Loading...
071310 PK MINS 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, approving the Agenda as submitted. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of June 8, 2010 Quinlan moved, Swaggert seconded, approving the Minutes of the June 22, 2010, Park Commission Meeting as submitted. Motion passed 4/0. 3. MATTERS FROM THE FLOOR There were none 4. REPORTS A. Report on City Council Meeting Council member Bailey reported that the City Council approved the asphalt project for the Silverwood parking lot, noting that Public Works Director Brown found a package for approximately $12,000, well below the estimated amount in the 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 enhancements for the 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 income. 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 Commission could have a PARK COMMISSION MINUTES TUESDAY, JULY 13, 2010 PAGE 2 OF 5 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 made the Commission aware it was off task. Bailey reiterated that the view of where we’d like to go is different than what can be approved in the official CIP. Quinlan asked if similar situations existed within the budget for other departments, such as public works. He acknowledged that, faced with things that must get done, what does the Council do. Bailey said that Council must make some difficult decisions; some projects get delayed simply because the funds aren’t there or rates go up. Heck interjected that the Council must continually evaluate what projects get done and where the dollars will come from to fund them. He noted that there are many critical road projects that may not get done and that public works is going thru the same prioritization process. Heck stated that the dollars are not there to allocate funds within the timeframe we have allotted. Heck commended the Commission for following the direction they were given, creating a long term capital improvement plan, containing many worthwhile projects, but he acknowledged that now that these projects are down on paper, the Council recognizes the fact that they do not have the funding to support all of these deserving projects in the timeframe designated and would like the Commission to go back and prioritize those items which are of most immediate attention but retain the wish list as items that they would like to accomplish should funds become available. Anderson concurred, acknowledging the Commission for following Council direction, but recognizing funding considerations, reality, dictates we must push some things out as long term plans phased in over time, even as far off as 2025. Quinlan stated that staff will increasingly pursue grants which may allow us to take advantage of our broader wish list. Chair Norman suggested 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 13, 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 staff’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 Cathcart and Freeman Parks. While the quotes from the manufacturer have been obtained, Anderson noted that our public works department does not have the staff or the time to expand the perimeters to the playgrounds for the installation. In addition, the blacktop surfacing of the Skate Park has been delayed by Public Works Director Brown who has suspended all asphalt projects outside patching until the end of the season since staff is currently overcommitted to seal coating over roadways and does not have the staff or time to complete this project. Finally, the drinking fountain continues to be delayed since there are no contractors who wish to participate in the bid process. This in turn will require public works staff to do the prep work themselves and a plumber will complete the fountain work. D. Update on Manor Park Shelter and Playground Anderson reported that the projects are well underway. She invited the Commissioners to the Volunteer Installation on Saturday, August 14, from 8am-5pm and passed around a signup sheet for them to register. She stated that, as part of the Hennepin County award, a small metal sign will be posted at the site acknowledging the award. The final note, Anderson indicated that public works staff had already begun disassembling the current playground equipment in preparation for the installation. She encouraged the Commission to visit the site and see for themselves the progress being made. E. Update on Silverwood Park Shelter Anderson pointed out that the slab had been poured, the parking lot approved, and as soon as the shelter arrives, which should be any day, it will be put up. She commented that she had met a man and his three small children at the park late 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. ADDITIONAL REPLACEMENT OF SWING SET OPTIONS FOR MANOR PARK Anderson explained that, while 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 PARK COMMISSION MINUTES TUESDAY, JULY 13, 2010 PAGE 4 OF 5 chair also and many times there are very few things for the kids to do on playgrounds except 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 the overall 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 approve Option B, changing out the current swing set for the new frame bay with 4 swings including accessible swing with bar, concrete path and rubber coating, not to exceed $7,000. Motion passed 4/0. 6. REVIEW CIP Bailey noted that the transfers will not change. Heck pointed out that road projects are faced with similar problems regarding funding and new equipment programs. While the Commission identified many things the parks will need in the future, now the Commission needs to tweak the list to the critical items they’d like to see done. He suggested the Commission consider phasing in expensive projects over subsequent years. Heck maintained to the Commission, that the Council reaction was not a total rejection of the plan but something that they felt must be spread out over the long term. Chair Norman asked if Heck could create a separate column containing the optional programs, those that might be funded by grants as part of a wish list which can be pulled in to certain years as they become available. Bailey suggested the Commission create a separate formal document for the Park Commission that contains the wish list, while the 5 year CIP must be a realistic plan that will be funded, while leaving a small amount in reserves. Heck stated that statutorily, the CIP must be out 5 years, but a longer term prioritization of pending projects could be created that reaches out further. Chair Norman stated that he 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 PARK COMMISSION MINUTES TUESDAY, JULY 13, 2010 PAGE 5 OF 5 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. Heck suggested he work on creating a program which would establish a separate pending category, in which active items could be placed, recoded 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 may be 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 only apply for those items that match those needs identified within the CIP, both pending and active projects. She stated that she would send out an email to all of the commissioners containing his instructions. 7. PRIMARY ELECTION ON AUGUST 10 - NEED TO DETERMINE DATE FOR AUGUST PARK COMMISSION MEETING Chair Norman asked staff to send out an email asking who could make the meeting if it were held on thth August 24, otherwise offering up the 17 as an alternative. 8. REVIEW REQUEST FROM RESIDENT REGARDING BASKETBALL HOOP AT BADGER PARK The Commission discussed the request made by the anonymous resident for a basketball hoop to be installed within the tennis court system and determined that Badger Park would not be a good fit for or an appropriate location for basketball within the tennis court complex as the courts are the most heavily used in the City and this would cause certain conflicts. If anything, the hockey surface would be considered for hard surfacing first. 9. DISCUSS GARAGE BAND JAM EVENT FOR NEXT YEAR rd Anderson reported that, unfortunately, the Garage Band Jam for July 23 has been cancelled. Due to the fact that the City only received 3 CD’s from participants, the City had no choice than to cancel. Based on efforts made at the staff level to promote the event, Anderson asked for comments on how the Commission believed the city might improve the program for next year. Anderson summarized the advertising, partnerships made, and other promotion done. She compared the costs and prizes awarded winners from surrounding communities, noting that Excelsior also cancelled their battle of the bands this year. 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 PARK COMMISSION MINUTES TUESDAY, JULY 13, 2010 PAGE 6 OF 5 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 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 Commission Meeting of July 13, 2010, at 8:07 p.m. Motion passed 4/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder Liaison for City Council Meeting on July 26 - Swaggert