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081302 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY AUGUST 13, 2002 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Vice Chair Young called the meeting to order at 7:10 P.M. A. Roll Call Present: Commissioners Young, Bartlett, Davis, and Callies; City Engineer Brown; and City Council Liaison Zerby Late Arrivals: Chair Arnst and Commissioner Meyer Absent: Commissioner Palesch B. Introduction of New Park Commissioner Young introduced Commissioner Sue Davis. C. Review Agenda Brown asked to add item 4C, Re-Review of the South Tonka Little League Agreement for Concessions. 2. APPROVAL OF MINUTES A. Park Commission Open House Minutes of July 23, 2002 Callies moved, Bartlett seconded, approving the Park Commission Open House Minutes of July 23, 2002 as presented. Motion passed 4/0. B. Park Commission Meeting Minutes of July 23, 2002 Callies moved, Bartlett seconded, approving the Park Commission Meeting Minutes of July 23, 2002 as submitted. Motion passed 4/0. 3. MATTERS FROM THE FLOOR There were none. Meyer arrived at 7:13 P.M. PARK COMMISSION MEETING MINUTES Tuesday, August 13, 2002 Page 2 of 9 4. REPORTS A. Report on City Council Meetings of July 22, 2002 and August 12, 2002 Zerby indicated that the City Council meeting of July 22, 2002 had been addressed at the last Park Commission meeting. With regard to the meeting of August 12, 2002, Zerby reported that the City Council approved the Excelsior Community Library’s use of the Badger Park tennis courts for their skate board demonstration. Staff assured the Council that no damage would come of its use. Zerby noted that he had thanked the Excelsior Community Library for the opportunity to build this unique partnership. The City Council also approved the scope of services for the Park and Recreation Coordinator position. Zerby continued that the City Council gave further direction with regard to the STLL Concession agreement, and sent it back for Park Commission comments. Revisions include that the City retains the key and examines the contract annually. Bartlett inquired where the skateboard demonstrators would find their equipment if not using the Skate Park. Zerby reported that the 3rd Layer, a well-known skateboarding establishment, would provide their own equipment and sound system for the demonstration. He assured the Commission that staff deemed that the tennis courts would not be damaged. Young questioned whether cosmetic wheel lines or marks would hurt the surface. Zerby maintained that as long as the surface was clean, there should be no damage. B. Report on Tennis Court Net Height Brown reported that tennis court net heights have been adjusted. C. Re-Review of the South Tonka Little League Agreement for Concessions Building at the South end of Freeman Park Brown reported that after incorporating revisions discussed at the July 23rd, 2002, Park Commission Meeting, the draft document was to have been emailed out to Park Commissioners for re-review. It came to Brown’s attention at the August 12, 2002 City Council meeting, that the Park Commissioners had not received the final draft. Therefore, staff requested that the item be continued to the August 26th, 2002 Council Meeting, to provide the Park Commission an opportunity to review the final draft. In addition, the City Council made minor changes to the document at their August 12, 2002 meeting which have been incorporated into the final draft. Chair Arnst arrived at 7:22 P.M. Callies asked if the City would have access to the building. PARK COMMISSION MEETING MINUTES Tuesday, August 13, 2002 Page 3 of 9 Zerby noted that the City would keep a set of keys and provide STLL with a set for their access. Brown added that the current locks would be changed. Chair Arnst stated that the City of Shakopee suggested addressing whether inventory/stock are covered by interior insurance, and requiring that a certificate of insurance be provided to the City. Brown indicated that the inventory would be covered by interior insurance and stated that the certificate of insurance could be an added requirement. Callies wondered whether the City would be listed as the additional insured on STLL insurance or whether it was necessary at all. Meyer asked when the annual review would take place. Brown stated that annual reviews occur in January. Chair Arnst asked if STLL had seen the agreement. Brown stated that STLL had reviewed the document prior to the changes made last night at the City Council meeting and had indicated they would sign it. They would be given another opportunity to review the changes. Zerby stated that the City Council deferred the agreement back to the Park Commission after realizing they had not seen the final document. He maintained that they had not intended to supersede the Park Commission. Davis indicated that she liked the indemnification paragraph added by Callies. Callies moved, Young seconded, approving the Operating Agreement as presented. Motion passed 6/0. 5. CONSIDERATION OF TRAIL ALONG SHOREWOOD LANE Brown explained that during a recent Planning Commission Public Hearing regarding the public safety facility, residents voiced concern about a potential conflict of fire fighters responding to emergency calls, versus children walking to the bus stop located on the northeast quadrant of Shorewood Lane and County Road 19. Originally, Brown reported, the intent was to use the public works drive for emergency vehicles and responders, however, two additional driveways were added. The access off of Shorewood Lane was added to allow entry to the fire facility by returning fire equipment and responders, while the County compromised, allowing emergency vehicles to exit directly on to County Road 19. Brown reported that the residents along Shorewood Lane questioned the potential for a sidewalk to provide kids the opportunity to safely travel and seek refuge. Davis asked if the sidewalk would be intended only for resident’s use along Shorewood Lane or provide a trail connection. Brown stated that currently the sidewalk would serve the cul-de-sac only. PARK COMMISSION MEETING MINUTES Tuesday, August 13, 2002 Page 4 of 9 Meyer asked, with regard to the streetscape plan, where the trail would run along the facility. Brown indicated that the trail would run along the eastern side of the facility and eventually connect to this sidewalk. Chair Arnst questioned who would pay for the sidewalk and stated that she felt that the fire district should pay for it since it would be needed to alleviate a problem created by the station construction in the first place. She believed the sidewalk to be a good addition, if the resident whose property the sidewalk would run along was in support. Brown stated that he would need to investigate the dedicated ROW since the property owner was not present at the public hearing. He added that he would look into a five-foot sidewalk with curb. Young asked why vehicles could only exit and not enter off of County Road 19. Brown indicated that the County had only allowed access out of the facility as a compromise. In an emergency situation, trucks could exit onto the County Road more safely, not risking injury or add to the noise in a residential area. Callies pointed out that going out is an emergency, versus coming in, which is not. Brown added that it is the City’s desire to separate siren traffic from residential traffic. It was assumed by the City all along that there would be access to County Road 19, or the facility would use Public Works, however, they found this was not the case. Zerby explained that the Shorewood Lane access allows the fire trucks to loop through the building. Young moved, Callies seconded, to support the concept of providing a walkway on Shorewood Lane. Chair Arnst suggested staff work with the corner neighbor regarding the right-of-way. She reiterated her desire to see the cost of constructing the sidewalk paid for by the fire district. Brown stated that it will be interesting to see where it all comes out and explained how estimates often times don’t match the final bill. He continued that discussions with regard to funding the facility, warning flashers, sidewalk, etc. are all yet to be determined, however, he felt there was reasonable concern to request sidewalk for the children’s sake. Motion passed 6/0. 6. LAKE LINDEN TRAIL PROJECT A. Feasibility Report While Brown stated that he was disappointed with the product provided by WSB’s feasibility report, the City will require a letter of credit from the developer to ensure the construction of the trail. From an engineering perspective, Brown stated that the trail belongs on the west side of the road due to the east side topography. He believed a 5’ wide trail would suffice and the City would share its information cooperatively with the developer. The costs are documented and Brown stated that the City would continue to work thru the Cub Foods proposal to get the trail developed, but first the developer would need to come to the City with a set of plans. Brown PARK COMMISSION MEETING MINUTES Tuesday, August 13, 2002 Page 5 of 9 pointed out that the trail would be required before the certificate of occupancy was granted. Chair Arnst asked if a 5’ wide trail were adequate. Brown indicated that a 5’ walking trail was allowable, and a standard width. In fact, Brown stated that the Eureka Road trail under construction currently is set at 5’. In addition, the topography and drainage will be a challenge thus 5’ is warranted. Chair Arnst asked if Cub would pay for the full length of the trail. Brown stated that WSB needs to indicate the full length with a cushion. Chair Arnst reminded Brown to include the ballards on the trail walk at the intersection, requested by the public. Brown stated he would ensure they were added. Brown indicated that, typically, the City would send along the feasibility report and the developer would be responsible for coming up with plans and present those to the City Council, Park Commission, and pay for the entire cost. Bartlett asked if there were any price ceiling. Brown stated there were no limits set. Chair Arnst asked Brown to keep the Commission updated and stated that they would await further information from Cub. 7. PARK MANAGEMENT A. Discussion of Concept Equity Policy Brown reported that the City Council requested that the Park and Recreation Coordinator position refer to a scope of services versus a job description since the server will be contracted and an employee of the City. With regard to the Equity Policy, Brown stated that the Commission considers what policy needs to be in place in order to ensure that everyone is treated fairly. Brown asked for Commission comments regarding the Minnetonka policy, which he would use to draft a Shorewood Policy for review. While no specifics came to mind, Young felt it important to stress how everyone is entitled to fair access, with a built-in process for review. Callies asked if the Commission had come to grips with what the inequity truly was. She questioned whether it was clear what the goal of equity has been or should be. Chair Arnst stated that, in the past, blanket scheduling has caused inequity among organizations. By taking control of the park management and scheduling, some of the equity questions will be answered. She stressed the need for a formula to determine how large or small organizations are granted time. PARK COMMISSION MEETING MINUTES Tuesday, August 13, 2002 Page 6 of 9 Meyer stated that she did not like to see the fields sitting empty, knowing other organizations would have liked to use them. Chair Arnst felt that the Coordinator would be better able to schedule more people and organizations in, versus scheduling them out. For instance, Softball organizations have more competition for the fields than were being used. The ratios and formula will help to ensure use. Callies indicated that as a general consideration, the Minnetonka policy was adequate, however she questioned how equity would divide fields among the biggest and smallest. Brown asked the Commission if they had preferences, for example, for Shorewood teams first. He felt the formula was purely a math equation, which could be broken down to so much field time per user. He again, used the analogy that, every organizations will be scheduled and leave equally unhappy. Young stated that he would like to see some concern given to gender issues and equity. Zerby stated that, in his opinion, the Minnetonka policy was not truly an equity policy, but more of a priority. Zerby asked if Shorewood would make preferences to Shorewood teams or South Lakes teams. He added that, from what he had learned, the MCES spring scheduling meeting was virtually kept secret, therefore, scheduling fields ourselves should overcome that. Chair Arnst felt that, since Freeman Park is a regional park, Shorewood needs to think more broadly, while giving first priority to the 5 lakes communities. Brown felt the South Lake Communities made a valid boundary, since MCES had indicated users from all across the metro bombard the City at times. Meyer felt that it would be a numbers game, with baseball a separate issue. Chair Arnst stated that many issues can, and will, be solved ourselves by not allowing baseball to reserve softball fields and not even use them. Brown pointed out to the Commission that year one would be very difficult. Through the learning process, he believed many problems would be solved, including many of the inequity issues. Chair Arnst asked if staff had contacted the statewide parks organization they had joined this year for more information on these policies or there recommendations for these situations. Brown indicated that this was a good suggestion. Meyer asked if the City could examine each sport independently. Chair Arnst stated that adult softball has been declining in popularity, while many other softball organizations fall under that umbrella. Brown asked if the Commission had any further comments on the document from Minnetonka. Young questioned whether MCES had any guidelines it used in its scheduling. PARK COMMISSION MEETING MINUTES Tuesday, August 13, 2002 Page 7 of 9 Chair Arnst reminded the Commission that, not during any discussions with MCES had they ever been able to provide any policy or guideline it used for scheduling, other than basing decisions on what had been done the past years. Callies stated that the Minnetonka document provided a fine scheduling policy, however, did not help with the inequity questions that Shorewood is faced with. Brown encouraged the Park Commission to keep thinking of suggestions, while staff researches further policy and drafts a rough park equity policy. He repeated that determining the policy might be an ongoing and evolving piece of the puzzle. Meyer added that the policy could be affected by the advent of new sports, such as LaCrosse, which could come forward in a few years requesting field time. Callies asked how the Commission should handle new sport requests, as priority or given consideration. Chair Arnst stated that she was optimistic that the Park and Recreation Organization they belong to would be able to provide them with valuable information regarding equity, gender equity, or field rest. 8. 2003 CIP DISCUSSION Brown reported that a check of the balances at the end of July, 2002, indicates that the Park Capital Improvement Fund is at a deficit largely due to the construction of Eddy Station. In fact, the Finance Director report shows the fund “owing”, due to commitments to pay back the service debt on loans from other funds. He continued that the trail fund was depleted as well largely due to the Vine Hill Road and Covington Road Trail Projects. Brown encouraged the Commission to think outside the box and get creative in order to construct and fund any new projects. While the needs of the community need to be in the forefront, other available dollars for trail projects need to be investigated, like State Aid dollars. The Smithtown Road project will be reviewed by the City Council at its next meeting and ROW work will begin. In this case, State Aid dollars could be used to construct a trail there. On a positive note, Brown stated that all of the CIP proposal projects have been completed. Chair Arnst concurred, stating that the Park Commission has met its goals, as well as, works to complete many good household items. In several cases, Chair Arnst indicated that the Commission has been motivated to look elsewhere for funding. Brown stated that the current plans include continuing with the park management strategy, the scope of services has been approved, and parking lot 4. Chair Arnst asked how the City planned to handle the Park Foundation commitment. Since promising $10,000 a year, which has not been delivered, Chair Arnst questioned how the City can continue to add the Park Foundation dollars in the budget, thus creating a $40,000 shortfall. Brown stated that Chair Arnst made a valid point, one that needs to be addressed at the City Council budgeting PARK COMMISSION MEETING MINUTES Tuesday, August 13, 2002 Page 8 of 9 cycle work session. While the attempt was made to get creative when funding Eddy Station, the Park Foundation made a commitment to donate $10,000 a year through fundraising efforts, if that doesn‘t occur, the Park Commission has a deficit. Brown stated that the Park Foundation is a charitable organization, not connected to the City financially, although it has City Council appointees on its board. Brown indicated that staff had discussed how to resolve the problem created by the Park Foundation, and had questioned whether the City would like to continue this relationship. He stated that the commissioners would be hearing more about this as time passes. Chair Arnst asked if the City was spending dollars to supply the Park Foundation with a staff person and why they could not just dissolve the relationship. Meyer questioned how the City could continue to write them in, when they have not as yet donated one cent. Brown maintained that as disheartening as it is to see the dollars, he had never seen a park commission complete all of its items on its 5 year CIP. He felt this was quite an accomplishment. 9. DETERMINE PARK COMMISSION ALTERNATE MEETING FOR SEPTEMBER Meeting will be held Tuesday, September 17, 2002 at 7 P.M. at the South Shore Center. 10. DISCUSSION ON APPOINTMENT FOR PARK FOUNDATION LIAISON Chair Arnst asked why this was necessary based on earlier discussion. There were no volunteers. Young stated that after attending 3-4 meetings, he was very disappointed by the lack of representation and little business discussed. Brown stated that the Park Foundation had asked for a representative. Meyer asked if the Foundation could come make reports at the Park Commission meetings when necessary, in lieu of appointing a representative. Since the representative was a non-voting position, Young felt it unnecessary for the Commission to be there. He believed this to be a good suggestion. 11. NEW BUSINESS Chair Arnst welcomed Commissioner Davis to the group. Callies asked for suggestions for the newsletter article. Chair Arnst suggested that she include a summary of the Open House meeting. Young felt the City should publicize the skate board demo at City Hall and Badger Park in October. Brown agreed and said he would contact Excelsior Community Library for further details. Meyer asked about the status of concession sales. PARK COMMISSION MEETING MINUTES Tuesday, August 13, 2002 Page 9 of 9 Brown stated that the sales were not up to par, since they got a late start, they had bought an additional $1,000 cooler, etc. He indicated that they would consider a treat ticket system, similar to Bennett, for 2003. The concession status will be discussed at the upcoming Council work session. Brown pointed out that the sales began to break even once people started to realize the Concessions were there. Chair Arnst asked if anyone had heard any further from the inspector. Brown said that no further contact had been made. In fact, Brown stated that he would like to challenge the health inspector’s report over the winter since Eddy Station was built for concessions. Meyer stated that she was not satisfied if the City Council might consider giving up on the idea of Concessions at this early date. She felt they had much invested in its success and should give it adequate time to perform. Callies asked if there were an appeal process that the City Attorney could pursue with regard to the inspector’s report. Meyer reiterated that, in her opinion, it was too soon to close the operation. Chair Arnst agreed, stating that most businesses require a three-year start up. 12. ADJOURNMENT Davis moved, Meyer seconded, adjourning the Park Commission Meeting of August 13, 2002, at 8:55 P.M. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi Anderson Recording Secretary