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081512 Park Mtg. Agenda Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL WEDNESDAY, AUGUST 15, 2012 7:00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Quinlan(April)____ Edmondson(June)____ Swaggert(October)____ Kjolhaug(May)____ Hartmann(September)____ Gordon(August)____ Mangold(July)____ B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of July 10, 2012 - (Att.-#2A) 3. MATTERS FROM THE FLOOR 4. BUDGET REPORT FOR SUMMER EVENTS IN 2012 – (Att.#4)(Finance Director) 5. PARK VANDALISM – DISCUSS SOLUTIONS/PLANS –(Att.-5)(Planning Director) 6. DRAFT COMP PLAN AMENDMENT – (Att.-#6)(Planning Director) 7. REVIEW COSTS AND FEASIBILITY OF MOVING HOCKEY RINK/LIGHTS FROM BADGER PARK TO FREEMAN PARK -(Att.#7)(Public Works Director) 8. REVIEW COSTS OF FENCING FOR COMMUNITY GARDENS -(Att.#8)(Planning Director) 9. REVIEW COST ESTIMATES FOR FENCING AT LITTLE LEAGUE FIELDS AT FREEMAN PARK -(Att.-#9)(Public Works Director) 10. APPROVE PURCHASE OF PICNIC TABLES -(Att.#10)(Memo) 11. REVIEW QUOTE FOR MANOR PARK TENNIS COURT –(Att.#11)(Planning Director) 12. NEW BUSINESS 13. 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 1. City Wide Tree Inventory – Park Plan C. Work Program Update 14. ADJOURN Liaison for City Council Meeting on August 27 - Gordon CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JULY 10, 2012 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Quinlan convened the meeting at 7:00 p.m. A. Roll Call Present: Chair Quinlan; Commissioners Edmondson, Hartmann, Gordon and ; MangoldCity Council Liaison Hotvet; City Planner Nielsen; Finance Director Bruce DeJong Absent: Commissioners Swaggert and Kjolhaug B. Review Agenda Hartmann moved to approve the agenda as written. Gordon seconded the motion. Motion carried. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of June 12, 2012 Commissioner Edmondson moved to approve the minutes of the June 12, 2012 meeting as written. Mangold seconded the motion. Motion carried. 3. MATTERS FROM THE FLOOR There were none. 4. FINANCIAL/BUDGET REPORT Bruce DeJong, Finance Director was present to address financial and budget items for the benefit of the Park Commission. DeJong reviewed the operations portion of the budget as of the end of June. He discussed expenses and transfers to the Park Outlay Fund. He stated it didn’t look like the total park operations budget would be spent this year. He noted a lower amount would be budgeted for Twila’s salary in the next budget year. He stated a recommendation to the City Council is needed for the overall recreation budget amount. He discussed the purchase of picnic tables. Quinlan stated if the City Council will transfer the same amount from the General Fund to the Parks Capital Improvements Fund as in previous years. DeJong noted there will be additional amounts added which are from park dedication fees. Quinlan asked for clarification of the worksheet which showed debits and credits. DeJong stated it is the total amount the City Council has allocated for recreation. He noted the transfers are a method the City Council has used to see what is allocated overall. He further explained that expenditures are tracked in the capital outlay fund. Edmondson thanked staff for the clear and concise reports. Quinlan stated the balance sheet provided in June shows a balance of about $180,000. DeJong stated the fund balance and the capital outlay fund are different than the park fund. He stated it is the Commission’s choice to recommend what priority projects will have and what will be funded. #2A PARK COMMISSION MINUTES TUESDAY, JULY 10, 2012 5 PAGE 2 OF Nielsen stated staff met and discussed the recreational budget. He noted something needs to be adopted by August 15. He stated something that needs to be discussed is rink attendants, and he asked DeJong what happens when it is under budget. DeJong noted it will be part of the general fund budget at the end of the year and will be unspent for 2012. He stated for 2013 it is hoped there will be a need for budgeting for attendants. He noted it is an annual appropriation that does not carry over to the next year if unspent. Gordon asked if there are separate budgets for parks and for recreation. DeJong agreed they are separate budgets. He noted there was discussion in staff’s meeting about some items that will not be needed such as staff duties that were taken over. Gordon noted the approved budget for recreation was $116,000 in 2012. DeJong clarified the budget amount. Nielsen discussed budget items for 2013. He stated park scheduling will be done by staff, Arctic Fever will remain at $1500, there will be rink attendant expenses, and lifeguard expenses will increase. Nielsen stated the Commission will need to recommend park programming. He reviewed the events held in 2012. Quinlan believed the programs budget should be increased for the next year’s budget. Nielsen agreed a little more money should be budgeted assuming the Commission agreed to continue with the same events. DeJong stated the budget report for summer events in 2012 would be clarified in more detail for the next meeting. Nielsen stated there was interest in the Commission having jurisdiction over Gideon Glen which would result in a budget increase. He stated additional information would be forthcoming. Gordon stated if it becomes a park, there should be a sign there. Nielsen stated that has been discussed, but it would also note it is a cooperative effort. Quinlan stated it needs to be determined if the Comp Plan needs to be changed for this to become a park and what the process might be. Nielsen stated the amendment would be the first item which would need a public hearing. It would then need to be incorporated into the CIP and become a part of the budget. Edmondson stated there would be so many more opportunities for field trips and school research once this becomes a park. Hartmann stated the MCWD also has educational opportunities. Hotvet suggested adding a sign along County Road 19 showing how to get there. Quinlan stated there also needs to be parking considerations as there is no parking now. Nielsen stated something is definitely needed. Mangold stated it definitely needs to be considered if it is going to be part of the park system. Commissioners discussed the budget for buckthorn removal on Attachment 4. DeJong stated the Council decided not to do the entire program, and there are some grant opportunities. Hotvet noted there are three phases, and this is the second phase. The third phase was large but wasn’t where there is a lot of activity. She stated there isn’t a plan for when phase three will be completed. Edmondson noted the money earmarked for tennis court resurfacing at Manor Park will not be done. He hoped that the other Commissioners can comment on the budget at the next meeting or by email if they cannot attend. 5. REVIEW COSTS AND FEASIBILITY OF MOVING HOCKEY RINK/LIGHTS FROM BADGER PARK TO FREEMAN PARK Quinlan stated staff was asked to provide costs to move the hockey rink and lights from Badger Park to Freeman Park. He stated the information is not provided this evening. Nielsen stated the information can be provided at the August meeting. He noted as the information was being gathered, there was talk about a rink that can be put PARK COMMISSION MINUTES TUESDAY, JULY 10, 2012 5 PAGE 3 OF up and taken down. He stated staff is recommending this not be done. He stated the lighting information has been completed and will be provided with the other information requested. 6. REVIEW LONG RANGE PARK PLAN - CIP Commissioners reviewed the long range park plan – CIP. Quinlan opened up discussions. Gordon began by discussing the tennis court at Manor Park and if this would be an opportunity to talk about a sport court. Quinlan noted that is the next agenda item and can be discussed next. Edmondson stated at the skate park, there is talk of a picnic shelter at that location. Quinlan suggested adding an outside border or fence around the community garden area. He stated it is difficult to talk about Badger Park now without the information from Item 5. Nielsen stated the border or fence is a good idea at the garden. Edmondson stated there is a lot of support for a fence. Hartmann noted the Excelsior garden has a black fence around it, while Chanhassen has a treated fence. The fence would be a good scout project as well. Quinlan stated all the gardens he has seen have fences around them. Nielsen stated he would provide pictures of the various fences and bring costs back as well. Mangold was concerned about fencing in that it is limiting the number of plots. Nielsen stated it can be made so that the fence end can be moved. Hotvet explained the fence went up in Excelsior because of the deer in the area. Mangold did not think a park shelter should be at the skate park. The Commissioners concurred. Hotvet suggested a seasonal shelter. Edmondson stated there are shade trees and available water. Quinlan stated the allocation of new skate equipment should be discussed at some point. He noted the park is being used less. Mangold stated it also needs to be considered if other skate parks are being instead and why. Gordon stated it was also noted Chanhassen is being used less. Hotvet suggested consideration be given to lighting in general in more of the parks. Gordon suggested adding kickball leagues to the recreation budget. Edmondson suggested adding pickle ball. Nielsen stated Frisbee golf is also becoming popular. Quinlan noted Freeman Park is the only option for a Frisbee golf course. Quinlan summarized additions: fence around garden and remove picnic shelter from the skate park. Nielsen stated staff has noted the fencing at Freeman Park needs to be replaced, and cost estimates will be brought back to the Commission. He stated the Little League organization brought it up this past spring, and more detail will be brought back. Gordon stated it would be nice to have a good backboard at Cathcart Park. The existing backboard is very outdated. It was agreed to add this to the list. 7. MANOR PARK TENNIS COURT Quinlan reviewed the cost estimate for a sport court at Manor Park in the amount of $32,147. He asked for input from the Commission. Nielsen reviewed quote from Versa court for $25,000. Gordon stated she preferred the Versa court which is less expensive with similar warranties. Nielsen stated he would prefer information on maintenance costs. He noted there are grants available from the USTA to help with the cost. Mangold stated if you are putting in a new court, the push is to get more play from younger players. Nielsen stated Hennepin PARK COMMISSION MINUTES TUESDAY, JULY 10, 2012 5 PAGE 4 OF County has a sport grant available which can be considered. Quinlan asked if there is any timing for the cost estimate. Nielsen noted there isn’t any money budgeted for it this year. If we put it in first thing next spring, it can be budgeted for next year. Nielsen noted this court moves more than any other in the City and will be a good test for a new court. Commissioners discussed the condition of the existing court. Motion by Gordon to recommend moving forward with the versa court of sport court for Manor Park. Hartmann seconded the motion. Motion carried. Quinlan stated we need to understand ongoing maintenance (restriping, 7-10 year estimate), and provide a quote to orient the courts for younger players. Edmondson stated he would recommend the City’s logo be added in the middle if it is cost effective. Mangold stated the cost of surface prep for each estimate. Nielsen stated the versa court estimate did include surface prep. Gordon noted the maintenance in Eden Prairie is very easy for their versa court. 8. ADOPT-A-GARDEN PROGRAM UPDATE Quinlan noted there are gardens in several of the parks. We wanted to review where we are at with our gardening volunteers. Nielsen stated one of the things in question was the memorial garden at Freeman which is maintained by the families that planted it to begin with. Quinlan noted the other gardens are looking good at all the parks. Nielsen stated mulching will be added to all the gardens through budgeting in the future. Quinlan asked if the stipend of $100 for the gardens was sufficient. Nielsen stated it is working well, and one of the volunteers gave the money back. Edmondson asked how the Shirley Rice fund can be used. Quinlan stated there is $500 left, and he suggested it be used as stipends in the future. Nielsen stated that fund is dedicated to needs in Manor Park only. 9. NEW BUSINESS None 10. STAFF AND LIAISON REPORTS/UPDATES A. City Council No report. B. Staff  Update on Steve Kircher, Eagle Scout Project  Great River Greening Buckthorn Removal at Freeman Park  Resurfacing Tennis Courts at Cathcart and Silverwood Parks  Update on Tree at Manor Park Nielsen stated Kircher has indicated he will construct all seven message boards and a book exchange. The City Council has approved more than was recommended. Kircher was urged to fund raise. Nielsen stated staff will work with Kircher on the message board locations. Quinlan asked that information be provided to the Park Commission on the message board locations. Nielsen stated he would provide the locations and asked for comments on the locations. PARK COMMISSION MINUTES TUESDAY, JULY 10, 2012 5 PAGE 5 OF Nielsen stated he was unaware if the buckthorn removal at Freeman Park has been completed. Nielsen stated the tree at Manor Park will be trimmed to the extent possible to remove the hazard conditions. He noted neighbors would like it to remain in the park and not be removed. C. Work Program Update Quinlan noted there are no major changes to the work program. Nielsen stated he will meet with Eagle Scout Hostetter about the nature trail this week. Hartmann suggested benches be added. Nielsen asked if a standard for benches has been discussed. Gordon stated it is important to consider the tree replacement. Quinlan stated that would be discussed at the next meeting. 11. ADJOURN Edmondson moved, Gordon seconded, to adjourn the Park Commission Meeting of July 10, 2012, at 8:50 p.m. Motion carried. RESPECTFULLY SUBMITTED, Clare T. Link Recorder 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: Planning Director, Brad Nielsen Date: August 9, 2012 Re: Park Vandalism At one of the park tours this past spring, Public Works Director, Larry Brown had indicated that park vandalism has been on the rise this year. Park Chair, Quinlan asked that this topic be placed on the agenda for the Park Commissioners to discuss the extent of deter people from vandalizing the the vandalism that was been done, and what solutions/plans can be done to help park. It should be noted that the skate park has surveillance signs and Eddy Station has surveillance cameras in place, but not in operation. Staff will attempt to frame the issues associated with vandalism for future discussions on how to resolve, or at least mitigate them. Cc: Larry Brown #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 – Recreation Coordinator Reviewed By: Brad Nielsen Date: August 9, 2012 Re: Purchase of Picnic Tables Within the 2012 CIP, the Commission allocated $14,000 to purchase additional tables. In March staff purchased 11 tables at $7,917.30 leaving $6,082.70 in the budget. There are a total of 12 tables that are still needed to be purchased and then all tables will have been replaced within the parks. Staff contacted Midwest Playscapes and asked for a quote to see what the cost would be to purchase the 12 tables. The cost is $8,567.30 (attached is the quote). This would be $2,484.60 over what was allocated in the budget. The Park Commission will need to determine if they would like to purchase the 12 tables or if they would like to purchase a smaller amount of tables to be within the budgeted amount. If the choice is to finish out the purchase, the recommendation to do so would be scheduled for City Council consideration at its 27 August meeting. STAFF RECOMMENDATION: Upon review and discussion, the Park Commission will need to determine if they would like to award the purchase of the picnic tables, limiting the number to what has been budgeted, or recommend to the City Council that the current budget amount be amended to include all of the tables. #10 2012 Work Program ## JanuaryFebruaryMarchApril MayJune JulyAugustSeptOctNovDec SilverwoodSilverwood completed Resurface 1/2 Court recd quote - pc appr. 2/28 - Contact Derm-Co for tennis sent contract to Derm-Co court resurface 3/16/12 Cathcart Resurface Tennis Courts completed recd quote - pc appr. 2/28 - Contact Derm-Co for tennis sent contract to Derm-Co court resurface 3/16/12 Badger Joint City Council meeting Held on February 28 Talk with Watershed to see if they would like to be involved Review Planning and cost PC in process of breaks reviewing/discussing City Council Approval of plans forBadger Apply for Grants Manor Resurface Tennis Courts Neighborhood mtg. 5/1/11 recd quote - pc mtg. 2/28 - staff mtg. w/Dermco on 3/7 looking at EP court that has a Contact Derm-Co for tennis sport court. On 4/10 Pk court resurface Agenda. Getting quote for sport court and versa court.(6/12) On the August Pk Agenda All Parks Picnic Tables 10-15 - To Arrive @ P.W. PC Approved - Ordered Message Boards for Cathcart, Skate Park and 2 for Freeman Eagle Scout Project. #13C