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111197 PK MINCITY OF SHOREWOOD COUNCIL CHAMBERS PARK COMMISSION MEETING 5755 COUNTRY CLUB ROAD TUESDAY, NOVEMBER 11, 1997 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Colopoulos called the meeting to order at 7:31 p.m. A. ROLL CALL Present: Chair Colopoulos; Commissioners Puzak, Dallman, Arnst, Wilson (arrived at 7:37 p.m.), Packard and Bensman; Council Liaison McCarty; Administrator Jim Hurm B. REVIEW AGENDA Chair Colopoulos read the Agenda for November 11, 1997. The agenda was accepted as presented. Hurm suggested adding an agenda item to discuss the use of Freeman Park by the Police Department for snowmobile training. The matter was raised by Councilmember Stover as a matter from the floor and was discussed at that time. 2. APPROVAL OF MINUTES Park Commission Meeting Minutes of October 14, 1997 Puzak moved, Arnst seconded, to approve the minutes as amended on Page 2, Paragraph 9, Sentence 2, change to read, "focused on trails." Page 3, Paragraph 5, Sentence 2, change to read, "Trail surfaces and widths would be varied." Page 4, Paragraph 1, change to read, "MSA funds or other sources such as ISTEA funds." Motion passed 4/0. (Chair Colopoulos and Commissioner Bensman abstained.) 3. MATTERS FROM THE FLOOR Councilmember Stover noted the Council passed a resolution allowing the police department use of Freeman Park for snowmobile training. She requested the Park Commission's input on this issue. Councilmember Stover noted Engineer Brown has offered that Public Works will clear the parking lot of any snow or tracks after the training. Administrator Hurm explained this would involve the use of one snowmobile in the parking lot area of Freeman Park. He noted the ordinance allows for the operation of snowmobiles for supervised training. PARK COMMISSION MINUTES NOVEMBER 11, 1997 - PAGE 2 Commissioner Arnst inquired where Hennepin County provides their training. Hurm noted it is generally in January out in one of the bays. She expressed concern this will give the impression that snowmobiles are allowed in the park. Commissioner Puzak inquired whether this training will demonstrate the participant's proficiency or whether they will have to demonstrate proficiency in January. Commissioner Bensman questioned the benefit of an early training session when the participants cannot be certified until January. Hurm explained although there are two and a half days of training, the actual outdoor training will last approximately one hour. Commissioner Wilson felt this to be a good opportunity for youth to be trained on the safe use of snowmobiles. Commissioner Dallman was in favor of the request. Commissioner Puzak felt the greater value to be that the Park Commission support safety and encourage snowmobile training. Hurm will contact the police department to ascertain why the training is scheduled prior to January. Commissioner Arnst asked that these matters be brought before the Commission in a timely matter, noting the Council has already made a decision on this matter. Councilmember Stover noted the Council does have the opportunity to reconsider this issue and make a different decision. 4. REPORTS Status of Items Listed on "To Do" List Administrator Hurm reviewed the items remaining on the "To Do" list. He noted the survey markings are underway for Silverwood Park. With respect to Freeman Park, it is anticipated the picnic shelter will be in place by the end of the week. Report on Tour of Concession Buildings in Other Cities Commissioner Arnst will be attending a tour of concession buildings in other surrounding cities and will report back to the Commission. Report on October 22 Meeting with Neighboring Cities on Children's Issues Commissioner Puzak reported the communities of Greenwood, Excelsior, Deephaven, Shorewood and Tonka Bay met on October 22, 1997, to discuss children's issues within the communities. It was felt the communities could work together to taking some meaningful steps in this regard. PARK COMMISSION MINUTES NOVEMBER 11, 1997 - PAGE 3 Freeman Park was discussed as a site in which to provide an area for children as well as Studor Park in Excelsior which is relatively undeveloped. There were discussions Centering around consideration of Studor Park, noting this park could be developed with children in mind. A follow up meeting has been scheduled for November 19, 1997, to further address this issue. The issue will be further discussed and possible solutions suggested. Commissioner Arnst suggested this matter be added to the next agenda for a report by one of the commissioners in attendance. 5. PRESENTATION BY MATT PIKE ON SUGGESTION FOR SKATING PARK Matt Pike was in attendance and distributed information to the Commission relative to a skate type ramp. He asked the Commission to consider the establishment of a skate park in Shorewood. Mr. Pike noted the only place available for skating to be in the street and many business owners have posted the street area with no skating signs. Mr. Pike noted there is a skate park in Minneapolis, however, this is not accessible to youth in Shorewood. He noted the cost of a skate park to be significant, however, he suggested several fund raising options. Mr. Pike suggested there may be City owned land in which a park could be established. Commissioner Arnst inquired how many people would utilize such a facility. Mr. Pike noted there are a significant amount of BMXers, skate boarders as well as roller bladers. Chair Colopoulos expressed an interest in viewing the facility in Minneapolis. He would like further information relative to the size of the facility as well as the type of surface it would require. Mr. Pike estimated a park to be 300 feet wide by 500 feet in length. Commissioner Wilson noted he has visited the Minneapolis facility and estimated it to be approximately 100 feet by 75 feet. Commissioner Arnst asked that Mr. Pike be added to the agenda of one of the future meetings with the five communities who are discussing children's issues. The Commission was in support of Mr. Pike's suggestion and commended him on the excellent presentation he provided. Council Liaison McCarty noted there are tennis courts which have been contemplated for Freeman Park with funds allotted for this project. She felt possibly the skate park should be discussed as an alternative. PARK COMMISSION MINUTES NOVEMBER 11, 1997 - PAGE 4 Commissioner Wilson felt there could be user fees for utilizing the skate park and felt many parents would be in favor of this type of facility. Chair Colopoulos was in favor of reviewing this matter further and progressing to a planning stage with a feasibility study. 6. DISCUSSION OF DETAILED TRAIL PLAN WITH MARK KOEGLER Mr. Koegler presented the Commission with an approach to assist in resolving the trail issue in Shorewood (attached to and made a part of these minutes). Commissioner Puzak noted the Commission is proceeding slowly and cautiously in this matter. He expressed concern the Commission will be spending excessive funds in deciding whether action should be taken. Commissioner Bensman felt there should be a referendum on this issue rather than pursuing more surveys and information gathering activities. Commissioner Wilson felt the Commission should make a decision and move forward. Chair Colopoulos felt the plan lacks specificity and has not been properly communicated. He stated he is hesitant to make a decision which affects property owner's right -of -way and deeded access. Chair Colopoulos felt there needs to be a determination made whether this is a sidewalk plan or a recreational trail plan. Commissioner Wilson felt this plan has been clearly defined as a recreational trail plan. Commissioner Arnst felt the Commission should move forward and meet with the Council. Commissioner Puzak noted the first step is to meet with the Council for their input on this plan, noting the Commission cannot solve this issue by itself. Commissioner Puzak asked that Councilmembers Stover and McCarty speak with the Council and ask that they lend their support to the Park Commission. Commissioner Bensman noted the reference to a focus group in the proposed plan and commented the plan actually describes a task force rather than a focus group. She commented the focus group will leave the Commission with nothing more than a collection of various people's opinions. Commissioner Arnst inquired whether there would be a facilitator at the workshop which is anticipated with the Council. Mr. Koegler stated he would be in attendance to facilitate the meeting. He did not feel the Commission should pursue this plan if there is not Council support. Commissioner Puzak suggested the Commission proceed with the proposal noting if this plan is ultimately abandoned, the remaining funds could be applied to the Magic Square and /or the skate park. PARK COMMISSION MINUTES NOVEMBER 11, 1997 - PAGE 5 Hurm suggested a joint work session with the Council on December 9, 1997, with an alternate date of December 2, 1997. Mr. Koegler requested that all Commissioners and Councilmembers be in attendance at the work session. 7. DISCUSSION WITH RESIDENT ON USE OF MANOR PARK WARMING HOUSE DURING NON - REGULAR HOURS Allison Hawkenson, 20815 Idlewild Path, was in attendance and requested access and use of the Manor Park warming house during non - regular hours. She noted she home schools her children and would request this access once per week for a two hour period of time. Commissioner Puzak inquired relative to the additional liability this would place upon the City as well as any precedent this would create. Hurm stated this would not affect the liability insurance. Puzak moved, Bensman seconded approving that Allison Hawkenson, 20815 Idlewild Path, be issued a key to the warming house to be used for the skating season. Motion passed 7/0. 8. DISCUSSION OF CENTER/PARK ISSUES WITH BOB GAGNE, CHAIR, FRIENDS OF THE SOUTHSHORE SENIOR/COMMUNITY CENTER Bob Gagne was in attendance and thanked the Commission for permitting the construction of the Southshore Senior /Community Center building on the park property. Mr. Gagne addressed the issue of parking. He noted it is anticipated the existing well building will be changed in the near future and this may result in additional spaces which could be acquired between the well building and the next hill which would provide a number of additional parking spaces. Mr. Gagne also reported there have been 25 requests for the rental of the facility. He noted rental fees and fundraising have been utilized to pay for the facility. Mr. Gagne noted the Center is dependent upon the rental of the facility to meet the operating expenses. Mr. Gagne explained there have been rental inquiries in which potential renters have wanted to be allowed to have alcohol on the site. He noted this is currently not permitted, however, he requested wine and beer be allowed to be served on the premises. Mr. Gagne distributed a list a potential requirements which were developed by the Friends of the Southshore Senior /Community Center. It was noted there is a provision in the Conditional Use Permit which prohibits the use of alcohol on this site. In addition, there is a provision that alcohol is not permitted in any park. Hurm noted in order to change the Conditional Use Permit, there would be a public hearing required. He felt the Council would be interested in the Commission's opinion on this matter. PARK COMMISSION MINUTES NOVEMBER 11, 1997 - PAGE 6 Commissioner Arnst felt the facility should be allowed the use of alcohol on the site since the Center is dependent on the rental of the facility to sustain its operating expenses. Commissioner Puzak noted his agreement. Chair Colopoulos suggested the Center may want to consider a liquor license as opposed to limiting the request to beer and wine. Commissioner Puzak felt if a liquor license is sought, there should be some sort of security person on the premises. Puzak moved, Arnst seconded recommending to City Council that the request for beer and wine, or liquor, if so requested by the Friends group, be granted to the senior Center under the guidelines similar to the ones presented by the Friends group. Motion passed 7/0. (The guidelines provided by Mr. Gagne follow.) The following information was provided to the Park Commission by Mr. Gagne. Points to discuss at the Park Commission Meeting regarding the request to serve wine and /or beer at the Southshore Center. 1. People from our community are requesting to use the facility for special parties where they would like to serve wine. Example, the Townhouse Association who wanted to have a Christmas dinner for the group did not rent because they could not serve wine with the meal. 2. We would develop policies regarding the serving of wine and /or beer such as: a. No kegs - beer must be served out of cans or bottles. b. Wine and /or beer can only be served with food. C. Beer and wine (including champagne) may be served at activities and must include the serving of food. These beverages must be provided by the organization, group or persons hosting the activity or event. d. No compensation of any nature may be exchanged for beer or wine. This includes donations, advance sale tickets and tips. e. Beer and wine may only be served until 10:30 p.m. on week nights and 12 midnight on Friday and Saturday evenings. f. All parties consuming beer and wine in the Dining Room shall be required to conform to all City and State liquor laws. g. Beer and wine may only be consumed within the Community Center. PARK COMMISSION MINUTES NOVEMBER 11, 1997 - PAGE 7 h. In activities or functions where beer and /or wine is served, it may be required that the organization or group hire a police officer for all or part of the event. Commissioner Wilson commented on the issue which was recently discussed relative to the use of liquor in the parks and the picnic shelter area. He questioned why liquor would not be permitted at a wedding which would be held at the picnic shelter in the park. Commissioner Puzak noted that would be allowing liquor in the park and the Southshore Senior /Community Center is not located on park property. In addition, the use of alcohol will not be permitted outside of the building itself. 9. OLD BUSINESS Commissioner Arnst noted there has not been a Park Commission representative present at the Council meetings to report on the Park Commission meetings. She suggested everyone do their part in this regard. Commissioner Arnst noted the Park Commission minutes are made available to the Council and Planning Commission prior to the Park Commission and she requested the Commission receive them at the same time they are distributed to the other groups. Commissioner Arnst requested that information relative to the trail issue be provided as soon as possible so each commissioner has an opportunity to review the materials prior to the meeting. 10. NEW BUSINESS 11. ADJOURNMENT Puzak moved, Bensman seconded adjourning the meeting at 9:40 p.m. Motion passed 7/0. RESPECTFULLY SUBMITTED Cheryl Wallat Recording Secretary TimeSaver Off Site Secretarial, Inc. Creative Solutions for Land Planning and Design J Hoisington Koegler Group Inc. November 3, 1997 Mr. James C. Hurm City Administrator City of Shorewood 5755 Country Club Road Shorewood, Minnesota 55331 -8927 b� Dear Jim: HK i At the Park Commission meeting on October 14' we discussed several approaches to help resolve the trail issue in Shorewood. After consideration of a number of alternatives, the Park Commission suggested that we pursue an option that called for an initial public forum followed by a series of focus groups to sort through the issues and formulate recommendations. The following approach is offered for further consideration: Objective: To identify a consensus regarding implementation of a trail system in the City of Shorewood. Process: Hold a public meeting "event" focused on trails but including other related recreational interests. Following the public meeting, structure a series of three focus groups, each emphasizing a different aspect of the decision process. Tasks: 1. Conduct an initial workshop meeting with the Park Commission (and City Council ?) regarding the process. 2. Develop a communications plan, conduct publicity and mail invitations (HKGi and City Staff). 3. Conduct a parks and trails community forum for approximately 100+ people representing the public at -large and various recreational interests. The outcome of the meeting will be the tabulation of a set of trail and park issues that are important to the community. 4. Conduct an updated community survey providing information on trails and other park and recreation needs. The survey should be a telephone survey with a representative.sample size (approximately 400). The results of the survey would 123 North Third Street, Suite 100, Minneapolis, MN 55401 -1659 Ph (612) 338 -0800 Fx (612) 338 -6838 Mr. James C. Hurm . November 3, 1997 Page 2 serve as another barometer of the community's attitude toward trails and other park issues. This task is optional but recommended. 5. Summarize the results of the community forum and survey. 6. Appoint a balanced focus group of not more than 15 people to meet and explore the trail issue in more detail based on the information received from the community forum and the telephone survey. 7. Conduct Focus Group Meeting #1, the purpose of which is to define the issues and problems. 8. Conduct Focus Group Meeting #2 to propose and examine alternatives to resolve the issues. 9. Conduct Focus Group Meeting #3 to formulate recommendations to the Park Commission and City Council. 10. Prepare a final report summarizing the results of the process. • Cost Based on the tasks outlined above, the cost associated with all of the work program tasks with the exception of the survey identified in #4 is $4,500.00. Based on other projects that we are completing at the present time that include similar surveys, the survey will run an additional $5,000.00 to $6,000.00 depending on the number of questions involved. The extensive meetings that are part of this process, the broad based community involvement, and the detailed information that is gathered are labor intensive and therefore, result in a more costly approach. If it becomes necessary to reduce the scope of the effort, the following could be considered: 1. Elimination of the telephone survey resulting in savings of $5,000 to $6,000. The results of the survey that was compiled in 1996 could be used as a source of information. 2. Elimination of the focus group meetings resulting in savings of approximately $1,600. This would place the emphasis on the community forum as sole source of community input. Mr. James C. Hurm • November 3, 1997 Page 3 Efforts to reduce the scope need to be balanced against the amount of process and work that is ultimately necessary to provide the information required for the City Council to make a decision. Schedule If the full process outlined herein is to be implemented, timing becomes an issue because of the upcoming holiday season. Two approaches could be considered. First, the initial workshop could be conducted in November allowing for the scheduling of the community forum in early December. Focus groups could be scheduled for January with results being available in early February. The second approach avoids December because of potential conflicts and a corresponding reduction in public interest. This approach calls for the initial workshop to occur in either November or December and the community forum to take place in early January. Focus groups could be held in January and February and results could be available in early March. In both scenarios, the telephone survey could be conducted at an appropriate time in the process. I would be pleased to further discuss this approach with you and the Park Commission at your convenience. • Sincerely, R. Mark Koegler, RLA Senior Vice President RMK:dbm •