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082200 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, AUGUST 22, 2000 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:30 P.M. ARoll Call . Present: Chair Arnst, Commissioners Young, Bix, Berndt, Themig and Dallman; City Engineer Larry Brown Late arrival: Commissioner Puzak Absent: Councilmember Scott Zerby B. Review Agenda Themig moved, Berndt seconded to approve the agenda. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of July 11, 2000 (Att.-#2A Draft Summary) Bix moved, Berndt seconded to approve the minutes as submitted. Motion passed 6/0 . 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meetings of July 24, August 7 and August 14, 2000 – (Council member ) In the absence of Councilmember Zerby, Park Commssion representative Bix reported no new information from the City Council meeting of July 24, 2000. City Engineer Brown reported on the meetings of August 7th and 14th, relaying that Council approved the ordinance pertaining to the Sock user fee. This approval leaves the Park Commission free to field feedback from various sports organizations. B. Report on Land Conservation Environment Committee Activities – (Park Commissioner Berndt ) Commissioner Berndt was not present at the last LCEC meeting, however, she stated they had presented their budget to Council. Berndt was not certain whether the budget had been approved, but Engineer Brown relayed that it had been adopted as a part of the proposed budget. Brown also explained that Council was yet to act on this budget due to further discussion over fundraising initiatives for this committee. PARK COMMISSION MINUTES TUESDAY, AUGUST 22, 2000 PAGE 2 OF 6 Berndt also reported on a grant for backyard composting bins. This grant was included in the budget as a way of subsidizing bins so the public would be able to purchase these items at a lesser cost. Berndt discussed other projects LCEC has been working on. First, an ordinance which would ban the use of phosphorous on lawns in the community, as well as, the commercial sale of phosphorous fertilizers; second, an educational program for the removal of buckthorn and how that can be done properly; third, LCEC had checked into the possibility of hiring a consultant to find the open spaces in Shorewood - but deemed this unnecessary due to the high cost of hiring such an individual; and finally, the LCEC was looking into a different way of holding their open house next year to make it more visible. Brown commented on the fertilizer issue, as it relates to Council, and the fact that they too would like to see a mandate come down from the legislature on this issue. C. Report on “No Parking” Signs at Freeman Park – (City Engineer Brown) Engineer Brown reported that the signs were up. Chair Arnst inquired if the police would enforce these signs, to which Brown replied they would if called. However, Council must ask the police department to enforce them on a regular basis. D. Skate Park (Att.-#4D) ???? Update on Fundraising Schedule and Progress – (Park Commissioners Arnst and Puzak) Chair Arnst reported that Commissioner Puzak, Mayor Love and Councilmember Zerby were presenting to Tonka Bay this evening asking them to contribute approximately $1,500.00. On Monday, August 21, 2000, the City of Excelsior unanimously approved a $2,500.00 contribution. Bringing the total to approximately $9,600.00. Arnst stated there would be a meeting with Greenwood the first Tuesday in September and a Deephaven meeting to follow later in the month. Arnst then brought up the idea of using a “thermometer” type graph to chart progress and use as a fundraising tool at various public events like Apple Days, rotary functions etc. to generate excitement. Arnst volunteered to put together such a display. ??? Update on Use of Church Parking Lot – (Park Commissioner Puzak) Arnst deferred to hear from Puzak on this subject later. ??? Availability of City Water at Site – (City Engineer Brown) Engineer Brown referred to his memorandum enclosed which addressed the feasibility of providing municipal water service to the proposed Skate Park. Due to the estimated cost of $9,045, the probability of poor water quality due to the distance from the water main and the poor condition of the existing well, availability is unlikely. Brown will, however, check into the condition of the existing well. PARK COMMISSION MINUTES TUESDAY, AUGUST 22, 2000 PAGE 3 OF 6 ??? Report on Status of Blacktop Surface Post-Highway 7 Construction (City Engineer Brown) Brown referred to the copy of the letter that he sent to Mn/DOT. In this letter, Brown voiced concern over the condition of the pavement and Mn/DOT’s use of the paved area. After this recent communication, Mn/DOT has begun to address the cosmetic issues by placing step one of a repair fix on the pavement. Although the first of many steps has been taken, it is not acceptable as it stands. Brown believes Mn/DOT is beginning to address the City’s concerns and will finish the job. E. Report on Responses to Smithtown Road West Letter Regarding Trail Process– (City Engineer Brown)(Att.-#4F) Brown went over the tabulations from the comment cards. As it stands, there seems to be almost a 50/50 split. With that in mind, Brown brought up a phone call he had received that day from a resident on Lake Linden Drive inquiring about the possibility of getting a trail along Lake Linden Drive due to concerns over excessive speeds in the area. Brown shared with her the Commission and Councils commitment to working with residents who want such an improvement in their neighborhood. This resident was convinced she could get 100% participation and support for such a project. Brown relayed to the Commission that he would not be surprised to see a petition from that area. Arnst decided to put the Smithtown trail issue on the next agenda to discuss whether to move forward from this point or not. Brown discussed other options for Smithtown, with no real leadership for a trail at this point. By using state aid dollars Engineer Brown discussed overlay and shoulder options, as well as, the possibility of a sidewalk. 5. EDDY STATION A. Report on Construction Progress (City Engineer Brown) Brown reported that the groundbreaking ceremony took place this evening with representatives from the Eddy family in attendance. The project is approximately one week behind schedule, which is acceptable because the builder built in a four week delay due to the time frame required to receive block. Ellen Luken, the architect for the project, has assisted in making some of the decor decisions needed in a timely fashion. Brown asked the Commission to relay to him any strong opinions they might have and assured the Commissioners he would poll their opinions as much as possible before making decisions. B. Discuss Sample Request For Proposal (RFP) and Recommend Changes and Schedule (Att.-#5B) Chair Arnst offered the attached RFP up for comment from the Commission. Commissioners made changes as follows according to the original RFP. Commissioner Themig suggested adding a diagram of the park and taking out the requirement of a market study. Commissioner Dallman added, it might be useful to require vendors to share copies of their annual sales reports. Arnst went on to specify that the vendor would not have exclusive use of the kitchen, that it may still be rented out, and that the concessions must be open during all scheduled events. Themig suggested separating, the criteria the concessionaire be required to meet from the things their proposals will address. Bix then advised changing that the specific percentage of the profits go to the City of Shorewood. Arnst then removed the bullet third from the bottom regarding service for a portion of PARK COMMISSION MINUTES TUESDAY, AUGUST 22, 2000 PAGE 4 OF 6 the season and went on to change the no alcoholic beverages statement to this operation must be in compliance with all relevant park ordinances. Finally, Brown said he would check on the current insurance figures and update the RFP accordingly. Chair Arnst inquired how long it would take the revised RFP draft to go through Council and into public hands once it is recommended by the Park Commission in September. Brown said he would check whether the initial RFP need even go to Council before being sent out, or if Council need only approve the final contract between the vendor and the City. Arnst volunteered to assist Engineer Brown on the RFP draft to facilitate responses by Jan 1, 2001. More discussion ensued over how to publicize the RFP. Dallman suggested papers, mailers to sports organizations, rotaries, shriners anyone who may have interest. 6. VINE HILL TRAIL A. Report on Construction Process (City Engineer Brown) Brown reported that construction is coming to a close. The only issues that remain are warranties on the sod, cleaning up both the entryway of Waterford and Covington Roads little planting garden. Brown then said he had received numerous phone calls praising the Commission for taking this project on. No news on the eminent domain issues, it takes 90-120 days to finish this process. B. Discussion and Decision on Ribbon Cutting Ceremony Arnst then suggested a ribbon cutting ceremony take place to thank the neighbors for their support. The decision was made to have the ceremony piggyback the next meeting on September 5th, 2000 at approximately 6:45 P.M. meeting at Covington and Vine Ridge Rd. Commissioner Puzak arrived at 8:15 P.M. Puzak elaborated on the report given earlier regarding Skate Park Fundraising. Puzak was pleased with the unanimous vote to donate $2,500 from the City of Excelsior. Having just returned from the City of Tonka Bay, Puzak indicated they agreed to contribute $1,600, which, added to our $7,500 brings us to approximately $11,200. After the Greenwood and Deephaven meetings in September, they will then be going to the private sector for contributions. Puzak went on to praise the Council and Commission for their involvement and commitment to this project. 7. RECYCLING IN THE PARKS A. Review New Recycling Information (Park Commissioner Berndt) Berndt discussed the use of recycling bins in the parks. She presented the Commission with a copy of a Minnesota statute requiring recycling containers within all state facilities. With this information Berndt encouraged the city to look at this obligation more closely. Berndt spoke to EZ Recycling about the prices of such services - $17.00 per month per receptacle. Brown voiced concerns. First, over the expense of such an endeavor based on the number of receptacles needed. Next, the extra manpower needed in the parks to handle this obligation - for example “Charlie”, and finally, the concern of vandalism. As it stands now, PARK COMMISSION MINUTES TUESDAY, AUGUST 22, 2000 PAGE 5 OF 6 the trash receptacles must be nailed down and bags taken out individually. B. Discussion and Decision on Implementing Recycling in Freeman Park After some discussion over the number of recycling bins required, and at which parks, many members felt it was worth looking into further. Arnst suggested there be further research and discussion on this issue and perhaps something could be implemented next spring. Brown reiterated his concern over requiring “Charlie” to take on this additional responsibility. 8. NEW BUSINESS Arnst asked for a report from the Foundation. Dallman noted there will be a meeting Wednesday, August 23, 2000. Puzak then pointed out that Tonka Bay and other cities will be funneling their Skate Park contributions through the Foundation. Brown reported that the City Council approved the plans and specifications for the installation of the Freeman Park water main and sanitary sewer project. Two issues forced this decision. First, there is a new building going up and they need to get sanitary sewer to it, and second, the water main loop will benefit the Shorewood Ponds project as well. After meeting with Bill Tripp from Hennepin County Regional Rail Authority and a representative of Hennepin Parks, it was decided to put the water main utility on the north side of the trail, boring under the trail in two locations. Notices will be going out to people who back up to Smithtown that this development will be going on. Arnst then questioned Brown what is happening with the tunnel under Highway 19. Brown replied that he would call Del Miller with Hennepin Parks to see where that stands. Brown added that Mn/DOT will be closing Highway 7 from Highway 41 into St. Bonifacius and traffic will be rerouted. On that same note, the Freeman Park access closure to Highway 7 has been taken off the books. 9. ADJOURNMENT Puzak moved, Themig seconded to adjourn. Motion passed 7/0. The meeting adjourned at 8:50 P.M. RESPECTFULLY SUBMITTED, Kristi B. Anderson RECORDING SECRETARY