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112188 PK MINCITY OF SHOREWOOD PARR COMMISSION MEETING MONDAY, NOVEMBER 21, 1988 M I N U T E S CALL TO ORDER Chairman Vogel called the meeting to order at 7:00 PM. ROLL CALL COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:00 PM Present: Chairman Vogel, Commissioners Laberee, Jakel, Lindstrom, Andrus, Weatherly, and Christensen; Engineer Norton; and Deputy Clerk Niccum FREEMAN PARR Engineer Engineer Norton was present to review the major concerns expressed by the Commission, and what's been done about them. He said that, according to the discussion at the last meeting, he felt the three main concerns were 1) rocks, 2) particle size and undulations, and 3) overall grading. Engineer Norton reviewed the contracts for the two projects. Project 87 -5 with Widmer, cost $49,355, was to take the site material and spread it according to the grading plan. The seeding that originally went with this project was dropped from Widmer's contract. Project 88 -2 with T. & S. Construction, cost $75,777.70, was • water, parking lots, ball field surfacing, and seeding. Engineer Norton said Phil Tipka was at Freeman Park most of the time when Widmer was doing the grading. He also said he gave a copy of the grading plan to the surveyor and had the surveyor put red lathes topped by blue ribbon at each grid point. The surveyor shot the existing grade as it is today. Norton said there is not a significant difference. He pointed out one spot (grid point H -8) where there is a difference of 2.4' and explained that this was the original berm area, it does not affect either the softball or football fields. He said the spots where the grade is off are areas where extra dirt was originally stockpiled. He said a +1' to a -1' variance in slope is allowable, and the field is pretty well graded as planned. The base lines are also marked with natural colored lathes topped with red ribbon. He suggested the Commission get out to the park as soon as possible to look at it before the lathes are removed by someone. The grid is a 100' grid which means the grids are 100' apart. Most of the problems appear to be in the Northeastern corner field. When Engineer Norton talked to Phil Tipka, Tipka said at the time of grading he did not see the swale. Now he does and said it needs fill. He also said the ag lime has to be taken off the top, off the perimeter and smoothed out, then regraded. Tipka said he didn't remember seeing that many rocks. Norton said T. & S. Construction had people picking rock for two to three days. He said after that they followed directions to disc and mulch and the discing apparently turned up more rocks. He also reminded the Commission to remember the condition of the fill, referring to Shorewood Oaks, Smithtown Road, Grant Lorenz Road, and the City Hall material. Commission asked who gave him permission to dump all that material in the park? Norton said it was a staff decision. The Commission told Engineer Norton that they are extremely disappointed in the work done. They said that they were under the impression that once this work was done, the fields would be completed and ready to play upon and instead felt as though they have spent $100,000 on another alfalfa field, the only difference being that the dirt on the original field was better! They felt the Council also thought they would end up with a finished product. PARK COMMISSION MEETING MONDAY, NOVEMBER 21, 1988 Page two FREEMAN PARK - continued Engineer - continued Engineer Norton said that apparently there was a misunderstanding between himself and the Park Commission, he said he did what he was directed to do, and was aware all the time that the field would need fine grading, topdressing, etc. He said he was under the impression that the Commission wanted a well graded, well drained plan with the understanding that more work would be needed later on, and that it would be finished later when curb, gutter, etc. were done. He feels that he and the Commission had different expectations. He said Banshee Enterprises, a subconstractor for T. & S., will come back out and remove rocks. He suggested paying T. & S. the $13,107.14 denied at the last meeting, but continuing to withhold the $3665.65 until the work is finished. He also suggested talking to Widmer in the Spring when they come to fill in the swale about purchasing black dirt and having them spread it, fine grading it. He also mentioned additional seeding. He said the money withheld from T. & S. should pay for the dirt. Commissioner Lindstrom, Engineer Norton, and Phil Tipka visited Freeman Park this afternoon and all agree that more work needs to be done. The Commission asked that the Council Minutes be checked to see what had been ordered done. Engineer Norton left the meeting. The Commission definately feels that their requests are not being honored but wish to have a joint meeting with the Council as soon as possible to try to discover where the problem exists, and why the fields are not finished. Christensen moved, Jakel seconded, to adopt the Engineer's suggestion and to recommend to Council that they pay T&S the amount of $13,107.14, and withhold $3665.65 until the rock is collected. Motion carried - 7 ayes. Lindstrom moved, Jakel seconded, to withhold the Engineer's payment until the details are worked out and resolved in Freeman Park. There was a lot of discussion on this issue. Some Commissioners felt that all payment whould be withheld. The Commission is aware of the fact that the Engineer has probably already been paid. Motion carried - 4 ayes - 3 naves (Weatherly, Andrus, & Lindstrom) Laberee moved, Jakel seconded, to recommend to Council that a joint meeting between the Council and Park Commission be set as soon as possible.to resolve some communication problems i.e. ballfields. Motion carried - 7 ayes. Fence Field Area to Prevent Vandalism Commissioner Laberee expressed his concern over the possibility of 3 and 4 -wheel vehicle damage to the fields. Christensen moved, Laberee seconded, to recommend to Council that Public Works erect snow fencing around the field, Laberee and Lindstrom to be present to show where they want the fencing. Motion carried - 7 ayes. Highway 7 Entrance Commissioner Laberee will see if a student working for him can talk a teacher into using an entrance design as a project. -2- PARK COMMISSION MEETING MONDAY, NOVEMBER 21, 1988 Page three FREEMAN PARK continued Freeman Park Signs The Commission discus ed the location of the signs in Freeman Park. Documentation The Commission asked or Council Minutes, Specifications, Bid Documents, etc. relating to the ballf elds. SNOWMOBILE ORDINANCE Staff reported that the Council definately wants the Commission to review the Snowmobile Ordinance. Various Councilmembers state they have received numerous complaints. Chairman Vogel said the review will be on the agenda for December 5th as several of the Commissioners have not been with the City long enough to be familiar with the history. Bill Kullberg of Southwest Trail Association was present to state signs directing snowmobile traffic will be reposted next weekend. He also presented a letter to the Council and Commission with an invitation to ride the trails so they know what they are dealing with, where trails start, lake accesses, etc. JOINT COUNCIL -PARK COMMISSION MEETING The Joint Council /Park meeting will be held Monday, December 5, at 7:00 PM. • APPOINTMENT OF 1989 CHAIRMAN AND VICE - CHAIRMAN Lindstrom moved, Vogel seconded, to recommend to Council that Mark Laberee be appointed 1989 Chairman of the Park Commission and Gordon Christensen be appointed Vice - Chairman Motion carried - 7 ayes. REAPPOINTMENT OF COMMISSIONERS WHOSE TERMS EXPIRE AT END OF 1988 Lindstrom moved, Weatherly seconded, to recomment to Council that Vogel, Jakel, and Christensen be reappointed to the Park Commission for another 3 year term. Motion carried - 7 ayes. An_TnrrnNW:NT Weatherly moved, Laberee seconded to adjourn at 9:45 PM. Motion carried unanimously. RESPECTFULLY SUBMITTED, Sue Niccum Deputy Clerk