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031301 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, MARCH 13, 2001 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:31 P.M. A. Roll Call Present: Chair Arnst; Commissioners Young, Berndt, Puzak and Dallman; City Engineer Brown and Council liaison Christine Lizée Absent: Commissioners Bix and Meyer B. Review Agenda Puzak moved, Dallman seconded to approve the agenda as submitted. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 13, and February 27, 2001 Puzak moved, Dallman seconded, approving the Minutes of February 13, 2001. Motion passed 4/0/1, with Berndt abstaining. Dallman moved, Puzak seconded, approving the Minutes of February 27, 2001, as submitted. Motion passed 4/0/1, with Berndt abstaining. 3. MATTERS FROM THE FLOOR There were none. 4REPORTS . A. Report on the City Council Meetings of February 26, 2001 and March 12, 2001 Liaison Lizée had nothing new to report from the February 26, 2001, City Council Meeting. Engineer Brown reported on the City Council Meeting of March 12, 2001. Brown informed the Commission that we now have phosphorous lawn fertilizer legislation moving ahead which restricts its sale and use. He pointed out that Mayor Love, Attorney Keane, and Administrator Dawson are working to get this adopted into law and that the City of Shorewood is the first city to attach the ordinance to point of sale. Brown reported that the City Council authorized the agreement with the MCWD, Minnehaha Creek Watershed District, allowing them to begin the process to release their portion of the funds necessary to purchase the Gideon Glen property. Brown also shared a memo put out by Administrator Dawson outlining upcoming meetings. The first meeting will be held March 26, 2001, following the City Council meeting, focusing on the Community PARK COMMISSION MINUTES TUESDAY, MARCH 13, 2001 Page 2 of 5 Visioning campaign. The other important date to note will be April 17, 2001, for a joint City Council/Commissions/Staff orientation and training session. B. Report on Park Foundation Meeting of February 21, 2001 (Commissioner Dallman) Dallman reported that during the last Park Foundation meeting they reviewed the by-laws and made revisions. These changes to the by-laws are included in the packet for suggestion before they move to City Council for approval. Dallman noted that the Foundation will be made up of a smaller team and will now be a fundraising organization. Chair Arnst complimented Dallman on the positive changes being made by the Foundation and asked for further comment from the Commission. Puzak suggested scheduling an annual work session with sports organizations to discuss their needs and allow the Commission to make more informed decisions about field usage etc. Since the Foundation will no longer be the sounding board for sports organizations, Puzak felt a spring meeting with them and perhaps MCES would be beneficial. C. Report on Land Conservation Environment Committee (Commissioner Berndt) Berndt shared that earlier this evening, the LCEC listened to an informative presentation given by Connie Fortin, and environmental landscaping consultant. Fortin spoke on shoreline planting and native landscaping or “Aquascaping” along the water’s edge. All of which ties into the phosphorous lawn fertilizer ordinance by reducing the amount of runoff our freshwater lakes receive by using native shoreline plantings as buffers. Berndt also reported on the progress of the Hennepin Composting Bin pilot project that the City is involved in. She reminded the Commission that the City has 300 bins available and to be distributed on May 19, 2001, at the public works Spring Clean-up Day. She also mentioned the various watershed district liaison positions need to be filled. D. Arbor Day Scheduled for April 28 (Engineer Brown) Chair Arnst reminded the Commission that Arbor Day is fast approaching and asked for any suggestions for the occasion. Discussion ensued with the possibility of tying Arbor Day to one of the Grand Openings we have this spring. A potential site near Eddy Station was discussed, as was another by the Skate Park. It was determined that during spring park tours a variety of sites would be considered. 5. EDDY STATION CONCESSION STAND - (Discuss vendor telephone survey, review options and decide on further action) Brown was pleased to report that as of late, he has interviewed several vendors about the potential of running the concessions at Eddy Station. From what Brown determined, many of the vendors move south during the fall and winter months to run their businesses, which explains the lack of response from the original RFP. Brown spoke and met with Hare Concessions recently and together they visited the site. Hare has indicated they have an interest in the business and will get back to the City within the week to see if something might potentially be set up on a trial basis. Brown continued that he would be meeting with another potential vendor on Thursday. Brown learned that the vendors operate on a very tight margin and while they will partner with the City and commit to a fixed percentage of 15-20% of sales, they are hesitant to give us a flat fee without first operating on a trial basis. A trial basis could potentially run from mid May through August with an opportunity to then evaluate the business. PARK COMMISSION MINUTES TUESDAY, MARCH 13, 2001 Page 3 of 5 Brown asked the Commission that, if they were comfortable, he would continue to negotiate with the potential vendors and draft up a formal agreement. Dallman encouraged the Commission to give Brown the freedom and flexibility to sit down and negotiate with the vendors. Puzak suggested trying to negotiate a sliding scale percentage of sales, which would vary depending on the total sales. Puzak also felt it would be beneficial to have a financial person from the staff accompany Brown during negotiations, and even volunteered his own services. Young inquired over the Bennett Park operation. Dallman believed a trial period to be a wise choice for both the City and vendors. He went on to note that if after the trial period ends, the concessionaire decides not to continue, vending machines are always another option. He also asked about the potential of hiring a part time Park Administrator who would oversee the various park needs, concessions, rink attendants, and act as the Coordinator to MCES. Brown agreed that this would be one possible solution. He pointed out that a number of issues present themselves, and without the help of Twila Grout, of staff, and Charlie Davis, of public works, it would be difficult to coordinate all of them. Berndt pointed out that the objective is to have a concessionaire in the building, but the vending machines do offer a fall back option. Puzak reminded the Commission that they built the building because they wanted a concession stand there. Chair Arnst suggested negotiating a trial basis period with a vendor to establish a baseline of what is possible at the park short term. She urged Brown to continue his negotiations and exploratory meetings. Brown agreed to move full steam ahead. 6. DISCUSSION ON DEEPHAVEN’S REQUEST FOR TELEPHONE AT SKATE PARK Chair Arnst asked for feedback from the Commission regarding the “bulletproof” telephone booth at the Skate Park. Based on the enclosed memo, Dallman encouraged staff to check with the Phone Company to be sure that they will not raise fees if usage is not what they expect at the park. Puzak inquired over the fees we pay for phone service at Crescent Beach. Brown reported that most companies are abandoning their coin operated phone business and are requiring the purchase of the phone. Dallman noted that although Deephave is willing to pick up the installation, Shorewood would be responsible for the bills, approximately equaling $300 + over six months. Berndt asked if there was potential for an emergency phone to be installed. Chair Arnst suggested further options be explored based on the soon to be obsolete coin op market and the City’s limited budget. 7. EVENTS 2001 ?? DISCUSSION OF SKATE PARK NAMING PROCESS Dallman asked whether the City might be willing to sell naming rights for the park. During his Executive meeting with the Legion last night, he discussed with them the opportunity of purchasing the naming rights of the Skate Park for say approximately $1,000 annually giving the veterans exposure and money to Parks. Berndt liked the idea tremendously and saw this opportunity of tying together the kids and the vets as a nice meeting of the generations. Puzak thought the Skate Park would make a dynamite spot for the Memorial with views from the highway. Brown added that he could speak to MnDOT about the scenic overlook across highway 7 as another potential Park location, as it once was a park to begin with. Dallman maintained that while the vets would still like to see the memorial located within the cemetery, the naming rights could offer a unique community flavor. PARK COMMISSION MINUTES TUESDAY, MARCH 13, 2001 Page 4 of 5 Puzak pointed out one other avenue to consider, that the Park itself is unique in that five Communities, a number of private donors, as well as, a number of youth have contributed a great deal to its creation. Brown commented that the community visioning process could be embraced by pulling in the other communities who helped develop the park. Young asked why we couldn’t extend an invitation to the other Commissions, thanking them for their support, and inviting them to share their ideas for naming the park. Chair Arnst felt there were two very good, yet potentially distinct, directions on the table and asked if following one alienated the other. She asked the Commission to give this further thought and consider the combination of tying the veterans and the kids together as Dallman had presented. ?? DISCUSSION OF EDDY STATION GRAND OPENING While Brown refused to commit to a final date of completion, due to weather and weight restrictions, he did believe it would not be too far off. Lizée did not see a conflict with the Grand Opening and the completion. She maintained that the Grand Opening would probably not occur until mid June anyway, when the use of the park would be in full swing. 8. REVIEW DRAFT OF PARK FOUNDATION BY-LAWS Discussed earlier under Reports. 9. CONSIDERATION OF SCHEDULE OF PARK LIAISON TO CITY COUNCIL Chair Arnst asked for volunteers for the 2001 liaison positions. They are as follows: March Berndt ? April Young ? May Arnst ? June Puzak ? July Meyer ? August Bix ? September Dallman ? October Berndt ? November Young ? December Arnst ? When asked if a liaison is needed at every Council meeting whether a Park Commission meeting has taken place or not, both Brown and Lizée said that the City Council likes to see a representative in attendance no matter what. 10. OLD BUSINESS Brown explained that he has not yet awarded the skate park contract to a vendor because he feels it is necessary to call one more meeting of the design committee in order to discuss several of the recommendations from vendors he has received. Puzak agreed to meet on Thursday afternoon at 4 P.M. Berndt expressed her concern over dogs in the parks and on the trail systems. She noted that this year the trails look especially awful and inquired what measures can be taken to encourage people to clean up after their pets. Arnst said that in Chanhassen, they have put up temporary signs reminding people that picking up PARK COMMISSION MINUTES TUESDAY, MARCH 13, 2001 Page 5 of 5 after their dogs is a City ordinance. Brown noted that there are plenty of receptacles around and that public works does their best to replenish the baggie supply. Puzak suggested having a picture of a five gallon bucket full of feces collected from the trails depicted in the newsletter and remind people that it is not allowed to be left behind, and if we want to continue to bring our dogs to our local parks, we need to be respectful. Another alternative Puzak suggested was to carry in the bucket and bring it to public attention during a City Council meeting when reporters are present. Finally, Puzak pointed out that the City might need to prohibit pets in certain parts of the parks near the ball fields to eliminate the problem all together and only allow them in the wooded area. Lizée added that John Shardlow of government services will be conducting the orientation on April 17. 11. NEW BUSINESS Brown reported that Shorewood and Excelsior are in the midst of beginning to do things jointly in regards to public works. Both City’s hope to save money on equipment and manpower, while encouraging the visioning process working cooperatively. Chair Arnst complimented staff on supplying the Commission with monthly calendars and also requested the new schedule of Council Liaisons be included on the calendars as well. Brown asked whether the Commission would like to receive their packets via E-Mail, to which most replied negatively. 12. ADJOURNMENT Dallman moved, Young seconded to adjourn. Motion passed 5/0. The meeting adjourned at 9:17 P.M. RESPECTFULLY SUBMITTED, Kristi B. Anderson RECORDING SECRETARY