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021301 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, FEBRUARY 13, 2001 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Commissioner Puzak called the meeting to order at 7:35 P.M. at the request of Chair Arnst who would be arriving late this evening. A. Roll Call Present: Commissioners Puzak, Young, Dallman, and Bix; City Engineer Brown. Late Arrivals: Chair Arnst and Council Liaison Lizée Absent: Commissioners Berndt and Meyer B. Review Agenda Dallman moved, Young seconded to approve the agenda. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of January 9, 2001 Puzak held approval of the Minutes until the arrival of Chair Arnst. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on the City Council Meetings of January 22, 2001 and February 12, 2001 Engineer Brown gave the report in liaison Lizée’s absence. During the February 12, 2001, meeting Joyce Flurry updated the Council on the Senior Center annual reports indicating rentals were up for 2000; Tad Shaw, of Community Education Services (MCES), gave a brief presentation in which he noted participation of Minnetonka, Chanhassen and one other city were in question; finally, Mary Meyer, of 4805 Rustic Way, was appointed to the Park Commission and Dan Puzak was reaffirmed as a Park Commissioner. Brown added that May 19th was designated as Spring Clean-up Day. Chair Arnst arrived at 7:37 P.M. B. Report on Park Foundation Meeting of January 10, 2001 (Commissioner Dallman) Dallman reported that the meeting was well attended, with additional guests including Mayor Love, Director Nielsen, and City Administrator Craig Dawson. At the meeting they discussed the reconfiguration of the Park PARK COMMISSION MINUTES – TUESDAY, FEBRUARY 13, 2001 Page 2 of 5 Foundation turning it’s focus to fundraising. Dallman mentioned that Mayor Love offered staff prepare the restructuring proposal and initial bylaws to be discussed at the next meeting. Puzak suggested the Park Foundation might wish to take this opportunity to use press to invite people from the community to join, as well as, tell the public about the new focus of the Foundation. C. Update on Skate Park Equipment Brown reported that the enclosed RFP had been sent out to vendors. In fact, Brown noted he has already received feedback and some proposals. He asked the Commission for their support, if everything looked to be in order, to approach the City Council and get final approval for the purchase of the equipment. Chair Arnst and Puzak voiced their approval. 2. APPROVAL OF MINUTES (Continued) Puzak moved, Bix seconded approving the Minutes of January 9, 2001, as submitted. 5. EDDY STATION CONCESSION STAND - Report from Engineer Brown Brown reported that, prior to the meeting, the Commission attended a walk-through of Eddy Station. While Brown was pleased with the quality of the construction, recent vandalism to the Cathecart structure has brought up some concerns over monitoring the Eddy Station building. 6. DISCUSSION ON LITTLE LEAGUE SCOREBOARD, DUGOUT AND IRRIGATION SYSTEM Brian Tichy, President of South Tonka Baseball, reported the association is well into Phase 3 of their development plans of Freeman Park. Tichy indicated that Little League was looking for Park Commission and City Council approval for them to install their scoreboard, dugout, and irrigation system. The Baseball Association had managed to raise the necessary funds needed to install irrigation and merely need City approval. Brown cautioned the Commission to define who would take ownership of the improvements. Years ago, Attorney Keane drew up just such papers delineating who owns the improvements, and more importantly, who is liable for the facilities or improvements. He questioned if these improvements would be deemed as donations to the city or if Little League would maintain ownership and liability. On a final note, Brown reiterated the need to review the park master plans. Chair Arnst maintained that once Little League makes this contribution to the parks, liability will need to be determined. Puzak asked how, after 10 years of Little League working to improve the park and the Commission virtually designating it for baseball, could we now go back and change its use. Brown reiterated that, as it pertains to the City’s goals and objectives, does what Little League proposes fit the master plan. Young asked what Little Leagues timetable was. Tichy indicated they would like to move forward as soon as the snow melts. Young then asked Brown if the process of evaluating the master plan would take long. Brown maintained three points; 1. He encouraged the Commission to spell out the responsibilities and liabilities of what Little League is doing 2. Be sure the irrigation system does not stand in the way of anything proposed on the master plan 3. Be sure all improvements fit into the overall park plans PARK COMMISSION MINUTES – TUESDAY, FEBRUARY 13, 2001 Page 3 of 5 Puzak said he did not see a conflict with those issues. He maintained that Little League has been very responsible maintaining three ball fields in Freeman Park, the concessions, making additional improvements, fencing, grading and resodding. Puzak felt comfortable, as a commissioner, to make a recommendation about the park to Council. Brown pointed out that if the Park Commission took over maintenance issues, they would have to fit it into the budget next year. Dallman reminded the Commission that they do own and maintain irrigation systems on other fields now. Brown made a final point, encouraging the Commission to review the master plan and evaluate the City’s goals before making any recommendations. In the recent past, the Commission has been moving from one capital improvement project to the next. Brown went on to encourage the Commission to get back on track and do the job of overseeing the entire parks system. Liaison Lizée arrived at 8:07 P.M. Chair Arnst asked if the Commission could support the concept, seeing that Little League has the money allocated and installer ready. She asked Brown to have staff draw up an agreement with Little League. Puzak suggested having the Attorney put together a plan or letter of acceptance for a procedural capital improvement for this, and any future, organization. Puzak felt he could support baseball, the installation of an irrigation system, and recommend staff look at the budget for maintenance and repair. Dallman moved to recommend to City Council that City Council approve the installation of the irrigation system on fields one and two, subject to a review and approval of the irrigation plan, drainage plan, and maintenance plan by the engineering department. Furthermore, Little League enters into a legal agreement with the City as to the future ownership and future maintenance of the improvements. Puzak seconded the motion. Motion passed 5/0. 7. CONSIDERATION OF SCHEDULE OF PARK LIAISON TO CITY COUNCIL/ AND PLANNING COMMISSION Commissioner Bix will act as liaison to City Council at their February 26, 2001, meeting. Future liaisons will be chosen at the next meeting. The Commission agreed liaisons would be assigned on an as needed basis to attend Planning Commission Meetings. 8. REVIEW DRAFT AGENDA FOR FEBRUARY 27, 2001 Brown presented the Commission with the Agenda for the February 27, 2001, joint meeting of the Park Commission and City Council and asked for feedback. Bix felt item #6 regarding the introduction of new members was critical. As a new member last year, she believes there needs to be a way to bring new commissioners up to speed sooner. Chair Arnst agreed, maintaining that value could be added to the experience by orienting the Commissioner with the history and jargon of the position in advance. Bix wondered if an open house forum would be possible. Chair Arnst commented on item #3, inquiring if something existed in the master plan that laid out park plans. She questioned if these were subject to review or if everyone had seen the master plans to begin with. Brown indicated the park master plans were simply made up of very dated large blueprint drawings. Young asked if it would be possible to get copies of the park master plans prior to the joint meeting in order to review them. Again, Brown stated that the simple drawings contain no narratives, but that the Park Commission could develop narratives now. He agreed to supply the Commission with the necessary copies. PARK COMMISSION MINUTES – TUESDAY, FEBRUARY 13, 2001 Page 4 of 5 Puzak pointed out that even without a written narrative, periodically the Commission does, in essence, evaluate the master plan while out on park tours. Discussion takes place at each park, which could be easily incorporated in to master plan. Puzak offered three suggestions that tie items #3 and #6 together; First, introduce new commissioners at the time of park tours; next, have new commissioners attend a meeting prior to their taking office as a visitor; and finally, review the master plans annually just prior to or after the park tours. 9. RECOMMENDATION OF CHAIR AND VICE CHAIR FOR 2001 Typically, Puzak noted the positions of Chair and Vice-Chair are appointed by seniority. With this in mind, he asked Young or Bix whether they would consider the positions. Young stated that he felt ill-prepared to take the position and would much rather see Arnst maintain her authority fulfilling the critical link she has forged on many issues. Bix also declined and encouraged Arnst’s steadfastness, but offered her services to the Park Foundation. Dallman moved, Young seconded the recommendation that Pat Arnst stay on as Chair and Dan Puzak take the position as Vice-Chair. Motion passed 5/0. 10 APPOINTMENT OF PARK COMMISSIONER TO THE LAND CONSERVATION . ENVIRONMENT COMMITTEE Chair Arnst reported, that once reaffirmed, Commissioner Berndt expressed interest in continuing as the LCEC liaison. 11. APPOINTMENT OF PARK COMMISSIONER TO THE PARK FOUNDATION Bix offered her services as the Park Foundation liaison. With a background in fundraising, Bix felt confident she could make a positive impact on the Foundation new mission. Dallman also volunteered to continue as the other Park Foundation liaison for another term. Dallman then noted the next Foundation meeting would be February 21, 2001, at 7:30 P.M. Puzak moved, Young seconded appointing Commissioners Bix and Dallman as liaisons to the Park Foundation. Motion passed 5/0. 12. OLD BUSINESS Chair Arnst identified several issues to add or keep on the “to-do” list, one of which, was to put together a cost estimate for lighting on the potential rink at Freeman. Another issue was the status of helping purchase software for MCES to track field usage. Brown said he’s waiting to hear back from Deb Malmsten on this issue. Once in contact with her, Brown hopes to also find out the status of the sports organizations annual spring meeting with MCES. The meeting, which delineates initial field usage and organization numbers. 12. NEW BUSINESS Chair Arnst asked that Commission members be added to the list receiving the monthly meeting calendar. Brown will give everyone’s E-mail addresses to staff. PARK COMMISSION MINUTES – TUESDAY, FEBRUARY 13, 2001 Page 5 of 5 13. ADJOURNMENT Bix moved, Puzak seconded to adjourn. Motion passed 5/0. The meeting adjourned at 8:55 P.M. RESPECTFULLY SUBMITTED, Kristi B. Anderson RECORDING SECRETARY