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021219 Pk Packet CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, FEBRUARY 12, 2019 7:00 PM OR IMMEDIATELY FOLLOWING THE ICE RINK TOURS AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Mangold____ Vassar(Feb)____ Rock____ Barr____ Ashmore____ B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes from December 11, 2018 – (Att.-#2A) 3 . MATTERS FROM THE FLOOR 4. NEW BUSINESS A. Discuss Ice Rinks/Warming House Tours 5. OLD BUSINESS A. Freeman Park South Playground: 1. Color Options for Freeman South 2. Edge Protection for Freeman South 3. Options for Fun New Equipment 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 February 25 is Commissioner Vassar 2A CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, DECEMBER 11, 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, Barr, and AshmoreCity Council Liaison Siakel; City Planner Darling Absent: None B. Review Agenda Mangold moved to approve the agenda as written. Vassar seconded the motion. Motion carried 5-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of October 23, 2018 Barr moved to approve the minutes of the October 23, 2018 meeting as written. Vassar seconded the motion. Motion carried 5-0. 3. MATTERS FROM THE FLOOR There were none. 4. NEW BUSINESS A. Alcohol and Food Trucks in the Park for Special Events Director Darling explained that whenever the City has a large event, there are always residents that come up and ask why the City does not allow food trucks or alcohol in the parks. Staff is asking the Park Commission to either affirm the current rules or direct staff to make changes to allow alcohol and/or food trucks in the parks for events. Chair Mangold asked about the current policy and the reasons for them. Director Darling explained that currently no alcohol or food trucks are allowed. She stated that she believes the reason that this has been turned down in the past is because of the contracts with the concession vendors in Freeman Park. She stated that she thinks the City could look at modifying the policy and allow these types of things at special events. She noted that currently food trucks are allowed in limited areas but they need to have a Conditional Use Permit to operate which, considering the limited amount of time they can operate, can be expensive. Chair Mangold stated that he feels the two issues should be discussed separately. He stated that he thinks it may make sense to open up the food truck policy a bit to allow for more of them to be available at events. PARK COMMISSION MINUTES TUESDAY, DECEMBER 11, 2018 6 PAGE 2 OF Rock moved to recommend that the Council direct staff to look at the possibility of opening up the parks and special events to food truck services. Barr seconded. Motion carried 5-0. Commissioners discussed allowing alcohol in the parks and what other cities are doing. The Commission discussed the issues that come with allowing alcohol, such as staffing and enforcement issues and whether allowing alcohol at events will be a draw for people to attend the event. Commissioner Barr suggested that the City consider changing the ordinance to allow alcohol at events for a year and then revisit it to see what the pros and cons were. Chair Mangold stated that he did not feel the policy needs to be changed. Barr moved to recommend that the Council direct staff to consider new ordinances to allow alcohol, only at events. Rock seconded the motion. Motion carried 4-1 (Mangold). B. Warming House Staffing/Set Date and Time to Tour Warming Houses in January/Skate Events Chair Mangold noted that Commissioner Vassar had recommended that the Parks Commission tour the warming houses in the past and he feels it was an excellent idea and shows how parks are used in the winter months. He noted that the tour is tentatively scheduled for January 8, 2019 at 6:00 p.m. The Commission came to a consensus that January 8, 2019 at 6:00 p.m. would work for the warming house tour. Chair Mangold asked about staffing for the warming houses. Director Darling stated that the City has only received eight applications for attendants and that will not be enough to staff three warming houses. She stated that staff is proposing that the warming house at Freeman Park be closed, except for special events. Commissioner Vassar stated that she thinks that the City may need to consider raising the pay for the attendants because she thinks it may be too low for most teenagers. Commissioner Rock asked if there was a way for there to be volunteer attendants. Director Darling stated that the City has had difficulty getting volunteers for other events in the park, but it could be tried and see if there is any interest. C. Concession Agreement Darling noted that the attached is an updated concession agreement and very similar to previous years. Commissioner Rock asked if the verbiage of the contract agreement would need to be changed if the City decides to allow food trucks. Chair Mangold stated that at the very least, it would polite to let Mr. Withun know that the City is considering allowing food trucks because he has been a great partner for the City. PARK COMMISSION MINUTES TUESDAY, DECEMBER 11, 2018 6 PAGE 3 OF Commissioner Barr agreed that the City should at least give him a heads up that it is considering food trucks. Mangold moved to recommend the Council approve the 2019 Concession Operating Agreement, and inform Mr. Withun that the City is considering allowing food trucks at events. Rock seconded the motion. Motion carried 5-0. 5. OLD BUSINESS A. Freeman Park Playground Darling reminded the Commission that at the last meeting they had discussed the possibility of replacing some of the faded pieces and noted that she had gotten a quote from the playground manufacturer and the cost would be $27,000 plus an additional $7,100 for installation. She stated that the Commission could also look at something completely new rather than a replacement. Chair Mangold confirmed that the quote was for total replacement of all the plastic parts and refurbish the remainder of the structure. Director Darling noted that the quote also includes replacement of the steel decks and stairs. Commissioner Rock stated that seems like a very favorable dollar amount for replacement. Commissioner Barr stated that she thinks the diagram shows a few pieces staying that would not be replaced. She asked if the City could pick different colors to help the park feel more updated and fresh. Director Darling stated that there were a few pieces that were replaced in 2011 after a fire and would not be replaced with this project. She stated that the City could pick new colors for the equipment. Chair Mangold stated that the quote is much lower than he was thinking and feels this is a strong option for the City to consider. He stated that something not included in the quote that he thinks needs attention is the border. He would support doing this update and perhaps considering adding a new structure or two. Commissioners discussed the ground cover materials, and the existing equipment components and possibilities for putting in a few new pieces of equipment to update the park. The Commission discussed upcoming park updates and where they are in the CIP schedule. The Commission asked staff to pursue the option of the replacement and consider a new color scheme, obtain costs for addressing the border and ground cover as well as possible add-on pieces of equipment. B. Select the Color for Badger Park Playground PIP Rubber Surface Darling presented some pictures of examples of different colored rubber surfaces for the Commission to consider. Barr moved to recommend the Council approve the PIP Rubber Surface material in the color of Charcoal. Ashmore seconded the motion. Motion carried 5-0. C. Badger Park Site Plan and Shelter Design PARK COMMISSION MINUTES TUESDAY, DECEMBER 11, 2018 6 PAGE 4 OF Director Darling presented shelter design options and noted that they can fit six picnic tables underneath. She explained the differences between wood structure and the metal structure. Chair Mangold asked if the pricing included in the staff report was just the standard pricing from the builder or whether they had done a site visit. Director Darling explained that the City will handle all the engineering costs as well as below grade work and the builder would handle all the above grade work. The Commission discussed the pier footings, soils in the area, and aesthetics of the structure to match City Hall. Director Darling reviewed the site plan, restroom facilities, and sidewalk placement and width. Barr moved to recommend that the Council approve the Badger Park site plan and shelter design with a 24 x 28 wood structure, with asphalt shingles and wired for lighting. Ashmore seconded the motion. Motion carried 5-0. D. Soccer Nets for Manor Park Director Darling noted that the Commission had asked for more information after this idea was brought to them at the October meeting. She noted that she had included costs for both goals and nets in the staff report. She stated that Tonka United Soccer had informed her that the nets usually last from three to five years before they need replacement. Commissioner Rock asked if there had been any further input from the neighborhood on whether or not more than just the one gentleman who brought this to the City would like the nets. Director Darling stated that staff was hesitant to contact the neighborhood regarding soccer nets when what they really want is to see progress on the pond. She suggested contacting the neighborhood and asking for their input in January or February of 2019. Council Liaison Siakel noted that she feels the neighborhood understands that the issue with the pond is not a Park Commission issue. Chair Mangold stated that he did not feel the pond issue should affect the decision regarding soccer nets. He stated that he would support this idea although he remembers when people complained that Tonka United kept their nets up too long. Commissioner Rock stated that he does not see soccer as a year-round sport in Minnesota and does not see spending the money for year-round use for something that is not a year-round use. He asked who would store the goals and nets. Director Darling stated that the resident has stated that he is willing to store the nets but could not store the goals. Commissioner Ashmore stated that she is not sure the Park Commission should consider this without getting the feedback from the neighbors and asked whether it was a good idea to have residents store City equipment. PARK COMMISSION MINUTES TUESDAY, DECEMBER 11, 2018 6 PAGE 5 OF Commissioner Rock suggested that the City kick this idea down the road and consider it for winter of 2019. Director Darling noted that she believes this resident has purchased his own frame and net but thinks he has taken it in now. Chair Mangold stated that he feels that this is something inexpensive and relatively simple for the City to take on, but does not like the idea of making a deal with a neighbor to store any of the equipment. Director Darling stated that she thinks the storage issue could possibly be handled by using a corner of the warming house for the net. Chair Mangold stated that he likes anything that will get the parks more use without having to install a grand structure. Mangold moved to recommend the Council approve of the purchase of the soccer goal system including having a discussion with staff about being able to manage and store the equipment, when necessary. Ashmore seconded the motion. Motion carried 5-0. 6. STAFF AND LIAISON REPORTS / UPDATES A. City Council Council Liaison Siakel reported on the actions taken at the Council Meeting on December 10, 2018. Director Darling noted that one of the items discussed at the Council meeting was the tree sale. She stated that one of the trees that will be available is a yellowwood tree which may be a good replacement for the willow tree at Manor Park. The Commission discussed areas within the City that could use trees and which ones will be hearty enough to withstand salt spray and wind conditions. B. Staff i. Update on Removal of Badger Park Playground Equipment Director Darling stated that the Public Works staff was not able to get around to removing the playground equipment, but noted that the quote presented earlier also included removal as well as installation. ii. CIP Director Darling noted that staff had shuffled a few projects around and presented it to the Council, because there will be a limited amount of funds available after the Badger Park Playground is completed. She explained that because the tennis courts appear to have a few more years in them before they will need to be replaced, they have shifted the playground projects ahead of them in the CIP. She stated that she is planning to continue looking for grants that will help pay for the tennis court. Commissioner Barr stated that she feels the tennis courts are the biggest eyesore in the area and wondered if the CIP was already set. PARK COMMISSION MINUTES TUESDAY, DECEMBER 11, 2018 6 PAGE 6 OF Chair Mangold stated that the Commission could bring it back to a future meeting as an agenda item, but the CIP has been set for 2019 by the Council. Commissioner Barr asked Council Liaison Siakel if she was aware of how the Park Commission felt about the tennis courts and that the Commission was planning for it to be the next big project they would work on. Council Liaison Siakel stated that the CIP was discussed at a work session but the specifics of the tennis courts and Park Commission discussions were not brought up or discussed. Chair Mangold expressed his frustration with the process relating to Badger Park and the decisions that have been made. He stated that the rubber playground surface at Badger Park is an example of an area that has been frustrating to the Park Commission because things were changed after the Commission had finished discussion and made their recommendation. He stated that perhaps there is a better time to have this discussion, but wanted Council Liaison Siakel to understand the frustrations of the Commission. He suggested that perhaps there needs to be a more one on one meeting between the Commission and the Council in order to discuss the CIP. Council Liaison Siakel stated that the discussion with the Council was much more of a general budget overview and did not delve down into the detail, so the Park Commission thoughts and discussion was missed and not discussed. She clarified that she believes the Council decision to approve the PIP rubber surface was not intended to go against the Park Commission recommendation and cast aside their decision, but was to give more money so the nicer surface could be put in. She stated that she will take this discussion back to City Administrator Lerud and Director Darling and take another look at the tennis courts. Chair Mangold reiterated that he thinks there needs to be a closer look at how communication is happening between Council and the Commission on these types of issues. iii. Liaisons for City Council Meetings January – Mangold February – Vassar iv. Park Commission Terms Expiring Director Darling noted that there are two terms that are expiring and those individuals should have gotten an application form to re-apply, if they were interested. 7. ADJOURN Mangold moved to adjourn the Park Commission Meeting of December 11, 2018 at 8:50 p.m. Barr seconded the motion. Motion carried 5-0.