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071018 Park Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JULY 10, 2018 IMMEDIATELY FOLLOWING PARK TOUR AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Mangold____ Vassar(Aug)____ Rock____ Barr____ Ashmore(July)____ B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of May 8, 2018 – (Att.-#2A) B. Park Tour Notes from June 26, 2018 – (Att.-#2B) 3 . MATTERS FROM THE FLOOR 4. NEW BUSINESS A. Review and Discuss Comprehensive Plan – Park Section 5. OLD 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 Liaison for City Council Meeting on July 23 is Commissioner Ashmore 2A CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MAY 8, 2018 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, Rock, and AshmoreCity Council Liaison Siakel; and Public Works Director Brown Absent: Commissioner Barr B. Review Agenda Rock moved to approve the agenda as written. Ashmore seconded the motion. Motion carried 4-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of April 10, 2018 Vassar moved to approve the minutes of the April 10, 2018 meeting as written. Rock seconded the motion. Motion carried 4-0. 3. MATTERS FROM THE FLOOR There were none. 4. NEW BUSINESS A. Maintenance Plan for Park Maintenance Chair Mangold noted that a copy of what the Board had worked was included in the packet, but questioned whether this was the most recent, up to date version. He stated that during the last conversation about it, there was discussion about breaking the bigger parks into sections so there were priority areas and zones. He stated that this document did not seem to reflect those conversations. Brown stated that he calls this “the memo that wouldn’t die” because it keeps reappearing. He noted that there have been a number of staff members that have been out sick or with other commitments. He apologized that when the packet was published, he did not catch that Twila had resurrected the levels of service. He stated that the last discussion was on designated priority areas and secondary areas, because as you read through this document the levels of service don’t make sense because they are duplicating level one standards in level two areas. He reiterated his apology and stated that he would bring back the updated documents that showed the priority and secondary areas to their next meeting, but, would like to give a general overview of the maintenance plan for the parks. Brown stated that the ballfields and priority areas are mowed twice a week, if weather allows. The secondary areas are mowed once a week. He noted that our insurer requires that playground inspections PARK COMMISSION MINUTES TUESDAY, MAY 8, 2018 6 PAGE 2 OF are completed monthly, but, noted that crews are taking a look at structures every week as they are in the area. He stated that restrooms are inspected every day, and cleaned, as needed, outside of weekends. He noted that this usually amounts to at least two times a week, but, will be more frequent if there is a tournament or other heavy use. He stated that the goal is to aerate annually, however that hasn’t happened because of staffing levels. He stated that he is excited that their most recent hire, Scott Schroeder, has experience in turf management. He stated his hope that he will eventually be able to be dedicated to parks in a full-time capacity. He stated that weed control spraying is done twice a year on ballfields and once a year in the common areas. He stated that the City has brought on S&S Tree to inventory all of our trees within the public right of way and have laid out a removal plan where necessary. He stated that after a big storm event, the parks many times end up becoming a debris management area which he knows the Park Commission doesn’t like. He stated that irrigation says that it will be checked monthly, but his guys are out there every day. He stated that hard surfaces are cleared of debris and checked for vandalism every week. He stated that he knows there has been concern about more weed control and they will attempt to focus on that this year. He noted that they haven’t had a lot of issues with pest control. He reviewed some general maintenance issues that staff is checking on. He noted that with snow removal there have been a few areas and lots that they have purposely not done to help prevent kids from coming in and trying “tricks” in the lots and ripping them up. He reiterated that he will bring this information back in written format with the zones identified for the next meeting. Chair Mangold stated that the information just shared by Director Brown are things they he believes they all agree on. He stated that from his perspective, there are certain areas that are not getting cared for like the ballfields are. He stated that one is the common area in Freeman Park by the memorial garden. He stated that he thinks the wording needs to be tweaked to make sure these areas are cared for with the same regard as the sports facilities. Commissioner Rock stated that one of the items on the agenda tonight is to talk about “Adopt a Park” and noted that this could be a centralized effort. Brown stated that the plaza at Freeman Park has been controversial in the past. He stated that there was a time that area was supposed to be maintained by a volunteer and he ended up just riding off into the sunset. He noted that the City took a lot of heat for the condition of the plantings and did step in and do some upgrades, but it was supposed to be taken care of by a volunteer group. He stated that he supports this because he doesn’t want his guys spending their time tinkering with a flower garden. Chair Mangold stated that he believes the City has had good luck with volunteers for the entrance gardens at each park. He stated that he didn’t want to imply that the Public Works Department staff wasn’t doing a good job, but, wanted to make sure that they are looking at issues with the same level of importance as the Park Commission. Commissioner Vassar asked why the Commission was talking about maintenance now and whether it was because the Park Tour was coming up. Chair Mangold stated that it is being talked about now because it completely fell off the agenda when Brad retired. Commissioner Vassar stated that she thinks it would be a good idea to have a discussion about park maintenance every year at the regular meeting before the annual Park Tour. B. Adopt a Park Program PARK COMMISSION MINUTES TUESDAY, MAY 8, 2018 6 PAGE 3 OF Brown stated that Hopkins and Edina have taken on a program similar to the “Adopt a Highway” program. He stated the program seems pretty straight forward. He posed a question to the Commission about how to recognize volunteers or give them accolades. Chair Mangold stated that when he read this he thought of what was already happening with the entrance gardens at the parks. He isn’t sure how adopting a park would do with some of the larger parks. He likes the idea, in theory, but isn’t sure how it fits into the scale of what the City has going on right now. Brown stated that if the Commission thinks this is a worthwhile program, staff could come back with a bubble diagram of areas that would be a good fit for volunteers to adopt in each park. Commissioner Rock stated that he noticed when he read through the packet that the various cities are actually supplying many of the supplies, like plastic bags, brooms, and shovels. He questioned the level of effort from the City and whether they would tell people what they needed to do to maintain the areas and give direction or just turn them loose. He suggested considering picking a “pilot” park for this program to see how it goes before it is used in all the parks. Brown stated that he felt that was a great idea and may not seem so overwhelming for people. The Commissions discussed starting with Manor or Badger Park Chair Mangold stated that he feels like the City is already doing this it just doesn’t have the official “Adopt a Park” title. He expressed concern that bringing on the official program may step on the toes of the existing volunteers. Commissioner Vassar stated that she thinks it would be helpful to have the official title because it would draw more attention to what is being done. Chair Mangold expressed concern that he didn’t want to end up with two side by side programs. Commissioner Ashmore suggested establishing it as more of a formal program and put some parameters and create a mission. Commissioner Vassar suggested asking the existing volunteers if they would be willing to do what the City was asking and if not, hand it over to a new set of volunteers. Commissioner Rock stated that another approach would be to allow the existing volunteers to handle certain elements of the parks and the remainder could be handled by other volunteers. Council Liaison Siakel asked if the official “Adopt a Park” program had been well received in other cities. She wonders if an official “Adopt a Park” program would intimidate and scare some people off because it seems so daunting. Commissioner Vassar stated that she was envisioning groups of people stepping up, not individuals. She stated that her impression was that the City was having difficulty finding people to maintain the gardens last year. Brown stated that with the “Adopt a Highway” program, it is a group and it is pretty much a one-day activity, once a year. He stated that frequency with the park upkeep may be an issue, because it is not something that you can just do once a year and be done. PARK COMMISSION MINUTES TUESDAY, MAY 8, 2018 6 PAGE 4 OF Chair Mangold stated that if the City decides to do this, he wants to make sure there is a clear message about what the expectations are. Commissioner Vassar suggested asking staff to come back to the Commission with what they think would be most beneficial to have done for each park. She stated that they could discuss what those tasks would look like for a volunteer. Brown stated that he would also like to do a little homework regarding Council Liaison Siakel about what has worked in other communities. C. Review June and July Park Tour Agenda Chair Mangold stated that the park tours will be on June 12, 2018 and July 10, 2018. He noted that the meeting start times will be moved to 6:00 p.m. to allow for more daylight. He noted that the June meeting will begin on site at Freeman Park. Brown noted that in looking through the list compiled last year after the tour, he thinks all but one of the items has been completed. Commissioner Vassar questioned whether the Commission needed to even look at Badger Park. Chair Mangold stated that even if it is in a state of construction, he thinks the Park Commission should walk it as part of the annual inspection process. Commissioner Vassar noted that there are some downed trees on the trail in Badger Park. Brown noted that there is also a bridge structure on that trail that doesn’t meet ADA standards. He stated that he would like to discuss this at a future meeting. Chair Mangold stated that for the June Park Tour he would like to get Commission eyes on the areas that are seen less frequently such as the trails at Freeman and Badger Parks. He stated that he would also like the Commission to keep in mind the hockey boards at Cathcart that need to be replaced. He asked that staff provide information on the structures and their age and when they were installed so they can have it available while they are on the tour. 5. OLD BUSINESS A. Color Options for Sails for Badger Park Playground Equipment Brown stated that the Council had approved the Atlantic color scheme at their last meeting. He explained that Planning Director Darling chose spring green, dolphin gray, and sky blue for the flag colors and has placed the order. B. Parks Commission Meeting at City Council Work Session on May 14, 2018, 6:00 p.m. Brown noted that this meeting is to discuss the playground surface for the pirate ship structure at Badger Park. Chair Mangold asked if the surface material quotes had been finalized. PARK COMMISSION MINUTES TUESDAY, MAY 8, 2018 6 PAGE 5 OF Brown stated that he believed the Planning Director Darling has costs associated with the different surfaces. Chair Mangold stated that he understands that the City has “costs” based on verbal square footage numbers over the phone. He would like to see actual documented “quotes” for the different products. He noted that the Council had discussed doing rubber mat throughout the whole area and the Park Commission had discussed using wood chip mulch. He stated that he would like to once again discuss materials as a group before the meeting with Council next week. Commissioner Vassar stated that she likes the idea of the poured rubber, but the price tag is a big factor. Commissioner Rock agreed that if cost wasn’t an issue, he would choose the poured rubber material. Council Liaison Siakel stated that she felt the City should do what is best for the park. She stated that this was discussed two meetings ago at Council. She reviewed some of the discussion items from the Council. She stated that while the price point of it is enticing, wood chips are dirty, messy and get taken away from the site. She stated that the City has already spend so much money on this park and it didn’t seem like wood chips fit what the City was trying to create at the park. She noted that there is a more sizable price tag with the poured rubber, but when you start considering maintenance and other issues, the price wasn’t really that far apart. She stated that if she had to vote today, she thinks she would lean towards the poured rubber mat. She stated that she appreciated wanting to be a good steward of tax dollars, but, feels because there is a state of the art lacrosse field and new playground equipment, she feels it is worth it to spend a little extra money to have the park done right. Chair Mangold stated that he has an issue with that because if the Commission were given an additional $70,000, he would use the money for different items, for example perimeter trails or landscaping at Badger and not a nicer playground surface. Council Liaison Siakel stated that this park has been created one piece at a time and she doesn’t think the City should skimp on this portion. She stated that she doesn’t want to worry about other projects yet, but just worry about this on and doing it well. Commissioner Rock stated that he can see the advantages of reduced maintenance with poured rubber over wood chips. He stated that the trail issue worries him because it becomes a drainage issue, then a crossing or an ADA issue. He stated that it may make sense to just deal with one thing at a time and take other projects as they come. He stated that the Park Commission makes recommendations to the Council and the decision is up to them including how to pay for it. Commissioner Ashmore stated that if the Commission won’t be getting the money for other parts of the park, she would support the poured rubber. Commissioner Rock suggested that there may be possibilities for applying for future grant monies to be used for drainage or trail improvement projects. He stated that he is a fan of the poured rubber and can see the advantages regarding it being low maintenance. Council Liaison Siakel stated that to speak for herself, not the full Council, it is about the job the City is doing to turn this park into a first-class park. She stated that she doesn’t have the numbers in front of her, but she remembers when they added all the parts up, including ongoing maintenance costs, the poured rubber was not astronomically different in price. PARK COMMISSION MINUTES TUESDAY, MAY 8, 2018 6 PAGE 6 OF Commissioner Rock stated that having the poured rubber surface may actually be an additional draw for people coming to use the park, which would be a good thing. Chair Mangold reiterated his request to have actual quotes and numbers, not just estimated costs before the meeting with the Council. He stated that Council has done an awesome job of supporting Badger Park. He expressed his concern with the possibility of long term CIP projects such as the perimeter trail not being completed. Commissioner Rock stated that the trail is a great idea but has so many obstacles relating to drainage and accessibility. Chair Mangold stated that he just wanted to make sure that the Commission was clear in its priorities for the park. 6. STAFF AND LIAISON REPORTS / UPDATES A. City Council Council Liaison Siakel reported that she was filling in for Council Liaison Labadie and the only thing to report was that the Council had approved the purchase of playground equipment as already discussed. B. Staff None. 7. ADJOURN Mangold moved to adjourn the Park Commission Meeting of May 8, 2018 at 7:50 p.m. Rock seconded the motion. Motion carried 4-0. Respectfully submitted, Marie Darling City Planner 2B CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK TOUR MEETING SHOREWOOD CITY HALL TUESDAY, JUNE 26, 2018 NOTES PARK TOUR Chair Mangold convened the tour of City parks at 6:13 p.m. Chair Mangold, Commissioners Barr, Vassar, Ashmore, Planning Director Darling, Public Works Director Brown, Public Works Lead Supervisor Baumann and City Administrator Lerud were present. Commissioner Rock arrived later at Cathcart Park. Public Works Director Brown gave a brief history of each park that was visited. Below is a list of items that are for discussion or that need to be updated/repaired. 1. FREEMAN PARK  There was discussion regarding rink and warming house at Eddy Station There are no outlets inside the warming house Rubber mats for rink Security issues brought up were as follows: Cannot see if anyone is skating – Video System was suggested Lighting outside so people know there is a warming house perhaps on timers Bathrooms are locked from inside  North playground – Graffiti on sign by the regional trail needs to be cleaned up.  Southerly playground equipment 1. Put on upcoming agenda to discuss alternatives for the playground equipment including playground surfaces and edging materials. Would entire playground be replaced? What type of playground would replace it? Would rubber surfacing be needed for handicapped accessibility 2. Sign needs cleaning or replacement, but previous discussion was to remove the signs as they become unsightly  Public Works Director is checking on fog sealing that the City of Minnetrista has used to see if this is something that can be used on the trails  Concrete in front of Little League concession and parking lot needs repair  Picnic tables at the plaza, place this out further on the CIP  Planning Director Darling mentioned that the city has 2 dogwood trees to plant and it was suggested they be planted by the plaza  Look further into the issue of using goats to clean up the buckthorn 2. CATHCART PARK  Hockey Rink – it was suggested having a rink floor as street hockey is becoming popular  City of Edina has wood rinks – a suggestion was painting the boards white  Playground equipment - touch up with paint  Play structure sign is missing, remove the posts  Need new backboard at tennis court  Net needs to be replaced at one of the basketball hoops  Staff to get an estimate for resurfacing the tennis courts and resealing the basketball court PARK COMMISSION TOUR MINUTES TUESDAY, JUNE 26, 2018 2 PAGE 2 OF 3. GIDEON GLEN  Staff will contact Minnewashta Elementary in the fall to see if they can get feedback regarding classes visiting Gideon Glen  No maintenance or CIP items were identified 4. BADGER PARK  Favorable discussion to pull playground now and work on grading across the playground to make sure the two sites work together.  Public Works crew can strip grass on the parking lot side of the lacrosse field fence  Planning Director Darling stated that they would be hydro seeding for erosion control over the playground area, as well as spraying native turf mixes on the north side of the parking lot  Staff to put trail on upcoming agenda  Drop off Sign should be installed when paving is complete, so people do not park there  There was discussion on the different playground surfaces that can be used. The Park Commission reaffirmed their recommendation for (Engineered Wood Fiber). Mangold moved to recommend fiber mulch for the playground surface and that excess funds be moved forward for the south Freeman tot lot. Ashmore seconded. Motion carried 5-0. Vassar moved and Barr seconded, to adjourn the Park Commission Tours of June 26, 2018 at 8:31 p.m. Motion carried 5-0. RESPECTFULLY SUBMITTED, Twila Grout Park & Rec Coordinator