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061290 PK MIN CITY OF SHOREWOOD COUNCIL CHAMBERS PARK COMMISSION MEETING 5755 COUNTRY CLUB ROAD TUESDAY, JUNE 12, 1990 7:00 PM MINUTES CALL TO ORDER Chairman Christensen called the meeting to order at 7:08 PM. ROLL CALL Present: Chairman Christensen, Commissioners Andrus, Lindstrom, Vogel, Weatherly, and Wilson; Council Liaison Watten; and Administrative Assistant Niccum Absent: Laberee (called-business) LITTLE LEAGUE FIELD - TONKA MEN'S CLUB Paul Krueger, 6015 Burlwood Court, complimented the Commission on the new area of Freeman Park. He said he lives right behind the BMX Track, and would like to know what is planned for that area. Niccum said that on 6/8/90 Public Works Director Zdrazil, Park Planner Mark Koegler, Tonka Men's Club Representative Jim Quast, and herself met. Koegler asked what the Tonka Men's Club had to offer in dollars and labor. He said someone will have to set grades and figure out drainage. Quast said he had talked to Jim Latterner and Leonard George. They will start with $10,000. They have more but are only allocating this amount to begin with. They have not received an answer from VoTech, so they are going to hire a private contractor. Koegler asked that when they do this, they give the City at least two weeks notice before any work is scheduled. The Club is asking the City to level the site, estimate the grades, do the staking, and do the parking lot. They will do the finished grading, provide the materials and install a full fence, do the seeding, and build the dugouts. Koegler asked what their time frame is. Quaas said hopefully this Fall. Koegler asked Quast to call him with any changes. Quast agreed to do so. Christensen expressed concern, stating that he didn't want the City to end up with a half-finished project. He asked that the City be assured that the project will be finished before it is allowed to begin. APPROVAL OF MINUTES Andrus moved, Wilson seconded, to approve the minutes of Tuesday, May 8, 1990, as written. Motion carried - 6/0. —1— PARK COMMISSION MINUTES TUESDAY, JUNE 12, 1990 Page two IRRIGATION Niccum informed the Commission that Mark Koegler, of Van Doren Hazard Stallings, Shorewood’s Park Planner, had been selected by the City Council to proceed with design, plans and specifications, preparation of bidding documents, and supervision and inspection of the irrigation system for Freeman Park softball fields. He is to present the plans and specs to Administrator Whittaker for Park Commission and Council approval before seeking bids. Once these are done, with a cost estimate for the improvements, the Council will have to authorize bidding and the advertisement. Watten informed the Commission that this falls within the realm of the Park Planner. He told the Commission that the Council had voted to have Engineer Norton, the City Engineer, do all engineering work required in the parks. He explained that the City has a contract with 0SM for the remainder of 1990. Chairman Christensen said the Commission will discuss this at greater length under agenda item #9. SOFTBALL TOURNAMENT - EXCELSIOR SOFTBALL LEAGUE - FREEMAN PARK Commissioner Lindstrom, former co-presiuent of the Excelsior Softball League apologized because this came up so late, he said that he had planned to bring it up earlier but the meetings were cancelled. Lindstrom said the tournament will be played Friday, Saturday, and Sunday - June 22, 23, and 24. The profits will be donated back to the City. A total of 36 teams will play in the tournament. He explained how they worked with the City of Excelsior - they pay $150 for the weekend use - this entitles them to garbage pickup, City insurance aglime and the bathrooms. Niccum pointed out that in Excelsior the bathrooms are in the building, in Shorewood, at this time, each satellite costs $42, and any special servicing on the weekend costs $25 per satellite per day. If there were 4 satellites, the cost would be $168 plus $100 a day for special servicing. Eventually a park building will be built, with bathrooms, and this expense will be alleviated. This is why the current policy is to have the athletic associations and organizations provide any additional satellites and servicing. Lindstrom said the League wants to expand the tournament, get more people involved. They also want to help Shorewood with the fields. He said the League will install the bases, including the bases at Manor Park. They also have a group going out to the fields to "pick rocks" next Saturday. Lindstrom said he and Dan Randall would be Directors at Freeman Park. He explained that the entry fees basically cover field use, supplies, and umpires. Chairman Christensen read the contract to the Commissioners. Lindstrom said the City will gain from this; it will move the schedule ahead a year - the aglime and bases will already be in for next Spring. Also, the use of the field by experienced players will help us do things —2— PARK COMMISSION MINUTES TUESDAY, JUNE 12, 1990 Page three SOFTBALL TOURNAMENT - EXCELSIOR SOFTBALL LEAGUE - FREEMAN PARK - continued Niccum informed the Commission that the Council had acted on this request. They approved the use of the fields for the tournament, and the concession. They want the Park Commission to decide if a $250 deposit should be requested. They also want them to discuss the concessions - what they will be selling, and how it will be handled. One of the conditions of approval by the Council was that the tent be placed on the parking lot. Dave Workman of the Excelsior Softball League was present to explain that the League would be using a 35' x 20' tent. They will be selling hot dogs brats, candy, pop, and chips. They will be using gas grills only for the purpose of boiling water for the hot dogs and brats. They are willing to put the tent on the parking lot if this is the Council's condition, although they would have preferred to have it in a central location. They had planned to have it between the fields for convenience and shade. They planned to put picnic tables in it, and rotate them every day to prevent a lot of foot traffic in one spot. They will haul away all garbage. He said there is always someone picking up trash. They have talked to the Little League and East Tonka, and will be using the bleachers from the other end of the park. The bleachers will be returned to their original location after the tournament. The Commission discussed a deposit. Weatherly moved, Wilson seconded, to recommend to Council that the Excelsior Softball League present a check for $200 to the City as a deposit, and that the check be held until after the tournament. At that time if everything is satisfactory, the check be returned to the League. Motion carried - 5 ayes - one abstain (Lindstrom). The Commission discussed the tent location. Niccum said that due to a telephone conversation with Todd Strot expressing concern over being able to anchor the tent on the parking lot, she had asked Zdrazil about damage to the grass. Zdrazil said he didn't see any problem with putting the tent on the grass, he thought it would do less harm than is currently being done by the soccer association. Niccum also asked Mark Laberee. He said if it had rained within the last two days, put it on the parking lot, otherwise it could be tried on the grass. If it started to wear, it would have to be moved. The Commission discussed the location regarding the convenience, the fact that it would be a good opportunity to put the tent in the location proposed for the permanent shelter to see if it actually is the best spot for the shelter. They realize that the Council has already acted on this. Because they didn't know if the Council had all the information at the time of their decision, and with the possibility of a responsible person being put in charge to consider location, they decided to ask the Council if they would reconsider their decision under these conditions. Andrus moved, Weatherly seconded, to recommend to the Council that they reconsider their decison and allow the possibility of placing the tent on the grass. Motion carried - 5 ayes - 1 abstain (Lindstrom). ESTIMATES - MASTER PLANS OF ALL PARKS/PARK CAPITAL IMPROVEMENT PLAN Andrus moved, Wilson seconded, to recommend to the Council that they approve the Park Planner's estimates of $1,200-1,500 to prepare the park plans for Badger, Cathcart, Manor and Freeman; and $1,000 for preparation of the Capital Improvement Plans not to exceed $2,500. Motion carried 6/0. —3— PARK COMMISSION MINUTES TUESDAY, JUNE 12, 1990 Page four PLANNING The Commission discussed the problem regarding park funding. They also discussed the fact that the procedure required took so long to get everything accomplished. They want to get the "entire picture" of whats needed in the entire park system, and the cost, to the Council. They questioned if there was a way to expedite. progress on things like the estimates for the park plans, the PCIP, and the picnic tables. Watten said the Commission should let the Council know what they want. Weatherly moved, Andrus seconded, to ask the Council to establish a level of spending that the Park Commission can use on a discretionary basis in the above type of situation; and that they let the Commission know what the cap is . The Commission recommended $2,500 per item, not to exceed 10 items ($25,000) a year. Motion carried - 6/0. OVERALL CITY TRAIL SYSTEM - ESTIMATE REQUESTED FROM PARK PLANNER Weatherly moved, Lindstrom seconded, to recommend to the Council that they have Administrator Whittaker request an estimate from the Park Planner on an overall City trail map--to include: - current and future trails - a way of connecting the City parks by trail - possible trails to points of interest (i.e. schools, lake, etc) - attachments of trails to the trail systems in surrounding communities - all trail easements now owned by the City Motion carried - 6/0. SILVERWOOD PARK Niccum told the Commission that July 24, 1990 - a regular meeting date there will be a neighborhood meeting at City Hall regarding the Silverwood Park Plan. The Commission reviewed the revised park plan and were pleased with it. SILVERWOOD PARK/HIGHWAY 7 TRAIL It was brought to the Commission's attention that part of the trail is being maintained by residents as part of their yard. They expressed concern over making sure the trail is marked in some way to alleviate future problems. FREEMAN PARK - "OFFICIAL OPENING" Niccum told the Commission that Commissioner Laberee had asked her to convey the suggestion to them that some type of "ribbon cutting ceremony" be held before the first tournament game, with both papers present. He thought perhaps a drawing of Freeman Park, with directions to the park and the statement that the fields are not officially open for play until next year, could be put in the paper. Remember, the first game will be held on June 22, a Friday. The Commission liked the idea. They would like to see this done. —4— PARK COMMISSION MEEETING TUESDAY, JUNE 12, 1990 Page five SHOREWOOD T-SHIRTS Andrus suggested having "City of Shorewood " T-shirts - with the logo on them - made up to sell at the Excelsior Softball Tournament. Niccum explained that by the time the Council approved the purchase, it would be too late. Andrus said he would purchase them. SOCCER ASSOCIATION Niccum read the letter received by the residents of Shorewood, dated May 25, 1990, to the Commission. She also read her memo to the Council. She told the Commission how much time the City had been required to spend with the residents because of this letter. She explained the meeting with Mike Henderson, the President of the Tonka United Soccer Association. She said he had promised a follow-up letter to the residents, apologizing for the inconvenience, but she had not received it yet. JOINT PARK COMMISSION/CITY COUNCIL MEETING Niccum explained that the Council had postponed the joint meeting with the Park Commission. This was done to enable them to get more information together for their presentation regarding park funding. The Park Commission still wishes to meet with the Council. They feel there is a definite communication problem going on, and want to sit down with the Council and talk about it. They asked Watten to go back to the Council with this request. Long Range Plans The Park Commissson is working on updating the park plans, doing an overall trail plan, and doing a complete PCIP. Budget The Commission has come up with a list of priorities for 1990. They will have to finish their PCIP to get an overall picture. This will be discussed at greater length. Role of Park Commission/Role of Park Planner Christensen reported on the Council Study Session of June 4, 1990, particularly the discussion on the role of the park planner and the engineer. He reviewed the two motions, and presented the Council's final decision. The Commissions discussed their feelings regarding the Park Planner/ OSM decision, and the Council/Park Commission relationship. WEATHERLY RESIGNS Commissioner Weatherly will be leaving the Park Commission at the end of August. She would like to participate in a joint meeting with the Council before that time. —5— PARK COMMISSION MEETING TUESDAY, JUNE 12, 1990 Page six COUNCIL/PARK COMMISSION RELATIONSHIP Weatherly said she feels the Park Commission has a genuine and generous concern regarding the parks - if the Council has the same concerns, why are they adversaries? She said in her job it is very important to give the correct tools to the people that work for you, and one of these tools is motivation. She said being on the Park Commission should be a challenge, and it should be fun - not constant frustration. She said the whole issue of the Parks Planner/Landscape Arctitect came up because of disatisfaction with the City Engineer - and it was concern for the City, and the residents of the City that caused the Park Commission to draw the Council's attention to what was happening. She said you will not find many groups that are as dedicated as the present Park Commission. Watten said he felt the Council's objective is the same as the Park Commission's, there is just a lack of communication. He said he feels it is important to discuss these issues at the joint meeting. Andrus said he feels very strongly about the Engineer, he cited certain errors. He said it is obvious that the Company does not have a feel for parks. He said they charged 80% to 500% more than other Engineers quoted, and the City just paid it. He said as a taxpayer, he resents fact that the City paid $11,000 for a job that should have cost $2,000. He sees the Council ignoring the research and input provided by the Park Commission over and over again, and it's just not right. He said the Council is not willing to change. He said the Commission has pointed things out to the Council in the minutes over and over again - the information is right there in the minutes. He said it has reached to point where he is willing to bring in an independent firm to accomplish what he feels the Council is failing to accomplish, and publish the results in the newspaper if this is what it takes. Christensen said the Engineer has played absurd "word games" with both the Commission and the Council, he has done poor workmanship, and is guilty of over-pricing. He said the Park Commission would have been remiss if they had not called the Council's attention to what’s been happening. Watten said 0SM is not price gouging - the other firms are new and just trying to get their foot in the door. He said OSM is a reputable firm. One of the Commissioner's said a vivid example is a $5,700 bill, recently paid. The Council asked the Engineer to substanciate it, and it became over $11,000. Watten said he would not tolerate this type of discussion. That the Commission had to meet with the Council and the Engineering firm and make their accusations. Wilson said the Council has a financial responsibility to minimize the cost. The Commission said they did not see any reason to meet with 0SM. They have already discussed their concerns with the Engineer. What he has to say is not important - cost is what is important. PARK COMMISSION MEETING TUESDAY, JUNE 12, 1990 Page seven COUNCIL/PARK COMMISSION RELATIONSHIP - continued Andrus said he talked to 4 people on the cost of the fence, not one of them was over $2,000. He said if the Engineer had done this to him personally, he would have had him in court. Weatherly said it appears the Council had choosen sides and lost their objectivity, they always take the Engineer's side, right or wrong. The stance of the Park Commission is totally dismissed in their eyes. Andrus said if he is removed from the Commission, he will fight this as a taxpayer. Mrs. Vogel said this infuriates her. She said she will be glad to dig out information, that three people on the Council fight against the two Councilmembers who are trying to protect the City and the taxpayers. Christensen said there are some smart people on the Park Commission. The have only made recommendations to the Council - but they think the Council should consider the Engineering Contract for the good of the City The Commission discussed the fact that all the information they are trying to present to the Council was available to the Council in 1989, and the Park Commission recommended withholding funds from the Engineer at that time, but the Council went right ahead and renewed the Contract. The Commission would like to make it crystal clear to the Council that they like Jim Norton as a person, that this is not a "personality conflict", they are concerned about costs. Watten encouraged the Commission to discuss these things with the Council in a joint meeting. MANOR PARK FENCE Lindstrom moved, Andrus seconded, to recommend to Council that they approve the 8' section on fence in Manor Park in order to avoid liability problems. Motion carried - 6/0. NFXT AGENDA 1. Park fees 2. Cathcart Hockey Rink 3. Weatherly - replacement 4. Bylaws ADJOURNMENT Weatherly moved, Lindstrom seconded, to adjourn at 11:45 PM. Motion carried - 6/O. RESPECTFULLY SUBMITTED, Sue Niccum Park Administrative Assistant