081710 PK APCITY OF SHOREWOOD 5735 COUNTRY CLUB RD
PARK COMMISSION MEETING SOUTHSHORE COMMUNITY CENTER
TUESDAY, AUGUST 17, 2010 7:00 P.M.
AGENDA
1. CONVENE PARK COMMISSION MEETING
A. Roll Call
Norman_
Trent_
Quinlan_
Robb_
Edmondson_
Gaidos
B. Review Agenda Swaggert
2. APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of July 13, 2010 (Att. -#2A)
3. MATTERS FROM THE FLOOR
4. REPORTS
A. Report on City Council Meeting
C. Update on Work Program — (Att. - 44C)
D. Update on Manor Park Shelter and Playground
E. Update on Silverwood Park Shelter
5. GRANTS FOR TRAIL CONNECTION BETWEEN LRT AND THE TRAIL IN
PLACE ON HWY 19 IN TONKA BAY — (Att.45)
6. RECYCLING IN THE PARKS — (Att.46)
7. REVIEW CIP— (Att.- #7)
8. NEW BUSINESS
9. ADJOURN
Liaison for City Council Meeting on August 24 - Edmonson
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, JULY 13, 2010 7:00 P.M.
MINUTES
1. CONVENE PARK COMMISSION MEETING
A. Roll Call
Present: Chair Norman; Commissioners Quinlan, Edmondson, and Swaggert; City Administrator
Heck; Park Coordinator Anderson, and City Council liaison Bailey
Absent: Commissioners Trent, Robb, and Gaidos
B. Review Agenda
Quinlan moved, Edmondson seconded, approvmg1heAgenda as su'Ybmitted. Motion passed 4/0.
2. APPROVAL OF MINUTES
A. Park Commission Me ina Minutes of June�$..2D10
Quinlan moved, Swaggert seconded, approving theMi of the Tune "22, 2010, Park
Commission Meeting as submitted. Motion passed 4
3. MATTERS
There were none
4. REPORTS
on
Council 'fiember Bailey r p fed that the'City Council approved the asphalt project for the Silverwood
parkrdg lot, noting that Public Works Direeht r Brown found a package for approximately $12,000, well
below the eqitnated amount in'dhe CIP.
Bailey indicated that the Council =also discussed the park CIP and other budgets during its work session.
With regard to the Park CIP Bailey noted that while the Park Commission did a good job identifying
numerous enhancementtior lie parks, the City Council cannot approve a CIP with a deficit. He directed
the Commission to reconsider its CIP and prioritize its expenditures to ensure there is a balance to
expenditures versus inc&me.
Chair Norman interjected that, based on the joint work session, the Council directed the Commission to
identify the bigger projects that should be accomplished in the coming years and insert them in the CIP
for long term planning purposes.
Bailey stated that he, too, recalled the joint work session and that Council member Woodruff did
encourage the Commission to create a wish list, but since the Council is not willing to commit to an
additional funding source we must balance or match the Park budget. He acknowledged that the
#aa
PARK COMMISSION MINUTES
TUESDAY, JULY 13, 2010
PAGE 2 OT 5
Commission could have a separate list of items they'd like to accomplish in coming years should money
appear as opposed to what the existing funds are but not offer up the current CIP for Council approval.
Anderson pointed out that, during the joint work session, the Council did challenge the Commission to
challenge the Council. It was stated that the Commission shouldn't avoid projects because the money is
not there, but instead challenge the Council to determine where funding should come from.
Chair Norman maintained that this was the same direction and conversation given the Commission last
year, to create a CIP for the next 9+ years knowing there would be a deficit but to show what needs to be
done and pursue funding to get it done. He acknowledged that staff should Have rhade the Commission
aware it was off task. .x.t
Bailey reiterated that the view of where we'd like to go is
official CIP.
Quinlan asked if similar situations existed within the
He acknowledged that, faced with things that must ge
Bailey said that Council must make some difficult
the funds aren't there or rates go up.
Heck interjected that the Council must contin
will come from to fund them. He noted that thci
and that public works is going thru the same pri
there to allocate funds within the timeframe we
Heck commended the C
capital improvementRK
these projects are down
support all of these dese
back and priorif ' 'Ads,
that they would like to s
funding cons
time, even as
Quinlan stated that
broader wish list.
be approved in the
for other departments, sitdi as public works.
what doh the Council do. "=
get delayed simply because
what projeets done and where the dollars
xitical road pt�cjects that may not get done
^uc�ass. Heck - stated that the dollars are not
onorfollowing the direction they were given, creating a long term
ining#any worthwhile proipets, but he acknowledged that now that
the ,Council recognizes =fie fact that they do not have the funding to
njec�ts m A1 4imcframedesignated and would like the Commission to go
d?l�h are of m� stapiri ediate attention but retain the wish list as items
sh should funds become available.
the Commission for following Council direction, but recognizing
es we must push some things out as long term plans phased in over
pursue grants which may allow us to take advantage of our
Chair Norman suggeste we discuss this further later in the agenda and consider creating a column
specifically for those `wish list' items that can be slid into the active CIP given funding.
B. Review Monthly Expenditure Report and 2010 CIP
Heck suggested that this report be considered quarterly as opposed to monthly, since so little happens on a month
by month basis.
PARK COMMISSION MINUTES
TUESDAY, JULY ]3, 2010
PAGE 3 OF 5
Chair Norman agreed, but directed staff to ensure this item does not fall off the radar, as have some items several
years back when asked to be brought back.
Heck ensured Norman this would not be the case.
C. Update on Work Program
Anderson explained that, while the 2010 work program was on task for a majority of the work items, there were
several that were moved up from future CIP's that have required much of staf#',s attention, including the Manor
Park playground, which in turn requires others to be delayed.
:.:
One such item that will be delayed is the installation of the tot lot pieces at C&
quotes from the manufacturer have been obtained, Anderson noted #lint our ppl
the staff or the time to expand the perimeters to the playgrounds;fior the install
surfacing of the Skate Park has been delayed by Public Works 1)irc for Brown
projects outside patching until the end of the season sinepistaff is currently
roadways and does not have the staff or time to complg_U�khis projecp Fina
be delayed since there are no contractors who wish to participate in the bid
public works staff to do the prep work themselves and a plumbed wl corm
heart and Freeman Parks. While the
,tic works department does not have
tlot., In addition, the blacktop
w1io -Has suspended all asphalt
reorninitted to seal coating over
the drink ogf06main continues to
process. Mis in turn will require
lete the fountain work.
D. Update on Manor Park hplter and
Anderson reported that the projects are well un
Installation on Saturday, August 14, from 8am-
stated that, as part of the Hennepin County awa
award. The final note, Arhicobat.ipdtcated that
playground equipment inpreparati6fi fear the im
for themselves the proO ess being made;
le invited the Commissioners to the Volunteer
asked- around adsgnup sheet for them to register. She
F metal sign — ill be posted at the site acknowledging the
, rks staff had already begun disassembling the current
She encouraged the Commission to visit the site and see
IN
Anderson p nted out thafifire slab hod -been poured, the parking lot approved, and as soon as the shelter arrives,
which should be any day, if -Will be put She tip; commented that she had met a man and his three small children at
the park Gate last week and that he was looking forward to a shade shelter to sit under while his children played.
He also suggested the grills be re= installed.
5. ADDITI NAL REPLACEMENT OF SWING SET OPTIONS FOR MANOR PARK
Anderson explained that,yte the barrier free playground had been approved and the project underway,
the update of the current swing set was not planned as part of the project. Upon discussing with the
manufacturer the desire to obtain a quote for an accessible swing set from the new playground, Anderson
obtained two options to share with the Commission. The first would be an accessible path to the swing
set with a retro - fitted accessible swing seat for $4,784.93. The second option would be for an entirely
new swing set, accessible from the new playground, with an accessible swing seat as well.
Autumn Touissant, a parent of a 5 year old wheel chair bound boy from the Manor Park neighborhood,
asked to comment. She stated that, as parent of a handicapped child it is critical to them that an
accessible swing be part of the overhaul. She stated that another family in her neighborhood has a child
in a wheel chair also and many times there are very few things for the kids to do on playgrounds except
PARK COMMISSION MINUTES
TUESDAY, JULY 13, 2010
PAGE 4 OF 5
swing. In addition, she indicated it is critical that the swing seat have a bar which attaches to the seat
between the child's legs so that they do not slip out of the swing seat. She pointed out that a swing of
this nature, as well as the rubber surface, makes for a safer environment for all children and urged the
Commission to support the new set. She also acknowledged the fact that an accessible playground with
ramps even allows grandparents to join in the fun and offers an intergenerational experience for everyone
you can't find anywhere else.
The Commission concurred that replacing the entire swing set would be the most logical step for the
additional $1000, as opposed to a retro fit for little less. Chair Norman pointed out that, given the fact
that Director Brown saved money on the Silverwood parking lot and that theovell Manor Park project
has come in under budget, there is money available to make this change, especially in light of the
neighbor's request.
Swaggert moved, Edmondson seconded, recommending the City council App4 Option B,
changing out the current swing set for the new frame bay "with 4 swings inclu' g,accessible swing
with bar, concrete path and rubber coating, not to exceed $7,000. Motion passed ,414.
6. REVIEW CIP
Bailey noted that the transfers will not
Heck pointed out that road projects are faced coil
equipment programs. While the Commission i*
now the Commission needs to tweak the list to tl
the Commission consider phasing in expensive p
Commission, that the Comrctjfeactibi4 was not a
must be spread out
problems reg'artl and new
any things the parks will need in the future,
Itehisxhey'd Ue to see done. He suggested
er suli§0 years. Heck maintained to the
ction of the plan but something that they felt
Chair Norman asked if Heck could create a separate
might be funded by grants as pants tis list bvhic
available.
containing the optional programs, those that
be pulled in to certain years as they become
Bailey suggested the Commission create asep„arate formal document for the Park Commission that
contains ib"t wish list, while"ttte.5 year CiP must be a realistic plan that will be funded, while leaving a
small amomtm reserves.
Heck stated that statutorily, the QTP must be out 5 years, but a longer tern prioritization of pending
projects could be creaked, that reaches out further.
Chair Norman stated thafhe would like to have more of the Commissioners present to discuss the CIP
further and asked if they` could discuss this item further at the next Commission meeting. He asked staff
to supply the Commissioners with an earlier version of the CIP and the current listed within the packet to
compare and begin their prioritization process.
Quinlan stated that he, for one, did not want to lose what they had done. He pointed out that the
Commission spent a great deal of time massaging the numbers to arrive at this document and it seems a
bit fuzzy as to how they will accomplish their long term goals. He recognized that they could push the
document out further and attempt to formalize or prioritize their desires in a more concrete way.
PARK COMMISSION MINUTES
TUESDAY, JULY 13, 2010
PAGE50F5
Heck suggested he work on creating a program which would establish a separate pending category, in
which active items could be placed, receded or re- sorted as needed. By creating a pending balance and
separate CIP balance, the Commission could classify their objectives and work on obtaining grants to
achieve some of them.
Chair Norman stated that, while they do want to utilize some of their reserves, they should retain an
amount for reserves and continue to apply for all kinds of grants. He noted that there are numerous
grants out there if we just apply; we maybe surprised at the awards. He directed the Commissioners to
identify our active versus pending projects in a priority order to remain at a positive balance for the 5-
year CIP.
Anderson interjected that, while there are grants available, staff will oxrly API for those items that
match those needs identified within the CIP, both pending and active projecfs "She stated that she would
send out an email to all of the commissioners containing his instructions.
PRIMARY ELECTION ON AUGUST 10 - NEED TO DETERMINE
AUGUST PARK COMMISSION MEETING-
Chair Norman asked staff to send out an email asking who could make the meeting if it were held on
August 24 " otherwise offering up the 17` as an alternative. _
8. REVIEW REQUEST FROM RESIDENTREGARDING B"" ETBALL HOOP AT
BADGERPARK
The Commission discussed the
installed within the tennis cold
appropriate location for 4;iactl
used in the City and t�$uld
considered for hard surfacine f
9.
Andes sotj'reported that, unFot
fact that th6City only receive
efforts madk"It'.the staff level
Commission hejleved the city
advertising, partnerships mad,
winners from Burro in l cor
year.
lest made by the ano fymous Teaido it for a basketball hoop to be
ned
Cam and determi that BadgeiPark would not be a good fit for or an
V,ithin the tennis court complex as the courts are the most heavily
3e eer[ain conflicts: If anything, the hockey surface would be
D JAM EVENTFOR NEXT YEAR
ly the Quage Band Jam for July 23` has been cancelled. Due to the
Ys frcia't participants, the City had no choice than to cancel. Based on
mote be event, Anderson asked for comments on how the
improve the program for next year. Anderson summarized the
other promotion done. She compared the costs and prizes awarded
ties, noting that Excelsior also cancelled their battle of the bands this
The Commission considered whether the response was due to economic conditions, little financial
incentive this year, saturation of similar events, or a need to open it up to more than high school youth.
Edmondson encouraged staff to find out from other success stories what they do right.
Anderson reported that the Friday evening Music in the Park series featuring Root City had very low
attendance as well. Even though the band was excellent and the weather pristine, attendance was merely
about 45 people. She stated that this was not surprising given the fact that the Commission did not choose
to go forward with the Music in the Park series until well into May and June and little time was left to
properly promote the event. She strongly urged the Commission to resolve the MIP partnerships by the
PARK COMMISSION MINUTES
TUESDAY, JULY 13, 2010
PAGE 6 OF 5
end of the year, if they wish to receive adequate promotion within all of the local press magazines which
publish their summer programs editions in January. She stated that the city simply missed the boat this
year and voiced concern whether the final two children's concerts in August would be well attended for
the same reason.
10. NEW BUSINESS
11. ADJOURN
Chair Norman moved, Swaggert seconded, adjourning the Park ComlptS ioitVieeting of July 13,
2010, at 8:07 p.m. Motion passed 4/0.
RESPECTFULLY SUBMITTED,
Kristi B. Anderson
Recorder
ram
tuminous Parking Lot I I I P.W. making contact w /contr for
Tree Removal tree removal & parking lot
I loverlay(I 14/10) - Tree is removed.
Quotes from Bit
Contractors w /Skate park
bid
See if concrete truck can I I I I I I I I I I
pour curb wh P.W. will remove shrubs and
en slab il, brush (1/10), slab for shelter
poured for shelter; Incl.
removal of curb in bid poured 6/25/10, JP getting quotes
._
Building Addition
Drinking Fountain
Cost estimates running line
from hydrant to location
(Westonka Plmb for
quotes ?)
Garden Sign
surface - incl
, 00d parking lot
bid on 5/5 - no bids /quotes
rec'd. /LB researching why -
James sent specs to co. on 5/2
-6/25 James never heard back,
LB working w/Westonka - 8/3
comr. In reviewing plans talking
JP and JL
will order same time as other
signs - Drafted & will be ordering
(2/10) - Ordered (takes 4 -8
wks)(4 110)LB cking on status
(6/1/10)
LB / PW will
Tot pieces - Install /
'orm Study
••
w /PW contr.
CITY OF
5755 Country Club Road e Shorewood, Minnesota 55331 . 952- 474 -3236
Fax: 952 -474 -0128 • www.ci.shorewood.mmus . cityhall &i.shorewood.mn.us
To: Park Commission
From: Julie Moore — Communications Coordinator
Twila Grout — Administrative Assistant
Date: August 5, 2010
Re: Agenda Item 5— Grant for Trail Connection between the LRT and the Trail in Place on Hwy
19 in Tonka Bay
Staff is in the process of researching DNR trail grants for a trail connection between the LRT and the trail
in place on Hwy 19 in Tonka Bay. These grants are not due until February and March of 2011.
There is the Local Trail Connections program that will have approximately $655,000 available in 2011 for
local trail connections. Grants are reimbursed based up to 50 percent of the total eligible project costs, and
the recipients must provide a non -state cash match of at least 50 percent. Other state grants cannot match
these grants. The minimum grant request is $5,000 and the maximum grant award is $100,000.
The Federal Recreational Trail Program provides funding for maintenance /restoration of existing trails, and
development /rehabilitation of recreational trail linkages. Projects for this program must be sponsored by a
unit of government, preferably in cooperation with a local trail organization. Approximately $2,000,000 is
available for projects annually. The minimum is $1,000 and maximum is $150,000.
The estimated cost of this project would be about $15,000. If the Park Commission wishes for staff to
continue with these grants, the Park Commission will need to allocate funds for trails in the 2011 CIP for
potential matching dollars.
#s
CITY OF
5755 Country Club Road . Shorewood, Minnesota 55331 .952- 960 -7900
Pax: 952- 474 -0128 • www dshorewood.mmus • 6tyha11@6xhorewood.nm.us
To: Park Commission
From: Julie Moore — Communications and Recycling Coordinator Coordinator
Date: June 2, 2010
Re: Hennepin County Parks Recycling Grant
The City of Shorewood has received a grant for park recycling from Hennepin County. This grant should
cover the cost of containers for all Shorewood parks and the cost of a part time /seasonal employee for the
summer 2011 and 2012 to assist with the collection and review of materials.
These containers would be placed next to the green garbage cans that are already in our parks. We will
continue to use the Allied Waste recycling carts as needed and will look at a variety of nice containers that
will go next to our picnic shelters. The grant will not cover the portion that contains garbage should we
decide to go with a half garbage -half recycling container that we had previously looked at and proposed, so
I will look for some options to present to the park commission at a future meeting.
We do not have all of the details of the grant from the county at this time, but I wanted to let you know
about the progress thus far. I will keep you posted as I receive additional information.
#6
CITY OF
SHOREWOOD
5755 Country Club Road • Shorewood, Minnesota 55331 . 952 -474 -3236
Fax: 952- 474 -0128 e www.ci.shorewood.mmus e cityha[1 a 6.shorewood.mn.us
To: Park Commission
From: Kristi Anderson — Community Rec Resources
Twila Grout — Park Secretary
Date: August 6, 2010
Re: 2011 -2020 CIP Priority Project List
Each Commissioner received the attached updated 'CIP Projects by Source' spreadsheet scan via email for
consideration and review prior to the meeting to prepare for discussion.
Commissioners were encouraged to take the time to review the project list, prioritize the improvements
based on the 1-5 scale below, moving or delaying some items based on your priorities, and come prepared
to discuss these at the meeting on August 1.7.
I - Urgent Need
2 - Very Important
3 - Important
4 - Less Important
5 - Future Consideration
As discussed at the previous Commission Meeting, many of the improvements, especially those for future
consideration, may be brought forth as Grant Funds become available; however, the Council's feedback
urged the Commission to make an effort to 'spend within its means' each year.
The 'Available Funds' denoted at the top of each year column reflects the available funds anticipated for that
year based on the current list of CIP items, including the annual $42,000 Council contribution to the Park
Fund.
One final item to consider is that staff has been directed to pursue trail segment grant funding thru the DNR
and Federal aid to potentially complete the segment of sidewaWtrail from the strip mall past XCel Energy
to the trail which may impact the 2011 CIP by an estimated $15,000.
STAFF RECOMMENDATION:
Staff recommends that the Commission share and discuss their priorities and direct staff to provide a final
CIP Project List to the Council for their consideration at their next meeting.
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