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022796 PK MIN CITY OF SHOREWOOD COUNCIL CHAMBERS PARK COMMISSION MEETING 5755 COUNTRY CLUB ROAD TUESDAY, FEBRUARY 27, 1996 7:30 P.M. MINUTES CALL TO ORDER 1. Chair Roxanne Martin called the meeting to order at 7:30 p.m. ROLL CALL 2. Present: Chair Martin, Vice-Chair Colopoulos; Commissioners Puzak, Wilson, Trettel and Dallman; Administrator Hurm; Council Liaison McCarty. Absent: Commissioner Bensman REVIEW AGENDA 3. APPROVAL OF MINUTES 4. Trettel moved, Wilson seconded to approve the minutes of Tuesday, January 23, 1996 as presented. Motion carried unanimously. MATTERS FROM THE FLOOR 5. Resident and Snowmobile Hockey Task Force member, Ingrid Schaff (25605 Smithtown Rd.) read a letter pertaining to the winter use of the Southwest Regional Trail. She questioned the City’s actions in applying for a special permit from Hennepin Parks for only snowmobiling during winter months. Administrator Hurm responded that staff and Council had the understanding that other activities such as hiking and biking were allowed year round without the requirement of a special winter permit. Immediately upon awareness of the situation, office staff communicated with Hennepin Parks and the permit application was completed and mailed. Ingrid expressed concern about safety and awareness of those using the trail for purposes other than snowmobiling, as well as possible liabilities for the City in such cases. Chair Martin thanked Ingrid for addressing this issue, adding that Attorney Tim Keane will look further into the matter. There were no other matters from the floor. COMMISSIONER REPORTS 6 Snowmobile Task Force A. - Colopoulos reported that a draft of the community survey has been prepared and that, after a random sampling of people review it, a final will be mailed to all residents on or near March 14. They will be tabulated in the middle of April, with results hopefully ready by the April Park Commission meeting. Park Foundation Meeting Report B. - Trettel reported that the Park Festival date has been set for September 21. The Foundation is hoping to appoint a long time resident who has SHOREWOOD PARK COMMISSION MINUTES TUESDAY FEBRUARY 27, 1996 PAGE 2 of 4 been involved in the community to be the Chair of this event. Plan B is to recruit several Co-chairs from the Foundation Board. Another issue that was brought up was the question of plans for a hockey rink at Freeman. Hurm noted that the recent article in the Sun Sailor led to confusion for many. And on the topic of fund raising, a suggestion to encourage donations in tax and estate planning was made and followed up with an article in the spring issue of the City newsletter. REVIEW FEE SCHEDULE - PARK DEDICATION FEES 7. In response to the Park Commission’s recommendation to Council, the Park Dedication fee was raised to $1,000 per newly developed lot. This figure was increased from the $875 suggested by the Commission, but will not be based on an inflation factor. It will stay at that amount until the issue is brought up again the by the Park Commission. Hurm added that fees are reviewed yearly at a staff level. REVIEW HOCKEY PROPOSAL 8. - Covered after Item #9. ARBOR DAY CELEBRATION PLANS 9. Hurm reminded those present that the goal for this event is to draw attention to trees, parks and Arbor Day itself. In the past the neighborhood associations have been involved with contributions and planting of a tree at an area park. It was decided to move this tradition to Manor Park this year and possibly involve Mary Bensman or Pete Boyer, a developer. Funds would be available from the park budget if not found through donations. Sandy Trettel moved that the Park Commission approach neighbors to try and get a donation for a tree to plant in Manor Park for an Arbor Day celebration. Bill Colopoulos seconded and the motion passed unanimously. REVIEW HOCKEY PROPOSAL - (Revisited) 8. Hurm explained that the Minnetonka Youth Hockey Association (MYHA) is proceeding with fund raising ideas for the construction of the ice sheet at Freeman, and in the meantime there are several questions to be considered by the Park Commission. Following discussion on various questions presented on a memo and the idea of appointing a subcommittee or task force to further address the subject, it was decided that the questions would be discussed, in order at this meeting by the members of the Park Commission and John Flood, the MYHA representative. The City Council is mainly concerned with the intensification of the site and how a facility of that size would fit into the park with the added noise and parking needs, etc. A. What should the hours of operation be? - Hockey practices would occupy the ice on Monday - Friday from 6:00 p.m. to 10:00 p.m., and 9:00 a.m. to 10:00 p.m. Saturday and Sunday. (Rinks would open at 3:00 or 3:30 on weekdays for public use until the 6:00 practice time.) On non-school days, hours would be from 9:00 a.m. to 10:00 p.m., with evening practice 2 SHOREWOOD PARK COMMISSION MINUTES TUESDAY FEBRUARY 27, 1996 PAGE 3 of 4 hours kept in tact for hockey. John Flood estimated the total practice hours at about 600 for the season (which he indicated to be adequate) and added that mid-November to mid-February are the intense hockey times. B. Are there specific hours that we want left open for general public use, either duringthe week or during the weekends? - In addition to the 3 afternoon hours on weekdays, there would be an open skate time from noon to 3:00 on Saturday and Sunday. (Non-school days would offer open skate from 9:00 a.m. to 6:00 p.m.) C. If any parking stalls are lost, do we want the city engineer to review and recommend how they are to be made up and require the association to pay for this work? - It would be agreeable to move some parking spots, as long as the total number is not lessened. Yes, the Hockey Association would be required to pay for the work. D. Who should be responsible for paying the deductibles on vandalism? The City’s policy has a $500 deductible each occurrence. - Hurm referred to the donation of a building by the Little League as an example. The structure is on the City’s policy and the contents are covered by the League’s policy. The responsibility falls on both parties, with the question of how to divide it. He expressed that he would like the commitment of MYHA to help track any problems that occur. E. Should the City require sewer be brought to the site and indoor toilet facilities bemade available by the Association? Very preliminary cost estimates would be $20,000 just to bring sewer to the site. - Points discussed were: Need for sewer and water because of the concession facility, justification for indoor rest room facilities rather than portables, timing of rough-in work and fixture installation, code requirements, financing from Hockey Association and/or other sports associations and/or Shorewood’s Park Fund. The conclusion was that the architectural process and building codes will decide which features will be included in the construction of the facility. It was also agreed that the Hockey Association should not bear the full burden of this expense when other organizations and the general public will also benefit from the improvements. F. Would the Park Commission be interested in asking the Hockey Association toarrange for someone to take video tape from all different directions and angles ofthe similar facility which is in Beloite, WI? (City Staff will communicate with Beloite officials asking many questions regarding what they might do differently.) - John Flood suggested that Eden Prairie may be constructing a similar facility, plus the contractor for MYHA may have photos or illustrations available. Several people stated that the City Council and Park Commission will want to have a video, as well as making one available for public hearings. G. Is the City willing to work with the Association in constructing a building whichnot only services their needs but also addresses the shelter and concession needsthat the Park Commission has identified? - Two possible approaches were considered. Hurm explained that the $50,000 which was set aside for concessions development could be loaned (interest free) to the MYHA with the money being returned to the park fund from proceeds over a 3 SHOREWOOD PARK COMMISSION MINUTES TUESDAY FEBRUARY 27, 1996 PAGE 4 of 4 5 to 10 year period. Flood stated that there is documentation that shows concession sales to be very profitable and that both parties would benefit by sharing the initial expense and then indefinitely splitting the proceeds. Hurm and Flood will meet to study this further and bring a recommendation to the Park Commission. H. After the City’s loan of $50,000 for the construction of the building is repaid, should we expect that building to be the Association’s with the understanding that theywill provide concession services year round?Who shouldbe responsible to see that concessions are available year round? - The issue of staffing the rink and concessions was brought up and will need further discussion. All of the input to this point will be addressed with the Hockey Association in preparation for the Planning Commission Public Hearing. DISCUSSION ON COMMEMORATIVE SIGNS 10. Park Secretary Connie Bastyr presented options and some pricing estimates for signs at the playground structures and ball fields. A rough cost for Permalene signs at all six play areas (including the future Badger structure) is $3,000. There is $5,700 in the CIP for signage. Aluminum signs were recommended for the backstops. Commissioner Puzak reiterated the importance of acknowledging contributors, adding that it is money well spent to make the commemorative signs colorful, recognizable and kept in good condition. Commissioner Wilson suggested that a sign panel be included as part of the play structure bid for future installations. It was decided that Chair Martin will work with staff to do an inventory and spec list for bids on pricing to be prepared before the park tours. CIP - 1996 IMPROVEMENTS 11. Areas in questions were covered in item #10. Hurm suggested that the development of Badger Park should be tied in with the Senior Community Center plans and recommended that there be a Park Commission liaison to work with the Friends of the South Shore Senior Center. This may involve plans for a shuffle board area or other “senior-oriented activity” and possibly rearranging of the locations of the play structure. A liaison was not appointed at this time. ESTABLISH NEXT MEETING DATE 12. The next meeting date is scheduled for Tuesday, March 26, 1996 at 7:30 p.m. which is during Spring Break. Most members will attend. April may include an additional meeting, possibly on the 9th to discuss developments with the Hockey Task Force. Park tours will require two meetings in May, starting at 6:00 p.m. on May 14 with tours. The May 28 meeting conflicts with the Council meeting because of the Memorial Day holiday and was moved to Wednesday, May 29 with tours starting at 6:00 p.m. again. ADJOURNMENT 13. There being no further business, Colopoulos moved and Trettel seconded to adjourn the meeting. Motion passed unanimously and the meeting was adjourned at 9:50 p.m. 4 SHOREWOOD PARK COMMISSION MINUTES TUESDAY FEBRUARY 27, 1996 PAGE 5 of 4 5