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031202 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, MARCH 12, 2002 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 Meyer, Bartlett, Palesch, and Young; City Engineer Brown and City Council Liaison Lizée Absent: Commissioner Puzak and Callies B. Review Agenda Palesch moved, Meyer seconded, approving the agenda as submitted. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 12, 2002 Meyer moved, Young seconded, approving the Minutes of February 12, 2002 as submitted. Motion passed 5/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting of March 11, 2002 Meeting Lizée had nothing pertinent for Parks to report. 5. DISCUSS LITTLE LEAGUEREQUESTS FOR IMPROVEMENTS Chair Arnst introduced Gordon Lindstrom, stepping in for Brian Tichy, of South Tonka Baseball to share the attached STBB requests for Freeman Park projects 2002. Freeman Park Repairs: (Refer to the attached list for item numbers) In reference to items #1 and #2 STBB will pay for the repairs. Meyer moved, Bartlett seconded, recommending STBB move forward with the replacement chain link fence on top of the backstop for field #1 and the fencing repair near both dugouts of field #3. Motion passed 5/0. REGULAR PARK COMMISSION MEETING March 12, 2002 Page 2 of 6 Improvements for Freeman Park: (Refer to attached Item #‘s) Based on the recommendation of Engineer Brown, items #1 and #6, which extend the chain link height for field #1 and the installation of colored tubing on top of all field fencing, were moved to the Improvements by Permit section of the Project page. As a safety measure, there was no objection to the installation of tubing, however, color was an issue. The Park Commission agreed that no bright colors would be acceptable and that STBB would need to work with staff to find a suitable shade. Items #2 through #5 were discussed next. Item #2, installing a bottom bar along the fence on field one; item #3 installing warning track along the fence on fields #2 and #3 to prevent injury (but using caution to keep clear of sprinkler heads in the track line); item #4 installing seed and straw in the infield foul territory of field two; and item #5 removing the old chain link fence on top of the batting cage and replacing it with netting instead for field three. Palesch moved, Young seconded, that the Park Commission recommends to staff their support for STBB to complete items #1 and #6 with staff approval and CUP. Meyer amended the motion to include that STBB work closely with staff to coordinate items #2 - #5 under Freeman Park Improvements in order for them to go to Council. Palesch seconded the Motion. Motion passed 5/0. Brown recommended that a sketch be provided to staff regarding item #4 of Improvements before any work is done. Meyer moved, Palesch seconded, that item #4 be amended to include a drawing be submitted to staff prior to the work being done. Motion passed 5/0. Chair Arnst made it clear to Mr. Lindstrom that STBB must work with the City Engineer on the Sprinkler head issue in regard to Item #3. Engineer Brown suggested that he and STBB go for a walk to examine the potential placement issues. Chair Arnst then asked whether STBB would accept responsibility for any damage to sprinklers that might occur in regards to the warning track. Mr. Lindstrom indicated that yes STBB would accept responsibility for damage and fix it. He added that STBB would also be willing to join Engineer Brown for a walk of the fields prior to installing the warning track. Freeman Park Improvements by Permit: (Refer to the attached Item #’s) As the discussion moved into the Improvements by Permit section, Chair Arnst pointed out to Mr. Lindstrom that the Park Commission is currently reviewing its Park Master Plans for each Park, which may impact some of the requests made by STBB. She cautioned him that the Commission may be hesitant to make certain improvements to the parks before it has been truly determined what each master plan will look like. Mr. Lindstrom explained item #1, using tarps similar to those used on field #2 for the dugout roofs on field #1. He indicated that they already own the green tarps and would like to use them for weather protection. It was determined that this could potentially require a CUP and staff would need to check with Planning Director Nielsen. Mr. Lindstrom pointed out that item #2, the installation of a new electronic scoreboard on field #1, would be consistent with the one used on field #3. Engineer Brown indicated that a CUP would be required, as well as, REGULAR PARK COMMISSION MEETING March 12, 2002 Page 3 of 6 the installation of a permanent underground wire running to the scoreboard. He voiced his concern over the proposed placement of the scoreboard due to potential issues with adjacent property owners. Chair Arnst felt it necessary to table the item based on the proximity to neighboring properties. She asked staff and STBB to research the property line and clarify its position before any more discussion on this item continues. Item #3, extending the poles and adding the netting on the 1st base side of field #2 would merely require a fencing permit. Item #4, extending the poles on the 3rd base dugout to allow for tarps was tabled due to the previous denial for a variance by the Planning Commission and potential issues with the adjacent property owners. Chair Arnst recommended that this issue be sent to Director Nielsen for review and a written opinion be provided to the Commission and scheduled for discussion on its April agenda. Item #5, which would require a CUP, was tabled. Mr. Lindstrom described the temporary scorer’s booth that exists on field #2 and the role it, and the P.A. system, plays at tournament time. Commissioner Meyer asked if STBB holds a permit for that structure. To which, Mr. Lindstrom replied they do not. Engineer Brown also noted that P.A. Systems in the parks are not allowed. After some discussion, the Park Commission agreed that before any consideration be given to allowing a permanent scorer’s booth, the existing temporary non-permitted structure must be removed. Meyer questioned the need for a permanent scorer’s booth, another structure, used only during tournament time. Brown reiterated to STBB that the Commission would not be receptive to looking at any improvements until the structure that is there without permit is removed, as well as the P.A. system, and STBB follows the appropriate channels to acquire a permit. Mr. Lindstrom, while deferring to Mr. Tichy, believed that the intent was to remove the structure when not in use and store it for tournament time. Chair Arnst affirmed that the existing structure be removed, not stored in the park, and that STBB come back to talk about a permit at that time. Item #6, allowing for seasonal sponsor banners at all fields was tabled. Lindstrom maintained that baseball is expensive and it would be beneficial to offer this opportunity to sponsors. He added that Bennett Park offers this as a way to generate revenue. Referring to a memo from Director Nielsen, Chair Arnst pointed out that not only would a sign permit be required, but also changes to the City Sign Ordinances and six different zoning codes would need to be made. Palesch believed that the City has strong feelings over advertising in their public parks and she could not support such an endeavor. Bartlett agreed. Young, however, stated that he didn’t want to close the door to advertising if an organization would like to pursue it. Palesch moved, Young seconded, to accept item #1 and allow the use of tarps on field #1 with the approval of Planning and the required CUP. Motion passed 5/0. Young moved, Bartlett seconded, that the Commission recommends that the fencing permit for item #3 be granted. Motion passed 5/0. Lindstrom stated that he was unsure whether items #7 and #8, which involved bright orange seasonal outfield fencing and seasonal batting cages, were being pursued by STBB at this time. Chair Arnst pointed out that, having already reviewed Cathcart Park’s Master Plan, the Commission could not support these requests. The Park Commission stated that the park is already at capacity and that they would like to keep it the neighborhood park that it is. With that in mind, the Commission believed that Cathcart Park should remain a little league park for now. Shorewood Funded Improvements were the next projects examined by the Commission. REGULAR PARK COMMISSION MEETING March 12, 2002 Page 4 of 6 Chair Arnst noted that she had already discussed with Brian Tichy the improbability of item #1 occurring. Currently, the City is working to blacktop the parking lot and experiencing mitigation problems with the Watershed, therefore it is unlikely the pathway will be blacktopped any time soon. She stated that the City needs to work out the parking lot issues as its first priority. Brown stated that item #2, grass seed and straw for fields #1 and #2 would be possible. In reference to item #3, the spigot at the concession stand, will not happen according to Engineer Brown. Brown stated that without sanitary sewer, the health department won’t allow it. Lindstrom said that concessions have been bringing in water to make coffee, clean-up, etc. but questioned if any solution was viable. Brown stated that he wished he could solve the problem, but other than installing costly sanitary sewer, it was unlikely. Palesch moved, Young, seconded, recommending the City seed/straw the grass area between field #1 and #2 in August. Motion passed 5/0. It was agreed that a list of outcomes to the evening’s discussions be shared with Brian Tichy, the designated STBB contact, as soon as possible. 6DISCUSS OPTIONS FOR REVIEWING SCHEDULING PLAN FOR 2003 . Chair Arnst recommended that a special work session regarding park management and a scheduling plan for 2003 be set up. It was agreed that March 26, at 7 PM would be the brainstorming session. 7. CONCESSION STAND PROPOSAL Engineer Brown introduced staff person Twila Grout to share the Concession Stand proposal. After much research, Twila has found that running concessions can be quite a profitable endeavor for a City. She stated that after speaking to many Company’s and Cities, she believes the City can run its own operation, hire its own part time employees, purchase the equipment, and obtain copies of team schedules in order to run the Concessions roughly May to October. Brown concurred, stating that having someone else run the concessions poses logistical problems, as well as, less profit to the City. He stated that while Charlie Davis would run the inventory, what‘s needed is for him to put together a mini-business plan. Brown indicated that while some investment up front will be necessary and he needs to talk to the health department about their requirements, the profit margins are amazing. Chair Arnst voiced her support stating that the City will know not only the mechanics of the operation but will realize the profits as well. Palesch stated that she believed if we have the people willing to do it, let’s do it, but perhaps on a smaller scale. Palesch moved, Bartlett seconded, that the Commission recommends to Council that staff moves forward and develop a business plan for Concessions at Eddy Station. Motion passed 5/0. Brown complimented Twila Grout on her initiative to research and make this project happen. Lizée added her support. She stated, as a parent who spends a great deal of time at Freeman Park, it would be nice to have food options available at the Concessions. REGULAR PARK COMMISSION MEETING March 12, 2002 Page 5 of 6 8. PARK MASTER PLANNING A. South Shore Community Park Young stated that he was impressed by how well used the park is and how clean the City is able to keep it. He added that the level of supervision the young folks have pleased him. Chair Arnst was pleased to state that this is one of the most well used parks in Shorewood. Brown reported that the burming and rule signage is not complete. He added that he will contact Ken Dallman and the American Legion to follow-up and check on the sign status. Landscaping will be completed after the signage. Lizée questioned whether fencing along Highway 7 had been proposed. It was determined that while the current emphasis of the park is a Skate Park, there is a large green space for people to picnic in. The population served focuses primarily on youth aged 0 -12 accompanied largely by adults and grandparents. No deficiencies were noted and many were pleased with its services. In regard to recommendations for further action it was mentioned that: Fencing along Highway 7 be examined Burming, landscaping and signage be finalized Well/water service be pursued The green space remain green - as promised to neighbors, no further intensity of usage Keep equipment small for the youth Post the Rules sign ASAP 9. DISCUSS CONCEPT OF SATURDAY PARK TOURS FOR 2002. Chair Arnst gave a history of park tours, maintaining that while the to-do list portion has lost its importance, the need to reexamine the parks as we evaluate the Master Plans has not. Everyone seemed receptive to picking a May or June Saturday date to visit all the Parks at one time. 10. DISCUSS SETTING SECOND MEETING DATE FOR MAY May 29, 2002 at 7:00 P.M. was chosen for a second meeting date in May. It was then agreed by all to move the meeting time for all regular and work sessions to 7:00 P.M., rather than 7:30P.M. 11. NEW BUSINESS Brown reported that the City will be bringing in John Shardlow for a presentation on Saturday, April 27, 2002 from 9 AM- 2 PM at the South Shore Center. Brown asked the Commissioners to arrive a few minutes early at the next meeting in order to take a group photo. 12. ADJOURNMENT Meyer moved, Palesch seconded, adjourning the Regular Park Commission Meeting of March 12, 2002, at 9:52 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson REGULAR PARK COMMISSION MEETING March 12, 2002 Page 6 of 6 RECORDING SECRETARY