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02-28-12 Joint Council Park Comm MinCITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION TUESDAY, FEBRUARY 28, 2012 MINUTES 1. CONVENE WORK SESSION MEETING 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 6:00 PM Mayor Lizee called the meeting to order at 6:02 P.M. A. Roll Call Present: Mayor Lizee; Councilmembers Hotvet, Siakel and Zerby; and, Administrator Heck Park Commission Chair Quinlan; Park Commissioners Edmondson, Gooch Hartman, Gordon, Kjolhaug, Robb and Swaggert Absent: Councilmember Woodruff B. Review Agenda Edmondson moved, Hotvet seconded, approving the agenda as presented. Motion passed 11/0. 2. RESIDENT SURVEY Mayor Lizee welcomed the Park Commissioners. She asked Administrator Heck to provide the Park Commission a brief summary of the results of the resident survey conducted in 2011. Administrator Heck noted three Park Commissioners attended the meeting on February 13, 2012, when National Research Center (NRC) presented the 2011 resident survey results to Council. NRC conducted the survey. The survey was representative of the community. He also noted the Commissioners have been provided with a copy of the full survey results. He stated the meeting packet contains a copy of a summary of survey results pertinent to parks and recreation. The survey contained more questions related to parks and recreation than questions related to planning and zoning. The survey asked residents if they use the parks and if so how. It also asked them what sort of City sponsored activities they participated in. Heck reviewed a few areas of concern related to parks and recreation. The survey results indicated 60% of the residents didn't participate in any of the community programs and events listed in the survey once in the 12 months prior to the survey, including Minnetonka Community Education summer recreation programs. A significant number of residents indicated they did not visit or attend an event at the Southshore Community Center (SSCC) once in the 12 months prior to the survey. Of those that did 87% indicated the service was good or excellent. To date there hasn't been any discussion at the Council level or by the Park Commission as to whether or not the SSCC should follow under the umbrella of the Commission. Heck reviewed some of the good things the survey results identified related to parks and recreation. Visiting a City park was rated as one of the five highest community participation activities; 87% indicated the visited a City park at least once in the 12 months prior to the survey. That rating is much higher than the national benchmark and small city benchmark (cities with populations at or lower than CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION February 28, 2012 Page 2 of 10 10,000) for cities NRC has done surveys for. The survey results indicate only 28% rate park improvements as essential or very important, while noting there are a couple of exceptions to that. He commented that he interprets that to mean the residents like what the City has to offer and that they want the parks to be maintained so they are usable. In response to a question from Commissioner Robb, Administrator Fleck explained questions asked that are specific to the City do not have benchmarks. Robb expressed he was surprised to learn that 87% of the respondents indicated they had visited a City park in the 12 months preceding the survey. Chair Quinlan explained the survey results indicate that the use of paths and trails are at the top of the list of recreation facilities used. Their use was significantly higher than any other facility. The survey results make it very clear how important they are to the residents. The use of paths and trails was 80% and playground equipment, the second highest use, was 38 %. Also, 52% indicated they thought trails and walkways should be expanded. He expressed hope that the City will continue to make trails a priority. He stated he was pleased to find out that Music in the Park had the highest participation rate, 23 %, for community programs and events. He noted the Park Commission has debated whether or not that program should be continued. Be explained Artie Fever had the next highest participation at 10 %. He noted no one attended skateboarding camp. Administrator Heck noted the people who attended that camp apparently were not from Shorewood. Mayor Lizde noted that responders had to be 18 years of age or older and it was unlikely they would have attended the camp. Councilmember Hotvet stated she agreed with Chair Quinlan that trails are important to the residents and the survey results confirm it. She then stated the next task at hand for tail expansion is determining what the hard costs to do so are, noting that does not imply the City is not committed to expanding trails and walkways. They are still a high priority for the City. Commissioner Edmondson stated from his perspective the use of trails has become a general way for people to get exercise and to travel. They are used more than going to a park to get some specific type of exercise depending on age. The use of trails is growing. Councilmember Siakel explained the survey did not address the "why" component of things. She stated if someone is asked if they like trails they probably will respond they do. She then stated safe access to trails is a problem. Commissioner Gordon stated based on the survey results she will change her rating of the importance of trails a lot. She then stated it is up to Council to determine how to make it safe for people to get to the parks. Mayor Lizde stated she thought there needs to be more interaction between Council and the Park and Planning Commissions about how to provide access to the parks via trails, link trails together, and factor in trails and walkways when roadways are reconstructed or reclaimed. Councilmember Siakel stated she thought there is an opportunity for the Council and two Commissions to work together to move forward with at least some aspects of the Trail Plan. She then stated there is a role for the Planning Commission when it comes to taking the Trail Plan to the next level with regard to the specifics of how a trail is constructed. It's the Planning Commission's area of expertise. The Trait Plan should also tie into the 20 -Year Pavement Improvement Plan (PMP). She recommended Council and the Commissions serve as the cheerleaders for and the voice to the community for moving the Trail Plan CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION February 28, 2012 Page 3 of 10 forward. The next step is to add more detail to the Trail Plan. She stated she has heard concerns expressed about Council not moving forward with the segment of trail from the LRT along County Road 19 up to the shopping center located in the City of Tonka Bay. She explained that she and some of the other Councilmembers thought they needed to be provided more detail on the costs to construct it before approving it. She noted she agrees there is a need for more trails in the City. Commissioner Edmondson stated he thought it paramount to coordinate the installations of trails and walkways with the reconstruction or reclamation of roadways. The construction costs for the trails will be cheaper. Chair Quinlan suggested reviving the Ad Hoc Trail Committee. The Committee could meet on an as need basis. The Committee could discuss the issues in a work session environment and identify ways to diffuse the issues. He commented that he has no idea if the same residents would be interested in serving on the Committee. Councilmember Hotvet stated from her perspective the next phase would be to do some engineering and surveying work to come up more solid cost estimates. The worst case cost estimates for the most likely scenarios. Councilmember Zerby agreed that the Planning Commission, Engineering and Public Works need to become involved with the future expansion of trails. He stated that during Council's work session the previous evening Council and Staff discussed a 20 -Year Water Plan. The Water Plan reflects that tentatively watermain is scheduled to be installed along Country Club Road and Yellowstone Trail in 2013. From his vantage point that would be the opportune time to install a trail or walkway next to those to roadways. Ile stated that at times the word trail creates confusion for people because they think of the trail that goes through Carver County. That trail is 10 feet wide and it has striping on it. He clarified what is being discussed is safe pedestrian access and that could be a variety of things. He stated he thought it prudent to consider safe passage ways for non - vehicular traffic such as pedestrians and bicyclists. He then stated the trail priorities can be reviewed and he suggested infrastructure plans also be factored in. Councilmember Hotvet recommended that be discussed sooner versus later. Chair Quinlan stated Trail Plan priorities can be reprioritized based on roadway priorities. Councilmember Zerby stated he anticipates that people will have sticker shock when they are provided with solid construction cost figures. He then stated Council will have to make some hard decisions after they get that information. The cost figures provided by the Finance Director already created sticker shock. Councilmember IIotvet stated construction projects often cost three times as much and take twice as long as anticipated. Chair Quinlan stated he thought it prudent to have enough information to be ready to respond to grant possibilities when they present themselves. Mayor Liz& stated there is real community support for safe trails and walkways. When trail segments are considered safe passage ways to school should be factored in. She then stated she thought community support could be built if residents knew the intentions far enough in advance. CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION February 28, 2012 Page 4 of 10 Councilmember Hotvet stated if residents knew the roadway in front of their property is to be reconstructed or reclaimed they may be more receptive to constructing a trail or walkway. Commissioner Edmondson stated safe passage ways, options to stay healthy, access to dining and retail areas, and access to schools are important to the community. He then stated the Ad Hoc Trail Committee did identify the three points that have to be considered when considering trails and they are safety, common sense and value. He also stated if watermain is to be installed along Country Club Road and Yellowstone Trail in 2013 it would be the perfect time to construct trails or walkways. Commissioner Gordon asked if the City has a long -range plan for roadway reconstruction. Mayor Liz6c responded the City has a 20 -Year PMP and a draft of a 20 -Year Water Plan. The two Plans are somewhat integrated. Trails and walkways could be integrated into that. She then stated it's prudent to provide that information to the residents. Commissioner Gooch Hartmann asked if property owners are assessed to extend watermain. Mayor Liz& stated at this time they are. Administrator Heck sated watermain extension is assessed, but roadway reconstruction and maintenance are not. Heck then stated he assumed trails would not be assessed. He explained that when CUB Foods was constructed a walkway was installed along Lake Linden Drive south of Yellowstone Trail and it was not assessed for. Commissioner Edmondson stated if a roadway is to be milled and overlaid he asked if that may be an opportune time to install a trail or walkway. Mayor Lizee stated it would be. Councilmember Zerby noted the City tends to try and deal with drainage issues as part of mill and overly projects; it would be a good time to also consider trails and walkways. Commissioner Kjolhaug asked if the Trail Plan includes a 'feasibility analysis for each trail segment. Administrator Heck responded no feasibility studies or reports have been done for any segment. Heck explained that Staff has indicted it takes about 2.5 months to complete a feasibility study. The costs estimates from that are still relatively rough. Hard costs are obtained through the bidding process and they could potentially be applied to other trail segments. Heck noted the City has not built any off - street passage ways since the sidewalk was installed along Lake Linden Drive. He stated the City Engineer thought the approximate $72,000 cost estimate to construct a short segment of trail from the LRT Trail south was relatively accurate. He personally he is not so sure it is accurate because the estimate was built on a 9 -ton standard and the trail segment would not be built to that standard. Commissioner Robb stated a good engineer firm should be able to estimate the costs close to actual. Administrator Heck stated the City could do feasibility studies for all of the trail expansion segments, but there is a cost for doing that. He questioned if all the studies would be done at the same time or when they came up for consideration. Commissioner Gooch Hartmann suggested it may be prudent to do studies on the top three priority segments. Administrator Heck stated Council will discuss some of these issues during its March 12, 2012, work session. He noted that trails segments along Country Club Road and Yellowstone Trail are not included in the Trail Plan for the first five years. He acknowledged that Councilmember Zerby recommended revisiting the priorities earlier this evening and possibly moving those two segments up on the priority list. CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK February 28, 2012 Page 5 of 10 Councilmember Siakel noted that Council has discussed hiring a consultant to help firm up the Water Plan. Commissioner Edmondson stated it's difficult for him to believe that business owners would not want to be supportive when they could benefit from making it easier for non - vehicular traffic to get to their businesses. Councilmember Hotvet commented that she thought taking 2.5 months to complete a feasibility study seemed like a long time. Administrator Heck stated Director Brown and Engineer Landini think that is a reasonable amount of time to prepare a good feasibility report, noting information would have to be obtained from a variety of sources. Hotvet stated if Council makes a decision to move forward with some feasibility studies during its March 12"' meeting she asked if that means Council would have the needed information in 2.5 months. Heck responded some answers would be available, while clarifying he is not committing to it taking just 2.5 months. Councilmember Siakel explained the Ad Hoc Trail Committee reviewed old trail maps and at work that had been done by previous work groups. She stated she thought the Committee did a good job of prioritizing. She asked if the City already has more information that could be useful. She stated she supports the idea of melding hail projects into the 20 -Year PMP and Water Plan. She suggested doing feasibility projects for the top 'live reprioritized trail projects. Chair Quinlan asked what the plan is for addressing right of way (ROR) issues; for example, along Smithtown Road. Administrator Heck stated that it's his recollection that Director Nielsen provided the Trail Committee with a map depicting where there are ROW issues are along Smithtown Road. He stated after Council has decided if the trail will be built on the north or south side of that roadway then the community can be engaged to help convince property owners to grant the City easements necessary to construct a trail. If property owners are unwilling to grant the needed easements Council will have to decide if it wants the City to obtain the needed ROW through the eminent domain process. Commissioner Robb stated an engineering study has to be done in order to make that determination. Chair Quinlan stated when properties go up for sale he asked if there is an opportunity for the City to adjust the ROW or to obtain the easement as part of the sale. Administrator Heck explained the seller would have to do that before they sold the property or the purchaser would have to do it once they owned the property. Administrator Heck stated that he has discussed having the City Attorney draw up easement papers for the City-owned property located next to City Hall to ensure the City will have the needed easement there. Mayor Lizee stated it may be prudent to look at separate trail segments along Smithtown Road. She explained the City of Victoria built a very nice trail which stops at the Shorewood boundary. Residents question why it does. Maybe they will be more receptive to continuing a trail into Shorewood now. She stated demographics are changing and people want traits and walkways. Commissioner Gordon stated trails are something all ages can enjoy CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION February 28, 2012 Page 6 of 10 Councilmember Zerby stated having more trails and walkways would improve the sense of community, noting the survey rated that low. There is not connectivity in the City. Councilmember Hotvet asked what the specific next step is regarding trails. Administrator Heck explained that during its March 12 meeting Council will discuss which group is best suited to handle non - vehicular transportation needs in the City. Staff will also discuss how to get better information on the costs for doing trail related business. Hotvet asked Heck if Council will be provided with costs for developing the feasibility reports during that meeting. Heck responded he will talk to Engineer Landini about that. Councilmember Zerby stated he thought the City could obtain some of the ROW it needs. For example, there are only two property owners with property abutting the west side of Country Club Road. Councilmember Siakel stated one resident came before Council recently and expressed concern about his safety when he goes out to get mail. Therefore, she questioned if it may make more sense to have the trail on the east side of Country Club Road. Councilmember Zerby stated doing that could create issues with crossing the street to get to another segment of trail that is yet to be built. Siakel stated there are many questions that need to be discussed and resolved. She went on to state if the City has already identified the properties along Smithtown Road where there is an issue with ROW and she asked if at the time of sale the City can purchase that ROW at a reasonable cost. Mayor Lizee stated the City could also ask that it be deeded to the City. Councilmember Hotvet stated if the City buys some ROWS then other property owners will also want to be compensated for granting easements. Mayor Lizee explained that when the State deeded what was then Highway 7 and is now Smithtown Road they just divided it up with all the properties. Administrator Heck explained that the way the legal descriptions were written the City controls everything that is on the asphalt through adverse possession because the City has maintained it. It is the piece off of the asphalt that is questionable as to whether or not it is legal ROW. Councilmember Hotvet stated other roads are different. Heck stated that is true and explained that when the City plats an area it designates the width of the road and it acquires that as part of the plat. Commissioner Robb stated one of Council's goals is to implement the Trail Plan. He assumed Council had a good understanding of what that is going to be. Administrator Heck stated those were examples of possible objectives of the goals. 3. COUNCIL GOALS Administrator Heck stated to date Council has agreed to eight strategic planning goals, noting a list of those goals is included in the meeting packet. The next step for Council is to prioritize the goals and for Staff and Council to identify objectives. He explained Council and the Planning Commission discussed the goals during their joint February 21, 2012, work session. The Planning Commission recommended adding an economic condition or status to the goal "respond to changing service needs for changing community demographics" because the economic conditions for residents has been changing. That Commission also thought it possible to consolidate a couple of the goals. He extended the Park Commissioners the opportunity to provide their perspectives on what the priorities of the goals should be. Heck related that Councilmember Zerby had previously stated that it is difficult to prioritize the eight goals because they are all important. Heck stated priorities have to be identified so the staff and the CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION February 28, 2012 Page 7 of 10 Commissions know where to focus the majority of their resources. This is particularly important to know for the 2013 budget process. Commissioner Kjolhaug stated from his perspective the goals are not mutually exclusive. He then stated the goal "connnit to sound financial rnanagernent through efficient utilization of financial resources" applies to the other seven goals. Commissioner Robb stated he assumes the plan is to make the goals a little more definitive and after that the different groups will develop the tactics for accomplishing the goals and objectives. Administrator Heck stated the meeting packet contains some examples of objectives and tactics that may be used to demonstrate progress made in achieving the goals. He then stated some of the goals are ongoing. Other goals will be achieved and taken off of the list. Councilmember Hotvet stated she agrees with Commissioner Kjolhaug s comment that committing to sound financial management through efficient utilization of financial resources should become an element of each of the other seven goals. Commissioner Robb stated an example of an objective could be to reduce the budget by a certain percent. Councilmember Siakel explained last year Council and Staff started discussing priority based budgeting. This year Council decided a goal about sound financial management should be added with priority based budgeting being an element of it. Council has agreed that police and fire services are the top priority. She noted that for the last few years Council has balanced the City's General Fund budget by using funds from other fund balances. She stated Council needs to decide if it wants to continue that practice. From her vantage point balancing the General Fund budget would be a goal /objective. Administrator Heck encouraged the Park Commissioners to send him their perspectives on the goals and their priorities. Councilmember Zerby stated Council thought it important to share what's been accomplished to date with regard to strategic planning. He noted this is an ever evolving document. 4. GIDEON GLEN Administrator Heck explained that during the last Park Commission meeting Chair Quinlan brought up the idea of including Gideon Glen as part of the park system. Chair Quinlan stated that from his vantage point Gideon Glen is a forgotten asset. It is a wonderful asset. But, it doesn't seem to belong to anyone in terms of addressing issues that come up, promoting it, and increasing its use. Ile explained that he has spoken with Administrator Heck and the Park Commission about bringing it into the fold of the Park Commission. He stated it is a good educational space. He thought it would add a dimension to the parks and recreation assets. Mayor Liz& agreed that Gideon Glen is somewhat in a holding pattern. She explained Gideon Glen was established through a partnership between the City, Hennepin County and the Minnehalna Creek Watershed District (MCWD). It was part of the County Road 19 and Smithtown Road corridor redevelopment. Site noted it is part of a bigger plan. She stated the part that is still unknown is what is CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSION February 28, 2012 Page 8 of 10 going to happen at the northwest quadrant of the County Road 19 and Smithtown Road intersection. That quadrant will probably be linked to other areas via a trail or walkway. She asked if the Planning Commission has a desire to make Gideon Glen more visible or have it become a higher use area. She stated there are probably lots of things that can be done with Gideon Glen if the Park Commission wants to revisit it with the MCWD. She then stated people forget how wonderful Gideon Glen is until they go there. She noted an Eagle Scout project had been undertaken in that area. She explained you can learn about the "big woods" aspect of the area and how it has changed over the last 5 — 8 years with the growth of the plantings. She stated that she thought that it would be great to link Gideon Glen to the rest of the City's parks as well as to the Cities of Excelsior and Tonka Bay. Councilmember Hotvet suggested encouraging the school to go to Gideon Glen for the fifth graders' education about wetlands. It would introduce a new group of people to that area. Chair Quinlan stated he thought it would be a good field trip. The area is interactive with its explanatory plaques. Commissioner Gooch Hartmann stated there is an opportunity to involve the schools and the MCWD in introducing students to the area just by going to Gideon Glen. She then stated it would be nice if the MCWD would have an interest in educating students about wetland restoration. Councilmember Zerby noted that parking at Gideon Glen is a problem. He asked if the Park Commission is suggesting adding parking. Chair Quinlan agreed that accessibility is a big problem. Commissioner Edmondson stated it is the number one problem in that area. Mayor Lizee asked if there will be some safe passage way for pedestrians from nearby parking areas. Edmondson noted there is a spot where a bus could pull -off and then drop -off students. Mayor Lizee noted that a few years ago representatives from the Cities of Orono, Shorewood and Tonka Bay as well as a few agencies participated in a high -level study about a County Road 19 trail. She stated that getting things done often requires partnership arrangements. She explained that there had been a maintenance program in place for Gideon Glen for the first five years of its existence. MCWD was to do the maintenance during that time. She asked if the Park Commission is suggesting that the City become responsible for that maintenance. Chair Quinlan stated he doesn't know what the current maintenance arrangement is. Administrator Heck explained it is his understanding the MCWD was responsible for the maintenance of Gideon Glen for a period of five years after the plantings were well established. Two to three years ago the MCWD conducted a controlled burn of the area because there were too many noxious plants, and it planted more native species to reestablish the area. Based on comments made by Planning Director Nielsen there appears to have been some discussion with the MCWD about it managing the maintenance of that area permanently. He noted is not sure if that is true or not. Be related that Engineer Landini spoke with representatives from the Minnesota Conservation Corps and found out that the City could purchase hours from the Corps for maintaining things such as Gideon Glenn and the City's rain gardens. The cost would be $1,000 — $2,000 annually. Councilmember Zerby stated that lie is interested in the Park Commission becoming more involved with Gideon Glen. He then stated there are outstanding questions about that area that have to be answered first. For example, how to address the issue of limited parking, what the cost would be for Public Works to maintain Gideon Glen, and what its use would it be. He expressed his support for the Commission studying those things. CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK February 28, 2012 Page 9 of 10 Chair Quinlan stated with the Council's and Planning Commission's involvement with the Smithtown Crossing area potential redevelopment it would be the opportune time to build accessibility to Gideon Glen. Mayor Lizee suggested the Park Commission have a planning meeting that includes representatives from the MCWD. They participants could go to the area and hear about what the MCWD's plans are for tine area. Councilmember Zerby stated in conversations he has had with representatives from the MCWD he has learned the MCWD is still interested in helping with Badger Park initiatives and it is waiting for the Park Commission to contact it. The MCWD will not initiate that contact. Commissioner Edmondson commented that if the American Legion does building a new facility in the Smithtown Crossing area as part of a coordinated redevelopment area its facility could have a wonderful view of Gideon Glen. Mayor Lizde noted the MCWD is aware that the Legion wants to stay in that area and that there are partnership opportunities. 5. BADGER PARK Councilmember Zerby encouraged the Park Commission to contact the Minnehaha Creek Watershed District (MCWD) about Badger Park initiatives. He noted the MCWD is interested and it has some funding. Chair Quinlan stated once the Park Commission has identified specifics it can approach the MCWD about the Commission's ideas. Councilmember Siakel noted that the resident survey results indicate that many residents don't know about the Southshore Community Center (SSCC). She recommended the Park Commission factor the SSCC into Badger Park redevelopment plans. She noted that fi•om her vantage point the SSCC falls under parks, culture and recreation. Commissioner Edmondson stated there are many opportunities to be had if Badger Park is redeveloped. Mayor Lizee stated the City has a Master Parks Plan that was updated by TKDA a few years ago. She noted that plan was sent to an aspiring Eagle Scout who is looking to do a project. She asked if that Plan is still the vision of the Park Commission for Badger Park. Chair Quinlan responded he considers it to be the grand ambition if there were an unlimited budget and unlimited time. Chair Quinlan explained that over the past few months the Park Commission has prioritized a list of amenities. During its last meeting the Commission prioritized the goals for Badger Park. It discussed whose needs it thinks the Park should satisfy and ultimately how it should look. IIe stated the Commission continually references the TKDA drawing for the Park. It takes it as the standard and then it move things around from there. He then stated the TKDA plans for Badger Park are the most ambitious of all of the plans for the City's parks. The vision for Badger Park is very different than what the Park is today. Because of the Commission's grand ambitions for Badger Park it sometimes stumbles when it comes to deciding to do needed maintenance. Administrator Heck stated the Park Commission has identified what it believes are the strengths and weaknesses of Badger Park. He commented that some of the components on the TKDA plans for Badger CITY OF SHOREWOOD WORK SESSION OF THE CITY COUNCIL AND PARK COMMISSIONT February 28, 2012 Page 10 of 10 Park are very attractive. But, based on the resident survey results the ambitious plans for Badger Park are not needed. 6. ADJOURN Zerby moved, Hotvet seconded, Adjourning the Work Session of the City Council and Park Commission of February 28, 2012, at 7:05 P.M. Motion passed 11/0. RESPECTFULLY SUBMITTED Christine Freeman, Recorder a a Christine Liz6e, Mayor ATTEST: Jean Panchyshyn, Depuq City tlerk