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040897 PK MIN CITY OF SHOREWOOD COUNCIL CHAMBERS PARK COMMISSION MEETING 5755 COUNTRY CLUB ROAD TUESDAY, APRIL 8, 1997 7:30 P.M. MINUTES 1. CALL TO ORDER Chair Colopoulos called the meeting to order at 7:30 P.M. 2. ROLL CALL Present: Chair Colopoulos; Commissioners Wilson, Dallman, Puzak, Bensman, and Arnst; Council Liaison McCarty; and Administrator Hurm. Absent: Commissioner Trettel. 3. REVIEW AGENDA There were no changes to the agenda. 4. APPROVAL OF MINUTES Commissioner Arnst had several changes: Page 5, Item #11, to delete the City of Shorewood from list of organizations to be approached for donations; Page 5, Item 12, change “Vine Ridge Road” to “Silverwood”; and Page 4, Item #8, to add conversation regarding right-of-way concerns. Commissioner Arnst gave Chair Colopoulos a copy of her requested revisions (see attached Exhibit). Commissioner Arnst moved, Dallman seconded, to table approval of the minutes of March 25, 1997 until the next regular meeting, and to include the recommended revisions. Colopoulos, Arnst, Puzak, Dallman, and Wilson voted Aye. Bensman abstained. Motion carried. 5. MATTERS FROM THE FLOOR There were no matters from the floor. 6. FREEMAN PARK CONCESSION TRAILER FOR 1997 SHOREWOOD PARK COMMISSION MINUTES TUESDAY, APRIL 8, 1997 page 2 Commissioner Dallman reported that Todd Strot, Dan Kuzlik (Director of Minnetonka Community Services or MCES), Administrator Hurm, and himself met that afternoon for clarification of some issues regarding the concession trailer proposal. From the gross sales, costs to be extracted include labor, cost of the trailer, and cost of the food product. Profits would be split 50/50 between MCES and the City of Shorewood. Administrative and bookkeeping services will be provided by MCES, at no charge. Benefits of the concession trailer management by MCES include their access to staff, contractor vendor services, food product buying capability (they buy products for the school district) and probably better prices. If the City ran it, we would not have those luxuries, and probably run into higher costs. Administrator Hurm and Commissioner Dallman agreed that for the first year we would benefit by having MCES manage the concession trailer. Administrator Hurm noted that MCES said they would be the fiscal agent, they would take care of the administration and the bookkeeping, the insurance would be covered under the school’s insurance (which would be to the City’s standards), and it would be considered a “turn-key” operation. Administrative costs will not be charged to the program. Chair Colopoulos inquired about the funding, in that it sounded like MCES would be fronting the entire cost of the trailer, so MCES is taking 100% of the risk. Administrator Hurm noted that MCES would evaluate this program at an early date and if it is going “down the tubes” (for example, in three weeks), MCES would pull the concession trailer. If that scenario happened, there would be no cost for the City. Commissioner Dallman added that MCES would provide the City with copies of invoices for products, and report to the City three times (basically once a month). Todd Strot stated that the trailer is reserved through July 25, 1997. The last soccer game is scheduled for July 19, 1997, and Strot extended the trailer through the following week to allow for rain games. Commissioner Dallman noted that the question of the collection of sales tax remains to be answered by MCES and/or the City. Administrator Hurm said that profit is defined as total revenues minus total expenses. There are no overhead costs (such as administrative costs). Commissioner Dallman asked if arrangements had been made with a neighbor for parking the trailer during off-hours. Administrator Hurm reported that Gordon Lindstrom had spoken with Mr. Wagner, and he had indicated that he’d be happy to allow us to park the concession trailer on his property. However, Mr. Wagner later called Mr. Lindstrom stating that he would not be able to provide a space for the trailer due to liability reasons. The City and MCES will pursue this issue. Commissioner Puzak made a suggestion that either MCES or the City could offer the insurance coverage to Mr. Wagner. He also asked if the City was situated to make an easy transition from the concession trailer management from MCES to the Park Foundation. Administrator Hurm noted that Dan Kuzlik’s intention is for the Park Foundation to take over this operation within one to two years. This will be an agenda item for the Park Foundation at their April 17, 1997 meeting. SHOREWOOD PARK COMMISSION MINUTES TUESDAY, APRIL 8, 1997 page 3 Commissioner Dallman moved, Bensman seconded, to recommend to Council to enter into a contract with MCES to run the concession trailer this year per the Business Plan submitted March 19, 1997. All voted aye. Motion carried unanimously. Commissioner Puzak questioned if the City had to enter into a “contract”, or could the trailer just be delivered and managed by MCES. Commissioner Dallman stated that a contract is good for MCES as well as for the City. 7. PLANNING FOR PARK TOURS Administrator Hurm stated that park tours are planned to be conducted during the two May meetings. The tours will begin at 6:00 P.M. followed by the regular Park Commission meetings at 8:00 P.M. Councilmember McCarty stated that these tours were for inspection purposes. Cathcart, Freeman and Crescent Beach will be on the schedule for the first meeting (Tuesday, May 13) and Manor, Silverwood and Badger for the second meeting (Wednesday, May 28). 8. UPDATE ON PARK CIP Administrator Hurm reported that the Park Capital Improvement Program (CIP) has been revised because a few projects were left over from previous years and he wanted to reflect them on the current CIP. There is an additional $7,000 budgeted for sod at Badger field ($6,000 for football field, and $1,000 for seeding or sodding the rest of the area). Park Funding Sources note that $3,500 may come from donations. Chair Colopoulos asked about Cathcart parking lot and ballfield completion. Administrator Hurm reported that these will be completed in the next few weeks. Commissioner Wilson questioned the cost of the light at Manor Park. Administrator Hurm said this cost includes two light fixtures, a pole, trenching and wiring. He said competitive quotes will be received. Commissioner Wilson moved, Bensman seconded, to recommend to Council to accept the updates to the 1997 Park CIP Budget. All voted aye. Motion carried unanimously. 9. REPORT ON BADGER SOD STRATEGY Chair Colopoulos stated that the sod strategy is to solicit contributions from the Tonka Men’s Club, Football Association, and the American Legion. Letters requesting donations were mailed SHOREWOOD PARK COMMISSION MINUTES TUESDAY, APRIL 8, 1997 page 4 April 3, 1997. Chair Colopoulos requested a report on donations at the next Commission meeting. Councilmember McCarty reported that City Engineer Brown commented at the last Council meeting that sod is machine cut and laid in 6’ rolls. The City may not have to request volunteers to lay the sod on the Badger football field. Commissioner Puzak asked what the City needs to do to prepare the field for the new sod. Administrator Hurm said that the City is responsible through the construction project to make sure erosion does not occur. Commissioner Wilson questioned where funds may be forthcoming if contributions were less than expected to pay for the sod. Administrator Hurm said that the City may match funds donated by the Football Association. The Commission and Council will have to determine if additional Park funds are justified. 10. ARBOR DAY REMINDER Arbor Day will be observed on Saturday, April 26, 1997 at 10:00 a.m. at Freeman Park. Mr. Bob Reutiman will donate two maple trees which will be planted at that time. Chair Colopoulos, Commissioners Wilson, Bensman, and Puzak will be in attendance. The City Council will be encouraged to attend. Pictures will be taken for the local newspapers. 11. CITY FESTIVAL PLANNING Chair Colopoulos stated that the Park Commission has been specifically requested to find a way to have a City Festival. The first step is to find a volunteer to chair a committee organized to plan this festival. Councilmember McCarty suggested a brainstorming session with other members of the community. Commissioner Bensman strongly suggested finding someone with a great deal of enthusiasm and leadership skills to chair this festival planning activity. Chair Colopoulos said that we could try to solicit through the newsletter and through other means to organize a citizen’s action committee to organize and run this festival. This would accomplish two things: it will involve the citizenry with the festival organization; and it will test the waters of just how badly this town wants a festival and whether there is a demand for it. Commissioner Bensman reported that two years ago, the objective of a festival was to allow the citizens to experience the parks. Councilmember McCarty stated that this will be more of a “community spirit” sort of activity. This does not have to be located in a park. It could be at the Country Club, the Senior Community Center, or somewhere else to draw the community together. She also suggested calling the Sun Sailor newspaper to write an article requesting citizen involvement. Administrator Hurm reported that in two of the last newsletters the City invited citizens with an interest in helping to plan a City festival to contact City Hall. To date, no responses have been received. SHOREWOOD PARK COMMISSION MINUTES TUESDAY, APRIL 8, 1997 page 5 Commissioner Wilson noted the activities organized by the City of Chanhassen, stating that they solicit donations from local businesses and City staff plans and runs about five activities throughout the year with great success. These activities have grown in popularity over the years. Commissioner Bensman commented that the planner(s) has to have an incredible amount of enthusiasm to run an activity of this magnitude, and to handle the incredible amount of work involved. She also reiterated that the organizational skills, leadership skills, and available time to work on this project are essential to the success of a City activity. Commissioner Bensman suggested starting out with a single event (i.e. 10K run, or fishing event) and add to the event next year. It may be too overwhelming to plan activities for an entire day. Councilmember McCarty said that the first City Festival would probably be scheduled for 1998. Ideas for a single community event included: a park campout; a rock band, high school band or bluegrass concert; ice cream social; bicycle ride; trail walk or run; and 10K run on LRT or Smithtown Road. Chair Colopoulos suggested involving the seniors with the planning/organizational process. Commissioner Puzak inquired about the different activities associated with the Shorewood area and/or its residents. He noted that many residents were known for their hybrid flower gardens. Gordon Lindstrom (in the audience) suggested contacting local historians for suggestions. He also suggested an antique boat festival, sailboats or yachting. Other themes for a City festival suggested by Commissioner Puzak included: the large variety of birds in our area; fireworks; official “Ice-Out” Day celebration; apple orchards (used to be here); Shakespeare; haunted forest @ Freeman Park; Halloween party/treasure hunt at a park; or hot-air balloon launching from Freeman Park. Chair Colopoulos said that the next step would be for City Council to invite citizen involvement in a City–sponsored event. Commissioner Bensman felt that Mayor Dahlberg should appoint someone to run this event – someone who will be actively and visibly involved in management of this festival. Administrator Hurm suggested inviting local historians to the next work session for additional ideas. Commissioner Puzak moved, Dallman seconded, to suggest to the Council that all Councilmembers, Park Commissioners, Planning Commissioners, and interested citizens and/or groups schedule a meeting to brainstorm ideas for a City Festival. All voted aye. Motion carried unanimously. 12. RESCHEDULE MAY 27, 1997 MEETING SHOREWOOD PARK COMMISSION MINUTES TUESDAY, APRIL 8, 1997 page 6 Administrator Hurm reported that Memorial Day is Monday, May 26, 1997. The regularly scheduled City Council meeting will be moved to Tuesday, May 27, 1997. The regularly scheduled Park Commission meeting will need to be moved to Wednesday, May 28, 1997. It was the consensus of the Commission to do so. 13. NEW BUSINESS Change of Meeting Dates: Administrator Hurm requested a change in the next work session meeting date – from Tuesday, April 22, 1997 to Tuesday, April 29, 1997. Information gathering and compiling of snowmobile data will be completed the week of April 21, 1997. These reports will be delivered to Commissioners in time for discussion and evaluation on April 29, 1997. It was the consensus of the Commission to do so. Request for Clarification: Chair Colopoulos requested specific instruction from the City Council regarding the Park Commission’s responsibilities for snowmobile enforcement evaluation and/or recommendations. Beautification of Freeman Park Entrance: Commissioner Arnst requested a flower garden be placed at the entrance to Freeman Park. She questioned whether the Men’s Garden Club may want to be involved. Commissioner Wilson noted that the Men’s Garden Club is very busy and cannot take on more projects. Chair Colopoulos suggested a combination of shrubbery and flowers at the Freeman Park entrance. Commissioner Puzak noted that the City should have a liaison between the Senior Community Center and the City. Commissioner Arnst suggested a flower garden near the Senior Community Center/Badger Park also. Administrator Hurm suggested that the first meeting of the Council, Commissioners, and citizens be held at the Senior Community Center. Transit Service Improvements: Administrator Hurm reported that the Metropolitan Council met with the City Council regarding transit service and the expenditure of tax dollars. They are working with Senior Community Services to provide a program that will go to Ridgedale every two hours, and Dial-A-Ride services will also be available. A place will need to be found to store the two senior buses. 14. ADJOURNMENT Commissioner Puzak moved, Arnst seconded, to adjourn the meeting. Motion carried unanimously. Meeting was adjourned at 9:20 P.M. SHOREWOOD PARK COMMISSION MINUTES TUESDAY, APRIL 8, 1997 page 7 RESPECTFULLY SUBMITTED,