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011315 Park Comm AgendaP CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JANUARY 13, 2015 7:00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Hartmann(February 23)____ Mangold(December)____ Dietz(July)(Nov-tentative) ____ Sawtell(January 12) ____ Ische(January 26)_____ B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 9, 2014 – (Att.-#2A) 3. MATTERS FROM THE FLOOR 4. DISCUSS 2015 WORK PROGRAM - (Att.-#4) 5. UPDATE ON PARK TO-DO LIST - (Att.-#5) 6. SUMMER EVENTS - (Att.-#6) 7. NEW BUSINESS 8. STAFF AND LIAISON REPORTS/UPDATES (Staff reports and updates are not meant for discussion. Discussion items will be listed as part of new or old business.) A. City Council B. Staff 9. ADJOURN Liaison for City Council Meeting on January 26 is Commissioner Ische 2A CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, DECEMBER 9, 2014 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Mangold convened the meeting at 7:01 p.m. A. Roll Call ; Present: Chair Mangold, Commissioners Dietz, Sawtell, and IscheCity Council Liaison Woodruff; Finance Director Bruce DeJong and City Planner Nielsen Absent: Hartmann B. Review Agenda Sawtell moved to approve the agenda as amended: Item 8 will be removed from the agenda. Ische seconded the motion. Motion carried 4-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of November 25, 2014. Ische moved to approve the minutes of the November 25, 2014 meeting as written. Dietz seconded the motion. Motion carried 4-0. 3. MATTERS FROM THE FLOOR There were none. 4. PARK BUDGET COMPARISON WITH OTHER CITIES Nielsen discussed changes made to the park budget comparison chart as recommended at the November meeting. Mangold stated the closest cities for comparison to Shorewood are Deephaven and Wayzata. Nielsen stated every city has a different percentage of land dedicated for parks. 5.CIP UPDATE Nielsen discussed recent City Council approvals for tennis courts in several of the parks. Mangold stated we need to determine where we will look at tennis court rehab down the road. He stated there are soil issues at the Badger court that need to be addressed. Nielsen stated there may be a need for a total reconstruction at some point. Ische stated in cases where there are bad soils, you basically have to rebuild the court like a road. Nielsen stated he had asked staff if there had been any complaints about people who wanted to use a court and were unable to because of lessons. There were no complaints. He stated use schedules are regularly posted. PARK COMMISSION MINUTES TUESDAY, NOVEMBER 25, 2014 4 PAGE 2 OF Ische asked if any courts will be painted for pickle ball. Nielsen stated one court will be painted. Nielsen stated there is nothing standing in our way to get the contractors ready to go in the spring on the tennis court rehabilitation. Dietz asked if the drainage at Gideon Glen still needs to be repaired. Nielsen stated it does, and the permit should be approved by the end of this year. He stated Public Works will do the drainage for about $5,000. Mangold stated there isn’t any hockey replacement noted at Freeman on the CIP. The Commission had discussed that it should go hand-in-hand with the removal of hockey at Badger. Woodruff stated from a Council perspective, you don’t want to get a decision about Freeman until they are ready to decide what to do with Badger. Mangold stated it still needs to be on the CIP somewhere. Mangold stated the number for the Cathcart hockey boards is unrealistic. Nielsen stated as you get to the year before the slotted year, you go out and get quotes for the scheduled work, and the amount gets updated. We all know that is a low number. The question is whether a concrete base is needed. Mangold stated it may be able to push it out as they do not appear to be in bad condition as compared to Badger. He also wanted to make sure the Commission really looked at the items on the CIP during the park tour. Dietz asked if the skate park rehab would involve replacing all the ramps. Nielsen stated the last direction was to repair what is there. Dietz wondered if it would be an opportunity to move that and the water line up. Commissioners discussed the skate pair repair. Commissioners agreed the repair would be moved up to 2015. Nielsen stated he would start getting some quotes on the repairs and push the rehab out some distance. Mangold stated the water line was brought up at the City Council meeting. They also discussed the parking lot upgrade at Freeman Park. Nielsen stated the plan is to do a drainage project in conjunction with MCWD. Nielsen stated he would check into the $50,000 earmarked as it wasn’t enough to pave the parking lot. DeJong stated the capital outlay is the same amounts shown on the CIP. The funding includes a transfer from the sale of the house to the south of City Hall. He discussed projections on park dedication fees. He stated there is potential some would be waived in lieu of internal improvements on the golf course development site. Nielsen reminded the Commission that the potential bonding for improvements is also a possible funding mechanism. It might be something the Commission might recommend to the City Council. Ische asked when there will be a better grasp on the revenues from the golf course development. Nielsen stated he believed it would be in the next six months. Ische stated decision-making could wait until that is resolved. Woodruff recommended the Commission do its best to look at the needs and desires and work with staff to make the necessary decisions. He explained that bonding often requires a referendum which requires a ballot vote. PARK COMMISSION MINUTES TUESDAY, NOVEMBER 25, 2014 4 PAGE 3 OF Mangold stated we have always left the financing up to the City Council. Woodruff stated the Commission should get the numbers firm for Badger Park. He stated he didn’t see us currently making any funding decisions. 6. APPROVE AN AMENDMENT TO PARK DEDICATION FEES Nielsen reviewed Shorewood’s park dedication fees in relation to other cities. He noted many cities go with the statute-approved ten percent. Shorewood currently charges eight percent which is not unusual for a low-density community. He stated the eight percent has not been used for a long time. Rather, a flat fee has been charged. The recommendation is to increase the flat fee from $5,000 to $6,500. A request may come to the Commission for a recommendation on the park dedication fees once the golf course property is developed. Dietz asked what the downside is giving ourselves more leeway and going to ten percent. Nielsen stated whatever is charged must be based on needs. We cannot go to ten percent just because other cities charge that much. Dietz believed there is a need. Nielsen explained the rationale behind the percentage charged. Mangold stated staff has done their homework regarding a justification and recommended a motion be made. Ische moved, seconded by Sawtell to recommend staff’s recommendation for a flat rate increase. Motion carried 3-1. Dietz voted against the motion. 7. APPROVE CONCESSION AGREEMENT Commissioners reviewed the concession agreement. Nielsen stated the agreement was referred to the City Attorney as recommended by the Commission. He stated a non-conveyance clause has been added. Commissioners discussed the need for a health department review and/or license. Woodruff stated this has been discussed in the past. Mangold stated we have had a good relationship with the vendor. 8. UPDATE ON PARK TO-DO LIST This item will be carried over to January meeting. 9. NEW BUSINESS PARK COMMISSION MINUTES TUESDAY, NOVEMBER 25, 2014 4 PAGE 4 OF 10. STAFF AND LIAISON REPORTS/UPDATES A. City Council Woodruff updated the Commission on recent City Council activity, including: volunteers are needed for Arctic Fever, WSB will be moving forward with the east side of Smithtown Road’s trail, and there was a discussion about the trail in conjunction with the sewer project in Excelsior. B. Staff 11. ADJOURN Dietz moved, Sawtell seconded, to adjourn the Park Commission Meeting of November 25, 2014 at 8:10 p.m. Motion carried 4-0. RESPECTFULLY SUBMITTED, Clare T. Link Recorder 2015 Work Program #4 January  2015 Work Program  Discuss Summer Events February  Review/update CIP  Landscape Standards  MCC Land vs Cash  8% vs $6,500  March  Appoint Chair/Vice Chair  Hockey Rink  Community Gardens April  Skate Park - future May  Park Tour - Round I June  Park Tour - Round II July  Recap of Park Tours August – December  TBD In addition to the items above, a joint meeting with the Council needs to be scheduled. The March meet- ing may be a good choice for this, after the Council has had its annual retreat. No doubt the Commission itself will have topics to add to the work program and items will come up over the course of the year. Parks - To Do ItemUrgent30 Days90 DaysCIP PWContractWatch Freeman Park Hockey rink locations X Summer uses for hockey rink X Ball field fence near Eddy Station repair/replace XXX Small shelter will be wrapped XX Adjust new fences to ground 9/19/149/19/14 Concerns about turf; water to site; spigot XX Replace drinking fountain at concession stand X Concrete work needed (Concession) X Pave gravel trail from concession, between Bass Assoc fields (in conjunction with grading/drainage) Declined Asphalt trail X Concrete around Eddy Station X Cathcart Park Park intent X Parking issues X Lighting replacement X Drainage - west side of hockey rink X Herbicide usage Cleanup around tennis court 9/11/149/11/14 Add material - small playground (mulch) 9/17/149/17/14 Screen coiled electric line 11/19/14X Crescent Beach Clean/rake sand 5/13/145/13/14 E-coli - notice to residents 5/14/14 Gideon Glen Remove silt fence 9/19/149/19/14 Parking lot XX Sign XX Badger Park X Park improvements Field maintenance discussion Rustic trail crossing XX Drainage issues Tennis court fence XX Repair playground equipment X Tennis court resurface 2015X 1 Parks - To Do Item Urgent30 Days90 DaysCIPPWContract Manor Park Rain gutters on shelter building (Joe/Paul) XX Plygrd - separate rock from rubber; blow leaves 8/24/14X Trim large willow 8/24/14X Consider drain tile for low area east of plygrd 2 YRX Trim grass edges - volleyball 8/24/148/24/14 Repaint tennis backboard/replace white stripe 8/25/148/25/14 Add loop trail to CIP; mow path for now XX Consider more challenging play equipment X Drag ball field infield; weed control 8/12/14X Park rules sign - replace XXX Rain garden west of parking lot XXX Skate Park X Replace panels on ramps as needed XX Weeds in pavement cracks 8/26/14X Video surveillance sign - real? Tim Keane - Liability Informal survey re use/value of skate park XX Revisit concept of dog park (following survey) X Expand community garden X Silverwood Park Remove large ash tree east of shelter X New bench - north of swings, east of shelter XXEagle Scout Repair, straighten retaining wall west of court X? Christmas Lake Access Replace faded signs XPlanning Empty compost bin; replace sign XPlanning Add dock to long-term maint/CIP X All Parks Expected life span of fencing X Consider certifying PW for weed spraying X Remove "volunteers" from spruce XX Remove "dead heads" and "widowmakers" 8/26/14XX Lock message boards; more info (e.g. rules) 9/15/14Planning Update park facilities inventory X Planning 2 #5 CITY OF SHOREWOOD  5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900  Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us To: Park Commission From: Twila Grout – Park Coordinator/Administrative Assistant Date: January 9, 2015 Re: Agenda Item 5– Update on Park To-Do List Planning Director, Brad Nielsen will be providing the updated Park To-Do List on Monday via email. #6 CITY OF SHOREWOOD  5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900  Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us To: Park Commission From: Twila Grout – Park Coordinator/Admin. Asst. Date: January 7, 2015 Re: Summer Activities Staff is hoping to have most of the programs set up by the end of January. Here are some of the programs that staff is working on:  Kite Making - Staff is waiting to hear from the instructor to see if they would provide this program again. The instructor provides everything to make the kites. The type of kite the kids make is called a sled kite. His cost last year was $100 plus $6 per child. It will be for grades 2-5. Last year this was a free program.  The Zoomobile - Staff has left a message for them. This has always been a popular program. The fee for this program last year was $325.  I'm waiting to hear back from WestMetroFish.MinnAqua to see what programs they offer for kids.  MCE summer camp during the week at Freeman will be on Tuesday and Thursdays from 9-Noon, June 23 to August 20.  I’m checking with Three Rivers to see if they will offer the geocaching at Freeman, and kayaking at Crescent Beach. Geocaching was a popular program and the fee was $180 last year. Last year this was a free program. The Kayaking program is $15 per participant.  The Step To It Challenge begins May 3- May 30th. Registration starts on April 1st. Hennepin County coordinates this program. Hennepin County will be contacting the cities to set up a meeting in the near future.  Excelsior Library will be having story time at Manor Park. This program will be on a Wednesday. They are hoping to do a story time in June, July and August.  Tennis at Badger will take place again this summer with Carlson Tennis. Dan Carlson will be sending the schedule to staff.  Kid Power with Rachel is held at Manor Park. Her fee last year was $500 for one hour. The Park Commission will need to determine if they want to continue this program.  Music in the Park - The past two years we have had Shalo as the entertainment and this has had a great turnout. Her fee last year was $1500. This year we will have the program at Freeman Park. The Park Commission will need to determine if they would like to host this again. th  Safety Camp will be on August 12. The committee will be meeting this month to start planning.  Movie in the Park at Badger - The Park Commission will need to determine if they would like to host this again in September. The total cost for movie in the park last year was $1,675. New classes that staff is checking on are:  Staff is waiting to hear back from MN Herpetological Society to see if they still offer programs for kids and also the University of MN Bell Museum. In the past the MN Herpetological Society offered a Reptiles and Amphibians program and the Bell Museum has a program called Creepy Crawlies. Last year the budget was $4,000, plus we received $700 in donations to go towards Safety Camp. The total cost for all the programs was $4,474. Staff suggests that the Park Commission move forward with the following: Music in the Park at Freeman Park. One children’s Music in the Park for summer at Manor Park. Have MCE hold their summer program at Freeman. Hold safety camp the second Wednesday in August. Contact the vendors that held programs for 2014 and book for 2015. Movie in the park at Badger Park in September. After review and discussion please advise how staff should proceed with the summer events.