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03-22-16 Park Comm Agenda CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MARCH 22, 2016 7:00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Mangold(Aug 29)____ Vassar(July 25) ____ Stelmachers(May 9)_____ Kobs(June 27)_____ Rock(May 23)_____ B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of March 8, 2016 – (Att.-#2A) 3. MATTERS FROM THE FLOOR 4. UPDATE ON BADGER FIELD (Att.-#4) A. Review Quotes 5. NEW BUSINESS 6. 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 7. ADJOURN #2A CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MARCH 8, 2016 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Mangold convened the meeting at 7:00 p.m. A. Roll Call ; Present: Chair Mangold, Commissioners Vassar Stelmachers, Kobs and Rock City Council Liaison Labadie; City Planner Nielsen Absent: None B. Review Agenda Kobs moved to approve the agenda as written. Vassar seconded the motion. Motion carried 5-0. Mangold welcome new Park Commission members Paul Kobs and Ed Rock and introduced them. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 9, 2016 Vassar moved to approve the minutes of the February 9, 2016 meeting as written. Stelmachers seconded the motion. Motion carried 5-0. 3. MATTERS FROM THE FLOOR There were none. 4. REVIEW OTHER CITIES’ TOURNAMENT FEES Nielsen provided research on what other cities charge for tournament fees. Following damage during a tournament in 2015, steps have been taken to correct the issues. He indicated Shorewood is right in line with what other cities charge. He indicated renting police is part of the sports organization’s responsibilities. He stated staff is doing an overall study of costs associated with special events. He indicated there are so many events, the police cannot work every single weekend. He asked the Commission for input on whether fees should change. He stated the Public Works Director reviewed fees and stated they cover all labor costs. In response to a question from Stelmachers, Nielsen clarified the difference in lighting costs. Stelmachers noted Eden Prairie charges much more than Shorewood for field usage. Mangold didn’t think it was fair to compare small and large cities. Stelmachers asked when fees were last changed. Mangold believed it has been at least four years. Mangold didn’t think fees needed to be changed; however, the damage deposit seemed quite low. He indicated the report provided very good background information. PARK COMMISSION MINUTES TUESDAY, MARCH 8 , 2016 5 PAGE 2 OF Nielsen stated the soccer organization has indicated they would utilize shuttle services and limit field usage in the future. Commissioners agreed the fees shouldn’t be changed. Nielsen indicated any field damage was repaired by the organization responsible. 5. UPDATE ON BADGER FIELD Mangold stated the lacrosse organization is present this evening. He stated the Commission would review everything we have on the history of the park development. Nielsen reviewed the history beginning with the TKDA development of a master plan. He indicated issues were identified in 2013 and rough sketches were created which showed what should be done at the park. He discussed possible amenities and improvements to connect the Southshore Center to city hall. The decision was made that the play field would remain. There was talk about removing the hockey rink and keeping the tennis courts. Mangold stated this was all done by city staff. He indicated the plan was to open the park up to create a campus feel and provide additional open space by removing the hockey rink. The recommendation from the Park Commission was to move forward with the concepts with the condition the hockey rink is moved somewhere else. He stated there wasn’t a current plan for the new hockey rink location at this point. Nielsen reviewed concept 2 which was the first plan the Park Commission looked at. The plan provides more parking for the Center in close proximity to the Center and also for use by the park itself. The walkway is tree- lined, and an outdoor gathering area would also serve the Center and the park. The driveway to the Center was reconfigured. He indicated the consultant came back with a new plan, labeled concept 1, which would not require the moving of the current lighting. One of the downfalls of the plan is the traffic flow to the Center and back. The Commission liked the pinwheel design of the open area and the playfield location. Concept 1.5 reconfigured the turnaround near the Center which resulted in the loss of some parking spaces. The playfield orientation is correct, and the pinwheel design remains. This plan was recommended to City Council. He indicated the Park Commission felt it should be done in two phases and the hockey rink located. The Council delayed it because of the Mattamy project. There was thought given to move the park to the Mattamy site. This idea was shelved. Nielsen stated the park fees from the Mattamy project and the funds from the sale of the house next door to City Hall would be used to finance the park. He did note the park fees from Mattamy would not all come in one lump sum. He stated we are proposing the playfield first, then the parking lot, and then the remainder of the park. The plan is not to disrupt the field play too much. Nielsen stated we were successful in getting a grant for $200,000 ($300,000 was requested). He stated lacrosse and football would also be giving money for the improvements. He indicated we are still short. We requested proposals from three vendors (two were received). He reviewed the playfield quotes. Mangold reviewed the budget for the quotes for concept 1.5. He indicated it included a grass field at the time. He questioned the storm sewer improvements and what they involved. He asked if a warming house structure would be needed if the rink is relocated. Nielsen stated the building need would still be an item for discussion. He indicated some type of pergola structure with restrooms could be an option. He indicated the tennis courts PARK COMMISSION MINUTES TUESDAY, MARCH 8 , 2016 5 PAGE 3 OF would need to be refurbished at some point. Mangold stated the current budget did not include anything for the tennis courts. Nielsen reviewed the playfield quotes. He compared the quotes for FieldTurf and AstroTurf. He stated the AstroTurf quote is well within the budgeted amount but it wasn’t clear if it compares to the FieldTurf quote. He indicated we were waiting for a response from AstroTurf. Vassar asked FieldTurf knew they would be higher. Nielsen stated they knew from experience their quote would be high. Lance Nelson, Lacrosse Association, gave a background on the history of the organization. He stated they don’t have a home field and rent field from Chanhassen, Minnetonka and Shorewood. He stated they consider Badger Park to be their home field. He stated the field conditions aren’t optimal. Steve Wells agreed Badger Park would be a great location for their association. He indicated no organization got more than $200,000 from the County this year. Nelson indicated Badger is a great location in the west metro area. He stated their greatest need would be during May and June. Stelmachers asked if the turf companies could recommend other areas they’ve done that the Commission could visit. Nielsen stated FieldTurf installed the turf at Minnetonka High School, and he could get additional references from both companies. Nelson cautioned the Commission to review the AstroTurf quote. He indicated their quote didn’t include any civil engineering work. Mangold thanked the representatives from Lacrosse for stepping up to help with the development. Mangold discussed the timetable for moving forward with the development of the playfield. He didn’t think a recommendation could be made until the information requested would be received from AstroTurf. He suggested there be an additional meeting before a recommendation could be made. Wells suggested their organization contact AstroTurf for the requested information. He discussed the importance of the quote. He believed it could be accomplished in the next few days. Stelmachers agreed AstroTurf should be given another chance. Mangold asked the group for a list of the additional needs they would have for the area. Nelson stated a small practice area would be required. Nielsen stated there would be space in the pinwheel area to provide that. Wells stated they would need about 400 square feet to construct a shed for storage. Nielsen stated we would want something that would fit the park. He stated the current utility building could be used for the time being. Mangold asked if there are any alternates in the quotes that could be removed. Nielsen stated FieldTurf has fencing on both sides when fencing on the south side would not be needed. The goals were removed as they already have those. The amounts in the quotes subtracts out these items. PARK COMMISSION MINUTES TUESDAY, MARCH 8 , 2016 5 PAGE 4 OF Mangold asked if netting would be good enough along the walking trail. Wells stated the netting on the north end would be needed because of the location next to a parking lot for safety reasons. th Nielsen stated a joint meeting would be held with the City Council on the 14. He asked if the Commission would be willing to have an additional meeting. Wells indicated the contractors would be available this spring but would be very busy in the summer. They would require 60-75 days from start to finish. Commissioners set March 22 at 7 p.m. for their special meeting date. Nielsen stated the lacrosse representatives would be speaking before the City Council on the safety of the turf. Labadie requested the information be provided to the Council in advance. Nielsen discussed possible maintenance needs for the turf. Nelson stated he would contact the turf company for clarification of what would be needed. Mangold reminded the Commission the joint meeting with the Council is at 6 p.m. on March 14. 6. RECAP OF WARMING HOUSE TOURS Nielsen stated the trailer from Cathcart has been gutted and the inside walls redone. Flooring from Badger would be a possibility for Cathcart. Work is also being done at Freeman. Ramps would also be redone. Vassar asked if some short boards could be used at Freeman. Nielsen stated it could be researched. Mangold stated the lack of lighting on the buildings was also an issue. He suggested this item be a regular item on an agenda. Nielsen stated it would also be more effective to have the tour when the rinks were still operational. The Commission agreed. 7. DETERMINE CHAIR AND VICE CHAIR Mangold stated he would be happy to continue as Chair. Motion by Stelmachers, second by Kobs to approve Mangold as Chair. Motion carried 5-0. Mangold suggested Stelmachers serve as Vice Chair. Motion by Mangold, second by Vassar to approve Stelmachers as Vice Chair. Motion carried 5-0. 8. CHANGE DATE OF APRIL 12 PARK COMMISSION MEETING Nielsen stated he would be unable to attend the April 12 meeting. Commissioners agreed the meeting would be rescheduled for April 26 at 7 p.m. PARK COMMISSION MINUTES TUESDAY, MARCH 8 , 2016 5 PAGE 5 OF 9. DETERMINE LIAISONS FOR COUNCIL MEETINGS May 9 – Stelmachers; 23 - Rock June 27 - Kobs July 25 - Vassar August Mangold 10. NEW BUSINESS None 11. STAFF AND LIAISON REPORTS/UPDATES A. City Council Labadie updated the Commission on recent City Council actions. B. Staff None 12. ADJOURN Stelmachers moved, Rock seconded, to adjourn the Park Commission Meeting of March 8, 2016 at 8:37 p.m. Motion carried 5-0. RESPECTFULLY SUBMITTED, Clare T. Link Recorder #4 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: March 19, 2016 Re: Agenda Item 4– Update on Badger Field Planning Director, Brad Nielsen will be providing the quotes at Tuesday night's meeting. Please watch your email as he mentioned if he receives the quotes before the meeting he will also email them to you.