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081099 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, AUGUST 10, 1999 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Co-chair Dallman called the meeting to order at 7:30 p.m. A. Roll Call Present: Co-chairs Dallman and Arnst; Commissioners Bensman, Puzak, Themig and Berndt (7:45 arrival); Council member Zerby (7:34 arrival); City Engineer Larry Brown; City Administrator Hurm Absent: Commissioner Colopoulos Also Present: South Tonka Baseball: Jon Guy, Senior League Chair; Tom Akins, Operations Director; Gordy Lindstrom; Vice President South Tonka Deleted: n, Baseball; Brian Tichy, President South Tonka Baseball B. Review Agenda Commissioner Bensman asked that agenda item 7 (Capital Improvement Program) and agenda item 8 (User Fees) be switched. Arnst moved and Themig seconded to approve the agenda as amended. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of July 13, 1999 Arnst moved and Themig seconded to approve the Minutes as presented. Motion passed 4/0 with Bensman and Dallman abstaining. 3. MATTERS FROM THE FLOOR Administrator Hurm mentioned that the Comp Plan open houses are scheduled for stndth Tuesday, August 31;Thursday, September 2 and Wednesday, September 8 from 5:00- 7:30. Park Commission August 10, 1999 Page 2 The Park Commissioners volunteered to attend on the following dates: st Tuesday, August 31 – CommissionersThemig and Dallman nd Thursday, September 2 – Commissioner Puzak and Berndt th Wednesday, September 8 – Commissioners Arnst and Bensman It was asked that reminders be sent out to the Park Commissioners. 4. REPORTS A. Mighty Kids Grant Summary Administrator Hurm explained that this is the final report and $23,549 was spent and the grant was for $10,000. Commissioner Puzak further explained the original plan for the grant. The City of Shorewood partnered with Tonka United Soccer to improve the structure and sprinkler systems, and Tonka United wanted operating relief and additional programs. The outcome was that it went to operating and not to the Capital Improvement Program (CIP) or park improvements. Commissioner Puzak stated that the commissioners need to remember this when its time to ask for user support for the picnic shelter/concession stand. Tonka United needs to recognize that they got a lot of help from the City with this grant and that we are going to need some help a year from now. B. Conditional Use Permit for Freeman Park Multi-Purpose Building Engineer Brown reported the Planning Commission approved the conditional use permit Deleted: T for the multi-purpose building in Freeman Park at their meeting and it will be considered by the City Council on August 23. Engineer Brown explained the different aspects of the Deleted: come before proposed plan, including the storage area with access from both inside and outside. This Deleted: meeting will allow for easier access to irrigation equipment. Deleted: that in his report there were certain items that were shown. It was determined that it would be more practical C. City Council Meeting Actions – July 26, 1999 to incorporate Charlie’s office within the facility. After reviewing the field and pulling up to see this facility and see Administrator Hurm reported that the City Council passed the resolution on Cooperation Charlie’s office right in front of it wasn’t the most desirable. among South Lake Minnetonka Cities to Provide Skate Park For Area Youth. Mayor Deleted: The storage facility will be Love is going to work with the committee and approach other cities. The City Council divided, there will be a 5-foot room and also approved the concept plan for the Freeman Park Multi-Purpose building and the trail there will be a door to the outside for irrigation facilities. The storage area will design for Covington/Vine Hill Road. Commissioner Puzak reported that he had just be accessible from the inside. talked to the Sun Sailor paper and they are going to do an article on the skate park. A meeting date needs to be set for the Youth Coalition. Park Commission August 10, 1999 Page 3 5. SOUTH TONKA LITTLE LEAGUE – YEAR END REPORT AND FIELD #2 PROPOSAL Brian Tichy explained what Little League was proposing for field 2. It is a 3-phase approach and they would like to start phase 1 and 2 this fall. Attached and made part of these minutes is a handout on the phases from South Tonka Little League. Brian Tichy Deleted: went on to explain what each phase entails. Phase 1 would be to reconfigure bases, remove outfield sod and replace with ag lime, remove infield ag lime and add black dirt Deleted: g and install new infield sod. Phase 2 would be to install a new backstop, add height to Deleted: g existing backstop, install a net for foul balls, install batting and pitching cages in right field area, install gates in right and center field fence, and install batting cage by left field fence. Phase 3 may not happen within the next year, depending on available funding. Phase 3 Deleted: . It depends on funds. would be installation of dug outs, a scoreboard, warning tack, and blue canvas on fence. Deleted: cost to have the The most expensive would be to expand the concession stand and equipment room, add Deleted: installed restrooms and irrigate field 1 and 2. Mr. Tichy stated they have applied for a Minnesota Deleted: that th Twins grant and they should find out on September 27 if they will be receiving anything. Gordy Lindstrom stated that the City budgeted for netting and asked if that money could Deleted: c go toward purchasing of the netting. The poles are at the site already and will be installed Deleted: could inside the existing fence. Administrator Hurm mentioned that a phone call from Mr. Healy Deleted: s stating that he is interested in signing the easement, but has been out of town. With the Deleted: ? realignment of field 2 the foul balls would be directed more to Freeman Park property. Deleted: he got Deleted: and that he is Jon Guy said that with this field upgraded it would help keep the kids at the park. Kids Deleted: a lot have left and gone to Bennett Park. South Tonka has the funds for phase 1 and 2 and is looking for help in phase 3. Commission members agreed to all of phases 1 and 2, based upon the City Engineer’s Deleted: Consensus is that approval of the projects. It was agreed that the location of the scoreboard would be Deleted: is a go as long as Engineer Brown agrees with the projects. considered in conjunction with the other scoreboard. Deleted: ¶ ¶ Puzak moved, Arnst seconded, to recommend to City Council that the Council Deleted: Regarding approve the recommendations submitted by South Tonka Little League and Deleted: it will be put back to back attached to these minutes, contingent upon approval of the City Engineer. . Motion Deleted: passed 6/0. Deleted: c 6. YEAR 2000 PARK OPERATING BUDGET Deleted: on this day on this piece of paper and allow the improvements as long as Engineer Brown is involved and approves the final site selection for Administrator Hurm reviewed the operating budget and the changes that were made and permanent structures such as batting went over the objectives that were set last August. Administrator Hurm asked the cages Commissioners if they want to update the objectives for the coming year. He pointed out Deleted: c Deleted: up Park Commission August 10, 1999 Page 4 under cost indicators for sports organizations under the year 2000 we requested $12,000 which is similar to this year. For the line item regular salary in the budget, the amount was Deleted: L lowered to $54,000 to reflect actual costs, overtime was increased $1,500 to Deleted: regular salary not much time spent here so this accommodate the flooding of rinks during the winter months.. $4,000 is included for Deleted: because there are times in the planning, $3,000 of this would be for trails and $1,000 for parks. Staff has attempted to winter when public works has to flood the retain $10,000 from transfers, up from 1999 which was $0.. rinks at night Deleted: set up Commissioner Dallman asked if building the concession building or the sales from the Deleted: is concession is included. Administrator Hurm commented that this is not in the budget as of Deleted: In the transfer section trying to yet. Commissioner Themig inquired about where trail maintenance would be charged, keep $10,000 in there. Last year it was at zero either Public Works or parks. Administrator Hurm stated that there is not a lot of Deleted: the additional expense associated with trails. Engineer Brown stated that the plowing of the Deleted: if this would be covered under trails would be under snow removal and any maintenance would be in Public Works. the public works budget or charged back to the parks. Commissioners concurred that an objective relating to the following should be included: Deleted: p ? continuation of the trail process; Deleted: w ? consideration of building a skate park; and ? building a multi-purpose building at Freeman Park. Deleted: It was decided to incorporate in the objectives, trails, skate park, building a These additional objectives should be reviewed at the next meeting. multi-purpose building at Freeman Park and to bring this back to the next meeting. . Commissioner Berndt questioned the objective on improving relationships with sports organizations. It was explained there are some sports organizations that there is very little contact. Commissioner Themig suggested completing the two objectives related to sports organizations in 1999. Deleted: taking the two that are related to sports organizations and do them this Administrator Hurm will contact Commissioner Themig to work on those two objectives. year and not have them as objectives for next year. Commissioner Dallman questioned where costs for electricity and maintenance of the multi-purpose building is included. Commissioner Puzak replied these costs will be off-set Deleted: felt that with the multi-purpose building being built this year that there will by the revenue generated by the building. be some cost as far as electricity and maintenance and shouldn’t that be reflected somewhere in the numbers? Commissioner Puzak explained it is important for the Council to provide the Commission Deleted: states that there will be revenue with clear direction on funding available from the City. and that this is not reflected here. Deleted: that when he was chair last Revenues received from sports organizations in 1998 were $7,150. In 1999, only $1,170 year he went to council and asked for $10,000. One year you get the has been received to date. commitment and the next year it is gone. He asked that the council please honor the commitment being made. 7. CAPITAL IMPROVEMENT PROGRAMMING Deleted: This year we have received $1,170 so far. PARKS: Deleted: ¶ Administrator Hurm explained that some of the 1999 projects are going to be practically funded in 1999 and some will be partially in the year 2000. $38,000 has been included for Deleted: The $38,000 road and parking improvements to Freeman Park related to the senior housing development. is not a good estimate and is basically the work necessary to make the park function with the senior development (closing the road, the trail the parking area). Park Commission August 10, 1999 Page 5 Engineer Brown commented that the $38,000 is a balance number. Normally a parking lot estimate is $1,800 to $2,000 per stall. Some discount can be given because an urban parking lot is not being built. If you take the number of stalls, (which is around 50 stalls) times $1,800 this is a substantial amount of money. Engineer Brown said his request to the State has been that the State is to fund $50,000 worth of improvements for closing off Deleted: s the south access road. The $38,000 would be on top of the $50,000. Engineer Brown Deleted: As of to date reported he has not received a final answer from the State. Administrator Hurm commented that the Cathcart warming house has been delayed due to lack of funding. Bleacher improvements are needed so $5,000 has been included over the Deleted: is set way out over the years because the funds are not there. next 5 years. Deleted: set up for the next 5 years Commissioner Arnst asked why the $50,000 for sanitary sewer was showing on the parks CIP if it was coming out of the sanitary sewer fund. It was explained that it would be transferred to the sanitary sewer. It was decided that under the description “hockey/skating area” to change it to “free skating area.” Commissioner Themig proposed that the free skating area be put in the Deleted: . year 2001 and move the warming house for Cathcart to 2002 and look at one large improvement a year. Commissioner Bensman noted development of trails would be on- going, not specific to one year.Engineer Brown suggested purchase of a liquidated satellite Deleted: that the commission would be working on trails all the time. unit for Cathcart, which could be stored at Public Works during the off season. The Deleted: for the warming house at satellite could be utilized at Silverwood following construction of the warming house at Cathcart maybe invests in a liquidated Cathcart. satellite unit until one is built. In the off season it could be stored at Public Works. Deleted: He explained that every season Commissioner Themig proposed the addition of $5,000 in the year 2000 for a satellite a satellite is rented. The satellite could be unit for Cathcart.Consensus was to put in the year 2000-$5,000 for purchase of satellite brought to Silverwood after the warming house was built at Cathcart. Engineer warming house, 2001-$30,000 free skating area, 2002 remove the $30,000, 2003 and Brown explained that this is something that 2004 will stay the same. has to be weighted out to see if this is cost effective. It also depends on how many years we go without a permanent warming It was asked that the date and draft be put on the CIP when changes are made. house. Deleted: to add TRAILS: Deleted: ¶ ¶ Administrator Hurm went over the trail portion and explained the developer of the senior housing project will complete the portion of trail on their land, the City will complete the trail around the pond, as was shown on the master plan. Deleted: that the senior housing complex trail going around the pond should be done Commissioner Puzak asked if under the project schedule items C and D (Smithtown, as soon as possible. The developer will complete the trail on their land and the city Victoria to School and Smithtown, School to LRT) could be combined. Administrator has to do around the pond. This was on the Hurm is in contact with the City of Victoria as their vision is to connect to the trail. master plan to have a trail going around the wetlands. ¶ Commissioner Themig felt that the project schedule should reflect each of the trail Deleted: P segments separately. Engineer Brown explained that the Capital Improvement Program is Deleted: S not only a listing of the projects but also a funding mechanism to where you show the Deleted: if Deleted: This is truly one segment and we know what we want. Park Commission August 10, 1999 Page 6 proper funding for those projects in the 5 year program. If the Park Commission desires to list trails in the future year then inner-fund borrowing may have to be considered. Deleted: you may have to look at Deleted: or some other means to do that. Commissioner Puzak stated that if MSA is the only funding, Commissioners should reconsider the project and report these constraints to the residents. . Commissioner Deleted: we need to go back and rewalk Smithtown Road and tell the residents that Bensman agreed with Commissisoner Themig that the project schedule is really short this is the constraint sided and only looking at this year and next year in terms of building trails. No where does it mention grants or MSA funding. Administrator Hurm suggested that he go back and plug in revenues from MSA funds or from Shorewood Street Funds. This means that this would have to go to Council and these details would have to be worked out, it wouldn’t have to be worked out for the project schedule. Commissioner Puzak suggested listing them as unfunded, or contingent upon MSA or grant funding. This would identify the options. Administrator Hurm said that he would bring back another version. Commissioners suggested the addition of language explaining the process and future plans. There was consensus to reconsider a revised section at an upcoming meeting. Administrator Hurm stated that the Park Commission hadn’t really discussed the Funding Deleted: If we don’t identify the long- range plan we will start all over again. Source Summary for Parks. He explained that the donation fees were $10,000 for the Could add a paragraph explaining the year 2000, then there is the concession rental and organization building surcharge for process. List the different segments and explain the plans and process. The $13,000 for the first 2 years and $18,000 the following years. Administrator explained consensus was to redo and bring back. ¶ that basically what is happening here is for the sports organization to contribute to the ¶ multi-purpose building to help maintain the building and make up for diminishing park Deleted: the dedication fees. Commissioner Themig asked if the athletic association park use policy applies to the Deleted: , operating budget. Administrator Hurm replied the $3,000 listed as concession rental is included, however, donations from sports organizations are not included. Commissioner Deleted: said that for the $3,000 (Concession Rental) yes. For the other it is Arnst asked what happens if the sports organizations say no, which they have done just asking the sports organizations before? Commissioner Puzak suggested a fee for the park. The sports organizations however we work out with them. could come back and say they didn’t ask for the concession stand. Commissioner Puzak Deleted: we recommended a user fee for Freeman Park, asking for a flat fee per team, per player. Commissioner Bensman agreed with Commissioner Puzak. Commissioner Themig said that he could support this idea as long it funds the activities that they are participating in. Deleted: that occur Commissioner Bensman left at 10:00 p.m.. Deleted: 10:00 Deleted: exits Commissioner Puzak stated that he would like to start somewhere with the user base fee and Freeman Park would be a good place to start. Commissioner Berndt asked if there was a way to document which park has generated the fees.. Commissioner Arnst asked if Deleted: where the fees should go to what park Park Commission August 10, 1999 Page 7 there were any ideas for alternative funding sources. Commissioner Themig said that he supports charging fees to fund specific types of activities or maintaining the park for Deleted: , specific activities. He doesn’t support user fees for Capital Improvement projects in the Deleted: y parks or for the general operating of the parks. Basic levels of service should be Deleted: of supported by the City. Deleted: c Commissioner Arnst suggested forming an ad-hoc citizens committee to see what ideas they might come up with for funding sources. The Park Commission has talked about this and hasn’t come up with anything. Engineer Brown stated that the Park Commission and the City Council have made a commitment toward the multi-purpose building at Freeman Park and these dollars haven’t Deleted: s actually been spent even though they are labeled for the year 2000. He noted the issue of Deleted: So what needs to happen is the agreements with the sports organizations needs to be resolved to allow the Park Commission to move forward. Deleted: Then it would allow the Park Commission to move forward. Commissioners concurred they need to have a long term plan in place in order to prepare correctly for expenditures in the future. Deleted: It was determined that a plan needs to be in place because for the plans Commissioner Puzak reiterated the need to decide upon user fees to be charged. right now there are funds but for future Commissioner Arnst suggested putting together a committee from the community. there needs to be a plan in place for funding. ¶ Commissioner Puzak stated the Park Commission is representative of the community. Deleted: said that the park commission Commissioner Dallman stated that there is a citizens committee, which is the Park needs to get serious about the fee base Foundation. users and charge to use the park because we are down to zero. Deleted: ? The Commissioners reviewed revenue from Park Dedication Fees, which is their only Deleted: that source of revenue for the parks. Commissioner Berndt suggested event-parking fees. Deleted: Commissioner Puzak suggested as an agenda item exploring/brainstorming for funds. is the citizen community and that the commission is good at it. Deleted: The development fee is what Commissioner Arnst asked about antenna lease revenue, and suggested that money go in the Park fund gets and that is it. The the park fund. question is does the parks get their fair share. Deleted: funds, maybe these funds could Commissioner Themig stated that the Park Commission will be meeting with the Park go toward the park fund. Foundation in September and this may be a good time to discuss. Commissioner Dallman said they should be ready to talk about the user fees, maintenance fees, and means of Deleted: that capitalizing requests. Commissioner Puzak suggested having a slide presentation showing Deleted: have them where we have been, where we are currently and what we are committed to spend, moving toward user fees. Commissioner Arnst stated that the sports organizations and the Park Foundation are kind Deleted: p of one of the same and are they going to cross over and say as a Foundation we gave this Deleted: f much. Commissioner Themig said that is what the Park Commission has to clarify is that Deleted: f Deleted: p Deleted: c Park Commission August 10, 1999 Page 8 the improvements that they make are outside of what the Park Commission is talking Deleted: p about. This is defined in the user fees. Deleted: c Engineer Brown noted in order to facilitate the timeline for budget review and approval, they should move forward and address some of the larger issues during the Capital Improvement Program review process. Deleted: reviewed that there are a number issues with parks and trails but it would probably be the best interest to say It was agreed that Commissars Puzak and Themig will work with Administrator Hurm to the operating budget goes there are some key dates to recognize as far getting the prepare a presentation on funding. operating budget in place. There are bigger issues with the CIP. The operating budget can move forward. 8. USER FEES Deleted: putting together a presentation Tabled until August 24, 1999 meeting. as to where funds are and here is where it is going. 9. TRAILS th A. Review Island Neighborhood Walk on July 24 B. Covington/Vinehill Status C. Smithtown West Status D. Plan of Action for Fall Tabled until August 24, 1999 meeting. 10. REVIEW PRELIMINARY DESIGN OF MAGIC SQUARE Tabled until August 24, 1999 meeting. 11. REVIEW TO DO LIST Tabled until the August 24, 1999 meeting. 12. CONSIDER REPLACEMENT OF CHUCK COCHRAN AS PARK COMMISSION REPRESENTATIVE TO THE PARK FOUNDATION Tabled until the August 24, 1999 meeting 13. REVIEW OF A DOCUMENT FOR TRANSFERRING OWNERSHIP OF PARK IMPROVEMENTS Table until September or October meeting. Park Commission August 10, 1999 Page 9 14. OLD BUSINESS Review Recycling Memo Tabled until August 24, 1999 meeting. 15. NEW BUSINESS Tabled until August 24, 1999 meeting. 16. ADJOURNMENT Puzak moved and Themig seconded to adjourn the meeting. Motion passed 6/0. The meeting adjourned at 10:37 p.m. Respectfully Submitted Twila Grout, Recording Secretary