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092899 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION/PARK FOUNDATION COUNCIL CHAMBERS JOINT MEETING 7:30 P.M. TUESDAY, SEPTEMBER 28, 1999 MINUTES 1. CONVENE PARK COMMISSION/PARK FOUNDATION MEETING Co-chair Arnst called the meeting to order at 7:37 p.m. A. Roll Call Present From Park Commission: Co-chairs Arnst and Dallman; Commissioners Berndt, Puzak, and Themig; City Administrator Hurm; Council Liaison Zerby Absent: Commissioner Bensman Present From Park Foundation: Gordy Lindstrom (Member at Large), Brian Lieffers (Tonka United Soccer), Don Kronberg (American Legion), Don Kelly (Rotary Club), Brian Tichy (South Tonka Little League), Bill Keeler (Member at Large), Jim Wilson (Tonka Football Association) Absent: Scott Hanson (South Shore Softball), Robert Noren (Senior Representative), Don Aslesen (Mtka Youth Hockey Assoc.), Tad Shaw (Mtka Comm. Education Service), Jim Latterner (Tonka Men’s Club) Commissioner Arnst explained the reason for the meeting was to: ? Review the purpose of the Park Foundation, ? Go over the cost history and financial future on the maintenance, operation and improvements of the parks and trails, ? Discuss options of park improvements that have been developed by the Park Commission, ? Get input and set goals for the Park Foundation to raise some funds and develop a timeline. Commissioner Themig showed an overview on the purpose of the Park Foundation, its goals, and the costs to maintain the parks. Park Commission September 28, 1999 Page 2 Commissioner Arnst explained that the Park Commission had a brainstorming session in August and came up with the “Options for Financing Park Improvements.” The Park Commission needs money to finance the trails, Skate Park and Freeman Park Multi- Purpose building. The Commission has approached City Council to seek their support. Council agreed to explore funding options as long as the Park Commission agreed to look for additional revenue sources. The “Options for Financing Park Improvements” has not been brought to City Council, nor has the Park Commission as a group discussed any of the options. Commissioner Dallman explained that the Park Foundation talked about the park building 8 or 9 years ago and at that time the estimated cost was $40,000. Now it is at $250,000. Construction of the multi-purpose building will begin in the spring. Another project is the trails. The trail for Vinehill/Covington will start in the spring. It was asked if the city could work in conjunction with Minnetonka on Vinehill. Commissioner Dallman said that it has been looked at, but Minnetonka said it might be several years before they will do anything. It was explained that MSA funding is one way to go for trails. Mr. Keeler stated that it is hard to visualize as trails, they sound more like sidewalks. Also, it is hard to categorize trails into parks. Commissioner Puzak explained the Youth Coalition and their intent to build a skate park. The coalition consists of business leaders, churches, schools, youth and South Lake cities. The two locations being considered are Manitou Park and the Old Highway 7 Rest Area North of Old Market Road. The range for building a skate park is from $25,000 to $300,000. The youth felt that the Old Highway 7 location is not difficult to get to and that the trail is not that far away. There is also a stoplight on Highway7 to use for crossing. The plans for the multi-purpose building for Freeman Park were reviewed. The Park Commission is hoping to get bids in February and start construction in March. It was explained that there would not be an ice rink right away, but hopefully in the year 2001. Mr. Keeler asked why the free skating had to wait and suggested the parking lot area be used for skating in the winter. The Park Commission didn't see why free skating would have to wait and will review this option. In previous meeting there was discussion on how the Park Foundation talked about starting a fundraising project and getting a brochure once there was a building. Foundation fundraising is going door-to-door, corporation-to-corporation to raise funds for the parks. Mr. Wilson expressed that this Foundation has been in existence for a while and there has not been an effort. He feels that there is going to have to be someone hired to do the fundraising. Mr. Keeler stated one problem is that corporations or individuals want to give to the community where they are located. A second problem is usually the company will tell you they will match what you give, but there is no seed money to do this. There are really no businesses in Shorewood. Thirdly there is not enough effort. Park Commission September 28, 1999 Page 3 The Legion and Tonka Men’s Club is donating $2,500 each and the Foundation hopefully will come up with the other $5,000 for the park building. The money has not been received from the Legion or Tonka Men’s Club as the Foundation is still waiting to proceed and see what the other organizations come up with. It was asked if $5,000 is a realistic goal. One of the problems is going out to the community and saying the money is for the parks. The first reaction is that it is the City’s responsibility. It is a lot easier to say we need $25,000 for a skate park. It is a different appeal than thinking it's for fertilizer for one of the parks. Having figures and brochures makes it even more appealing to get funds. Jim Wilson apologized for being out of touch with the football organization. He explained that he is a football coach and hasn’t been invited or knows if there is a board that meets, nor does he know if the football league has any money to donate. He stated that he would make some phone calls and see. It was explained that the Park Commission wasn’t looking at the organizations individually but as the Foundation collectively. Mr. Keeler explained that some were At Large and they represent the city and the others are on the Foundation because they have the same interest. He added that the Park Commission needs to come up with a figure and let the organizations and Foundation know what they need. Commissioner Puzak explained that the Park Commission needs help with raising funds for two items: 1) the multi-purpose building and 2) the skate park. He asked if the Park Foundation could commit to raising money. Mr. Keeler stated that you need to show the people what is being done and then ask them for donations. He said he could go out and ask but he needs something to show people. There was discussion about going to the organizations for user fees and maintenance fees. It was said that a large number of people using the parks are non-Shorewood residents and that is one thing against Shorewood. Some communities contribute less than Shorewood. Tonka Bay and Spring Park contribute very little space. Excelsior, Deephaven and Greenwood do not provide any green space for organized sports. This would be good information for user fees. Mr. Wilson suggested that the Park Commission explain to the sports organizations that there is maintenance and capital improvements, etc. and this is the dollar amount expected. Fees have to go up just like the organizations charge more to play the sport. The Park Commission has to say this is what you want, you cannot say give us what you can afford. One of the reasons for the Park Foundation is to find other sources of income. So much of Shorewoods Park Foundation is based on the one established is Roseville in the 1960's. They have a lot of different ways to raise money, such as charity balls, golf outings; a lot of community based activities. It was suggested doing something like Excelsior did with Park Commission September 28, 1999 Page 4 bricks in the playground. A fundraiser like that could be done with the multi-purpose building or Skate Park. The Roseville Park Foundation started not with just parks. It was community-based activities. A lot of the people got involved in the fundraising. The spirit of it caught. Roseville has an advantage because businesses are there, where Shorewood has very few businesses. Some ideas that were brought up were to figure out activities that can generate enthusiasm for the people that live in the South Shore community. Ideas were: golf outings, buying a brick, silent auction, and raffle tickets. Council Member Zerby asked if the Park Foundation has the spirit to do this. It was felt that they do have the spirit and maybe it's the skills that are lacking. Or perhaps there is not the leader to say this is the idea and this is how we should do it. Maybe a professional organizer is needed. Commissioner Berndt stated that the multi-purpose building could be a destination for non-organized sports and people on the trail. The multi-purpose building could generate money from people stopping along the way to purchase something. Commissioner Themig explained that the Commission talked about user fees and that is the next step after the Park Foundation starts the fundraising. Also, the Commission will look at other ways to generate revenue. It was asked again if the Park Foundation was willing to move this forward and if they had the excitement to keep the process moving. Mr. Lieffers of Tonka United Soccer stated that he was drafted by Tonka United to sit on the Foundation as a representative. If he had known that the purpose was to knock on doors and raise money he would have said no. If he has to raise money, he will not do that. He is here to listen to things that are going on and bring it back to Tonka United and represent Tonka United's view at the park meetings. He stated that Tonka United does not want the building out at Freeman. Tonka United wants to spend money on the fields, not on the building. They are not going to pay for the building or the Skate Park. They will pay for irrigating the fields and what involves soccer. He thinks this is what the board would want him to tell the Park Commission. Soccer will not use the building. The games are an hour and then they are out of there. The City can view soccer as potential customers but not as a funding source. Mr. Keeler asked if the soccer organization would be willing to work the concession stand a number of night/games for part of the user fees to raise money. Mr. Lieffers stated that they would not, that it would be easier to just give the money. In further discussion it was explained that the Park Foundation is a fundraising group. Commissioner Puzak explained that the sports organizations are the key partners and customers and they should be represented on the Park Foundation. Mr. Lieffers commented that Tonka United should have said that they want someone that can be active in fundraising. Park Commission September 28, 1999 Page 5 Commissioner Themig mentioned that he did not know the history of how the Park Foundation originally developed. Was it the Park Commission's initiative or group of residences? Mr. Lindstrom explained that Shorewood did not have enough money to improve the park facilities and the idea was to get people involved in using the facilities such as organized sports and other organizations. Mr. Lindstorm also mentioned that for user fees you could have parking meters or a season pass, but feels that neither one of these are very convenient at Freeman Park. He stated that baseball generates a lot of revenue from their concession stand. Commissioner Arnst questioned if there was reluctance to participate in the fundraising. The consensus was no. Mr. Keeler asked to sort out what the Park Commission wants the Park Foundation to do. He doesn't feel the Park Foundation should be asking for user fees. It was confirmed that the Park Commission is not asking for that. Commissioner Puzak summarized that the Park Commission does not want the Park Foundation to help in the user fees. The Park Commission will do that. What the Park Commission is trying to focus the Park Foundation on is: 1.Are you aware of your role? 2.Asking for help on the two projects (multi-purpose building and the Skate Park). The Park Commission needs money for these two projects. The question was asked again, is the Park Foundation interested in raising money? Consensus is yes that this is part of the Park Foundations purpose. If the members of the Park Foundation are not willing to be involved then they should step down and appoint someone else. It was suggested that maybe the Park Foundation should invite a professional fundraiser to show how to go about fundraising. Mr. Keeler said he is willing to knock on doors and go places if there is an organizer who can lay everything out and the Foundation knows what they are doing. He also mentioned that he would be willing to work on grants if there was someone who knew how to write grants. It was asked if City staff could help with the two items that Mr. Keeler asked for; grant writing and putting together a pamphlet. Staff could help in these two areas. In further reviewing the "Options for Financing" it was determined that number 8 "grants", and number 9 "private donations" is part of the Park Foundation. Number 10 "Corporate Sponsorship" could also be part of the Park Foundation. Number 14 "Lawful Gaming" the Legion donates to the City/Park Foundation. The Legion and Tonka Men's Club are both strong advocates for youth and children projects. It was asked what the status of number 11 "General City Funds" was and also the background of the referendum in 1992. It was explained that the referendum was for a warming house at Cathcart, and for projects at Badger, Freeman and Silverwood Parks. Park Commission September 28, 1999 Page 6 The total for the projects was around $900,000. Around 70% of the Shorewood residents were against the referendum. There was a very small voter turn out. In the end the projects were completed but it took a little longer without the referendum. It was determined that the information acquired tonight needs to be brought back to a Park Foundation meeting and reviewed. Commissioner Puzak will get a copy of the skate park plan/brochure to Mr. Kelly. The Park Foundation will meet Thursday, October 14,1999. The Park Foundation will meet the second Thursday of each month while they get things going. Dave McNally was mentioned that he would be a good motivator and that the Park Foundation may want to invite him to one of their meetings. Mr. Lieffers commented his general observation tonight is that there is zero dollars in the fundraising. If the Park Commission has to count on the Park Foundation for dollars he didn't hear any commitment for dollars. Mr. Kelly stated that the objective wasn't looking for a commitment in dollars. Mr. Lieffers thought that Tonka United Soccer would not use the multi-purpose building during the tournaments, and that softball might rent the building. Mr. Kelly said it could be possible the City wouldn't allow beverage sales in the park except at the concession stand. Mr. Lindstrom stated that there are a lot of non-residents at the Shorewood Parks and to ask the Shorewood taxpayers to pay for all the improvements when there are so many non-Shorewood residents using the parks is not fair. This is one of the reasons for the Park Foundation to generate some revenue. Mr. Lieffers asked if user fees are a Park Commission issue. Commissioner Puzak explained that user fees are on going and the projects that the Park Commission is asking for help is a capital improvement. Mr. Keeler commented that the zero amount is wrong. He did not say he would donate money but he will help raise money. The meeting adjourned at 9:27 p.m. Respectfully submitted, Twila Grout Recording Secretary