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071100 PK MIN CITY OF SHOREWOOD SOUTHSHORE COMMUNITY CENTER PARK COMMISSION MEETING 5735 COUNTRY CLUB ROAD TUESDAY, JULY 11, 2000 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:37 P.M. A. Roll Call Present: Chair Arnst, Commissioners Dallman, Puzak, Berndt, and Bix Later Arrivals: Vice-Chair Themig, City Engineer Larry Brown and Councilmember Scott Zerby B. Review Agenda Reports were postponed to be discussed after Item #8 in anticipation of City Engineer Larry Brown’s arrival. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of June 13, 2000 (Att.-#2A Draft Summary) th Change misprint of “at” to “as” on p.4, 4 paragraph last word. Correct misspelling of Commissioner th “Dolman” to “Dallman” on p.6, 7 paragraph. Bix moved, Dallman seconded to approve the Minutes as corrected. Motion passed 5/0. Council Liaison Scott Zerby arrived at 7:40PM. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS Discussed after Item #8, see page 3. 5. RECOMMENDATIONS FOR FUTURE TRAIL LINKS FROM NEW DEVELOPMENT Chair Arnst reviewed City Planner Nielsen’s recommendation that a 6.0 ft. wide trail link with a 30-foot outlot, to facilitate a new watermain connection between lots 3 & 4, be created as a part of Smithtown Woods preliminary plat. Arnst asked commissioners for their feedback on taking action to support this trail link. City Engineer Larry Brown arrived at 7:43PM. Vice-Chair Mark Themig arrived at 7:46 PM. Discussion was favorable. Commissioners Dallman and Puzak felt the linkage was the right thing to do. Council Liaison Zerby pointed out that the developer wants the path as well. Commissioner Bix inquired what was not to like about the linkage. PARK COMMISSION MINUTES JULY 11, 2000 – PAGE 2 of 5 Arnst asked what action needed to be taken by the Park Commission. Engineer Brown apprised the group of the pros and cons. Brown noted the city’s goal has been to get a watermain loop from Shorewood Ponds to Smithtown Road. After much negotiating with property owners off Eureka, this new development gives the City an alternative link to get utilities connected to Smithtown. The intent is to bring the watermain through lots 3 & 4 with a 30-foot outlot. Brown noted the Council wants to consider a trail link through there to connect the cul-de-sac to the Light Rail Trail (LRT). Brown also noted that positive feedback indicates that a trail link would be an asset to the neighborhood. Since trails fall under the Park Commission jurisdiction, the Council felt it was important for the Commission to consider the fit. Councilmember Zerby added that this could be precedent setting and viewed these trail linkages as a possible addition to the City’s future comprehensive plans. Dallman moved to establish a trail and outlot between lots 3 & 4 to connect the cul-de-sac to the LRT, Puzak seconded with additional discussion . Puzak suggested the City negotiate with the developer at the outset of the subdivision to capture additional trail easement, as well as the utility easement, since the developer is favorable to a trail link. Brown commented that the easiest time to add trails is while the housing is going in. If it is the Commissions desire to have a trail there, he suggests the Commission move ahead with plans to put the trail in immediately. Arnst inquired who would be responsible to pay for the trail. Brown indicated the Developer would be required to construct the trail as a part of this development. Dallman moved to withdraw his earlier motion and revise it to embody the recommendation to Council that a 6-foot wide trail be built to connect the cul-de-sac to the LRT at the expense of the Developer, with the outlot to be created between lots 3 & 4. The motion passed 6/0. 6. REVIEW AND APPROVE DRAFT LETTER TO SPORTS ORGANIZATION Vice Chair Themig voiced concern over where the sock user fee would go. Arnst will clarify with Mayor Love whether the money will be used for capital or ongoing maintenance and park improvements. Discussion over specific wording of the draft ensued, with Puzak proposing the draft letter should mirror the language of the City Ordinance. The Commission agreed to change specific wording of the letter to include “fees shall be used solely for the development and maintenance of the parks…”;. and amend the Ordinance Section 1 to read, “organizations that make scheduled use of…”; and amend Section 2 to read “$5.00 per registered participant, per sport, per year”. Bix moved to approve the Ordinance as amended, Puzak seconded. Motion passed 6/0. 7. REVIEW REVENUES FROM CONCESSION STANDS A. Discuss Self-Managed vs. Request For Proposal (RFP) Options for 2001 Arnst shared the research Park Secretary Twila Grout found regarding concessions. With limited information obtained mostly from Lake Ann concessions, the Commission discussed the role the city would take. Puzak identified three areas of concern: the food; labor to sell it; and the revenue from selling it. He PARK COMMISSION MINUTES JULY 11, 2000 – PAGE 3 of 5 went on to propose the city not get into the labor business, and instead recruit volunteers who would take a percentage of the concession. Puzak also pointed out that the baseball organization has stepped up and shown interest in running this operation, but care should be given to open the opportunity up to all groups. He recommended pulling out the old RFP and using it as a reference. Dallman suggested a letter be drafted to all interested parties as an opportunity for entrepreneurship and/or opened up to RFP’s with the potential to negotiate percentages. Based on Bennet Park information, Dallman saw the Lake Ann figures as low. Chair Arnst made an action plan to pull out the old RFP and proceed from there . B. Make Recommendation For 2001 th 8. FUTURE MEETING SCHEDULE FOR SEPTEMBER (SEPTEMBER 12 IS PRIMARY ELECTION) th The Commission selected September 5, 7:30 P.M., as the revised meeting date. 4. REPORTS (Revisited) A. Report on City Council Meeting of June 26 and July 10, 2000 - (Council member Zerby) Councilmember Zerby reviewed the consent agenda approving the preliminary plat for Smithtown Woods, as discussed earlier tonight, regarding the trail segment. He also noted the Council adopted an ordinance amending the use of motorized vehicles on trails which allows the use of motorized wheelchairs and scooters on trails as it pertains to handicapped use only. Zerby added, the Council adopted a resolution relating to the Vine Hill Road right-of-way, approving to proceed with acquiring right-of-way on the short segment of Vine Hill Road. The City Council accepted the bids for Eddy Station, and the project has been awarded to CM Construction. Brown added that CM Construction came with favorable reviews from all references checked. City Hall will be hosting a preconstruction meeting at 10:00 A.M. on Thursday, July 13, to discuss details of the plan with the contractor. An anticipated ground breaking ceremony will be scheduled. Themig inquired if anyone from the Eddy family would attend such ceremony. Brown said an invitation would be extended. Zerby relayed that Council recommended the design of the Skate Park Plan B Modified. Although Seasons residents were in attendance and spoke out against the project, the Council voted unanimously to approve the th design. The July 10 meeting discussed many of the same issues once again, as well as, the increasing property valuation facing the Land Conservation and Environment Committee as it attempts to acquire land. Brown said he and city staff have been discussing how to proceed with the Skate Park. He noted the need to define cost estimates, and determine where the monies will come from to build the Skate Park. Brown also reported that the Vine Hill/Covington Road project was nearing completion. Soft construction and clean up remain, as well as issues about the retaining wall work. Engineer Brown also pointed out the Park Commission needs to be aware that some residents were unhappy because they see concrete instead of asphalt. These residents were informed of public meetings and the end result was obtained from those participating at those hearings. B. Report on Park Foundation Meeting of June 15, 2000 - (Park Commissioner Dallman) ? Fundraising To-Date PARK COMMISSION MINUTES JULY 11, 2000 – PAGE 4 of 5 ? Buy-A-Brick Program Commissioner Dallman reported the Park Foundation fundraising meeting was poorly attended even after sending a personal letter to each individual sport organization. Those present liked the Buy-a-Brick program. Dallman reiterated his difficulty in obtaining the interest and participation of representatives from sports organizations. Puzak commented that the Park Commission needs to recognize, that because the Park Foundation has no real power to do anything, many of these sports organizations don’t want to commit their time to this effort. Dallman pointed out the Foundation’s idea was to embody representatives from Sports Organizations in order to make recommendations regarding fundraising and park improvements. Currently none of the representatives are from sports organizations. Brochures have been distributed to these organizations in an effort to recruit representatives. Dallman noted he had not heard of any monies coming in and being deposited into the Foundation account. Brown cautioned that the Park Commission walks a fine line, and encouraged them to remember that the Park Foundation is not commissioned by the City of Shorewood. The Park Foundation is a volunteer organization, separate from any authority or organization of the City and there cannot be any legal connection. It is the Park Commission that has given the Foundation a charge to raise $10,000. Arnst asked Dallman to speak to his treasurer and report back to the Commission. C. Report on Land Conservation Environment Committee Activities - (Park Commissioner Berndt) Commissioner Berndt noted she was unable to attend the last LCEC meeting. She understood that the deer population concerns were discussed, as well as getting together a proposed budget. D. Update on Vine Hill Road/Covington Road Trail and Eminent Domain Proceeding- (City Engineer Brown) This item was discussed in length under Report A on page 4. Brown added that the City Council did pass the resolution of public purpose directing the City Attorney to proceed with the eminent domain. A minimum 90-day window is allowed for a municipality to obtain eminent domain. E. Skate Park ? Fundraising Plan – (Park Commissioners Arnst and Puzak) Arnst and Puzak will put together a fundraising plan and are looking for volunteers to help put together a presentation to take to other cities, rotaries, chambers, etc., interested in contributing. Anyone interested in participating in the design of the presentation show are encouraged to contact Arnst. Puzak volunteered and asked Brown to start scheduling those tours in August. ? Update on Church Parking Lot (Park Commissioner Puzak) Puzak had only reached the Church voicemail thus far, and therefore did not have an update on this item. ? Availability of City Water at Site (City Engineer Brown) PARK COMMISSION MINUTES JULY 11, 2000 – PAGE 5 of 5 Engineer Brown will report on the availability of city water on this site at the August meeting. F. Report on Mailing and Response of Letter and Card to Smithtown Road West Residents Regarding Trail – (City Engineer Brown) Brown reported that the city has begun to receive response cards back and so far the response has indicated a . majority of yes votes to continue the trail planning processHe stated the comment section has been useful and staff will tally up results and provide the Commission with a printout of the feedback for the August meeting. G. Report on Progress of Resolution for Sports Organizations User Fee – (Acting City Administrator Nielsen) Refer to discussion under Item #6. H. Report on Bid Award and Construction Schedule for Eddy Station – (City Engineer Brown) Refer to discussion under Report A, p. 4. I. Report on “No Parking” Signs at Freeman Park – (City Engineer Brown) Engineer Brown will report on this item at the August meeting. Arnst proposed that there not be a second meeting in July. No Objections . 8. NEW BUSINESS There was none. 9. ADJOURNMENT Dallman moved, Bix seconded to adjourn. Motion passed 6/0. The meeting adjourned at 9:08 P.M. RESPECTFULLY SUBMITTED, Kristi Anderson Recording Secretary