032216 PK MINS
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, MARCH 22, 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; Finance Director
Bruce DeJong
Absent: None
B. Review Agenda
Kobs moved to approve the agenda as written: add a quick review of the joint City Council
meeting as Item 5. Vassar seconded the motion. Motion carried 5-0.
2. APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of March 8, 2016
Kobs moved to approve the minutes of the March 8, 2016 meeting as written. Rock seconded
the motion. Motion carried 5-0.
3. MATTERS FROM THE FLOOR
There were none.
4. UPDATE ON BADGER FIELD
Bids were solicited from Astro Turf, Field Turf and Sprint Turf, and Field Turf came back with
the most accurate bid. Nielsen stated since the joint meeting with the Council, staff met with the
sports groups to discuss the shortfall. He discussed the FieldTurf quote. He stated the civil scope
is the bulk of the project. He stated $10,000 would be subtracted out for work the city would
provide. He also changed the fence amount to $5087.03, and the #6 alternate was reduced to
$29,375.49. He discussed the shortfall amount of $91,564.57 plus/minus $1,000. He stated this
item would be on the City Council agenda on March 28. He stated Finance and Administration
have indicated the money would be available for the work. It could begin as soon as road
restrictions have been lifted.
In response to a question from Rock, Nielsen discussed the drainage on the site. The bid margin
was discussed.
PARK COMMISSION MINUTES
TUESDAY, MARCH 22, 2016
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Mangold stated he still had questions about specific items in the bid such as the fencing. He
suggested it could be removed and asked if it was even needed. Nielsen noted it was needed to
protect the netting from the sidewalk. Mangold asked how long the fence section would be.
Steve Well stated it is to be determined and indicated it would be better to have on the south end.
If there isn’t any traffic around it, there would be no need for it. He indicated the netting is shown
as the width of the field. He believed there could be some savings when it is determined how
much of it would be needed. He stated it would be better to come in with the higher number
rather than coming in low.
Rock stated he liked the not-to-exceed number. He asked if there would be any other field that
could be looked at. Well stated it has been assumed the soil would not be good when the sand
base depth was determined. Nielsen stated it is junk soil, and it is deep.
Stelmachers asked if he believed the bid was appropriate. Well stated the numbers were bid at the
worst case scenario.
Commissioners discussed the practice field and the cost which would be borne by the lacrosse
association.
Well explained the purpose of the practice area. He stated they could live without it but were
sure they would be able to raise the money for it.
Mangold discussed the lacrosse association’s commitment to getting the field constructed. He
stated this is an exciting opportunity.
Nielsen suggested meeting with the civil engineer to negotiate the civil amount.
Labadie stated the two councilmembers and Mayor agreed we could move forward following the
joint meeting.
Mangold moved, Stelmachers second to recommend approval of the FieldTurf’s bid at a
not to exceed of $650,000 with an explanation from FieldTurf on the 1-year warranty.
Nielsen stated finalized numbers would be provided at the meeting on Monday. Motion
carried 5-0.
5. UPDATE ON JOINT MEETING WITH CITY COUNCIL
Mangold stated there was discussion of the concept plan and budget as we move forward. The direction
was to move forward with the concept plan. He believed we need to get the Engineer more involved with
the plan. DeJong stated there wasn’t anything specific at this point relating to the cost of the first phase.
He did indicate there would be enough money to construct the play field. Nielsen stated we are good for
now.
Vassar asked if there was anything the Commission should be working on now. Nielsen stated there is a
need for details as this is only a concept plan at this point.
PARK COMMISSION MINUTES
TUESDAY, MARCH 22, 2016
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Commissioners and staff discussed the park configuration.
Mangold stated his biggest question was what needs to get done and in what order. He stated he would like
engineering to provide more detail on information on sewer lines, for example. Nielsen stated there could
be a couple different ways to proceed, and they would work out the best way.
6. NEW BUSINESS
7. STAFF AND LIAISON REPORTS/UPDATES
A. City Council
B. Staff
8. ADJOURN
Stelmachers moved, Kobs seconded, to adjourn the Park Commission Meeting of March 22, 2016 at
7:53 p.m. Motion carried 5-0.
RESPECTFULLY SUBMITTED,
Clare T. Link
Recorder