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05-14-13 Park Comm Agenda PacketCITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, MAY 14, 2013 5755 COUNTRY CLUB RD SHOREWOOD CITY HALL APPROXIMATELY 7:45 P.M. OR IMMEDIATELY AFTER PARK TOURS AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Quinlan(August) Edmondson(October) Kj olhaug(June) Hartmann(May) Mangold(September) Dietz(April & November) Savaell(July) B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of April 9, 2013 — (Att. - 42A) 3. MATTERS FROM THE FLOOR 4. HOCKEY RINK PRESENTATION BY SPORT RESOURCE GROUP — (Att. - 44) 5. PARK TOUR DISCUSSION 6. UPDATE ON FREEMAN PARK BALLFIELD NO. 2 FENCING 7. SERVING ALCOHOL IN THE PARKS — (Att. - 47) 8. BADGER PARK DESIGN DISCUSSION FROM PARK TOUR 9. UPCOMING PARK SUMMIT MEETING ON MAY 21— (Att. - 49) 10. NEW BUSINESS 11. STAFF AND LIAISON REPORTS /UPDATES (S'taff reports and updates are not meant for discussion. Discussion items will be listed as part of new or old business.) A. Citv Council B. Staff a. Data Practices b. Financial Update (Att-41 lb) 12. ADJOURN Liaison for Citv Council Meetinm on Mav 28 - Hartmann CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, APRIL 9, 2013 MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Quinlan convened the meeting at 7:00 p.m. A. Roll Call Present: Absent: B. Review Agenda Chair Quinlan; Commissioners Kj SaN tell; City Council Liaison Sias Edmondson C. Introduction of New Park Commissioner John S Commissioner Savtell Nvas Nvelcomed to the Commission. He gave he desires to be a member. #Za 5755 COUNTRY CLUB RD SHOREWOOD CITY HALL 7:00 P.M. ng, Hartmann, Mangold, Dietz, and Cite Planner Nielsen on his interests and N-,-h-,- 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of March 12 2013 Commissioner Mangold moved to approve the minutes of the March 12, 2013 meeting as amended: Item 7, Quinlan supported allowing consumption of alcohol and not consumption and sales; Kjolhaug requested the motion for garden be changed to recommend putting in the gardens with details worked= out at future meetings. Kjolhaug seconded the motion. Motion carried. 3. MATTERS There Nvere non 4. BADG Quinlan stated an additional sketch has been provided of a possible final concept for the Badger Park design. Nielsen stated the current master plan Nvas reviewed at the last meeting. There Nvere questions at the time of the value of some of the amenities. There Nvas discussion about the hockey rink, and the consensus is to not include a hockey rink. in the final design. He reviewed the design plan which Nvould include enhancing the connection from City Hall to the Southshore Center, enhance screening along the north side of the park, provide a perimeter trail around the park, remove the hockey rink., and leave the tennis courts where they current1v exist. He reviewed a proposed sketch which Nvould reconfigure the parking lot to straighten out the drivewa -,T back to the Center. A focal point Nvould be created, the play field Nvould remain, and play structures Nvould be improved. He reviewed another design which Nvould reconfigure the play field, change the location of the to the Center, locate a picnic area north of the Nvall.wav, and add additional parking closer to the Center. Nielsen noted the Council Neill be discussing PARK COMMISSION MINUTES TUESDAY, APRIL 9, 2013 PAGE 2 OF 5 the future of the Center, and lack of parking has alvmys been an issue. He stated straightening out the driveway connection to the Center makes a lot of sense and Neill provide more visibility for the Center. He stated the second design also makes space available for open skating and a shelter area. Quinlan asked if there is an issue N ith an eastAvest facing field N ith the sun. Nielsen stated it doesn't make an -,T difference N ith a ball or playfield. He stated by the time the organized games are in session, the sun is at a loNyer angle. Quinlan noted the second design Nyould involve moving the lights. Nielsen agreed noting it could be costly. Nielsen stated he didn't think. the picnic area needs to be a large area. Quinlan asked if the path Nyould be a green path. Nielsen stated it Nyould need to be some kind of a surface.° He stated he pictured something a little bit N ider that is landscaped. Hartmann asked where the bathrooms Nyould be located. Nielsen rioted the location in both designs. Mangold asked if the restrooms at the Center could be used. Nielsen stated they are used when it is open. He noted it is a bit of a conflict at times. He stated something convenient to the park is preferred. In response to a question from Dietz, Nielsen identified the 'location Of a focal point in the second design. Nielsen stated the most expensive part of the design is adding additional parking. He also discussed moving the lights and creating a drainage plan for the site. Quinlan believed the second design pulls the Ceni Nielsen stated if the second design is preferred, st together to present to the City Council. Quinlan st- Nyould be located and v here restrooms Nyould be design. Hartmann asked if input is needed from the For the benefit of Commissioner Sawtell, Nielsen 3 master plan. ore into the area to male a more unified area. in begin Nv orking on more details and pulling it yore information is needed on where open skating A Quinlan asked if anyone preferred the first )all league. Nielsen stated they Neill be contacted. a background on the history of the Badger Park Dietz stated if hard surface is added for the parking, could the Nyater feature be expanded? Nielsen stated it Neill be done as it is a Watershed rule, Dietz stated it Nyould be interesting to have more art features alone the Nv alkvmv as well. Mangold asked if the free skate could be on the pond. Nielsen stated some kind of shelter Nyould be needed vyhich is a possibility. Mangold noted the last tNyo light fixtures could probably hit the pond as Nyell. Quinlan stated additional inforindtion should also be provided on hoNy much it Nyould cost to relocate the field, move the lights;, and add more parking. Nielsen discussed the size of the field and noted it is about as small as they male a football field. He stated he Nyould start refining the second design. He stated the access to the Center Nyould be straightened, a Nyalkvmv added to connect, and elements added along the Nyalkvmy. Quinlan noted Badger Nyould be one of the first parks toured in May. Hartmann asked that the Watershed District be involved so Nye can get grant money. She discussed her concerns about building on a Nyetland and resulting issues v hich result N ith the ground. Kjolhaug stated Nye need to continue discussion of where the hockey rink. Neill be moved as part of this discussion. Nielsen discussed the future of joining forces N ith Tonl.a Bay. PARK COMMISSION MINUTES TUESDAY, APRIL 9, 2013 PAGE 3 OF 5 Quinlan asked if a public hearing is required for any changes to the park. Nielsen stated it Nvould require a change to an existing conditional use, and a public hearing Nvould be required. Quinlan stated a meeting Nvould be needed Nvth the affected sports groups. Nielsen stated an informal neighborhood meeting Nvould also be recommended. 5. SOLICIT EAGLE SCOUT PROJECTS Quinlan stated he Nvould like to revisit the projects that Nvere initiated last year and find out if there are any other scouts interested in volunteering this Near. He stated he Nvould also like recommendations for new projects. Nielsen stated there haven't been an -,T new volunteers this Near. Mangold recommended a'list be prepared of projects that meet the scouts' criteria. Commissioners discussed possible projects based on the project list. The rain garden at the city-- oN -,ned house, buckthorn removal and fire h -'Tdrant refurbish/painting were removed from the list. Quinlan suggested scout troops be contacted to seek volunteers. 6. DETERMINE DATES FOR PARK TOURS Quinlan stated park tours Nvould be held prior to the meetings in May and June. Nielsen stated Gideon Glen Nvould be visited in June to allow time for the parking, lot sketch to be completed. It Nvas also suggested the recording secretary attend the park tours to take notes: of discussions. 7. FREEMAN PARK BALLFIELD Quinlan reviewed the proposal for a taller fence at the Frei taller fence. Quinlan suggested the league be contacted for fence Nvas exceptionally tall. Dietz asked N-,-h-,- a portion o disrepair. Quinlan suggested a 10 "fence be suggested. more detail is needed showing a plan for N hat is being to stating Nve Neill pay for up to'67, Quinlan asked for confirn to be done to contact the league for financial help. Niel; N-,-here the fences are located. CE PRO nan Park ball field. Nielsen discussed the need for a loss ble cost sharing opportunities. Savfell felt a 12' the fence was being removed. Nielsen stated it is in wrimissioners discussed the proposal. Nielsen stated en out. A proposal can be provided to Babe Ruth tion of the height and length required and what needs n stated he Nvould also like to have a plan shoe mg 8. SUMMER SOUTHSHORE COMMUNITY CENTER ACTIVITIES Quinlan reviewed the activities planned at the Southshore Center. Nielsen encouraged Commssioners to attend the Hoe Down on May 31. Quinlan asked for posters to promote the event. 9. COMMUNITY GARDEN AT FREEMAN PARK Quinlan discussed plans for a community garden at Freeman Park. We needed additional information on the actual location and relationship to the parking lot. Nielsen noted staff is recommending a 25 x 50 plot adjacent to the parking lot in the sunniest spot. He stated the location is limited due to existing trees and the topography. He stated there is a possible connection to Nvater in the parking lot. He noted the skate park site is completely sold out, and four sites are sold in this site. He noted a couple of them are from Excelsior because the soil is better at the Shorewood site. Savaell asked where the money goes. Nielsen stated it goes into the Park Fund. Commissioners discussed Nvater availability this season. Nielsen noted rain barrels Nvould be used. PARK COMMISSION MINUTES TUESDAY, APRIL 9, 2013 PAGE 4 OF 5 Commissioner Sawtell moved to recommend approval of the community garden location at Freeman Park. Mangold seconded the motion. Motion carried. 10. DISCUSS SERVING ALCOHOL IN THE PARKS FOR AN EVENT Quinlan stated the Commission discussed allowing the consumption of alcohol at park events and /or allowing the sale of same. Staff was directed to get additional information on liability issues, etc. He noted the City Code would need to be amended to allow alcohol in the parks, dram shop insurance would need to be amended as well. Nielsen stated the first decision is whether there should be alcohol allowed in the parks first of all. Quinlan asked for the Commission's input. Savaell asked if there has been any feedback from the community that not having alcohol in the park is a problem. Quinlan stated people do it even though it isn't allowed. ` He was unaware if there has been any feedback. Nielsen stated the topic came up because of the Hoe'Dovm and a Nvav of enhancing the event. He agreed there are people who are drinking in the parks already. Savaell was concerned about allowing it at one event and not another. Dietz was concerned that security was not needed when alcohol is sold at a public event. He was concerned about issues that would arise. Mangold didn't believe this was the same atmosphere as Excelsior Commons where alcohol sales Nvo ld be more appropriate. Siakel suggested limiting the sale to just one park or just one event. Quinlan stated he was not in favor of having alcohol sales but did support bringing their own alcohol. Quinlan asked for a roll call of the following choices: Keep it the same — no sale or consumption; allow consumption at specified events /locations; or allow for sale or consumption. Savaell - leave it the same, Mangold — leave it the same, Hartmann — leave it the same, Quinlan — consumption only, Kjolhaug — sale and consumption; Dietz — only sell it, no consumption. Siakel stated she could see the sale at specific events. This item will be discussed at the May meeting. Staff was directed to get additional information on when security would be needed. Nielsen discussed the ordinance amendment process. II. DETERMINE LIAISONS FOR CITY COUNCIL MEETINGS Liaison assignments were April - Steve Dietz May Linda Hartmann June = Marl- Kjolhaug July John ,Sava August — Steve Qt September — Justir October — Bob Edi November — Steve 12. NEW BUSINESS Hartmann asked if there is any policy on the use of social media by people who are serving on City committees. Nielsen discussed data practices and the use of cell phones or computers for City business. He stated he would get more information on the impact on volunteer commissions. 13. STAFF AND LIAISON REPORTS /UPDATES A. City Council PARK COMMISSION MINUTES TUESDAY, APRIL 9, 2013 PAGE 5 OF 5 Nielsen stated the Citv will donate $1000 for Music in the Park in Excelsior. B. Staff Nielsen stated Shorewood will add a tab for Southshore Center events on their Nvebsite. A map is being prepared showing all the parks in the area as well. Sialcel noted a Council retreat will be held to discuss the future of the Southshore Center. The work program activity was reviewed. Nielsen noted the versa -court will be striped for pickle ball. Kjolhaug suggested the parking lot at Gideon Glen be completed prior to the start ofthe.school Near. 14 ADJOURN Hartmann moved, Mangold seconded, to adjourn the 9:19 p.m. Motion carried. RESPECTFULLY SUBMITTED, Clare T. Recorder Commission Meeting 9, 2013, at #4 CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 UM2 Fax: 952- 474 -0128 • NN -NN -Na- .ci.shoreNN- ood.mn.us • cit-,halla?ci.shoreNN- ood.mn.us To: Park Commission From: Twila Grout — Park & Rec Coordinator /Admin. Asst. Reviewed By: Brad Nielsen — Planning Director Date: May 9, 2013 Re: Hockey Rink Presentation Ben Masnado from Sport Resource Group will be present Tuesday night at 8:00 to talk to the Park Commission about their ProWall-Ice Dasherboards product. Attached is a flyer with information regarding their product. b r __pyr #7 CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 UM2 Fax: 952- 474 -0128 • NN -NN -Na- .ci.shoreNN- ood.mn.us • cit-,halla?ci.shoreNN- ood.mn.us To: Park Commission From: Twila Grout — Park & Rec Coordinator /Admin. Asst. Reviewed By: Brad Nielsen — Planning Director Date: May 9, 2013 Re: Serving Alcohol in the Parks The Park Commission had asked staff to see what the surrounding cities do in regards to alcohol in the parks. Attached is a copy of responses from the cities regarding their policy on alcohol in the parks. A majority of the cities do not allow sales or consumption in the parks. As previously discussed at the last park meeting the following is what the City Attorney advised if liquor were to be sold /consumed in city parks for special events: The City Code would have to be amended to allow temporary licenses and to allow liquor in City parks. Any vendor selling liquor in the park would have to provide its own dram shop insurance. The City's current insurance would be adequate to cover any liability associated with sale of liquor. The Park Commission will need to determine if they would like to leave the current policy in place or change to allow alcohol in the parks. Alcohol in the arks City of Victoria — Requires e permit for any alcohol sales in parks for special events. They do not have e policy unthis. City of Deephaven — They do not allow sales or consumption at the beach or park. City of Wayzata — Their Ordinance prohibits alcohol in the parks. City of Mound — They have e long standing policy that does not allow alcohol in any uftheir perks. It is simply an understanding that when Mound holds the annual Spirit of the Lakes Festival the policy is waived. The exception/approval for the e|cuhu| is by vvey of list of approvals: Public Gathering Permit, 3-Day Temporary On-Sale Liquor License, Public Dance/Live Music Permit. There are nu other exceptions tu the policy. City of Minnetrista - They du not have e specific policy es they du not currently have eformal Parks and Rec program. However, the sale of alcohol at an event or consumption of alcohol at an event for which there is a fee, donation or other monetary transaction, the State requires a une'deye|cuhu| license issued by the City. In Minnetriste, this requires an application and background check waivers for all Board members, officers or directors, the payment of a fee, and liquor liability insurance indemnifying the city and its employees. A public hearing is held and the City Council approves/denies the application with or without additional requirements. Alternatively, alcohol can be served et events ifthe event organizers hire e caterer licensed tu serve alcohol. City of Minnetonka - They du not have alcoholic beverages et any uf their city sponsored events. They du allow alcohol in our parks with required permits. This is from the Minnetonka Code ufOrdinances: 1135.030. Permits. l. Applications for permits for alcoholic beverages, large group events, and sound amplification must be submitted to the city in accordance with procedures and fees prescribed by the director. The director may deny a permit application when the proposed activity may adversely affect the public health, safety, or welfare, or the condition of the park facility. The director may add conditions tu any permit tu mitigate potential adverse effects urtu ensure the quiet and orderly use and enjoyment uftheperktaci|ity.Anypersuneggrievedbyectiunufthe director may appeal to the city council by submitting a request in writing to the director within l0 days after notice uf the action. 2. Permits for alcoholic beverages are subject to the following requirements. a. Permits will be only for beer and wine in non-glass containers. b. Permits will be issued only to groups of 25 people or more and for parks that have facilities available for large group picnics. c. Permitted alcoholic beverages may be possessed and consumed only in picnic areas. Alcoholic beverages are not permitted on any athletic field, tennis court, skating rink, or adjacent areas and not in any parking lot. d. The person responsible for the gathering must remain un the park premises et all times that alcoholic beverages are being served, must have the permit in possession, and must display it upon the request of authorized city personnel. e. Alcoholic beverages are not permitted between 9:00 p.m. and 10:00 a.m. City of Chanhassen —From their Ordinance: Except for malt beverages and wine, no person shall consume or have in his possession while within any city park any bottle or receptacle which contains intoxicating liquor which has been opened, or the seal broken, or the contents of which have been partially consumed. #9 CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 UM2 Fax: 952- 474 -0128 • NN -NN -Na- .ci.shoreNN- ood.mn.us • cit-,halla?ci.shoreNN- ood.mn.us To: Park Commission From: Twila Grout — Park & Rec Coordinator /Admin. Asst. Reviewed By: Brad Nielsen — Planning Director Date: May 9, 2013 Re: Upcoming Park Summit Meeting Attached is the agenda for the upcoming Park Summit meeting on Tuesday, May 21 for your review. If there is an item that you would like to see added please let staff know. South Lake Minnetonka Parks Summit Tuesday, May 21, 2013 7:00 p.m. Southshore Community Center 5735 Country Club Rd Agenda I Review Organizational Structure o Discuss Staff Support r South Lake Area Park Map MEMORANDUM Date: May 9, 2013 To: Chairman Quinlan Park Commission Members From: Brice DeJong, Finance Director Re: Budget Update The Recreation budget in the General Fund is running about where we would expect it to be for the year. It looks as if full year operations will be at or slightly below budget with the information that we have available now. Fund 402 - Park Capital Improvements has only had one item of activity for this year. We have received $35,000 in Park Dedication fees for the Ashland Woods development. Because of vendor schedules in at the end of 2012, staff was unable to put new fencing on the Freeman baseball field. The project will be reconsidered this year. Attachments: 2013 Recreation Expenditures 2013 Park Capital Projects Revenues & Expenditures 5 -09 -2013 05:13 PM CITY OF SHOREWOOD PAGE: 24 REVENUE & EXPENSE REPORT (UNAUDITED) AS OF: APRIL 30TH, 2013 49,235.00 101 - General Fund 11,758.08 23.88 Recreation 37,476.92 33.33% OF YEAR COMP. 10,000.00 CURRENT CURRENT YEAR TO DATE % OF BUDGET DEPARTMENTAL EXPENDITURES BUDGET PERIOD ACTUAL BUDGET BALANCE PERSONAL SERVICES 101 - 45300 -101 FULL -TIME REGULAR 49,235.00 1,998.95 11,758.08 23.88 37,476.92 101 - 45300 -103 PART -TIME 10,000.00 104.52 11,416.41 114.16 ( 1,416.41) 101 - 45300 -121 PERA CONTRIB -CITY SHARE 3,570.00 152.50 930.96 26.08 2,639.04 101 - 45300 -122 FICA CONTRIB -CITY SHARE 4,531.00 160.92 1,772.85 39.13 2,758.15 101 - 45300 -131 EMPLOYEE INSURANCE -CITY SH 1,020.00 0.00 0.00 0.00 1,020.00 TOTAL PERSONAL SERVICES 68,356.00 2,416.89 25,878.30 37.86 42,477.70 MATERIALS & SUPPLIES 101 - 45300 -245 GENERAL SUPPLIES 1,500.00 300.00 300.00 20.00 1,200.00 101 - 45300 -246 PROGRAM EXPENSE 0.00 397.99 397.99 0.00 ( 397.99) TOTAL MATERIALS & SUPPLIES 1,500.00 697.99 697.99 46.53 802.01 SUPPORT SERVICES /CHARGES 101 - 45300 -321 COMMUNICATIONS- TELEPHONE 1,900.00 0.00 0.00 0.00 1,900.00 101 - 45300 -331 TRAVEL, CONFERNECE & SCHOO 1,500.00 19.46 48.06 3.20 1,451.94 101 - 45300 -351 PRINTING AND PUBLISHING 1,000.00 0.00 0.00 0.00 1,000.00 101 - 45300 -400 CONTRACTUAL SERVICES 29,500.00 1,220.00 2,657.00 9.01 26,843.00 101 - 45300 -433 DUES AND SUBSCRIPTIONS 250.00 0.00 0.00 0.00 250.00 101 - 45300 -441 ARCTIC FEVER 0.00 0.00 4,459.58 0.00 ( 4,459.58) 101 - 45300 -442 SNOW PRINCESS TEA PARTY 0.00 0.00 1.920.00 0.00 ( 1.920.00) TOTAL SUPPORT SERVICES /CHARGES 34,150.00 1,239.46 9,084.64 26.60 25,065.36 TRANSFERS 101 - 45300 -720 OPERATING TRANSFERS 42.000.00 0.00 0.00 0.00 42.000.00 TOTAL TRANSFERS 42,000.00 0.00 0.00 0.00 42,000.00 TOTAL Recreation 146,006.00 4,354.34 35,660.93 24.42 110,345.07 5 -09 -2013 05:13 PM CITY OF SHOREWOOD 35,000.00 PAGE: 1 0.00 REVENUE & EXPENSE REPORT (UNAUDITED) 1,000.00 AS OF: APRIL 30TH, 2013 0.00 402 -Park Capital Improvements 1,000.00 42.000.00 FINANCIAL SUMMARY 0.00 33.33% OF YEAR COMP. 42,000.00 CURRENT CURRENT YEAR TO DATE % OF BUDGET 35,000.00 BUDGET PERIOD ACTUAL BUDGET BALANCE REVENUE SUMMARY CHARGES FOR SERVICES MISCELLANEOUS REVENUE TRANSFERS TOTAL REVENUES EXPENDITURE SUMMARY Park Capital Improvement TOTAL EXPENDITURES REVENUES OVER /(UNDER) EXPENDITURES 0.00 0.00 35,000.00 0.00 ( 35,000.00) 1,000.00 0.00 0.00 0.00 1,000.00 42.000.00 0.00 0.00 0.00 42,000.00 43,000.00 0.00 35,000.00 81.40 8,000.00 96.700.00 0.00 0.00 0.00 96.700.00 96,700.00 0.00 0.00 0.00 96,700.00 ( 53,700.00) 0.00 35,000.00 ( 88,700.00) 5 -09 -2013 05:13 PM CITY OF SHOREWOOD 0.00 PAGE: 2 REVENUE & EXPENSE REPORT (UNAUDITED) TOTAL CHARGES FOR SERVICES 0.00 AS OF: APRIL 30TH, 2013 35,000.00 402 -Park Capital Improvements 35,000.00) MISCELLANEOUS REVENUE 33.33% OF YEAR COMP. CURRENT CURRENT YEAR TO DATE % OF BUDGET REVENUES BUDGET PERIOD ACTUAL BUDGET BALANCE INTERGOVERNMENTAL CHARGES FOR SERVICES 402 -34775 PARK DEDICATION FEES 0.00 0.00 35,000.00 0.00 ( 35,000.00) TOTAL CHARGES FOR SERVICES 0.00 0.00 35,000.00 0.00 ( 35,000.00) MISCELLANEOUS REVENUE 402 -36210 INTEREST EARNINGS 1,000.00 0.00 0.00 0.00 1,000.00 TOTAL MISCELLANEOUS REVENUE 1,000.00 0.00 0.00 0.00 1,000.00 UTILITY REVENUE TRANSFERS 402 -39201 TRANSFER FROM GENERAL FUND 42,000.00 0.00 0.00 0.00 42,000.00 TOTAL TRANSFERS 42,000.00 0.00 0.00 0.00 42,000.00 TOTAL REVENUES 43,000.00 0.00 35,000.00 81.40 8,000.00