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051402 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, MAY 14, 2002 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:01 P.M. A. Roll Call Present: Chair Arnst; Commissioners Meyer, Young, Callies, Bartlett, and Palesch; City Engineer Brown; and Council Liaison Lizée B. Review Agenda Chair Arnst asked to remove item #7 from the Regular Park Commission Agenda and discuss it during a Work Session following the regular meeting. Palesch moved, Meyer seconded, approving the suggested change to the Park Commission Agenda. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Minutes of April 23, 2002 Young moved, Palesch seconded, approving the Regular Park Commission Minutes of April 23, 2002, as submitted. Motion passed 6/0. B. Park Commission Work Session Minutes of April 23, 2002 Palesch moved, Callies seconded, approving the Park Commission Work Session Minutes of April 23, 2002, as presented. Motion passed 6/0. 3. MATTERS FROM THE FLOOR - There were none. 4. REPORTS A. Report on City Council Meeting of May 13, 2002 Liaison Lizée reported that the City Council accepted the business plan for the proposed “Depot” Concessions at Eddy Station. She complimented staff and Engineer Brown on a thorough analysis and well thought out proposal. Palesch asked Brown when the “Depot” would be open for business. Brown stated that with the equipment on order and advertising under way for staff to operate the concessions, he hoped to see it up and running in two to three weeks. Lizée added that the Legacy Foundation made a brief presentation to the Council on their plans for the Commons in Excelsior. Upon which the Council invited the Foundation to give a full-scale presentation to a PARK COMMISSION REGULAR MEETING MINUTES May 14, 2002 Page 2 of 4 combination of the five south shore community Park Commissions. She will keep the Commission abreast of any developments. One item was removed from the Consent Agenda last evening, which entailed MCES providing lifeguard services for the City. Lizée reported that Council and staff felt that MCES should continue to provide the lifeguard services they have in the past. Finally, Lizée relayed that Police Chief Litsey and Fire Chief DuCharme were in attendance and gave a presentation on the status of the joint service facility. B. Update on Park Management Brown reported that he had obtained an opinion from City Attorney Keane that states, because park management services fall under the realm of professional services, it is not necessary to ask for RFP’s. Chair Arnst asked what the next step would be for the City. Brown indicated that two alternatives exist, either, newspaper ads can be placed or the City can pursue a letter of interest they have received. Palesch believed that the most logical, economical, and expedient route would be to move forward with those people who have given a letter of interest. Meyer agreed, stating that she was comfortable moving in that direction. Chair Arnst maintained that the group submitting the letter of interest has displayed both reliability and dependability, is familiar with the City, and the process that has taken place regarding park management, therefore, the City should proceed with them. Callies urged staff and the Commission to start developing a job description in order to meet the self imposed goal of July 1, 2002. Brown indicated that he would proceed in the direction given. C. Update on Parking lot and Road Closure at Freeman Park Brown reported that during the last Public Information Meeting, a neighbor, the Osha’s, who share the access to Highway 7, voiced their objection of late to the access closure. Brown indicated that up until this time, the Osha’s have been kept in the loop regarding the plans for closure, and only now with the impending deadline, have they chosen to oppose it. Brown explained that the state needs to have open buy in from all affected parties and right of ways need to be obtained without objection before they will sign off on the project. With the state deadline fast approaching, Brown pointed out that if MnDOT is hesitant to help negotiate the situation, the City may back off entirely from the closure. Young questioned whether the closure of the access to Freeman could be obtained without disrupting the neighbors access. Brown noted that staff is working on the answer to that. D. Update on Smithtown Road The City has given the go ahead for engineers to perform the survey work for a final design. Brown explained that this is a lengthy process that could take from four to five weeks, at which time, they would then start a lot by lot tally regarding right of ways in order to nail down a final design. 5. MANOR PARK - SHIRLEY RICE MEMORIAL GARDEN PROPOSAL BY SOUTHSHORE GARDENERS Rebecca Fish, of the Southshore Gardeners, offered a proposal for improvements to the Shirley Rice Memorial Garden, an integral part of the City’s Adopt a Garden program. Recently, the Shirley Rice family donated $2,500 for improvements to the garden. Ms. Fish and the Southshore Gardeners suggested this PARK COMMISSION REGULAR MEETING MINUTES May 14, 2002 Page 3 of 4 donation be applied to a small side expansion to the garden in which a garden bench could be purchased and placed. The expansion would include the purchase of a bench, flagstone, and possibly edging. She pointed out that another Shorewood resident has generously offered to donate additional perennials for them to add to the garden, which would limit expenditures. Chair Arnst asked if additional costs were involved. Ms. Fish stated that the work was performed by volunteers, but inquired over a possible bench supplier. Palesch suggested using a local artisan to create a unique bench for the garden, perhaps of carved wood. Fish liked the idea and would suggest it at her garden meeting the next evening. Brown stated that he could supply her with potential commercial bench sources, as well as, the names of potential local artisans. Callies moved, Meyer seconded, that the Park Commission recommends staff work with the gardeners to make the proposal happen. Motion passed 6/0. 6. DISCUSS REQUEST FROM MINNETONKA GIRLS SOFTBALL REGARDING SOFTBALL FIELD CHANGES Jeff Bailey, 19660 Sweetwater Curve, Vice-President of the Minnetonka Girls Softball Association, presented a proposal set forth by the Association which would include the placement of additional bases and pitching rubbers using a receptacle and post system. As Bailey explained, Freeman fields 4, 5, and 6 are mainly set up for adult softball, and what is being proposed is fairly common practice where you might find both adult and youths using the same fields. The modifications will allow for shorter distances for the girls between the pitching rubbers and the bases. The association will incur the costs and Bailey was merely looking for permission to install the systems. Chair Arnst pointed out that by allowing these permanent receptacles, the City will be able to accommodate different forms of the game, which in turn, lends to the Commission’s desire to diversify the fields. She reminded Bailey to work with staff to ensure the proposal complies with City ordinances and reiterated to him that any changes they make become property of the City. Palesch moved, Meyer seconded, accepting the proposal submitted by Minnetonka Girls Softball Association for alterations to the softball fields 4, 5, and 6. Motion passed 6/0. Bailey added one additional comment regarding the Concessions. With a captive audience of over 150 plus girls on the fields on Sunday afternoons, Bailey commented that he is eagerly awaiting the grand opening of the Concessions at Eddy Station. 8. SOUTH TONKA BASEBALL - FREEMAN PARK DUGOUTS Brown provided background regarding the Freeman Park Dugout shelters. As discussed in previous meetings, last year the City granted South Tonka Baseball a conditional use permit to construct dugout shelters in three locations on fields 1 and 2 at Freeman Park. A fourth location, the third base side of field 2, was not approved due to a setback variance issue. At the time, the structures that were built did not conform to the approved plans and were required to be removed. Representatives of South Tonka have now requested approval for seasonal awnings in place of the permanent structures. Brown pointed out that the proposal is relatively simple and displayed a picture of a sample awning. These awnings are seasonal and would only be up during the baseball season, roughly April 1 - October 31. Brown PARK COMMISSION REGULAR MEETING MINUTES May 14, 2002 Page 4 of 4 continued that the earlier concept presented to the Park Commission did not include plans or a picture, thus, the Commission was hesitant to make a recommendation. Since that time, after reviewing plans, the Planning Commission made a recommendation contingent upon review and approval of the Park Commission. Brown indicated that if both Commission’s were in agreement, then the recommendation would be forwarded to the Council for a formal decision on May 28, 2002. Callies questioned the need to attach dates to the recommendation. Tichy indicated that with or without the dates, the awnings would be removed after the season to avoid unneeded wear and tear on the awnings during the winter months. Meyer moved, Palesch seconded, approving the dugout design for fields 1 and 2, four locations including the third baseline of field 2. Motion passed 6/0. 9. REVIEW SIGN PERMIT FOR SKATE PARK Brown reported that there had been a delay in obtaining the design of the Skate Park sign due to health problems on behalf of the contractor. Chair Arnst encouraged Brown to check the language as previously discussed regarding the sign. She also asked if this sign, as well as, the rules signage could be posted forthwith. Brown apologized, indicating that staff is currently under many other deadlines which limit his ability to install these signs in a more timely fashion. Meyer moved, Palesch seconded, approving the sign permit application presented for the Southshore Community Park. Motion passed 6/0. 10. REPORT ON CONCESSION STAND OPERATIONS - Discussed earlier. 11. NEW BUSINESS Callies questioned whether Brown had received the note from Ken Dallman regarding the issue of a freestanding water fountain at Eddy Station, Freeman Park. Brown mentioned that although he had received the e-mail, due to code issues and the costs, nearing $8,500, it is unlikely going to happen. Brown indicated that he will follow-up and obtain firm numbers for its installation. 12. ADJOURNMENT Palesch moved, Callies seconded, adjourning the Regular Park Commission Meeting of May 14, 2002, to Work Session at 7:52 P.M. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi Anderson Recording Secretary