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072302 PK MIN CITY OF SHOREWOOD FREEMAN PARK EDDY STATION PARK COMMISSION MEETING 25800 STATE HIGHWAY 7 TUESDAY JULY 23, 2002 7:30 P.M. OR IMMEDIATELY FOLLOWING OPEN HOUSE MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:55 P.M. A. Roll Call Present: Chair Arnst, Commissioners Bartlett, Callies, Young, and Meyers; City Engineer Brown; and City Council Liaison Zerby Absent: Commissioner Palesch B. Review Agenda Engineer Brown requested that item #4A, review of the concession stand agreement with South Tonka Baseball, be added to the evening’s agenda. Young moved, Callies seconded, to approve the Agenda as amended. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission Minutes of July 9, 2002 Callies moved, Bartlett seconded, Approving the Park Commission Meeting Minutes of July 9, 2002, as presented. Motion passed 5/0. 3. MATTERS FROM THE FLOOR There were none. 4. SOUTHSHORE COMMUNITY PARK - DISCUSS REQUEST FROM EXCELSIOR COMMUNITY LIBRARY Brown stated that the Excelsior Community Library is requesting the use of the Skate Park on Saturday, October 5 from approximately 1:00 - 3:00 p.m. for a professional skateboard demonstration, as part of the Library’s Teen Read Month. The Library is also requesting that the No Parking along St. Alban’s Bay Road be lifted during the hours of 1-3 p.m. to provide for sufficient parking and that the use of a sound system for the emcee be allowed as part of the one-half hour demonstration. PARK COMMISSION MEETING MINUTES July 23, 2002 Page 2 of 7 Brown indicated that, after consulting the South Lakes Minnetonka Police Department, 4 of the No Parking signs might be bagged, however, concerns with regard to the narrow roadway widths and turn around traffic led staff to suggest shuttle service from a designated parking lot off site be arranged. Callies stated that this was a good use of the park, a good way to raise interest in in-line skating, and good for the library. She supported the proposal and felt that a half-hour limited demo with an emcee would not be a problem on a Saturday afternoon. Meyer asked if the Police could support the event by directing traffic. Chair Arnst asked how many spectators the Library might expect. Ms. Bauer, of the Excelsior Community Library, stated that, in the past Library programs typically attract 10-30 people, however, this event could attract more. Since the “Third Layer”, a recognized skating group, would be putting on the demo with the Library, there could be a good turnout. She indicated that when polled what they’d like to see, teens requested skateboard demos, therefore Ms. Bauer could not gauge the turnout. Meyer asked what would happen if the event got huge. Brown stated that if the event proved to much, the Library would need to provide shuttle service to the Skate Park. Chair Arnst voiced her concern that this could be precedent setting. Similar to a tournament in some people’s perspective, she questioned how they could differentiate this event. Brown stated that the Library could obtain a tournament permit, however, maintained the big question is how many people would come. He noted that if more than 10 cars come, they need shuttle service. Callies asked if the Library could try to require teens to pre-register for the event. Bauer pointed out that teens generally don’t sign up for things. Brown asked if shuttling could be a possibility. Bauer stated that she was unsure until she could speak to the friends of the Library. She agreed it was truly hard to guess how many youth could turn out. Chair Arnst wrestled with encouraging use of the Skate Park and ordinances not allowing P.A. systems in public parks. PARK COMMISSION MEETING MINUTES July 23, 2002 Page 3 of 7 Bauer asked if there were an alternate location to hold the event, since the “Third Layer” indicated they could supply their own equipment. Brown suggested using the City Hall Parking lot for the whole event. Chair Arnst stated that she would like to make this work and asked what the next step would be. Brown felt this was a unique opportunity to reach out to a younger crowd and suggested the Park Commission make a recommendation to the Council. Meyer pointed out that it was too bad Freeman Park would not have its paved parking lot ready by October 5th, in order to hold the event at Freeman. It would make an ideal location. Bauer stated that she would like to go back and get approval. She asked about the parking capacity. Brown indicated that there is parking for 250, 150 if you allow room for set-up, and no traffic issues. Callies moved, Young seconded, recommending staff looks at the City Hall parking lot for the Skate Park and Excelsior Community Library Event. Motion passed 5/0. 5.PARK MANAGEMENT A. Review Draft of Job Description Brown gave a quick preliminary explanation of the contracted Park and Recreation Coordinator position as described on the attached job description. As stated in the description, the position will report to the Park Secretary and Director of Public Works. Brown reminded the Commission that while the description refers to the Park Equity Policy, there is not one in place as of yet. Chair Arnst asked when the Equity Policy would take effect. Brown stated that creating the Equity Policy would be the next item for the Park Commission to put in place by January 1st, 2003. Brown identified the specific responsibilities; Section 1, the Season Signup and Sports Organization Orientation, noting that one of the biggest frustrations has been that no regularly scheduled meeting date has been published so that everyone receives an orientation packet and comes prepared to request their facility use. Chair Arnst questioned Section1D, whether the coordinator would evaluate or monitor for consistency with the Equity Policy. PARK COMMISSION MEETING MINUTES July 23, 2002 Page 4 of 7 Brown stated that they would be evaluating what criteria groups meet to constitute a legitimate organization. Section 2, Brown reminded the Commission that the Coordinator will not be policing the usage but monitoring it. Meyer stated that she had a problem with Section 2D and 2E. She questioned why the Park Secretary needs to be so wrapped up in the position, when the original intent was to take much of the burden off of that person. Brown stated that the calls the City gets changing schedules effect many things. By tightening up the reigns the City hopes to cut down on the effect. While Brown stated they don’t want to burden the Park Secretary with added responsibility, it is a communication issue. This will ensure good communication between the City and the firm or person contracting as coordinator. For instance, Brown noted that recent games cancelled due to rain, were rescheduled tonight, because the Park Secretary was made aware of this, the City was able to schedule a concession stand attendant. Meyer asked if the City would network into the Coordinator’s software to check on changes themselves. Callies questioned why the formality of communication was necessary. Meyer asked where the discussion had gone with regard to the Coordinator scheduling the Concession attendants. Brown stated that staff had discussed the concession scheduling and decided that it would be most direct for the City to maintain direct contact with the rink and concession attendants. Meyer maintained that the Coordinator is the one who would know if changes occur effecting the scheduling of attendants, since sports organizations will contact them. She asked if the Coordinator would then need to call the City if rain delays or other changes needed to be made, and funnel this information through the Park Secretary. Brown confirmed this chain of events. Section 3A, Brown stated that the team roster requirement might change. He pointed out that 3B, hand delivery of paperwork and fees was crucial for timely collection. Brown indicated that Sections 5 B and C, would be continually evolving, as informal monthly evaluations and ideas for improvement were addressed, leading to a more formal year end report. Section 6, Brown felt it would be necessary for the Coordinator to familiarize themselves with PARK COMMISSION MEETING MINUTES July 23, 2002 Page 5 of 7 Shorewood Park facilities. Brown asked for Commissioner comment with regard to the document. Chair Arnst asked if Section 6, which reviews the skills, should make reference to other experience that might be helpful, such as a public relation background. Meyer stated that her expectation would be that the Sports Organizations would contact the coordinator when they are using or not going to use fields in order for us to monitor true field usage. Brown stated that field usage should become evident in the monthly reports. Callies asked if they should add that the Coordinator maintain communication with Sports Organizations as needed. Young felt comfortable with what was presented in the job description and believed staff had the experience coordinating all of these different pieces in the past to know what to include in the job description. Chair Arnst concurred, and asked that a cover memo accompany the job description to City Council outlining the intent of the position, issues it will address, and how to measure its success in three succinct paragraphs. Brown stated that he would be open to feedback about how to further measure success. Callies felt that measuring success was separate and would become apparent after the first year. Young stated that the monthly reports and annual review would monitor success. Chair Arnst stated that, in an effort to sell it to Council, the City Council might want to know how to measure the success even further. Meyer stated that the intent and success would be apparent if the fields are utilized efficiently and not sitting empty when they could be used. Young inquired why there would be a need to sell it to Council at this late date, had not all reservations been addressed. Chair Arnst stated that based upon past meetings and comment from Council it would be beneficial to address any outstanding reservations. Brown maintained that the Coordinator will be able to report if fields are being used sufficiently, not over or under utilized, observe parking issues, and monitor under utilization with scheduling. It would not the intent of staff for this person to be a police officer. PARK COMMISSION MEETING MINUTES July 23, 2002 Page 6 of 7 Chair Arnst agreed that the Coordinator would provide observation and feedback. Callies asked if the Commission is still selling the idea of having someone in this position. Brown stated that the two remaining hurdles include, Council passing the job description and signing off on the dotted line to spend the money to hire someone. Zerby stated that the City Council has encouraged and might like to see an emphasis on community based relationships, perhaps added under user relationships. There may still be opportunities for the Coordinator to deal with MCES, other groups, or communities on certain programs. With regard to coordinating efforts with MCES or school districts, etc., Brown indicated that staff had discussed this element and decided to leave it out. Brown stated that the position will focus on Shorewood, whereas elements may overlap within the community and they would not exist in a “vacuum”, he did not want to confuse the position or applicant. Zerby stated that sports organization use multiple fields and inquired how they would coordinate their scheduling with Minnetonka fields etc., if they have to deal with two parties. Do any communities have experience with this? Brown stated that Chanhassen currently does require sports organizations to deal with them directly, just as Shorewood is proposing, and it is a fact they will need to work with. Chair Arnst pointed out that TUSA currently deals with many communities when it comes to scheduling. They must deal independently with Victoria, Chanhassen, MCES, and Shakopee. Brown stated that Shorewood’s goal is that at the end of the process, everyone goes away equally unhappy. He explained that if the field time were dedicated out equally, everyone would win some and lose some. The Coordinator will need to concentrate on the fields that Shorewood has and how they are allocated, versus the greater realm of what is going on in other communities. Chair Arnst pointed out that Chanhassen requires TUSA to schedule Chanhassen kids on Chanhassen fields first. Zerby stated that great opportunities exist, like the Skate Park demo with the Excelsior Community Library, for community based interfacing. Brown agreed that opportunities exist, and this document may evolve to include aspects of community interfacing, however its focus is clear. Chair Arnst reminded the Commission that, by use of blanket scheduling, there have been up to 4 evenings a week that fields were not being used. The Coordinator would allow Shorewood to be more efficient and take advantage of this by including more people. She indicated that, for instance, Adult Softball did not use the fields 4 nights a week as they were scheduled; whereas the City had PARK COMMISSION MEETING MINUTES July 23, 2002 Page 7 of 7 other groups wanting to use those fields, groups who could have been accommodated and still not excluded adult softball. Chair Arnst asked for the next step. Brown stated that he would write a cover letter as discussed and suggested a motion. Callies moved, Young seconded, to accept the Coordinator’s Job Description as proposed, with the Changes outlined throughout the Minutes. Motion passed 5/0. Meyer asked when the position would be advertised if it was approved. Brown stated advertising would occur after City Council approval of the job description and salary. 5A. SOUTH TONKA BASEBALL CONCESSION STAND AGREEMENT REVIEW Although Brown had neglected to supply each Commissioner with copies of the document, he proposed to send it via email for additional comment or changes and bring it back to the Commission if need be. Callies felt that their questioning a legal document, put together by the City Attorney and knowledgeable staff, was not necessary. Chair Arnst agreed, however, believed Commission feedback was appropriate. Chair Arnst commented that the automatic renewal without review should be reconsidered. She questioned whether staff or the City would want to review the contract regularly. Brown stated that the typical contract renews automatically without changes. It is the responsibility of the parties involved to pull the contract and review it for themselves when necessary. Young felt this provided adequate review. If neither party is pleased they will review the contract before renewal. Zerby pointed out that the City Council only reviews contracts when staff brings them forward. Callies inquired to the ownership, since the STBB built the building. Brown indicated that the original resolution states that the building was donated to Shorewood, as that is City policy. Chair Arnst asked if the City bills them for insurance etc, or if the City has a key now. PARK COMMISSION MEETING MINUTES July 23, 2002 Page 8 of 7 Brown stated that they have obtained a key and, until recently, insurance was not paid by STBB. Chair Arnst questioned item 11, whether the contract should be transferable. She believed the next operators should set up their own concession agreement with the City. Chair Arnst asked Brown to incorporate the changes and email the document out for approval. She hesitated moving forward with any gray area; she felt everything in the agreement should be laid out clearly. Chair Arnst believed that both the Baseball Concession Agreement and Park Management job description would be ready for review by Council at the August 12, 2002 meeting. ADDITIONAL BUSINESS Zerby reported that a new Park Commissioner had been appointed and will be joining the group at an upcoming meeting. Sue Ann Davis, a master gardener, knowledgeable water quality advocate, and business owner, Zerby felt she would make a great addition to the Commission. 6. ADJOURNMENT Meyer moved, Bartlett seconded, adjourning the Park Commission Meeting of July 23, 2002, at 9:02 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi Anderson, Recording Secretary