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121002 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL TUESDAY DECEMBER 10, 2002 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:05 P.M. A. Roll Call Present: Chair Arnst, Commissioners Callies, Palesch, Davies, and Young; City Engineer Brown Absent: Commissioners Meyer and Bartlett; City Council Liaison Zerby B. Review Agenda Davis moved, Callies seconded, to approve the Agenda as submitted. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission Minutes of November 12, 2002 Young moved, Palesch seconded, to approve the Minutes of the November 12, 2002 Park Commission Meeting as submitted. Motion passed 5/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meetings of November 12 and 25 Based on previous discussion, Brown questioned whether the need for reports had been omitted from regular Meetings or if the Commission felt they were necessary. Chair Arnst stated that based on discussion from the last meeting, additional reports would not be necessary. B. Update on Planning Progress for Park Coordinator and Communications With Sports Organizations Brown reported that the advertisement would be running in the Sun Sailor this Thursday and the Lakeshore Weekly on December 17. He indicated that the information was being posted on the website at this time. PARK COMMISSION MEETING MINUTES December 10, 2002 Page 2 of 6 Brown noted that staff was in the process of drafting a letter to MCES informing them of the changes and advising them to continue scheduling hockey at this time. He added that the City hopes to fill the Park Coordinator position by January 1st. Chair Arnst inquired whether the date of the sports information meeting was to be the 4th or 5th of February. Brown indicated that he would check to confirm which date had been set-aside for the meeting. C. Report on Plans for Smithtown Road Neighbor Meeting, Per Discussions With WSB Brown reported that Dave Hutton, of WSB, was prepared to present drawings in a preliminary plan format at the neighborhood meeting. He apologized for not having a sample comment card for the Commissioners to preview. Chair Arnst indicated that she had given Brown a sample comment card used in the visioning process, which identifies the top ten citizen concerns and asks residents to rank them and make additional comments. She suggested that similar cards be sent out with the invitations to engage participants ahead of time. Brown noted that it can be difficult to gather a consensus without some sort of ranking, referring to the park survey. Callies asked if the cards would be available to only those who showed up at the Open House or whether they would be given out door to door. Brown believed including them with the invitation would work best. Callies questioned what issues the public could impact at this point. Beyond the 4’ or 8’ trail, Brown stated that the residents could have impact on other areas, such as, curb and gutter, ballards, etc. Chair Arnst asked if the Commission would support comment cards. The Commissioners agreed. She asked when the invitations would be sent out. Brown indicated that the letters to the Smithtown neighbors would go out after the first of the year. Chair Arnst inquired about the Lake Linden Drive status. Brown stated that WSB was nearing completion on a preliminary design addressing the drainage issue which should be available next week. Chair Arnst asked if the next step would be to meet with the neighbors and share the plan. Brown stated that staff would be meeting with Cub Foods Wednesday and, after that, they would PARK COMMISSION MEETING MINUTES December 10, 2002 Page 3 of 6 schedule a neighborhood meeting. Chair Arnst noted that, in addition to the trail, the Cub Foods project would provide the Commission with a large sum in dedicated park fees. 5APPROVAL AND RECOMMENDATION TO CITY COUNCIL ON MASTER PLAN . Chair Arnst asked the Commissioners for their comments on the revised Master Plan. She stated that Koegler’s explanation for including the classification system was provided in the cover letter. Callies noted that it looked as if the changes they had discussed in the previous meeting had been made. Chair Arnst went through the document page by page: CF-2, last paragraph, line 5, was changed to “The City remains open to considering organization- supported improvement of the park, as well as other existing sites.” CF-7, under Facilities include, add warming house with flush toilets. CF-8, paragraph two, remove permanently from the last line. CF-10, removal of bullet point 3 at the top of the page. CF-12, the last bullet point should read, “A designated trail / walkway is not developed”. CF-13, under population served line 3, park hosts, and line four the word annually was added to the end of the sentence. CF-13, under opportunity, language should be added about the potential for investigating the addition of a pond in Freeman Park. CF-14, removal of the football field designation was made. CF-15, reference to the completion of the trail around the improved section of the park that the seniors talked about needs to be made, adding a third bullet to the center section CF-16, reference to the parking study should be made under park scheduling and the study itself should be included as an appendix to the Master Plan. CF-18, under General Recommendations, there should be reference to the management of the scheduling. Brown asked what the Commission’s preferred action would be. He asked, if the revisions could be made with Koegler’s support, whether the document could be moved on to Council for approval next week. The Commission supported this action. Palesch moved, Young seconded, to recommend the approval of the Park Master Plan. Motion passed 5/0. PARK COMMISSION MEETING MINUTES December 10, 2002 Page 4 of 6 6. DISCUSS PARK SURVEY AND DETERMINE IF RESULTS SHOULD BE PUBLISHED IN SHORE REPORT With the Commission’s approval, Brown suggested the park survey results be published in order to bring further visibility to the parks themselves. Callies felt if the results were put into an article format, residents might like to see them. In light of the fact, that the City went to the trouble of performing the study, she felt they should use the results for several articles. Brown concurred, stating that this might be a good opportunity to incorporate all of the other accomplishments the Park Commission has made this year. Although there were a limited number of respondents, Young was pleased by their comments. He felt that, overall, people seemed satisfied with the parks. Chair Arnst felt that articles would provide a means of answering the public’s questions. For example, why there are not drinking fountains, etc... Callies suggested that Chair Arnst take the opportunity to recapitulate the progress made over the past year in an article for the newsletter, adding that the deadline to do so would be Friday. Chair Arnst agreed to put together an article identifying the numerous goals accomplished this year. 7. DETERMINE COUNCIL LIAISON FOR JANUARY Chair Arnst stated that she would cover the January meetings. Young questioned the need for a monthly liaison. He stated that, like the Park Commission, the City Council receives copies of the Minutes from past meetings and therefore, should not need a representative to read to them what is in their packets. Callies agreed it was redundant. Brown stated that, at times, the liaison is beneficial in relaying the sentiment of the Commission to the City Council on certain matters. After working hard to gain credibility over the past six years, Chair Arnst stated that by being accessible to the Council, the Park Commission has been recognized for more than overseeing equipment purchases. As Park Commissioners, Callies asked why they need to be burdened with someone else’s meeting. She stated that, although the tradition in Shorewood is to have a regular liaison, other Cities do not follow suit. Brown indicated that the Park Commission was not the only group to express these sentiments. He suggested that after the first of January, when they create a comprehensive list of goals and priorities PARK COMMISSION MEETING MINUTES December 10, 2002 Page 5 of 6 for the year, one of the items to evaluate with Council should be the requirement of having a liaison. Chair Arnst agreed that the liaison process could be streamlined to quarterly reports or project based. She suggested a brief Work Session with the City Council be scheduled to discuss this and other issues. Brown felt it to be a good idea to schedule joint meetings 1-2 times a year to discuss each other’s goals and objectives. 8. NEW BUSINESS Chair Arnst presented Engineer Brown with a Certificate of Appreciation from the Park Commission acknowledging and thanking him for his outstanding service. Palesch stated that Brown had been an invaluable resource to her, and someone from whom she had learned a great deal. Chair Arnst agreed, acknowledging his patience and clarity. Davis complimented Brown on his level of commitment, dedication, and communication skills. Brown appreciated the acknowledgement and the Commission’s patience in return. He thanked the Commission for their support and recognition of his crew. Young noted the positive comments from the park survey with regard to the City crew. Callies complimented Brown on his ability to manage the public, his employees, as well as the Commissions. With regard to the January 14, 2003 meeting, Chair Arnst asked to schedule a short work session after the Smithtown Road Open House that evening to discuss goals for 2003. Chair Arnst announced that she and Commissioner Young would be reapplying to the Park Commission. 9. ADJOURNMENT Palesch moved, Davis seconded, adjourning the Park Commission Meeting of December 10, 2002, at 7:50 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi Anderson Recording Secretary