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042997 PK MINCITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, APRIL 29, 1997 MINUTES 1. CALL TO ORDER Chair Colopoulos called the meeting to order at 7:31 P.M. 2. ROLL CALL COUNCIL CHAMBERS 5755 COUNTRY CLUB ROAD 7:30 P.M. Present: Chair Colopoulos; Commissioners Puzak, Bensman, Dallman, Arnst, Wilson arrived at 8:30 P.M.; Council Liaison McCarty; Administrator Hurm; Chief Young. Absent: None. 3. REVIEW AGENDA There were no changes to the agenda. 4. APPROVAL OF MINUTES Regular Meeting of March 25, 1997: Administrator Hurm referred to his memo dated 4/29/97 regarding clarification of the March 25, 1997 meeting minutes. He stated that further explanation was necessary concerning a right -of -way statement he had made during that meeting. In the memo, Administrator Hurm noted that the right -of -way issue is one of many potential problems concerning an off - street trail on Smithtown Road. He requested that his memo dated 4/29/97 be made part of Park Commission minutes. Commissioner Dallman moved, Puzak seconded, to reference and attach Administrator Hurm's memo dated 4/29/97 to these minutes (see Exhibit A). Motion carried unanimously. Commissioner Arnst moved, Dallman seconded, to approve the minutes of March 25, 1997 as submitted. Motion carried unanimously. Regular Meeting of April 8, 1997: Commissioner Dallman moved, Arnst seconded, to approve the minutes of April 8, 1997 as submitted. Motion carried unanimously. 5. MATTERS FROM THE FLOOR SHOREWOOD PARK COMMISSION MINUTES TUESDAY, APRIL 29, 1997 page 2 There were no matters from the floor. 6. EVALUATION OF SNOWMOBILE DATA: `96 —`97 SEASON Chair Colopoulos noted that the ARS (911) information was collated by Virginia Kolstad, and requested her to highlight the reports. Virginia Kolstad reported that she had compiled and analyzed last year's data and wanted to follow through with the same reporting format for this season's data. She referred to the report "Snowmobile Complaints: Database Comparison 1996 and 1997 ". These are the police records of activity and they fall into three categories: 1) Complaints initiated by the residents via 911 call 2) Actual incidents observed by the officers when they are out on the trail 3) Periods of time when the officers are patrolling the trail She noted from last year's data (`95 —`96 season) that frustrating situations occurred because officers were unavailable, unable to locate the violator, were out of position, etc. She also noted that the officers were frustrated because they were not able to apprehend the snowmobile violators from squad cars. This year's data revealed a different scenario: often an officer was available to respond to a complaint; the officer was taking action to prevent a violation (stopping snowmobiler before leaving their property, educating people on the Ordinance, passing out information); and the officer was able to apprehend a violator because the officer was actually patrolling the trail on a snowmobile. Virginia Kolstad referred to the December 1996 — March 1997 calendars, and observed that the number of citations significantly dropped over this time period: 77 citations in December 1996; 21 citations in January; 29 citations in February; and 15 citations in March 1997. Her interpretation of this data was that the enforcement had a significant impact and there were fewer violators. She also noted that there was a reduction of complaints throughout the season. She suggested that the data revealed that Officer Keller did an excellent job of enforcement. Commissioner Arnst questioned Virginia Kolstad's involvement with this year's snowmobile evaluation. Virginia Kolstad responded by stating that she had been working with Administrator Hurm as a resident to provide some input. Commissioner Arnst verified that Virginia Kolstad reviewed police reports, and questioned if she had spoken with residents who have come in with complaints. Virginia Kolstad responded that she had not spoken with residents regarding their complaints. Tom Brown, 5570 Harding Lane, inquired if the MN DNR snowmobile data included complaints from the DNR Hotline. City staff will research this inquiry. Commissioner Arnst noted that the second page of the Database Analysis targeted four addresses and questioned the value of this information. Virginia Kolstad's analysis compared last year's SHOREWOOD PARK COMMISSION MINUTES TUESDAY, APRIL 29, 1997 page 3 addresses with this year's residential area of complaints. Her analysis shows that out of 99 resident complaints last year, 43% of those came from four households; and this year out of 57 complaints approximately 50% of those came from two households. Virginia Kolstad left the interpretation of this data to the Park Commissioners. There were no questions for Chief Young. Councilmember McCarty commented on the memo dated 4/29/97 addressed to the Park Commission from Councilmember O'Neill. Councilmember McCarty referenced the statement "I believe at this point in time the Council is committed to continuing with the Task Force recommendations for the 1997/98 season..." She stated that the Council has not discussed this issue. Councilmember O'Neill's questions contained in the second paragraph of his memo are for Park Commission discussion items. Commissioner Bensman stated that the Park Commission was asked to evaluate and monitor the data for this current season. A City Council decision for snowmobile usage in Shorewood is necessary. Councilmember McCarty noted that the Task Force completed their work, and now the Park Commission has been requested to evaluate how well their recommendations were followed. Chair Colopoulos proposed submitting the `96 —`97 evaluation data, in addition to the Snowmobile Task Force Report to the City Council for their review and action. Commissioner Bensman moved, seconded by Dallman, to recommend the new enforcement data be forwarded to the City Council for their consideration. Discussion followed regarding five questions and responses by Council as recorded in the minutes of the April 14, 1997 meeting: 1) Should the Park Commission make general observations and recommendations regarding implementation of the plan? 2) Should the Park Commission analyze the data from 1996/1997 and make comments? 3) Should the Park Commission determine further actions which could be taken to possible improve the program? 4) Should the park Commission make specific recommendations relative to the Timber Lane access and the LRT side trail? 5) Should the Park Commission take public input on their discussions or should this be deferred to the Council? Councilmember McCarty stated that the Council would like input from the Park Commission on Questions 1 through 4 prior to making a decision relative to a public hearing. SHOREWOOD PARK COMMISSION MINUTES TUESDAY, APRIL 29, 1997 page 4 Commissioner Bensman withdrew her motion. Commissioner Puzak stated that the Task Force was given a problem, and addressed it in several ways: changes in the Snowmobile Ordinance; curfew; patrol; and money. Evaluation this season should focus on how enforcement of the changes impacted snowmobile activity; and if they did not reduce /diminish the problem, then it would be appropriate to recommend a different approach. Commissioner Puzak said that one issue the Park Commission could address is signage. Current speed limit signs are too lengthy to be read from a snowmobile traveling 20 m.p.h. Commissioner Puzak said that a snowmobiler entering Shorewood from the lake may assume the speed limit is 50 m.p.h. Commissioner Arnst inquired if Hennepin County regulated the size of signs on the trail. Administrator Hurm said that the City would request Hennepin County to work with us on signage; however they do not oversee any activity on the trail during the winter months. If the City removed the snowmobile speed limit signs at the end of each season, Administrator Hurm did not foresee any problems with the county. Commissioner Puzak moved, Dallman seconded, to recommend to Council that the speed limit signs be enlarged to be clearly legible from a snowmobile traveling at 20 m.p.h.; with at least 3" high lettering. Motion carried unanimously. Eric Jacobson, 6055 Riviera Lane, president of South Tonka Snowmobilers, noted that grant -in- aid funding for trail grooming is under DNR control. The DNR has standard signs that are to be used on trails supported by grant -in -aid funding. The speed limit signs found on streets and highways cannot be used on trails. Duane Laurila, 5595 Eureka Road, asked if the Park Commission is approving snowmobile usage on the trail because they are recommending enlarging the speed limit signs. Commissioner Puzak said that issue was not in the motion; they are only making a recommendation for signage. Commissioner Puzak moved, Bensman seconded, that the following reports received by the Park Commission be forwarded to the City Council for their consideration: Current Snowmobile Ordinance; Memo dated 4/21/97 Summary of South Lake Minnetonka Public Safety Department ( SLMPSD); Memo dated 1/28/97 from Chief Young to Virginia Kolstad; Officer Keller's narrative of snowmobile activity during `96 —`97 season; SLMPSD Activity Report `96 —`97 Season spreadsheets; Database Comparison 1996 and 1997 (ARS) Summary and 1997 Snowmobile Complaint Log; MN DNR Report; `96 —`97 Trail Walk Reports; 1996/1997 Snow Patrol Report; `96 —`97 Snowfall Information; and Financial Report. Motion carried unanimously. 7. DETAIL OF MINUTES Chair Colopoulos opened discussion on the protocol for recording minutes of the Park Commission meetings. He thought the minutes should be a fair and accurate representation of what was said during the meeting; not a transcript. SHOREWOOD PARK COMMISSION MINUTES TUESDAY, APRIL 29, 1997 page 5 Commissioner Bensman stated that if minutes are to be useful to the Park Commission as a recommending body, the minutes do not have to have the same accountability as minutes for a policy - making body. Minutes are to provide evidence that there was a discussion. Commissioner Arnst recalled when the Commission had to interpret a motion made at a previous meeting regarding the Request For Proposal (RFP) for the concession trailer at Freeman Park. The minutes were brief regarding this motion. Because the City Council is concerned with communication, and the fact that Park Commission minutes are now available on the Internet, she would prefer detailed minutes for reference purposes. Commissioner Puzak referred to Robert's Rules of Order stating that minutes are the official record of proceedings at meetings. Minutes should reflect the actions, motions, tablings and proceedings of the meeting, and not as much of the conversation. He also stated that if the Park Commission finds an error or misrepresentation, then they will request the secretary to review and re -write as opposed to any Commissioner submitting an alternate section for their review. Commissioner Bensman suggested a synopsis of the meeting be presented on the web page in lieu of the actual minutes. Commissioner Puzak felt that information on the web page should be concise. Commissioner Wilson responded to Commissioner Arnst's concern about the minutes documenting the RFP motion because he was involved in that particular discussion. He noted that the Commissioners did refer to the minutes and found clarification of the issue. 8. NEW BUSINESS Administrator Hurm reminded Commissioners that the two May meetings will begin at 6:00 P.M. for the park tours, followed by regular meetings beginning at 8:00 P.M. The Freeman Park picnic shelter and tennis courts will be discussed during the tour on May 13, and a public hearing for a Conditional Use Permit will be held on May 20 during the Planning Commission meeting. 9. ADJOURNMENT Commissioner Arnst moved, Bensman seconded, to adjourn the meeting. Motion carried unanimously. Meeting was adjourned at 9:10 P.M. R F.CPF.C'.TFT TT .T .V CT TRMTTTF.T) �l April 29, 1997 Memorandum To: Park Commission From: James C. Hurm RE: Clarification on the March 25, 1997 Park Commission Meeting Minutes At the last Park Commission meeting Commissioner Pat Arnst submitted a sheet of additional minutes for the March 25, 1997 meeting. In those minutes I was attributed as saying that it is the City's position that we do not have right -of -way problems on Smithtown Road. That clearly did not come across as I had intended. Therefore I feel further explanation is in order. Pat Arnst asked the question: "I think there is a lot of valuable information here, but there is one question that keeps coming up in my mind and that is: What are our right -of -way problems on • Smithtown Road? Do you know the answer to that? I think if we have seven or eight pieces of property that we have a definite problem with, how much time do we want to spend until we have resolved what our problems are in that area ?" That question deserves a much more thorough and thoughtful response: There are clearly a whole range of issues to be addressed regarding an off - street trail on Smithtown Road. Potential right -of -way conflicts is one of a number of potential problems: • There are strong feelings against an off - street trail by properties along the route. • The City's policy generally has been to incorporate trail construction with the reconstruction of a street. Smithtown Road is no longer scheduled for reconstruction. • Funding mechanism — because Smithtown Road is not scheduled for reconstruction, State MSA funds cannot be used. This then would affect the fund balance in the City's trail fund, thereby affecting other potential trail projects. • There have been lengthy petitions both for and against an off - street trail. A trail would need to be designed around existing trees, boulders, bushes, and mailboxes. • There are significant drainage concerns that a trail design would need to take into consideration. • Some homes are very close to Smithtown Road, raising privacy concerns and causing a shift of the trail. • Some landowners may now claim ownership to what had been State right -of -way over many decades. At some point when we know how much right -of -way will be needed, we will need to identify and talk with those who feel they own and should receive compensation for that right -of- way. It is good to have a committee of the Park Commission work with staff to devise a schedule for reviewing the Smithtown trail question. I am not convinced that right -of -way questions are any more pressing than any of the other questions and challenges before the Commission. C`