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121200 PK MN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, DECEMBER 12, 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 Bix, Themig, Dallman and Berndt; City Engineer Brown; Council Liaison Zerby. Excused Absent: Commissioners Young and Puzak B. Review Agenda Themig moved, Berndt seconded, to approve the Agenda as submitted. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission/City Council Work Session Minutes of November 28, 2000 (Att.-#2A Draft Summary) Bix moved, Dallman seconded, approving the Minutes of November 28, 2000, as presented. Motion passed 5/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting of November 13, November 27, and December 11, 2000 - (Council member Zerby) Council member Zerby had nothing new to report as related to the Park Commission from those meetings. He had covered the November 13th meeting at the last Park Meeting of November 14, 2000. BReport on Land Conservation Environment Committee Activities - (Park . Commissioner Berndt) Woodruff reported on the LCEC Open Space panel discussion of November 15, 2000. She shared with the Commission the guests who made up the panel. They were Hannah Dunevitz of the DNR’s Natural Heritage Program, Steve Hobbs of the Hennepin Conservation District and Eric Evenson of the MCWD, Minnehaha Creek Watershed District. At the Open Space meeting they discussed the historical map of the area, the possibility of Grants and mitigation funds for wetland preservation, and a potential countywide public opinion poll relating to open space soon to be taking place. Commissioner Berndt reported on this evening’s meeting. There was discussion over a phosphorous lawn fertilizer ordinance taken on by Shorewood and PARK COMMISSION MINUTES TUESDAY, DECEMBER 12, 2000 Page 2 of 4 Tonka Bay. Mayor Love reported on his effort to take this issue statewide with the help of the lobbyist, MAWD, Minnesota Association of Watershed Districts. Berndt also told about a Hennepin County funded pilot project for backyard composting that Shorewood will soon take part in. CReport on Park Foundation Meeting of November 15, 2000 - (Park Commissioner . Dallman) Dallman reported that they have a new member, Laurel Murphy of Tonka United Soccer. The foundation took this opportunity to ask Murphy how soccer planned to pay for their user fees. Murphy had indicated it would simply be built into their registration fee. Dallman noted that with the new remodeling taking place on several Minnetonka fields, there would likely be added pressure on Shorewood parks. D. Update on Eddy Station (City Engineer Brown) Brown reported that the change orders submitted, thus far, have amounted to approximately $12,000, which exceeds the $10,000 limit set early on. He added that he did not foresee any additional change orders. E. Update on Skate Park Equipment Order Brown reported that Tim Hughes, of the Design Committee, had tracked down six potential vendors for the equipment and staff will be sending out letters asking them to submit proposals. 5. DISCUSSION AND RECOMMENDATION BY PARK COMMISSION REQUEST BY SOFTBALL TO REDUCE USER FEES FOR 2000 - EXPLANATION OF 2000 USE BY LINDSTROM. Lindstrom, representing Adult Softball, shared that up until 1999, Todd Strout had been running Softball. In the interim, 1999-2000, the people running Softball did not do so effectively and thus did not have the money available to pay the user fee. Generally, the Shorewood user fee has been $3,500 a year. Recently, Lindstrom took over and was able to raise enough money to pay for their 1999 usage, but is hoping the Commission will consider reducing the fees for 2000. Lindstrom requested their fees be reduced from the initial $3,500 to $2,500. He also indicated that this amount has already been submitted to the city. He based this request on the level of usage by Adult Softball. Lindstrom continued that their usage in 2000 was down from 53 teams to 30 and their number of nights down from five to three. With this in mind he asked the Commission to consider his request. Arnst asked how MCES had scheduled their fields last year. Lindstrom indicated that once he noticed the lower levels of use, he shared that information with Deb Malmsten and gave the field time to Little League. Dallman noted that the $2,500 revised fee would be fairly close to the new sock user fees that will be put into effect in 2001. Themig pointed out that the organizations were under no legal obligation in the past to pay the user fee. Themig continued that while there was no written policy in place, like there will be in 2001, they must now grapple with wanting the group to fulfill their commitment and being able to enforce that fee where there is no policy to govern it. He felt that at this point, all the City could do was take what is being offered and say thank you for the contributions made thus far. Arnst wrestled with the financial aspect of the Park Commission budget, knowing that every dollar need be accounted for. She repeated that while there was no formal policy, organizations have always committed to and paid this user fee. Brown added that annually organizations receive letters asking they pay their share for use of the parks. It should be no surprise and therefore budgeted for by them. Bix felt this request by Softball PARK COMMISSION MINUTES TUESDAY, DECEMBER 12, 2000 Page 3 of 4 was a little after the fact, if they were truly short of funds or facing a hardship, why didn’t they come forward and address this with the Commission earlier in the year. She stressed that the mere time usage of the field is not only what the user fee is for, but is meant to be representative of the number of users. Lindstrom replied that although they have a moral obligation to pay their fair share, their usage was far lower than anticipated and the monies they have spent on improving the park (via playground equipment) should far offset their shortcomings. The $6,000 check for 1999 and 2000 should be at the City now. Arnst stated that since there was no policy in place mandating this amount be paid prior to this year, the Park Commission has really no other choice than to thank Softball for this voluntary contribution and ask them to consider adding to next years as a way of making up for the current shortfall. Brown cautioned the Commission on this potential precedent setting action. A. Little League request for Irrigation Lindstrom shared estimates of $20,000 - $25,000 he’d found to install irrigation systems on fields 1 and 2. He voiced his concern that what baseball has invested in the fields over the past 4 - 5 years will be wasted if irrigation is not installed in the near future. Lindstrom pointed out that Freeman's soccer and softball fields have irrigation and so should these fields. Little Leagues is in the process of looking into private grant money from companies to fund this effort but would like the City to partner with baseball to get this done. As discussed in their previous meeting with the City, Little League is aware of the lack of funding for this effort presently. However, Little League was wondering if they are able to fund the irrigation system themselves would the City consider waiving their user fees for the next few years. Themig reminded Lindstrom that the user fee was intended to pay for the day to day operations of the Parks, not for capital improvements. He cautioned Lindstrom of comparing “apples to oranges”. Arnst questioned whether it would be possible to put a faucet on the outside of concessions. Brown said there were health and drainage issues with that, but more investigation would be necessary. Arnst felt she could support an exterior faucet for them to hook a hose to. Themig indicated that the Commission could support putting the irrigation installation on the docket for down the road, but will not have the opportunity to look at new partnerships and capital improvement for a number of years. New creative and ambitious fundraising efforts will be required until then. Zerby reminded the Commission that even future user fees were already spent. Dallman brought up the issue that isn’t it what Little League is asking for from the Commission part of the day to day operations and maintenance via an irrigation system. Berndt felt that this maintenance request was a bit expensive and perhaps if Little League would like to partner with the City to make improvements, the City could implement a higher user fee to justify the expense and put toward the effort. Themig reiterated the installation be put on the plan five years out. 6. DISCUSSION ON PRE-BID CONFERENCE FOR CONCESSION AT EDDY STATION Brown reported that no responses have been received. Lindstrom was the only show. Zerby pointed out that concessions could be the creative fundraising tool Little League needs to raise money for the irrigation system. 7. DISCUSSION REGARDING RINK ATTENDANTS FOR ICE SKATING RINKS Brown reported that there are currently only 5-6 attendants signed up. In the past, they have had an average of 15 attendants. They have upped the salary to $8.00 an hour and may have to do even more to attract people. Themig questioned whether the lights could be put on timers during weeknights and focus staffing the attendants on weekends during higher traffic hours. PARK COMMISSION MINUTES TUESDAY, DECEMBER 12, 2000 Page 4 of 4 8. APPOINT PARK LIAISON FOR JANUARY CITY COUNCIL MEETINGS Dallman volunteered to attend the January 8th and 22nd, 2001 City Council Meetings. 9. NEW BUSINESS Arnst shared with the Commission that Commissioner Young was doing well after recent surgery. Bix brought up the idea of selling garbage can “advertising covers”. She noticed on a recent trip to California, that they offer advertising positions on their park garbage cans. Arnst also noted that with spring field scheduling, soccer will need to be reminded to schedule 20 minutes separation between games to avoid the parking problems that have arisen in the past. 10. ADJOURNMENT Themig moved, Bix seconded to adjourn. Motion passed 5/0. The meeting adjourned at 8:58 P.M. RESPECTFULLY SUBMITTED, Kristi B. Anderson RECORDING SECRETARY