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101309 Joint CC Park MinCITY OF SHO EWOOD JOINT PARK COMMISSION AND CITY COUNCIL MEETING TUESDAY, OCTOBER. 13, 2009 5755 COUNTRY CLUB ROAD SHOREWOOD CITY HALL V� �� �, �• • 1 s Mayor Lizee convened the Joint Meeting at 6:00 p.m. r � City Council Present: Mayor Lizee; Council members Woodruff, Zerby, and Bailey; City Administrator Heck; Park Coordinator Anderson Absent: Council member Turgeon Park Commission Present: Chair Norman, Commissioners Davis, Quinlan, DeMers, Edmondson, and Robb Absent: Commissioner Trent B. Review Agenda Davis moved, Chair Norman seconded, approving the Agenda as submitted for the Joint Park Commission and City Council Meeting. Motion passed 10/0. 2. PRESENTATION BY MINNETONKA HOCKEY ASSOCIATION FOR HENNEPIN YOUTH SPORTS PROGRAM GRANT Mayor Lizee welcomed members of the Minnetonka Hockey Association to the meeting noting that this was a unique opportunity for the City to review. Anderson explained that she and Park Secretary Grout had attended a Hennepin County Youth Grant Program presentation the past week to learn about applying for the youth sports grant as being presented this evening. She gave a brief history summarizing that Hennepin County will be awarding $2 million annually for the next 20 years to help develop youth recreation and encourage partnerships between sports associations and cities. She explained that the hockey association had approached the city on developing additional rinks for youth hockey after hearing from Anderson at the fall sports information meeting about the potential grant. Anderson indicated that the first grant in the series had only recently been published and that the purveyors of the grant recognized that they had a small window for participation since the deadline loomed November 2 " Anderson explained that staff wished to obtain both Council and Commission input on whether they should perform the necessary legwork needed to apply for the grant. Recognizing that the Council would need to review a recommendation by the Commission at its October 26 meeting JOINT FARM. COMMISSION AND crry COUNCIL MEETrNG TUESDAY, OCTOBER 1 Page 2 of 4 in order to meet the November 2 nd deadline, staff felt this would be an opportune tune to collect feedback. Tony Weinzetl and Ann Madson, of the Minnetonka Youth Hockey Association, presented their initial proposal for the refrigerated outdoor ice facility to the joint meeting largely focusing on the financial partnership for consideration. Weinzetl noted that the association would dedicate itself to raising up to $270,000 of the fiends needed for the project subject to the organization's approval, with the additional $400,000 from the grant itself, the City would be merely responsible for contributing $200,000. He pointed out that indoor ice has grown extremely costly, and this would provide a quality alternative for both hockey and free skaters. Mayor Lizee noted that the Commission would be discussing the item in further detail this evening and asked the representatives of the association to make a presentation to the Council on October 26 Woodruff had several questions with regard to the level of detail available to date. He questioned how much a zamboni would cost, where it would be placed and if a building would need to be constructed to house the zamboni, if a shelter is required for the chiller, what the ongoing maintenance costs for the chiller unit might be, and what sort of in -kind services or public works requirements would be needed. Anderson interjected that, at this point, there were several unknowns until the Council and Commission directed staff to pursue those items further. She stated that many of the details would be researched as staff began to work out the details of the project and the partnership itself with the association. She suggested the maintenance agreement reflect the intent of the donor policy by requiring a percentage for ongoing maintenance of the facility via the association and that the user fees might offset some minor costs by bringing in more users. Chair Norman cautioned staff of the high costs for maintaining outdoor refrigerated ice and questioned the environmental impacts of the chiller unit. Davis asked whether the ice would be for just hockey and noted that the Arctic Fever event in January could make good use of the facility. Anderson stated that the rinks would belong to the City and that the rinks would be scheduled similarly to what CRR does currently with ice time throughout the city. She pointed out that the current ice rinks in Shorewood are well used and have been recognized for their high quality. Woodruff asked whether the project relied on matching funds and what would happen if we didn't provide matching funds. He questioned whether the City could go ahead with the project at a reduced scale if we cannot come up with the entire amount at the outset. Anderson stated that matching funds entirely are not required; the grant recommends there be some matching fiends and in -kind services which can be allocated towards the contribution. Heck stated that staff could put together a package with true costs but the question now is what the feedback of the Council and Commission is right now. Do you feel staff should pursue the details for this project, as this is an opportunistic time to undertake this endeavor, if we can JO NT PARK COMMISSION AND CITE' COUNCIL MEETING TUESDAY, OCTOBER 13, 2009 Page 3 of 4 provide enough detail about the ongoing maintenance? He suggested that the City, at minimum, pursue a single rink with the allowance to add a second rink at a later date. Mayor Lizde liked the possibility of investing in the community and partnering with the hockey association to provide this added facility to Freeman Park and make the warming house there viable and to allow more kids to play on ice. She felt if staff could get some of these questions answered and bring it back to the Council this would be a great opportunity for Shorewood. Chair Norman thanked the representatives of the Association for coming and noted that Anderson could answer additional questions or contact them for more information if necessary. Chair Norman introduced the 5 year CIP documents for review and shared several of the Commission's accomplishments to date this year. He noted that, while many of the estimates provided by TKDA were high, staff has been able to find many lower priced contracts to accomplish some of the same goals. Building on current success, he pointed out that the CIP is a working document which can be supplemented by potential grant partnerships opportunities. Mayor Lizee stated that the Council has been pleased with the effort put into planning for the overall parks. She questioned where staff was in the process of working with the City of Chanhassen to make the updates. Heck and Anderson stated that the City of Chanhassen has indicated they have no interest in expanding their role at Cathcart and those they do not have the money to contribute to improvements. Mayor Lizee suggested that the line item at Badger park, removal of the hockey rink and construction of the square, be removed from the CIP plan altogether since there is disagreement within the Commission of whether this is an option and because it is a highly used rink. In addition, she suggested the funds to construct a warming house at Cathcart be repurposed to add to the Freeman Park skating facility, since the two parks are close together and we will be making significant improvements to Freeman. Zerby suggested some consideration be given to the addition of trail segments in the coming CIP within parks and near parks. Woodruff suggested the Commission ask for what they can justify and let the Council decide whether the projects can be funded. He stated that there is money to be had for high priority projects and the Commission should be more aggressive to make a recommendation that the Council should consider. He believed beyond the five year CIP plan, it may be worthwhile to lay out a prioritized list of A, B, and C priorities. Anderson pointed out that the Manor Park warming house shelter was one such example, the project will cost significantly more than first anticipated and the Commission will be discussing what part of the project to pursue. ,I0fNT PARK COMMISSION AND CITY COU NCIL NCIL MEETI G TUESDAY, TESDAY, OC4 OBER 1 2009 Rage 4 of 4 Mayor Liz6e commended the Commission for trying to live within their means and plan their CIP budgets according to the available and anticipated funds for the near term so that the City can hold to its zero increase. Zerby and Bailey felt the plan was well thought out and asked for more information about Manor Park shelter. Anderson stated that she met with Pazendak, Brown, and Ellen Luken of Luken Architecture, to discuss the project and cost estimates. She indicated that, based on these conversations, the cost for the remodel was quite a bit higher than first anticipated. The original estimate of $50- 60,000 would possibly bring water to the facility and allow for a lean -to structure; whereas, remodeling the structure to place the restrooms indoors and bring the building up to code as well as make it ADA accessible. Anderson stated that Luken suggested they have a preliminary design study done for about $4500 in order to look at the options, cost estimates, and design ideas. Bailey was surprised by the figure and Woodruff stated that they had hoped to make progress on this project sooner, though saw the logic in performing the study. Heck reminded the Council that the City must earmark a place for the funds that they have from the liquor store operation. Heck noted that, with regard to the grant, the more partners we can pull into the project the higher likelihood of success to receive the grant. 4. OTHER BUSINESS [\ I�I Bailey moved, Zerby seconded, adjourning the Joint Park Commission and City Council meeting at 7:00 p.m. Motion passed 10/0. RESPECTFULLY SUBMITTED, Administrator /Clerk