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042898 PK MIN CITY OF SHOREWOOD COUNCIL CHAMBERS PARK COMMISSION MEETING 5755 COUNTRY CLUB ROAD TUESDAY, APRIL 28, 1998 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Puzak called the meeting to order at 7:30 p.m. A. Roll Call Present: Chair Puzak; Commissioners, Dallman, Arnst, Themig and Cochran; Administrator Jim Hurm and Public Works Director Larry Brown Absent: Commissioners Colopoulos, Bensman; Council Liaison McCarty Also present: Chris Farni B. Review Agenda There were no additions or deletions. The agenda was approved. 2. APPROVAL OF MINUTES - A. Park Commission Meeting Minutes of April 14, 1998 Arnst moved, Themig seconded, to accept the minutes as submitted. The motion passed 5/0. Commissioner Arnst asked if the minutes from the Park Commission meeting of March 30, 1998 were ever approved. Administrator Hurm will check on this and include it in the next meeting agenda if needed. 3. MATTERS FROM THE FLOOR Chris Farni, Major League Coach for South Tonka Little League addressed those present, thanking the City of Shorewood and the Park Commission for park facilities which allow children to play baseball. Mr. Farni added that the Little League (with the help of the Minnetonka Men’s Club), continues to make improvements to their fields to improve safety as well as adding appeal for the players. Mr. Farni’s request was for the Park Commission’s approval to install a twenty foot aluminum flag pole to display the U.S. flag and the POW/MIA flag during ball games. The idea is to train kids about flag etiquette and to continue the long-standing tradition of pre-game attention to the flag and to the National Anthem. Mr. Farni explained that the flag would be raised just prior to the game and then brought down at night after the last game. The funds have already been designated by the Little League to cover the cost. PARK COMMISSION MINUTES APRIL 28, 1998PAGE2 - Commissioner Dallman stated full agreement with the plan, adding that the American Legion is a possible resource for providing training on flag etiquette and may also donate a flag to the cause. Mr. Farni expressed appreciation for the strong community support and noted that the manpower to install a flagpole has already been arranged. Chair Puzak added his agreement and support, calling for a motion to approve. Engineer Brown asked about lighting for after daylight hours and the intended location of the pole. Since games end before dark, it would be unnecessary to add lighting. Mr. Farni described the location to be in line with center field. Administrator Hurm clarified that this process would not need prior approval from the City Council. Dallman moved, Cochran seconded to authorize South Tonka Little League to install a flag pole outside of Field #3 and utilize proper flag etiquette in displaying and storing the flag. There was discussion about plans for a loudspeaker system. Mr. Farni said that this is one of the items for future consideration along with other improvements to the facility. For now, a boom box will supply music for the playing of the National Anthem. It was also noted that City staff will work with the Little League on placement and other details. The motion passed 5/0. 4. REPORTS A. Animal Ordinance Administrator Hurm stated that the City Council did pass the animal ordinance at their April 27 meeting, which requires pet owners to clean up waste left by their dogs (or cats) on park land or other public property. He explained that the next step is to develop a communication plan to educate residents about this change. Commissioner Themig asked that those who responded to the request for input on this subject would be thanked or somehow recognized for their support. Administrator Hurm suggested that this be a general reply through the Citizen Informer. Commissioner Dallman asked for clarification of the phrase “under the control of the owner” as used in the City code. It is defined as being on a leash or responsive to voice command. Commissioner Arnst requested that signage also be a part of the education plan. Engineer Brown explained that staff is currently looking at options, including a standard, rather than custom made sign. The special order signs take about 6 weeks to arrive. Administrative Hurm added that the signs would probably not be temporary. Commissioner Themig expressed concern about the safety of allowing dogs to be off leash on public property. It was explained that many pet owners use the opportunity to let their dogs exercise by running for a ball or Frisbee. The City is not aware of complaints or problems with this policy. B. Draft Resolution Regarding a Skate Park Administrator Hurm explained that the draft “Resolution Encouraging a Joint Skateboard Park Committee” is presented for the consideration of the Park Commission and asked for questions or suggestions. He added that the basic idea is to support a request to the City Council that the Park PARK COMMISSION MINUTES APRIL 28, 1998PAGE3 - Commission provide a person to be on a multi-community committee which would analyze the feasibility of a skate park and make a recommendation back to each city. The committee would be asked to report back to the cities and Minnetonka Community Education and Services (MCES) within 90 days of its first meeting. Chair Puzak asked for clarification on what the committee is expected to accomplish in that time frame. It was explained that the resolution is clear in defining their report as a feasibility study only. Chair Puzak stated that the draft resolution is in line with what was agreed upon at the last Park Commission meeting and that it leads to the next step of forming a sponsored group to look at the idea of a skate park. Dallman moved, Themig seconded that the Park Commission recommend to City Council that they adopt the Resolution Encouraging a Joint Skateboard Park Committee. The motion passed 5/0. Commissioner Arnst asked for clarification of the next step. Administrator Hurm will send a copy of the draft to the neighboring city managers and put the resolution on the agenda for the next City Council meeting (2 weeks from this time). If the Council approves it, an official copy will be sent to each City with a letter asking for their participation. There was also discussion about designating a representative from the Shorewood Park Commission at this time. There were no other questions or discussion. Chair Puzak asked if a representative could be named with two Commissioners absent. It was agreed that someone should be chosen for now and a change could be made later, if needed. The representative needs to be someone who is excited about the idea and could also provide leadership skills. Commissioner Arnst was asked to consider, but declined to volunteer due to lack of time. After further discussion, Arnst moved, Dallman seconded that Dan Puzak be the representative to the Skate Park Committee, representing the City of Shorewood and the Park Commission. The motion passed 5/0. Administrator Hurm asked for clarification of which communities should be approached. Those listed were: Tonka Bay, Excelsior, Greenwood, Woodland, Deephaven, Victoria, Minnetrista, Orono, and Mound. Chair Puzak suggested that the City of Chanhassen be asked to provide guidance. C. Procedure for Reviewing Requests for Frisbee Golf at Freeman and Basketball at Manor Chair Puzak explained that the Frisbee Golf idea is on the agenda because of a phone request left of the Shoreline voice mail system. He raised the question about future procedure for making such a request an agenda item or whether it should be addressed under Matters From the Floor. There was further discussion about the merits and drawbacks of each approach and possible guidelines to follow. Administrator Hurm pointed out that the Council policy has been that if a request comes on a timely basis and the requesting party has pertinent materials prepared, they are PARK COMMISSION MINUTES APRIL 28, 1998PAGE4 - put on the next meeting agenda. People are not required to first address the Council through Matters From the Floor. After further discussion it was agreed that the placement of an item as a 3-minute Matters From the Floor topic vs. a full agenda item would be determined by the length of the agenda and the time available within each meeting. In the mean time, Administrator Hurm will contact the person with the Frisbee Golf idea and ask them to be on the next agenda. The multipurpose basketball surface will also be a future agenda item. 5. CAPITAL IMPROVEMENT PROGRAM A. Report on Activity to Date Engineer Brown reported that the netting for Freeman field #2 will be installed after NSP has the crew available to install the 4 poles. The nets are being ordered. The adjacent homeowners have been contacted and are satisfied that the foul ball problem is being addressed. Administrator Hurm added that the peak of foul ball occurrences will be later in the season which may mean that the delay will not be a problem. The parking lot at Field #3 is the other part of the $7,500 line item. Public Works has moved the poles so bull pens could be constructed. The “Center Car Here” signs near Field #3 are installed. The good news is that the original possibility of losing 2 or 3 trees is now down to 1 tree that may suffer damage in this process. There will be rock going in by the Eureka Road entrance with “Center Car” signs to be added. The benches at Cathcart Park are installed. The overlay of the tennis courts will be done in warmer weather. The project of adding lighting to the Manor pond is still under consideration. The option of adding a new pole, rather than using an existing electrical pole is being weighed. Administrator Hurm reminded the Commission that this is their recommendation to City Council and that they should be comfortable with it before sending it on for approval. He noted the items that are not accounted for include; skate park, relocating field #2, relocating tennis courts, magic square concept, and Minnewashta playground. The decision was set aside until the report on soccer funding, which follows. B. Meeting with Soccer Association Administrator Hurm reported that he and Engineer Brown met with soccer representatives about the concern of spending $60,000 to improve the soccer fields at Freeman. Those present from the soccer association felt that they could ask their board for $10,000 each year for the next three years to cover half of the expense. Their recommendation was that the entire project be done this fall and all of the fields would be unavailable for the 1999 season. (The amended CIP reflects this plan.) Administrator Hurm clarified that the Tonka United Soccer Association (TUSA) representatives do realize that the $10,000 is in addition to the $3,500 donation for yearly operating expenses. PARK COMMISSION MINUTES APRIL 28, 1998PAGE5 - Chair Puzak asked about the future possibility that the Park Commission may want to use funds for another item. This would be a problem if the $60,000 is taken from the fund as an up front expense for the soccer improvements with only $10,000 being returned each year for 3 years. Administrator Hurm suggested that this may require reconsidering other budgeted expenses such as the park building or sanitary sewer for Freeman. Commissioner Arnst brought up the subject of Minnewashta playing fields and playground equipment. She noted that the recreational facilities at Minnewashta are not just for school use, but have community value as well so it seems that the City should make some kind of contribution to that improvement rather than putting so much money into one interest. Chair Puzak agreed and asked Engineer Brown if there is any way to trim the cost of improvements to the soccer area. Engineer Brown said it is already a lean estimate and that the expenses of material, irrigation, etc. drive the price up. Commissioner Cochran asked if other funds could be tapped into such as the trail fund. Administrator Hurm cautioned against using funds that was specifically set up for another purpose and suggested going to City Council to ask if money could be borrowed from a general fund area. Commissioner Arnst asked if a donation to the Minnewashta playground would have to come from park funds rather than the general fund. Administrator Hurm said no, but pointed out that the park budget is the most logical source. Commissioner Themig brought up the original plan for the soccer grant which earlier did not involve City money. The soccer club was to match the grant dollars. Administrator Hurm said that the expense to repair the fields was much larger than originally thought. Also, the status of the grant money is still unknown. Chair Puzak explained the background of soccer field conditions and how they were being addressed. The scope of the problem was recently realized as needing more than just some top dressing work. The big price tag was a surprise. Commissioner Themig asked about the level of commitment to this organization and about the precedent being set if $30,000 is given to their interest. While it is agreed that the investment in park land and field space should be maintained and protected, it was pointed out that the soccer fields serve only one segment of the population. There was discussion about the possibility of approaching the soccer association with a counter offer for more money. Commissioner Arnst commented that the demand is growing while the dollars for parks are dwindling. This requires a re-thinking of the process. Chair Puzak quickly estimated the funding requests that could be requested within the coming year for a skate park, magic square, playground, etc. and said that it means a shortfall of easily $15,000 within the year. In any case, it comes down to a need to come up with some money. Administrator Hurm pointed out that the park building was originally set for $50,000 rather than $60,000 and could be dropped back to $50,000. Also the sanitary sewer at $40,000 could be postponed or eliminated. Commissioner Dallman also offered ideas for getting by without sanitary sewer at Freeman. He suggested that the Park Foundation could also be challenged to help with funding to supplement that improvement. The building could be built with rough-in for facilities and the sewer could be added as a future improvement. After further discussion Chair Puzak suggested that the Mayor, Administrator and he meet to discuss the idea of asking the City Council for general funds for some of the additional projects. Secondly, a meeting could be called with the soccer club representatives to discuss the high cost PARK COMMISSION MINUTES APRIL 28, 1998PAGE6 - of field repair and ask them to contribute to the concession stand expenses in 1999. Administrator Hurm stated that this idea has been raised and the soccer club does not consider a concession stand as a priority at this time. Commissioner Arnst suggested just asking them for more funding toward the cost of field repair. Commissioner Themig stated that he is not comfortable with that until the Park Commission knows its policy for working with other sports organizations overall. He asked if the soccer fields could just be left in their present condition. Engineer Brown explained that there has been an increase in injuries due to the compacting of the soil, but it is not a must-do situation for this year. Administrator Hurm asked that if there is a set policy, does it then require the City to change how things are handled with other more established situations. There needs to be flexibility and the ability to negotiate with each situation. Commissioner Themig stated that this is fine if the Commission acknowledges that this is how it will be done. Commissioner Dallman agreed. Chair Puzak added the point that each organization is going to have a different revenue situation. Following more discussion, Commissioner Arnst pointed out that the question of how to deal with sports organizations is still not resolved. Commissioner Cochran responded that the policy seems to be that there is no policy. There were more comments supporting the need to maintain flexibility. Administrator Hurm noted that the soccer request is unique for Shorewood. In the past, the City and the sports organization have shared expenses, but this is the first time that major renovation has been needed. Commissioner Themig asked again about the original intent of the Mighty Kids Grant, saying that there was less money earmarked for education at first. Now that area is where the majority of the funds would go. Administrator Hurm explained the logic of putting funds into programs according to the grant guidelines. There was discussion about the timeliness of the approval of the CIP. Chair Puzak summarized the problem of a surprise need from soccer combined with a tight budget, plus a few additional concepts the Park Commission would like to support. The solution statement would be to offer to negotiate (a) with the City Council for money from the general fund, (b) with TUSA for additional funds within their capacity to generate it. The policy question seems best to leave as flexible as possible to deal on a case by case basis. Commissioner Arnst felt that a baseline needs to be created for consistency because things are changing and there will likely be another large request for funds in the future. This is a separate decision than the one on the table, but it needs to be brainstormed and addressed at another time. Chair Puzak suggested the need is to stick to a policy of user funded capital improvements. All requests for upgrades would be funded by the users based on their ability to pay. The City could front money to spread the cost of improvements out over a longer number of years to be paid back by the organization. Administrator Hurm asked about the City’s responsibility to deal with repairs where there is a safety concern. Chair Puzak responded that his suggestion is just a concept and that there will always be gives and takes in the reality of it. There are things the City will have to do just as good stewards of the property. This approach would make the City’s role as banker, owner and caretaker with user-based fees to help with maintenance costs. Chair Puzak asked if this is a solution for now as well as the future. Commissioner Themig disagreed because there is still a PARK COMMISSION MINUTES APRIL 28, 1998PAGE7 - lack of funds. Commissioner Dallman suggested that as owner, the City can determine timing and negotiation of financial assistance from users. Administrator Hurm offered one more thought to keep in mind. This plan lends itself to a sense of ownership kind of like there is with football and certainly like there is with Little League. We have an understanding that ownership is only during the season. We really never had an ownership with soccer. They have wondered if there may be a new football field where soccer is or if they will lose the field. But with this there is going to come a certain feel of ownership. Commissioner Themig stated that he is totally comfortable with that because that insures a commitment to not only the program overall but repaying the funds and it insures the commitment they have a great facility to use now. It encourages the participation and enthusiasm. As long as they understand its a shared ownership. Engineer Brown brought up that they asked the soccer organization that they restrict soccer fields from being too near the play structure or the softball fields for safety reasons. This new arrangement could cause a more “territorial” attitude on the part of the soccer club if the City has such a request again. Commissioner Arnst pointed out that with all sports organizations there needs to be defined expectations on their part and the part of the City. Shorewood needs to be defined as a steward and there needs to be understanding that the facility is shared. Administrator Hurm offered to help with possibly forming a small committee to approach TUSA to work on these issues. Chair Puzak suggested that the Park Commission start by first forming a small group to further develop a concept. There are risks to each idea, however some structure is needed. Commissioner Themig recommended that the next step is to have the Administrator go back to TUSA and bounce the idea off of them. Administrator Hurm suggested that Chair Puzak be included in that discussion and that they start with a list of expectations for both the City and the soccer club. Issues of user fees, capital improvements could also be addressed. Administrator Hurm cited football and hockey organizations which have not yet contributed to the operating fund because of their own policies and practices with other cities. The Park Commission does not want to become unfriendly toward users and the bottom line is moderation and ultimately safety for users of the parks. Administrator Hurm will fax a draft of the ideas to start the process of meeting about soccer. This discussion has covered agenda item #8. C. Request for Financial Assistance for Minnewashta School Playground Equipment This was discussed in the above section. D. Concession Building This has also been covered in section 5B. 6. RECOMMENDATION ON GRANT AGREEMENT (SOCCER) PARK COMMISSION MINUTES APRIL 28, 1998PAGE8 - The City is not contributing money toward the grant, but will act as financial agent. The next step is a motion to recommend to Council that they go ahead with the Grant Agreement. Themig moved, Dallman seconded that the Park Commission recommend to Council that they proceed with the Minnesota Amateur Sports Commission Mighty Kids Grant Agreement. Motion passed 5/0. Chair Puzak reviewed the outcome of discussion, asking if item #5 has been covered. Administrator Hurm clarified that this includes the understanding that staff will proceed with each of the items discussed except for the soccer field improvement. Commissioner Arnst asked if the people working on the Minnewashta playground equipment have been contacted. Administrator Hurm has left a recorded message but they have not returned the call. There was discussion about approaching the City Council for additional funds. It was decided that Chair Puzak will ask that the General Fund Contribution of $10,000 per year be continued beyond the projected time frame, which would end in 1998. Administrator Hurm reminded Commissioners that there is a levy limit imposed by the Legislature that may impact that decision. 7. REVIEW TOURNAMENT POLICIES Tabled until the next meeting date. 8. DISCUSSION REGARDING GUIDELINES ON RELATIONSHIPS WITH SPORTS ORGANIZATIONS This was covered in the discussion under item #5. 9. PARK AND TRAIL PLANNING PROCESS REVIEW Administrator Hurm asked for suggestions or changes in the timeline and the draft letter to selected residents. Commissioner Themig suggested changing the wording in paragraph #3 from “You have been randomly selected” to “You are invited” because it may generate more excitement. Commissioner Arnst suggested that the entire paragraph be at the beginning of the letter to serve as an introduction. She also suggested using the phrase “a select group of residents” rather than “randomly selected” at the beginning of the second paragraph. Administrator Hurm agreed. Back on the subject of soccer . . . Commissioner Themig had one more comment. He recommended that the discussion with the soccer association should not begin with the idea that the City will fund the full cost of field repair. Chair Puzak stated that he is prepared to negotiate with the immediate understanding that the City has limited resources, even if that means another year of playing on a bad surface. PARK COMMISSION MINUTES APRIL 28, 1998PAGE9 - Administrator Hurm reminded the Commissioners that the next two meetings begin with a park tour at 6:00 p.m. followed by a meeting at 8:00 p.m. at City Hall. 10. RESOLUTIONS OF APPRECIATION There was one correction to both draft Resolutions in paragraph #5. The word “serve” is changed to “service”. Themig moved, Arnst seconded that the Park Commission Adopt the Resolution of Appreciation for Jim Wilson. Motion passed 5/0. Dallman moved, Cochran seconded that the Park Commission Adopt the Resolution of Appreciation for Ann Packard. Motion passed 5/0. 11. OLD BUSINESS There was no old business 12. NEW BUSINESS There was no new business. 13. ADJOURNMENT Themig moved, Arnst seconded to adjourn the meeting and to table Item #7 and continue Item #5 at the next meeting. Motion passed 5/0. The meeting adjourned at 9:37 p.m. RESPECTFULLY SUBMITTED Connie Bastyr Recording Secretary