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031400 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION COUNCIL CHAMBERS TUESDAY, MARCH 14, 2000 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Co-chair Arnst called the meeting to order at 7:32 P.M. A. Roll Call Present: Co-chairs Dallman and Arnst; Commissioners Puzak, Berndt; Bix, and Young, City Engineer Larry Brown; Later Arrivals: Councilmember Scott Zerby; Commissioner Mark Themig Also Present: Little League Representative Gordy Lindstrom; Adult Softball Representative Chuck Horton B. Review Agenda ? Item #9 will move to the end (after #13). ? Discussion of the skate park will be added to the agenda, just before Old Business. ? A report from Engineer Brown on the Freeman Park multi-purpose building and the CIP will be discussed after item #5. Dallman moved, Puzak seconded to approve the Agenda as amended. Motion passed unanimously. 2.APPROVAL OF THE MINUTES A. Park Commission Meeting Minutes of January 11, 2000 Change all misspellings from “trial” to “trail.” Puzak moved and Dallman seconded to approve the Minutes as corrected. Motion passed unanimously. 3. MATTERS FROM THE FLOOR There were none. PARK COMMISSION MARCH 14, 2000 - PAGE 2 4. REPORTS A. Report on City Council Meetings of January 24, February 14 and February 28 Council Liaison Zerby will report after his arrival. B. Update on Smithtown Right-of-Way Issues City Engineer Brown explained the outcome of the right-of-way report which was completed by the City’s attorney and the engineering firm, WSB & Associates. They have searched parcel-by- parcel to determine where the City has dedicated right-of-way or some other form of easement. Calculations were done to determine what it would take to acquire the land needed for a full right-of-way width along Smithtown Road, from Country Club Road to the Victoria border. At current rates, the cost would be about $450,000. Brown added that the acquisition of rights-of- way is now eligible to state aid dollars. He also noted that the number of properties where there is dedicated right-of-way is greater than expected. Council Liaison Zerby arrived. Commissioner Puzak asked if there is a difference between just a road upgrade and a road upgrade with a pathway. Brown said that the way costs are calculated, the City would be purchasing boulevard area, either way. The difference for road, or road with trail would be minute. Puzak asked, if there is a difference, how much of it would be eligible for state aid. Brown said it may, in fact not be state aid at all. This is assuming it is. If we do use state aid, those acquisitions would be included. There were further questions about various options and the need of purchasing easements. Brown said if any roadway or trail project goes outside of the existing footprint, the City would need to purchase right-of-way. Co-chair Arnst asked if the next step is to communicate to Smithtown neighbors. Puzak said it is the Commission’s obligation to clarify the information for residents and we now know more about the options. Co-chair Dallman said if state aid is involved, it becomes a City Council and staff problem. Commissioner Kate Lynch Bix asked what the minimum state aid requirements are for a sidewalk and for a trail? Brown explained that there are two important requirements; width and vertical sight line. For example, if the trail is flattened, but the roadway is not, it may require a retaining wall. The other matter is width. State aid requires 8 feet (preferably 10 feet) for a trail. Puzak said he is in favor of meeting with Smithtown neighbors. Dallman agreed, but asked if it is the role of staff, Council, or Park Commission. There was further discussion about location, timing and presentation. Council Liaison Zerby said that the City Council would like to hear what the neighborhood needs. For one thing, residents have said they do not want curb and gutter. PARK COMMISSION MARCH 14, 2000 - PAGE 3 The Commission agreed to hold a public meeting at City Hall on a future Saturday to present the information gained through the right-of-way study and to gather resident feedback. Arnst will work on dates and get back to the Commission. Invitations will then be sent to residents. C. Update on Grant Applications Brown reported that the Metro Greenways grant of $15,000 was denied and a $5,000 grant from Met Council was also denied. The City has applied for several grants and is waiting for word on one other larger grant. Brown has recently taken over the work on DNR grants for the Freeman Park multipurpose building and the skate park, and the application will be submitted by the end of the month. D. Update on Application for Variance for Little League Dug Out on Field #3 Gordy Lindstrom spoke on behalf of the South Tonka Little League, noting that the correct field number is Field #2. They have submitted the application for a variance, which will be on the Planning Commission agenda at the first meeting of April. The project could proceed after weight restrictions end or it can wait until the end of baseball season in August. Engineer Brown reported that the City’s negotiation with the State for $50,000 to close the Freeman Park access may not come through. The State may do away with the cooperative agreement program because of limited staffing. The City’s cost was $126,000 to reconstruct the parking and traffic area, with the State contributing $50,000. The City’s Capital Improvement Program is also tight, so there is question on whether to proceed with closing the access. Mr. Lindstrom also reported that one of the Little League representatives spoke with neighbors living near Field #2. The neighbor with the foul ball problem said he is happy with the netting solution and indicated he has no objection to the dugouts. E. Report on Park Foundation Meeting of February 10, 2000 Co-chair Dallman reported on the joint session with Council and the Park Commission. It was reiterated that the Foundation will need to help with fundraising because of everyone’s determination to move ahead with the skate park and multipurpose building. The Foundation will meet again on Thursday, March 16. The fundraising brochure is ready to print. F. Report on LRT Trail Walk of February 12, 2000 Co-chair Arnst reported that two Park Commissioners, the Mayor and Councilmember Lizée walked the LRT trail and encountered about 8 neighbors and 28 dogs. It was a quiet walk and the only suggestion they heard was to add another garbage can, perhaps at Strawberry Lane. Otherwise, there were no complaints. Zerby added that there were a couple of people riding bikes as well as some cross-country ski tracks along the far edge of the trail. PARK COMMISSION MARCH 14, 2000 - PAGE 4 A. Report on City Council Meetings of January 11, February 14 and February 28 - Revisited Zerby reported that the City Council did vote to plow about 50% of the width of the LRT trail this year, based on trail-user comments. Arnst commented that the Council wishes to proceed on the skate park project. They would like to hear from the Park Commission about which of the two sites (the old State Hwy 7 wayside picnic area or Manitou Park in Tonka Bay) they prefer. Puzak said he thinks the Highway 7 location is better, but it is premature to say for sure. He suggested that the Park Commission first propose to City Council that the property be considered to become a future Shorewood park. The next step is to go through public hearings, and based on those discussions, we will be prepared to answer if it is the best location for a skate park. Engineer Brown asked for clarification on the statement to designate the site as a park or a skate park. Puzak said first we have to know if it is a park. Then it’s on our [the Commission’s] table and we would go through the process of planning, zoning, etc. Puzak moved, Berndt seconded that the Park Commission wants to focus the City Council, Park Commission, Planning Commission and staff energies on the former State-owned Highway 7 wayside rest area to be designated as a skate park. Commissioner Howard Young asked why that is the best site. Puzak explained the background of the two possible sites (the wayside rest area and Manitou Park) and the pros and cons of both. Dallman said he is all for the former State property being designated as Shorewood park land, but recommends they make the skate park decision a separate issue. Commissioner Bix asked for some details about the skate park. Puzak described some of the features and ideas on use of the park. He added that the Highway 7 site also has potential for a picnic area and possibly other activities. Dallman reiterated that he would like to go to the City Council with a request that the land first be adopted as a City park. Puzak said he believes the Commission has already asked the Council to consider it as parkland. Brown said he is not sure there was a formal motion, but there has been discussion to that effect. The motion on the table passed 5/1 (Dallman opposed). st 5. DISCUSSION ON JANUARY 31 JOINT MEETING WITH SPORTS ORGANIZATIONS ? Follow up With Adult Softball Mr. Gordy Lindstrom explained that the Adult Softball organization has been run by volunteers in the past, with some support provided by Minnetonka Community Education & Services (MCES). PARK COMMISSION MARCH 14, 2000 - PAGE 5 There was just one league director for 55 teams. Now, with a change in leadership, they are forming a board of directors for a different way of administering. Lindstrom introduced softball representative, Chuck Horton. Mr. Horton stated that the softball board is active and he wanted to inform the Commission that there is now more than one person overseeing the adult softball organization. They are making headway and trying to deal with a declining enrollment and they want to do what is right for everybody. He said Adult Softball will not be using the fields as much as before, which may open up space to another use (such as Little League). Puzak stated that the Commission has a responsibility to balance limited resources with needs. He added that youth Baseball has a growing program which could expand if it had more field space. They have been good citizens in caring for the park facilities, and if we can provide for their growth, Puzak said the City wants to do so. He also explained about diminishing fund resources and the need of user fees. Horton agreed with the need to collect user fees. He estimated that the adult league would utilize 2 of the 3 fields, and only on Monday, Thursday, and Friday evenings. They are down to 26 teams right now. Horton added that the girl’s softball league may be interested in field space too. Dallman asked if MCES should know those spots are available. Mr. Horton said MCES attends their meetings and is aware of the league’s scheduling needs. Puzak suggested the idea of making temporary changes to adjust the field for youth baseball so the field could be used by adult softball again in the future. Mr. Lindstrom said that Little League would like to have the use of the adult fields, adding that changes to the field would not be needed. Mr. Horton also asked about Adult Softball’s past and current user fees, saying there is some question about the 1998 debt, which some thought had been paid. Arnst said someone will check with the City’s Finance Director. Mr. Horton also asked about this year’s fee as they need to plan a budget. Arnst explained that the City has notified the various sports groups of the needs. The next step is to look individually at each organization’s situation. The Commission will contact adult softball to set up a time to visit about that. Mr. Lindstrom thanked the Commission, adding that he feels it is a benefit for the two groups to work together. He also expects that girl’s softball will grow in next year or two. Dallman asked if there is room for soccer to use the outfield area. Lindstrom said he feels it is a conflict because of the damage to the field. Mr. Horton agreed, saying the City has beautiful fields and soccer really damages the surface, especially on wet, rainy days. A 5-minute break was called at 8:42 P.M. The meeting reconvened at 8:53 P.M. PARK COMMISSION MARCH 14, 2000 - PAGE 6 6. REPORT ON STATUS OF THE FREEMAN MULTIPURPOSE BUILDING AND CAPITAL IMPROVEMENT PROGRAM Engineer Brown distributed drawings of the proposed multipurpose building and reviewed its amenities and intended function. He explained that, due to increased supply and labor costs, the estimated price is now at $378,000, about 150% of the original budgeted amount of $250,000. The City Council has discussed the dilemma and they still have a goal to get restroom facilities at Freeman Park. They also stated that they do not want the project to lose momentum. WSB & Associates, the City’s consulting engineer has provided comparisons with other recently built multipurpose buildings and our costs, at $226 per square foot, do compare to those. One money-saver to consider is to exclude the overhead picnic structure at this time, which would cut $52,000. It was pointed out that there is another picnic shelter at Freeman. The other item is to remove the stainless steel sink in the concession stand, which would save $13,000. A much less expensive sink would still work with the health code requirements. Commissioner Themig arrived at 9:05 P.M. Brown mentioned other possible corners to cut such as; delay construction of bituminous trail, which would subtract $3,800, eliminate the cost of the meter at $4000, and look at the $4,500 for heating/cooling system, which seemed high. Yet, even with these changes, it is still over budget. Another suggestion is to reduce the building width by 5 feet, which leaves a space of 35 feet by 24 feet and saves an estimated $88,000. There was discussion of the options for reducing the cost and increasing the budget figure to bring the two numbers closer together. Puzak commented that the architect has a responsibility to design within budget. Brown said he may get some results by going back to WSB and the architect again with a review of the original budgeting limits. Brown then directed attention to the current CIP, taking a look at what is financially feasible, and reviewing the Park Project Schedule and Funding Source Summary. He explained some changes (which depend on certain assumptions) to make the project work financially. The City Council gave direction to get the cost down within budget and to keep the project on track, and recommended approaching the Parks Foundation for support at their March 16 meeting. Commissioner Puzak said we need to get creative, make concessions and compromises that are palatable, and still build it. The next step is prioritization of cost-saving cuts. Brown said that would help tremendously. Puzak said if you take out the flatwork (square footage) and still have as many turning points, the savings are not that great because the real expense is in details, not in square feet. Brown said the savings would mostly be in trusses and roofing. There was further discussion about; putting the bathroom piping on a common wall, the cost of glass block, and other options for the exterior surface material. Brown will check into the price difference for cut-face rock. PARK COMMISSION MARCH 14, 2000 - PAGE 7 Commissioner Themig pointed out the durability issue for the exterior surface. He asked about possible grants, saying this project may qualify for some funding. He also said that this is what a building like this costs, citing an example he had just heard at an earlier meeting. Puzak recommended to go back and negotiate with the architect to redesign (at no charge because they missed the target) and ask for core features under $250,000. Square footage may be a solution, but bathrooms, concession area and storage have to stay. Themig said he is not comfortable putting all of the blame on the architect. We told them what we wanted and looked at conceptual plans and they will say the building we asked for cannot be done for that amount. Brown pointed out that they gave the architect constraints and can’t fully blame them for the resulting estimate. Themig agreed that this is pretty much the going rate for a building like this. Commissioner Bix said if the building is more than what we budgeted for, so either we can’t build it – or – if we really want it, we need to find the funds. Brown said there are other vehicles (such as borrowing from the General Fund). This CIP does not include creative funding mechanisms. Nor does it include revenue that may be possible, but not guaranteed. Puzak agreed to only look at these predictable, known sources of revenue and not to include soft sources, like fundraising, donations, etc. Brown said if the building is constructed this year, it would require borrowing $100,000 or $125,000 from the General Fund. It also means delaying other projects. There was discussion about eliminating or delaying the Highway 7 access closure project. Puzak said they can’t take out bathrooms or concessions from the plan. The only opportunity is to reduce square footage and exclude the picnic shelter area. Themig disagreed on the absolute need for concessions. He sees that as optional, especially with the complications it brings. Co-chair Arnst asked if all agree that they want this project to happen this year. All said yes. Councilmember Zerby said, speaking for the Council, they would like to see this built this year as well. Further delay raises questions of whether it is truly needed. Puzak said there is a need. Bathrooms are a definite need. The picnic shelter area is not essential and could be a 2nd phase. Arnst asked if making the building 5 feet narrower will compromise the building’s function. Brown said if it buys a good amount in savings, we will do it. Arnst asked if others agree to eliminate the $13,000 sink. All said yes. The final prioritization agreed upon by the Commission was; (1) Eliminate the picnic shelter area, (2) Down-size the sink, (3) Reduce the square footage if needed. Themig also suggested that the roof-line be redesigned to one level and to look at less expensive options for the granite countertops in the bathrooms. He also recommended that the building be made smaller by getting rid of the bump-outs rather than narrowing it in out of the middle. Brown will take the Commission’s changes to WSB as quickly as he can. There was discussion about how to reconvene soon for a final decision. Though a formal motion is not required to PARK COMMISSION MARCH 14, 2000 - PAGE 8 bring the request to Council, the Commission agreed on the need to meet briefly for final review of the plan. Brown said he will try to arrange a meeting for this topic and thanked the Commission for hearing all of this material again. 7. SET DATE TO SCHEDULE NEIGHBORHOOD MEETING FOR VINE HILL ROAD Co-chair Arnst said a second meeting this month (on March 28) will be a work session to address items not covered tonight and to brainstorm on raising additional revenue. There will be a public information meeting from 7:00 P.M. to 7:30 P.M. to see plans for the Vine Hill/Covington trail segment. Work session will go from 7:30 to 9:30 P.M. 8. DISCUSSION OF PARK COMMISSION GOALS FOR 2000 To be discussed in work session on March 28. 9. REVIEW PET POLICIES To be discussed in work session on March 28. Policy recommendation will go to the next regular meeting for approval. 10. RECOMMENDATION OF CHAIR AND VICE CHAIR FOR 2000 Commissioner Themig respectfully declined nomination as Chair (which would have been the natural order according to past procedure), explaining that he has increasing responsibilities at his job, and the role of Chair is large, especially with the shortage of staff support at the present time. Commissioner Berndt (as next in line) declined, citing a lack of experience as a Park Commissioner. Commissioner Puzak explained that he is interested because he enjoys it. However, his concern is, by not following the policy of rotating chair, the future appointments become political and a decision may eventually hurt someone’s feelings. It should be avoided if possible. After further discussion of the options, Dallman moved, Berndt seconded that Pat Arnst serve as Park Commission Chair. Dallman withdrew the motion. Dallman moved that Pat Arnst serve as Park Commission Chair and Mark Themig serve as Vice Chair. Puzak seconded and the motion passed 7/0. 11. CONSIDERATION OF SCHEDULE OF PARK LIAISONS TO COUNCIL AND PLANNING COMMISSION The following City Council Liaison schedule was established for the year 2000: PARK COMMISSION MARCH 14, 2000 - PAGE 9 March 27August Themig Young AprilSeptember Dallman Arnst MayOctober Berndt Themig JuneNovember Puzak Berndt JulyDecemberAlternate Bix Puzak Dallman The Planning Commission Liaison will be appointed on an as-needed basis. 12. APPOINTMENT OF A PARK COMMISSIONER TO THE LAND CONSERVATION ENVIRONMENT COMMITTEE Paula Berndt will continue as Park Commission Representative to the LC&EC. 13. APPOINTMENT OF A PARK COMMISSIONER TO THE PARKS FOUNDATION Howard Young was appointed as Park Commission Representative to the Parks Foundation. 14. REVIEW TO DO LIST Tabled. 15. OLD BUSINESS There was none. 16. NEW BUSINESS Brown announced the recent resignation of Finance Director, Al Rolek. 17. ADJOURNMENT Puzak moved, Themig seconded to adjourn. Motion passed 7/0. The meeting adjourned at 10:43 P.M. Respectfully Submitted, Connie Bastyr Recording Secretary