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060998 PK MIN CITY OF SHOREWOOD COUNCIL CHAMBERS PARK COMMISSION MEETING 5755 COUNTRY CLUB ROAD TUESDAY, JUNE 9, 1998 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Puzak called the meeting to order at 7:32 p.m. A. Roll Call Present: Chair Puzak; Commissioners Colopoulos (arrived 7:35), Bensman, Dallman, Arnst, Themig and Cochran; Administrator Jim Hurm; Council Liaison Roger Champa; Director of Public Works, Larry Brown Also present: Brian Lieffers of Tonka United Soccer Association and Park Foundation, Christine Lizee, Ingrid Schaff. Later arrivals: Brian Tichy and Gordon Lindstrom of South Tonka Little League B. Review Agenda Chair Puzak asked to add a tour of Badger Park to the end of the meeting if there was enough daylight. All agreed to add the tour as Agenda Item #11 if the meeting ended early enough. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of May 27, 1998 Arnst moved, Cochran seconded to approve the minutes as presented. Motion passed 5/0 with Puzak and Colopoulos abstaining. 3. MATTERS FROM THE FLOOR Resident Christine Lizee (27055 Smithtown Road) stated that she is concerned with the Mayor’s need to do his own trail survey and wished the Park Commission continued luck as they look at the subject of trails for the City of Shorewood. 4. REPORTS A. Park Tours Chair Puzak asked if the notes from the Park Tours were found to be complete and accurate as presented in the meeting packet. There were no changes. Commissioner Arnst noted that the parks were found to be in good condition overall and complimented the Public Works Department PARK COMMISSION MINUTES JUNE 9, 1998PAGE2 - for doing a terrific job at paying attention to detail. Chair Puzak agreed that there were fewer needs to address than there have been in the past, crediting staff for keeping with the “To Do List” for park projects. Public Works Director Brown will pass on the good report to the crew. B. Trail Plan Administrator Hurm reported that 100 more letters requesting participants for the Citizen Review Group have been mailed since the last meeting. There are 10 volunteers from the first request letters. Follow-up calls will be made to the recipients of these 100 if needed in order to reach a total of 12 to 15 members. It was agreed to strive for 15 (or more), but a group of 12 members is still a go. Meeting dates for the group have been moved to the three middle Thursdays of July. Commissioner Arnst noted that the printed material given out by Bill Morris at his presentation to the Park Commission contained one table that was in error. A correction was noted in the meeting minutes of May 27. Commissioner Bensman stated that the results of the survey need to be communicated to the public. Administrator Hurm said that they will be shown in their entirety on the City’s web page with a summary written in the Citizen Informer newsletter. Commissioner Bensman asked about a press release, which Administrator Hurm said is also possible. The intent is to have the full survey on the web site as soon as staff can complete the project. Chair Puzak pointed out that anything that is shown in summary form should be clearly stated as such. The final report from Decision Resources will include an Executive Summary. There was further discussion about the need for the Park Commission to remain neutral and not attempt to interpret the survey results or imply a conclusion. Administrator Hurm stated that the reasons for the survey were first to get data and secondly, for the use of the Citizen Review Group in their study. It was agreed that the survey clearly indicates enough interest to continue the process and proceed with the Citizen Review Group. The press can interpret the results as they see fit. C. Update regarding what Minnewashta School has toward their goal for the playground equipment Administrator Hurm reported that the parent group which is coordinating the playground fund- raiser has not reached its goal and the process is still continuing. Commissioner Themig brought up the subject of the dock at Crescent Beach. He asked if a consensus had been reached about the dock’s placement. Public Works Director Brown reported that he had contacted Minnetonka Community Education and Services and they were adamant that the dock needs to be in a depth of 3 feet of water. The City of Tonka Bay agreed and the dock has been placed. 5. COMMUNICATIONS WITH TONKA UNITED SOCCER PARK COMMISSION MINUTES JUNE 9, 1998PAGE3 - Brian Lieffers, the Tonka United Soccer Association (TUSA) liaison to the Park Foundation was introduced by Chair Puzak. Chair Puzak explained that Brian is the one representative from TUSA who was willing and available to meet with the Park Commission and discuss the needs of the Freeman fields. Decisions about the CIP (Item #6) are hinging on this matter. Brian explained that he is relatively new to the Soccer Association. He has conveyed to their Board the need to meet with the Park Commission as soon as possible to go through the grant and vision now in light of the reduced funds awarded. Commissioner Themig asked him if there is an urgency to reconstruct the fields this year. Brian indicated that if it were urgent, other representatives would be in attendance for this meeting. Commissioner Colopoulos pointed out that what began as the City’s willingness to sign for the grant on TUSA’s behalf has ended up as a $60,000 hit on the CIP. Administrator Hurm explained that the early estimates were much less and the grant was to be greater than it ended up to be. When the final number of $30,000 each was presented to TUSA and to the Park Commission, both groups gasped . . .and are still gasping. Chair Puzak suggested lowering the scope of the project to free up some CIP money to go to the General Fund for redistribution to other projects. He added that while the Park Commission is here to help and support sports organizations, it cannot act without a commitment from them. Administrator Hurm reminded the Park Commission that the CIP is still only a draft and they have not yet recommended this $30,000 expenditure. He suggested that they work on policies since this is a precedent that has not been set. Commissioner Themig agreed that they should develop guidelines for consistency, citing the example of the very different arrangements with the Little League which provides its own capital. Administrator Hurm noted that the issue of safety has made the soccer field repair a different matter. 6. REVIEW OF CAPITAL IMPROVEMENT PROGRAM Chair Puzak said that he didn’t believe that the $60,000 expense will happen in one year. He suggested a rethinking of the expenditures for 1998, recognizing that more will need to be done in the future, in order to make room for change. Administrator Hurm pointed out that the draft version of the CIP does reflect that the Soccer Association would be paying all $60,000 back to the City at $10,000 per year, adding that the CIP still needs to go to the City Council to be considered final. Chair Puzak said that it should be clearly marked “DRAFT” and that only the 1998 column is what the Council approves. Commissioner Themig noted that 4 of the 1998 items have been accepted by the Park Commission for the projects to proceed. Commissioner Arnst asked how much of the $60,000 would be needed to do only maintenance work on the soccer fields. Brown said that normal care is paid for out of the regular budget. This means that the entire $60,000 could be re-allocated. Chair Puzak said that the options are to either roll those funds to 1999 or to redistribute that money. He added that he is unsettled about the Minnewashta play equipment funding and would like to revisit that issue. PARK COMMISSION MINUTES JUNE 9, 1998PAGE4 - Puzak moved, Arnst seconded to support the Minnewashta Playground in the amount of $3,000 cash plus up to $1,000 in equipment use and labor. Commissioner Bensman asked how far the Minnewashta group is from reaching their goal. Administrator Hurm said they still need about $30,000. Commissioner Cochran gave his support because the play area is used by non-students and he thinks it is a worthy project. It also shows that the City cares about playgrounds. Commissioner Dallman spoke against the expenditure, explaining that park funds should go to City Parks and not the school districts property. Commissioner Colopoulos was also opposed because the trend of the school district asking others for financial support could accelerate. Commissioner Arnst supports the donation because it is more than a school playground. It is for the entire community. Commissioner Themig noted that it is similar to what the City asks of the sports organizations in providing for park facilities which are used by the community as well. Commissioner Colopoulos asked if the City should have a partnership with the schools as it does with those sports organizations. Chair Puzak said that he has known the Minnetonka schools to share their resources and that there is a “partnering” between the schools and the community. Commissioner Colopoulos did not feel it was appropriate, given the tax burden, to give tax dollars to an agency (the School District) which is already taxing residents for its operations. Motion passed 5/2. Dallman and Colopoulos opposed. Discussion went back to the budget and the $60,000 still showing for soccer fields. Themig suggested leaving that line item with no amount attached to it until TUSA comes back with a proposal. There was a consensus to show zero dollars for the 1998 schedule for soccer fields. This leaves a fund balance on December 31, 1998 of $157,178. Commissioner Arnst asked if the magic square project could be moved to this year. Brown said that it could still be done this season. Commissioner Themig asked if the magic square is part of the topcoating of the basketball court at Cathcart. Brown said “no” and that there are separate funds to also move ahead with that project. Arnst moved, Colopoulos seconded to move the Magic Square project from the year 2000 to 1998 and let Public Works Director, Larry Brown proceed with research, design and cost estimates. The motion passed 7/0. Administrator Hurm asked if the CIP is now ready to recommend to the City Council as is? Commissioner Dallman brought up the subject of Park Foundation’s efforts to move ahead with the Freeman park building. He asked if the $60,000 from 1999 could now be moved to 1998 to help speed that project along. The Foundation has funds for getting a plan and cost estimate. If the price is reasonable, and if other funds could be raised, he thought the Park Foundation could then proceed this year or at least get started. Commissioner Themig recommended that the sanitary sewer also be done, rather than be considered a future, separate project. PARK COMMISSION MINUTES JUNE 9, 1998PAGE5 - Chair Puzak reminded the Commission that this topic is not on the agenda and that it is a subject that the Citizen Review Group will discuss as part of their work. It would be premature to approve the expenditure, but not the change to the CIP. Dallman moved, Cochran seconded to transfer $60,000 for the Park Building and $40,000 for Sanitary Sewer from 1999 to 1998 in the CIP. Brown pointed out that it is late in the season to do the preliminary work and the construction yet this season. Commissioner Arnst suggested moving enough funds for the design and gathering of information and table other decisions until another meeting. Commissioner Bensman asked if there was a psychological factor in providing the funds sooner than planned. Commissioner Dallman agreed that this would show the City’s support and would generate movement on the part of the Park Foundation toward fund raising efforts. Commissioner Bensman agreed that this can be true. Commissioner Themig asked if $60,000 covers only a portion of the cost. Commissioner Dallman said that it represents the full estimate. Commissioner Colopoulos asked if it is the role of the Foundation or the Park Commission to approve a design. Commissioner Dallman replied that the purpose of the Park Foundation is to raise funds for on-going park needs. Their intent is to get civic donations. Commissioner Themig noted that the City Council really has the final say on all of these matters. The vote on the motion currently on the floor was taken. The motion passed 6/0. Themig abstained. Bensman moved, Arnst seconded to recommend the CIP as discussed and amended in this meeting to the City Council. The motion passed unanimously. 7. REVIEW TOURNAMENT APPLICATION Chair Puzak asked if the application included in the meeting packet is the amended version. Administrator Hurm said that it is. Commissioner Dallman felt that the first sentence is awkward and needs some editing. Commissioner Themig suggested that it is sometimes beneficial to use bullets for important items and asked that this be considered for parts of paragraph #2. Commissioner Arnst agreed. Administrator Hurm will revise the application accordingly and bring it back in final form to be submitted for approval. 8. LITTLE LEAGUE PRESENTATION ON FIELDS This discussion was postponed until the arrival of Little League representative, Gordon Lindstrom. 9. OLD BUSINESS There was none. PARK COMMISSION MINUTES JUNE 9, 1998PAGE6 - 10. NEW BUSINESS There was none. 8. LITTLE LEAGUE PRESENTATION ON FIELDS (revisited) Brian Tichy, coach with South Tonka Little League explained that the League has been working on the reconfiguration of the fields this year and thanked the City for their help with Field #3. They are now looking at Field #2 for reconfiguration to alleviate foul ball problems and make the area more presentable. A layout has been put together and estimates are in for the cost of reconstruction. Tichy explained the new arrangement, noting that the cost is around $50,000. They are in the process of lining up funding with the Legion and Tonka Men’s Club and other fund-raising ideas. Registration fees will also help with the cost. He is asking the Park Commission for their blessing before they proceed further. He added that safety is a factor in the reconfiguration which will improve traffic flow. Commissioner Themig asked Tichy if this creates exclusive use for the South Tonka Little League. The reply was no, it does not. Chair Puzak asked for clarification that the goal is to follow the process for proceeding with the plan and not to ask for financial support or funding. Gordon Lindstrom, representative of the South Tonka Little League, explained that the cost will be paid by outside donations, but that they may ask the City to front some of the costs, to be paid back within 3 years. Commissioner Colopoulos noted that the context of this request is different from others and should be viewed with the same policy. If the Commission is entertaining giving money or loans, they need to catalogue the protocol. Commissioners Arnst and Themig added that this subject has been looked at during past meetings and we still have questions on the funding aspect. Chair Puzak asked that the Little League draw up a plan with an overhead view, offer a tour of the field and walk the Commissioners through the planned changes, perhaps with flags marking the new layout. Commissioner Bensman asked if the League has been talking about this for a long time. Lindstrom said that this has been given a lot of consideration. The current layout is confining. The new plan is a duplicate of Field #3, only larger. Commissioner Colopoulos commended the League for the excellent design. Chair Puzak clarified the plan. He asked that the Little League have the design, host a tour and show the strengths and weakness. Second, they need to firm up the money needs, propose a plan and come back to the Park Commission to present it. Once there is a physical package, the Park Commission can take action and make a recommendation to the City Council. Administrator Hurm pointed out that the netting and poles are still planned for this year, but were delayed because of the storms. Chair Puzak suggested that the netting project be postponed because the baseball season ends in four weeks. Commissioner Colopoulos had talked with one resident who was waiting for this to be done and he is aware of the impact of the storms. He will go back to that resident to explain. Chair Puzak will also go, saying that the extenuating PARK COMMISSION MINUTES JUNE 9, 1998PAGE7 - circumstances have postponed the installation of nets. Administrator Hurm said the City will still get the poles from NSP. Commissioner Dallman asked when the reconstruction of Field #2 should be done in order for it to be ready for use in the spring. Lindstrom said that August is the ideal time. Commissioner Arnst noted that this matter exemplifies the need to settle on a policies for the future. Commissioner Themig suggested that the Commission meet in work session format on June 23 to address that topic. All agreed that Arnst, Themig and Hurm will gather data with staff help and put ideas together. Administrator Hurm will then prepare a draft for the meeting on the 27th. 11. BADGER PARK TOUR It was agreed to postpone the tour of Badger until another meeting because of darkness. Bensman moved, Colopoulos seconded to adjourn the meeting. Chair Puzak interjected that the idea for posting “Center Car Here” signs in the outer parking lot of Freeman Park should be retracted. After seeing the need to have open space for other purposes (brush drop off, for example), it seems best to leave that area clear. Alternative ideas may be considered at a later meeting. Motion passed and the meeting adjourned at 9:14 p.m. RESPECTFULLY SUBMITTED Connie Bastyr Recording Secretary