Park Commission Chair Norman explained that the Three Rivers Park District is considering implementing a program where it will replace 10 percent of the Ash trees in its parks each year. Councilmember Turgeon commented there are other varieties of trees that are susceptible to disease that must also be dealt with. Park Commissioner Edmondson asked if the City has a particular tree removal company it does business with, and if so maybe it has a certified arborist on its staff that would look at the City's trees for free. Administrator Heck stated the City is going to train staff on how to identify diseased trees. Woodruff stated the removal of trees could be funded for out of the Parks Operating Budget and the replacement trees could be funded out of the Parks CIP. Councilmember Zerby stated the City should adhere to its tree preservation and reforestation policy. Councilmember Zerby asked what, if any discussion, the Park Commission has had about connecting the sidewalk at the Tonka Village Shopping Center to the LRT Trail. Director Brown explained there is approximately 400 feet between the City's pedestrianibicycle facilities and the LRT Trail. That was discussed in the County Road 19 Corridor Study. Councilmember Turgeon stated there is only 400 feet in the City but the extension would be longer than that. She thought the connection should be made. Zerby stated he thought it would be worthwhile to be able to get from Badger Park to the LRT Trail behind the public safety facility and from the Center to the LRT Trail. Councilmember Woodruff stated he thought that would be a worthwhile thing to do. Zerby stated he wanted this item to be included in the Parks CIP. Park Commission Chair Norman asked if the Council was in alignment with the Park Commission on the CIP projects for 2010 and 2011. Councilmember Bailey stated he was very comfortable with them and he expressed he thought the Commission did a great job developing the CIP. Councilmember Woodruff stated he likes the CIP for 2010 and 2011. Woodruff suggested the Commission include more projects than it thinks it can get funding for in the CIP if they are projects it thinks are worthwhile. The Commission should push Council on additional funding provided it is not for outrageous projects. Norman stated the Commission could identify different CIP options. Mayor Liz& stated she thought JOINT CITY COUNCIL AND PARK COMMISSION MEETING May 10, 2010 Page 4 of 5 Council was asking for the Commission to be proactive and to look at the big picture. Lizee suggested the Commission consider how the City can work with the City of Tonka Bay, the Three Rivers Park District, and Hennepin County on large ventures. Administrator Heck stated after the Commission had identified potential projects Council will have to prioritize which projects are of the highest priority. Woodruff stated if there are larger cost projects further out in the CIP then Council has the opportunity to plan for them over a number of years. Mayor Liz& suggested the conversation move to the discussion of how to apply for grants. B. Grants Administrator Heck explained how the grant application process works in most instances. The first thing the City has to do is send a letter of intent that outlines the project in general. It also identifies the estimated cost and the amount of matching funds that may be required for the project. He noted the City is not obligated at this time to do the project or to do it exactly the way it is described in the letter of intent. Council is generally asked to support the submittal of the grant application. As the process, moves along a comprehensive outline and budget are developed for the grant. He stated it's his understanding that the Park Commission has indicated that if there is a project in the Parks CIP and Staff determines grant opportunities are available for the project the Commission supports Staff submitting a letter of intent without having to bring it before the Commission. Park Commission Chair Norman stated Heck's understanding is correct. Councilmember Woodruff suggested a grant application be submitted even if the project is scheduled to be done in a future year. Administrator Heck stated if the grant requires an in -kind contribution from the City that may not be in the budget Council would be asked for its support before the letter of intent is submitted. The City already has personnel who have responsibility for submitting grant applications. He recommended Staff have the flexibility to submit letters of intent for projects already being considered. The period of time from when Staff learns about a grant opportunity to when an application has to be submitted is most frequently relatively short. When an opportunity comes up for a large project but that project is not in any CIP then that needs to be presented to the Park Commission and Council first. Councilmember Turgeon stated from her vantage point the long -term maintenance costs and ongoing staff are often not identified up front. She recommended those costs be identified up front. Councilmember Woodruff stated he shared Turgeon's concern. Woodruff suggested the Park Commission review the projects in the Parks CIP to determine if the long -term maintenance costs and added personnel costs have been considered. He commented he thought there would be a grant opportunity for the Skate Park shelter project included in the 2013 Parks CIP, noting this project would generate a new maintenance requirement. Park Commissioner Edmondson stated he finds it beneficial to have Director Brown in attendance at Park Commission meetings when projects are discussed because Brown can explain what the maintenance costs will be. Park Coordinator Anderson stated she discusses those types of needs with Brown. Park Commission Chair Norman stated the Park Commission considers the use of lower maintenance materials for projects. Park Commissioner Robb reinforced Norman's comments. Park Commissioner Edmondson asked if the City could use an intern to help process grant applications. Administrator Heck stated the City has two people on staff responsible for doing that. JOINT CITY COUNCIL AND PARK COMMISSION MEETING May 10, 2010 Page 5 of 5 Administrator Heck stated the City hopes to hear about the status of its grant application through the Hennepin County Youth Sports Grant Program in late May. The City is waiting for feedback on other grant applications submitted. He commented February is a good time to approach foundations about potential grants. Mayor Liz& complimented Staff on the good job it has done in applying for grants. She suggested Council support applying for the grants when opportunities arise, noting applying for the grants does not commit the City to spending funds or doing the project in a certain way. It does put the City in a pool of applicants for consideration. 3. ADJOURN Woodruff moved, Turgeon seconded, adjourning the Joint City Council and Park Commission meeting at 6:52 P.M. Motion passed 10 /0. RESPECTFULLY SUBMITTED Christine Freeman, Recorder ATTEST: (2 ch Liz6e, Mayor