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101000 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, OCTOBER 10, 2000 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:32 P.M. A. Roll Call Present: Chair Arnst, Commissioners Themig, Bix, Berndt, Dallman, Young and Puzak; City Engineer Larry Brown; Council Liaison Zerby. B. Review Agenda Engineer Brown asked to add discussion of little league under Old Business. Chair Arnst requested to add Item #6A, fundraising idea for Parks. Dallman motioned to accept the revised agenda, Bix seconded. Motion passed 6/0/1, with Themig abstaining. 2. APPROVAL OF MINUTES Dallman noted the word “trail” had been omitted from page #3, under #6A. Berndt moved to approve the Minutes with the correction, Dallman seconded. Motion passed 7/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting of September 11, September 22 and October 9, 2000 – (Chair Arnst) Chair Arnst reported on theSeptember 11, 2000 meeting. She relayed the request put forth by little league for a variance on field #1 to build dugouts along the property line. The request was denied by the Planning Commission. Puzak inquired as to other possible locations for the dugout. Brown replied, that although the Planning Commission approved the dugouts for the other fields, they suggested little league get creative as where to put the dugouts on #1. B. Report on Land Conservation Environment Committee Activities – (Commissioner Berndt) Commissioner Berndt reported on progress obtaining compost bin bids, as well as, the commissioning PARK COMMISSION MINUTES TUESDAY, OCTOBER 10, 2000 PAGE 2 OF 5 of Dan Dickel as the Environmental Consultant analyzing the City’s Open Spaces. Zerby added that Council had approved submitting an offer letter to the owner of the Gideon Glen property using matching funds of up to $200,000 from the Watershed district. Bix inquired as to the purpose of acquiring this type of property. Zerby pointed out the drainage table issues, the potential of trails and green space, and the promise of retaining a natural wetland habitat. Brown added this project would follow the City’s grand path for education and wetland enhancement. C. Update on Recycling at Freeman (Park Commissioner Berndt) While there was no update on recycling, Themig added that because of this effort, the City of Shakopee has started determining how they are going to handle the recycling issue. Currently, they are trying to negotiate into their new contract with their trash hauler the added recycling responsibility. Zerby piggybacked the complaints received by neighbors of the ball fields regarding trash and recyclables. He asked what, if any, requirement was made of park users. Brown replied that there is a deposit requirement and trash cleanup agreement. D. Skate Park Update on Fundraising Schedule and Progress ? Chair Arnst reported than in as little as six weeks, fundraising efforts have raised $18,810. She shared with the Commission the Funding Status attachment identifying current and future contributors, as well as, letters of appreciation to contributors. ?? Update on Church Parking Lot (Commissioner Puzak) Nothing new to report. ???? Status on Blacktop Surface (Engineer Brown) Brown noted that a formal claim had been submitted to MN/DOT. The next possible solution may be to hire the contractor, Hardrives Inc., who is currently overlaying Minnetonka Boulevard to overlay and repair the surface, and bill MN/DOT. The discussion moved on to the skate park, with Bix sharing her views. While in Santa Barbara, she observed a skate park with great signage, an attendant, plaques devoted to contributors, and great camaraderie between patrons. She will share her pictures in an upcoming meeting. Bix brought up the issue of helmet use. Themig questioned how to enforce helmet requirements without an attendant. Arnst mentioned that Deephaven also brought up the helmet issue and how to mandate such a requirement without having it policed. Bix shared the possibility of self-policing the park by the patrons. She said that certain parks require helmets, and if they are not worn and park personnel spot check the park is then shut down for a specified amount of time. Puzak believed that while we can encourage them to wear helmets and self-police, we may be over policing. PARK COMMISSION MINUTES TUESDAY, OCTOBER 10, 2000 PAGE 3 OF 5 E. Report on Park Foundation Meeting of September 20, 2000 (Commissioner Dallman) Dallman reported while there was no formal meeting, they had an informal talk. 5. REVIEW AND COMMENT ON NEXT DRAFT OF RFP FOR EDDY STATION Will follow item #6. 6. SKATE PARK A. Review/Discuss Construction Schedule Proposed by Planning Director Nielsen Engineer Brown referred to the last line of the Attachment #6A, which says equipment and construction are to commence once two-thirds funding has been met, and it has been met. With this in mind, Brown voiced hope to have the overlay done this year, while the concept and design are costed out. Puzak reiterated the desire of the Commission to move now in order to have the park open early spring. While Brown agreed, certain load restrictions may cause a problem with this schedule. B. Review/Discuss Revised Design Concepts, Vendor Info and Cost Estimates From Tim Hughes Tim Hughes shared his vision of building the park in three weeks time. With input by he and other skateboarders they chose what they felt to be the best equipment and design for this park. As indicated by his attachment, the cost estimate obtained by Ramptech of approximately $16,200 plus freight seemed to be the City’s best buy. Brown shared his experience after asking patrons at the Maple Grove skate park their opinions. Puzak agreed, that asking other parks may be a good route. Themig inquired over the possibility of shopping around for additional bids on this design. Brown asked if everyone was in agreement over the type of equipment in the layout in order to move along an informal process of RFP collection. Young commended Hughes on his research and asked why additional bids were necessary. Brown and Puzak suggested obtaining bids on this design, as well as, one that would include additional pieces. Brown noted that while the per piece price will be relatively equal, the variables will include other things like construction, the burm, pavement, etc. Chair Arnst asked Brown if this evaluation process could take place within one month. Hughes added a sidebar that Chanhassen recently changed their mandatory helmet rule, due to the difficulty of enforcing it, and instead have requested parents to require their own kids to wear helmets. C. Decide on Schedule for Construction/Purchase Process Puzak suggested that he and the design committee harden up a final design plan, obtain the concept dollar bids, put together a proposal, and present a final recommendation to Council to make purchase. Due to trying to avoid duplication of other skate parks, Hughes admitted this design has varied slightly. Since the original concept appeared before the City, two other skate parks have been built using many PARK COMMISSION MINUTES TUESDAY, OCTOBER 10, 2000 PAGE 4 OF 5 of the ideas they originally planned for the Shorewood Park. 6A. Fundraising Idea for Parks As added earlier, Chair Arnst relayed an idea she recently had for an Annual Golf Tournament to raise funds for the Parks. She wondered if it might be something that the Commission would like to pursue. Many liked the idea. Young went on to share a story of his friend who started a successful charitable Golf Tournament and how the City could learn from him. Based on this persons experience, it seems public courses are more receptive to charitable events than the private courses. Arnst asked if the interest was there to warrant a committee to look into this opportunity further. Berndt went on to add that her father in Sun City, has Chaired many golf tournaments and would also have a wealth of experience to tap. Brown felt good about the possibility of approaching Bo Woodtrack to host such an event, not only from the PR benefits, but perhaps it could encourage new members to join who might be enthused after using the course. Brown encouraged the Commission to wrap something visual to the fundraiser to give individuals a vision of where their donations will go. Themig moved to recommend to Council that the City establish the concept of a fundraising or charitable event such as a golf tournament, bike race etc. for 2001. Young seconded. Motion passed 7/0. 5. REVIEW AND COMMENT ON NEXT DRAFT OF RFP FOR EDDY STATION Chair Arnst commented that the reference to all park ordinances applying to the Vendor was missed. Brown noted that this might be difficult for a Vendor to decipher all of the various ordinances. Brown felt this fit a general guideline of what a vendor RFP would contain. However, he added that in order for a Vendor to submit a legitimate RFP, specific hours of operation are necessary. Themig felt an outline of annual hours, or better yet, as Dallman noted, attach a copy of scheduled events from Community Services. Zerby noted also, that as a potential Vendor, wouldn’t it be pertinent to know about security, phone lines, signage etc. Themig then suggested holding a Pre-Bid Conference for potential Vendors to have these types of questions addressed. Puzak suggested they set the Pre-Bid Conference date and include it with the event schedule, map of the area, and RFP to potential Vendors. Brown set the following dates according to the Commission. The Pre-Bid Conference date will coincide with the Park Commission meeting of December 12, 2000; followed by an RFP due date of Tuesday, January 2, 2001 allowing time to review the RFP’s before the January 9, 2001 meeting during which presentations will be heard from Vendors. 7. OLD BUSINESS Brown reported on an effort by Little League to change the current softball field #5 to a little league field by building a mound, moving bases and “skinning” the field. Brown directed the Little League to stop such action until the Park Commission could be given the opportunity to assess the best and highest need for these fields. With this in mind, Brown noted a resurgence of girls’ softball, a decline in adult softball and the growth of little league. He asked the Commission if they would choose to be involved in this process. Dallman felt they needed to acquire a copy of park scheduling from Community Services to make any recommendations. Puzak reviewed that although historically, the PARK COMMISSION MINUTES TUESDAY, OCTOBER 10, 2000 PAGE 5 OF 5 Commission was not involved with Community Services in determining usage, under their new philosophy the Commission needs a report from them. Brown suggested the Commission schedule a Work-Study with Community Services to determine and discuss park usage. Chair Arnst asked this meeting be scheduled for the November 14, 2000 meeting. 8. NEW BUSINESS Brown reported that Little League will be re-sodding field #1. He also reported that the colors chosen for Eddy Station were a dark green roof, green trim, natural cedar, with buff block. 9. ADJOURNMENT Berndt moved, Themig seconded to adjourn. Motion passed 7/0. The meeting adjourned at 9:55 P.M. RESPECTFULLY SUBMITTED, Kristi Anderson Recording Secretary