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09-13-16 Park Comm Agenda CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, SEPTEMBER 13, 2016 7:00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Mangold(Aug 29)____ Vassar(Oct 24) ____ Kobs_____ Rock(Nov 28)_____ Barr(Sept 26)_____ B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of August 23, 2016 – (Att.-#2A) 3. MATTERS FROM THE FLOOR 4. REVIEW UPDATES OF CIP - (Att.-#4) 5. CATHCART TRAIL REVISION - (Att.-#5) 6. FREEMAN PARK - (Att.-#6) A. South Parking Lot Pavement B. Grading/Lighting for Future Rink 7. NEW BUSINESS 8. 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 9. ADJOURN 2A CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, AUGUST 23, 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 Rock, Vassar, and BarrCity Council Liaison Woodruff; Finance Director Bruce DeJong and City Planner Nielsen Absent: Kobs B. Review Agenda Mangold moved to approve the agenda as written. Rock seconded the motion. Motion carried 4-0. C. Introduction of New Park Board Member Molly Barr Mangold welcomed Molly Barr, the new Park Board member. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of May 10, 2016 B. Park Commission Meeting Minutes of May 23, 2016 C. Park Commission Park Tour Notes of June 28, 2016 D. Park Commission Park Tour Notes of July 26, 2016 Rock moved to approve the minutes of the May 10 and May 23, 2016 meeting as written. Vassar seconded the motion. Motion carried 4-0. Rock moved to approve the park tour notes of the June 28, 2016 meeting as written. Vassar seconded the motion. Motion carried 4-0. Rock moved to approve the park tour notes of the July 26, 2016 meeting as written. Barr seconded the motion. Motion carried 4-0. 3. MATTERS FROM THE FLOOR There were none. 4. REVIEW CIP PARK COMMISSION MINUTES TUESDAY, AUGUST 23 , 2016 5 PAGE 2 OF Bruce DeJong, Finance Director , reviewed budget vs. actual for all park items. He stated there were no issues with the operating budget for park programs. He discussed plans to shut down the skate park which will remove this item from the CIP, and Badger Park Phase I changes to the field and parking. He stated the intent is to remove the parking lot out of the Phase I improvements. DeJong discussed proposed contributions for the Badger Park play field which included funding from grants, donations, and park dedication fees. Park dedication fees would be around $780,000 which will not all be paid in 2016. DeJong discussed the 2017 park improvement fund. The second phase of Badger Park will be moved to 2019. Vassar asked for clarification of the date. DeJong stated that was Council direction to do that. He stated the second installment of park dedication fees will not be enough to fund the second phase. Mangold explained the City Council wants to improve Badger Park as funds become available. Nielsen stated the parking lot is part of the first phase. The Park Commission needs to take a look at what is needed and whether an additional phase might be warranted. Mangold stated parking is one of our major issues. We’re improving the fields and haven’t changed the parking dynamics as a result. He didn’t think it would be realistic to wait until 2019 to address the issue. He also believed the CIP should be reviewed in a timely manner. DeJong agreed parking lot improvements need to be done sooner rather than later. Mangold also believed playground equipment is in dire need of replacement. Vassar asked what the options and timeline are for replacing playground equipment. Nielsen stated we need to have a good sense of where the equipment will be located. He suggested as we get into details of park planning, we should consider whether two kinds of equipment are needed or they could be combined. DeJong stated money earmarked for playground equipment for Silverwood in 2018 could be made available for Badger. Mangold discussed the role of the Park Commissioners. DeJong stated there is another major change from last year’s approval. We’ve been told the tennis courts at Badger can no longer be repaired and need to be rebuilt. He discussed the cost of replacement. Vassar asked what needs to happen at the Freeman parking lot. Nielsen stated there is a request from residents to pave the south parking lot, but the number in the CIP might be for the north location. DeJong stated there is a rough estimate from WSB of $85,000 for the south parking lot. Mangold suggested reviewing all the line items for the other parks. DeJong suggested an item be added for the parking lot improvements for Badger in 2017. Freeman Park 1. Plaza – no change needed 2. Playground equipment – the south side is in worse shape than the north side, and the CIP says the north side. Nielsen agreed and asked if it could be moved out. The Commission agreed it is the south lot that needs replacement. Mangold suggested a chart which would indicate when items are pushed. DeJong PARK COMMISSION MINUTES TUESDAY, AUGUST 23 , 2016 5 PAGE 3 OF stated a lot has been done in the last couple years to rationalize the CIP. Anything that has been pushed was because of financing issues. He stated he wouldn’t worry about it at this year. Mangold stated the playground should be replaced after Badger in 2020. 3. Parking lot – Commissioners discussed when the parking lot work should be done. Woodruff stated a group came to the City Council requesting the south lot be surfaced. He stated he would like the Park Commission to take a position on this issue. He indicated the residents want the lot surfaced immediately. Woodruff stated staff should come back to the City Council to discuss how it could be done. Mangold stated it should have a vote here before it goes to the City Council. Nielsen stated a place should remain in the CIP for the parking lot. 4. Lighting – Nielsen stated this refers to ball field lights. There is still an issue with the lighting at the skating rink. He was unaware why the ball field lights were an issue as most games are played during daylight hours. Woodruff stated this is the Park Commission’s CIP. If they do not understand what is in there, they should be explained by staff or removed. Nielsen suggested there is money for lights, and they could be moved to 2017. Mangold suggested they be labeled properly. Mangold suggested a realistic number be added when available and to eliminate the ballfield lighting now. Mangold moved, seconded by Vassar to make changes as discussed. Motion carried 4-0. Cathcart Park 1. Resurfacing – on a set schedule and should remain on the CIP as stated. 2. Hockey boards – cost will be significantly more than indicated. Mangold asked for thoughts on the cost of a full-sized. Nielsen stated he could provide that information. Commissioners discussed the cost of hockey boards. Nielsen stated he didn’t see any problem with pushing this out to 2020 for $150,000 and make a note to get a real number for this. 3. Tot lot in 2018 – Mangold stated this is in rough shape. Vassar stated the dollar amount needs to be raised to $100,000 4. Parking lot in 2018. Mangold believed it should be removed as many other amenities would need to be relocated for it to happen. The item was removed from the CIP. Mangold moved, Rock seconded by to move hockey boards to 2020, leave playground in 2018 and raise to $100,000, and eliminate the parking lot. Motion carried 4-0. Silverwood Park 1. Playground equipment – in good shape. Mangold stated the swing and playground equipment should be combined as one item. He suggested the amount be raised to 2023 for $100,000. Mangold believed there should be a discussion of all playground equipment and determine what should be installed at each park. Mangold moved, Rock seconded to move playground equipment and swing into one line item and raise to $100,000, moving it out to 2023. Skate Park 1. Park shelter – remove from the CIP 2. Pickleball court option – Mangold stated with the skate park leaving this park, residents suggested a pickleball court be added. He asked if we want pickleball and how soon. Vassar asked how soon one PARK COMMISSION MINUTES TUESDAY, AUGUST 23 , 2016 5 PAGE 4 OF could be constructed. Nielsen stated he wouldn’t count on it for this year, but next year would be an option. Mangold suggested it be added in 2017 for $50,000. Rock suggested a picnic shelter be added. Mangold moved, Vassar seconded to remove the park shelter from the park in 2020 and add the pickleball court in 2017 for $50,000. Motion carried 4-0. Badger Park Mangold discussed park options. DeJong stated our out-of-pocket expenses are roughly $200,000. DeJong explained the athletic field construction costs and items removed and remaining in the construction costs. Nielsen discussed problems associated with the lighting and need for rewiring all four poles. DeJong stated $313,900 was remaining and rounded up to $390,000 to include contingencies. Mangold stated the tennis court reconstruction is shown on 2018 for resealing only. He believed it needs to be prioritized sooner than 2019. DeJong noted the parking lot is included in the financial management plan. Mangold believed something should be done in Badger every year. DeJong discussed issues arising with the future of the Southshore Center. Woodward stated there would be resolution to the ownership issue by the end of this year. He suggested the Commission assume the City will still be operating the Center and plan accordingly. Mangold moved, Rock seconded to recommend $400,000 be added in 2017 for phase 1 improvements. Motion carried 4-0. DeJong stated he would bring back revisions for review. 5. RECAP OF PARK TOURS A. Update on Badger Field B. Update on Skate Park C. Review Cost for Grading/Lighting for Freeman Park Future Rink D. Cathcart Trail E. Crescent Beach Nielsen stated we talked about a lot of this information during the CIP discussion. He stated the gutters aren’t in at Manor Park shelter. Vassar suggested the trunk of the tree at Manor Park be carved should the tree not remain. Nielsen was unsure if one could carve willow. Nielsen updated the Commission on construction progress at Badger Field. Mangold asked if there are any other projects in Badger that need to be done. Nielsen stated there will still be some seeding work. Mangold asked when the skate park equipment would be removed. Nielsen stated it should be removed yet this fall. No information was available on the cost for grading/lighting for Freeman Park future rink. Mangold stated we need numbers to make a decision for this year. Nielsen stated they are looking at costs. PARK COMMISSION MINUTES TUESDAY, AUGUST 23 , 2016 5 PAGE 5 OF Vassar asked what other lighting would there be since it is so secluded. Nielsen stated he would check out lighting options. Nielsen stated they will redo the plan for Cathcart to indicate the trail location and provide the information to Chanhassen. It will be ready for the September meeting. Woodruff discussed shared maintenance with Tonka Bay on Crescent Beach. He discussed the current agreement. 6. DETERMINE NOVEMBER PARK COMMISSION MEETING DATE Nielsen stated the November meeting is on Election Day, and the meeting needs to be rescheduled. Commissioners agreed the meeting should be on November 22. The October meeting was also moved to October 25. 7. DETERMINE LIAISONS FOR COUNCIL MEETINGS Mangold – August Barr – September Vassar – October Rock – November 8. NEW BUSINESS None 9. STAFF AND LIAISON REPORTS/UPDATES A. City Council Woodruff reported Shorewood won the Hennepin County Step to It Challenge. He discussed plans for the SWPPP development. The Comprehensive Plan will also be revised in the near future. The general fund levy and budget were adopted. B. Staff Nielsen discussed trail construction. A ribbon cutting will be held on September 12. 10. ADJOURN Vassar moved, Rock seconded, to adjourn the Park Commission Meeting of August 23, 2016 at 9:01 p.m. Motion carried 4-0. 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 – Administrative Assistant Date: September 8, 2016 Re: Agenda Item 4 – Review Updates of CIP Finance Director, Bruce DeJong will be providing updates of the CIP at the Tuesday night meeting. 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 MEMORANDUM TO: Park Commission FROM: Brad Nielsen DATE: 9 September 2016 RE: Agenda Items – 13 Sept. Meeting FILE NO. (Parks – Admin.) Following is information related to Items 5 and 6 on next Tuesday’s agenda: Item 5. Staff continues to work on a graphic representation of the perimeter trail for Cathcart Park, based on the TKDA concept plan for the park. The City Engineer has estimated the cost of constructing the trail between $45 and $50 per linear foot for a six-foot bituminous trail. Based on the TKDA plan, this would amount to approximately $67,050 to $74,500. The Commission should review that plan to determine if it can be reduced in length somehow. Finally, Public Works did a nice job constructing the trail in Freeman Park. We should find out from the Public Works Director if that might be a possibility for our other parks. Item 6. Freeman Park south parking lot pavement. The City Engineer has estimated the cost of paving the south parking lot in Freeman Park to be approximately $85,000. We will have a rough estimate of the cost of leveling the north end of the north parking lot in Freeman Park for purposes of skating prior to Tuesday night’s meeting. Cc: Bruce DeJong Larry Brown Twila Grout Paul Hornby Joe Pazandak Dick Woodruff