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011403 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL TUESDAY, JANUARY 14, 2003 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:39 P.M. A. Roll Call Present: Chair Arnst, Commissioners Young, Davis, Meyer, and Palesch; City Engineer Brown; City Council Liaison Turgeon Absent: Commissioners Bartlett and Callies B. Review Agenda Meyer moved, Palesch seconded, to approve the Agenda as submitted. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission Minutes of December 10, 2002 Meyers moved, Palesch seconded, to approve the Minutes of the December 10, 2002 Park Commission Meeting as submitted. Motion passed 5/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS (follows item #6) 5. APPOINT PARK COMMISSIONER TO PARK COORDINATOR SELECTION COMMITTEE(follows items #6 and #4) 6. SOUTH TONKA LITTLE LEAGUE PROPOSAL Chair Arnst introduced Tim Beduhn, Operations Director of South Tonka Little League (STLL), and John Guy of the Babe Ruth program. Mr. Beduhn thanked the Park Commission for the opportunity to introduce himself as the new STLL liaison and open the lines of communication between the City and STLL. He pointed out that STLL is made up of 450 kids, over a third of which are Shorewood residents, who enjoy Freeman Park and have done much to improve the Park facilities. PARK COMMISSION MEETING MINUTES January 14, 2003 Page 2 of 7 Mr. Beduhn discussed five items. The first of which was the Bleachers and the safety hazard they pose. He proposed that improvements be made to the bleachers on fields 1, 2, and 3, pointing out that the dilapidated condition of the wood bleachers on field 2 was a great concern. The aluminum bleachers on fields 1 and 3 would require risers, double footboards, and chain link fence along the back row and sides. After speaking with Tim Tobin, of Seating and Athletic Facilities company, Beduhn maintained that retrofitting the existing bleachers, and replacing the wooden ones for aluminum, would meet codes at one third the cost of new. Beduhn indicated that, at this time, STLL has set aside $5,500 in grants for the improvements and would provide the labor. He pointed out that the cost of materials only would be $10,650. Brown arrived at 7:43 P.M. Palesch asked if STLL was planning on raising the additional dollars to complete the proposed improvements. Beduhn felt this could be done over the next 2-3 years. The second item, Field Improvements for all three fields, was contingent mostly on donations. Beduhn stated that field 1 was in need of warning track and an electronic scoreboard; Babe Ruth field 2 could use additional netting along the right field line to the dugouts; field three could also use warning track and a better drainage system along the ag lime. Once again, Beduhn pointed out that the labor and material cost would be picked up by STLL. Chair Arnst believed that the approval for the electronic scoreboard for field 1 had already been granted, but suggested they investigate. She asked if the netting would be a year round feature. Mr. Guy indicated that the nets would be left up year round and further suggested they be allowed to dress up the fields with sod and warning track as budget allows within the next 2-3 years. He, too, felt Freeman Park was a useful neighborhood park. Chair Arnst questioned whether ag lime was considered hardcover. Brown stated that a warning track of ag lime would not be a problem for hard cover, however, could cause problems with regard to the sprinkler heads inside the warning track. Beduhn indicated that he was aware of the sprinkler heads and that they would move them in approximately 8 feet. Turgeon arrived at 7:46 P.M. Third, Beduhn requested that STLL be kept in the loop with regard to the Freeman Park Paving Issues. He was concerned when the paving for the parking lot would occur, where cars would park in the interim, and wished the City could delay the project until July. Brown explained that, although the City, too, would rather the project is delayed until the fall, they have little choice in the matter. The project has been postponed three times in the past and the City cannot afford to lose MnDOT funds by delaying it again. Brown indicated that the bid process will take place in February and March, with construction likely beginning in May after road weight restrictions are lifted. He pointed PARK COMMISSION MEETING MINUTES January 14, 2003 Page 3 of 7 out that the parking lot would likely be out of commission for two weeks, with alternatives being parking in the other lots or shuttling people to the fields. Brown empathized with STLL, recognizing the inconvenience this will cause. Beduhn inquired whether parking would be allowed in the senior housing development and wondered how to avoid this. Brown stated that it would be unlikely this would be allowed, and undoubtedly, no parking signs would be posted. Meyers asked whether the City could try to slate around the two weeks of construction once a Park Coordinator is in position. Brown indicated that scheduling would be determined once the Coordinator was on board. Mr. Guy questioned what kind of dollars would be lost or what penalty would be applied if the project were delayed until July. Brown reiterated that if MnDOT were forced to delay the project again, it could cost the City $175,000. Since parking does exist within walking distance, Meyers asked what the concern was for STLL. Beduhn stated that his biggest concern was traffic and safety. While people could walk a ways from the next lot with their equipment, they wouldn’t be pleased and safety would be a concern. He hoped to avoid problems and felt perhaps the correct field allocation could offset the paving work. Chair Arnst asked Brown to keep STLL in the loop and provide them, and other sports organizations, with updates. Brown stated that they could be sent notice of when this goes to Council, when the contractor is slated to start, and a timeline. Chair Arnst asked if STLL could then provide a posting of this information on their website for their parents and coaches. Beduhn encouraged staff to hold off until the middle of July if possible. Young asked whether Brown truly felt the funds for the project would be released from the state due to the situation in St. Paul. Brown indicated that, one advantage to this scenario is that MnDOT views the Highway 7 access closure as a high priority safety issue. While he did not doubt every expenditure was being looked at more thoroughly, he believed these funds were earmarked for this project, but reminded Commissioners there are no guarantees. Item 4, regarding Field Allocation, Beduhn again asked to be kept in the loop and indicated that they had had little information regarding the changes being made to scheduling. PARK COMMISSION MEETING MINUTES January 14, 2003 Page 4 of 7 Meyers stated that everyone would be kept in the loop through the Park Coordinator with regard to field allocation. Chair Arnst indicated that the Park Coordinator would be present at the sports organizations information meeting where field allocation would be addressed. Item 5, Field Dedications, Beduhn inquired about the ability of STLL to dedicate a field or make a nice gesture on behalf of the league in recognition of Steve Jaeger’s recent death and numerous contributions to ball. Brown reported that fields 4 - Keeler Field, 5-Lindstrom Field, and 6- Kelley Field have all been dedicated in such a manner with green signs posted on the fences. While she supported the good intentions, Chair Arnst was hesitant to put up another green sign, which she felt did little to immortalize a person’s accomplishments. She suggested that STLL come up with a proposal, perhaps a plaque, and present it to the Commission. Turgeon suggested that STLL consider the Park Foundation’s Buy-a-Brick program for their dedication. By incorporating a larger brick into the Eddy Station landscape design at Freeman Park, STLL could help the Foundation and commemorate an important individual. Beduhn asked who to use as a contact. Brown encouraged him to use Twila Grout, the Park Secretary, or eventually the Park Coordinator as the point person for Parks. With regard to Field Improvements, item 2, Chair Arnst indicated that she would like to see a timetable and set of plans, which reflect what STLL, is proposing. She asked that STLL supply the Commission with plans and pictures to look at. Beduhn agreed. Chair Arnst continued, stating that she could support bleacher improvements as well, as long as they complied with state standards, and once again asked for pictures. For clarification, Palesch reminded STLL, and asked Chair Arnst whether the proposed park improvements become ownership of the City. She noted that improvements could not be made if STLL limited the use of the fields by others during their off times. Chair Arnst stated that park improvements become property of the City. Beduhn then questioned whether it was the responsibility of STLL to make improvements to the City parks. Chair Arnst explained that, historically, Little League has wanted to make improvements to the parks that have been way beyond what the City could afford; therefore, the City has welcomed Little League’s initiative to make improvements to the parks. She then pointed out to STLL that the Park Commission’s Capital Improvement Fund was depleted, but added they welcome these donations. PARK COMMISSION MEETING MINUTES January 14, 2003 Page 5 of 7 On a final note, Beduhn stated that the allocation process would hopefully favor STLL since they had done so much to improve the fields. Chair Arnst noted that good progress had been made this evening. Palesch complimented Beduhn on his efforts to open the lines of communication. Beduhn presented Chair Arnst with a set of keys to the equipment shed and concession stand. 4. REPORTS A. Park Coordinator Position Brown reported that applications for the Park Coordinator position were due today. He pointed out that the next step would be to form a committee to sort through the proposals and interview the candidates in order to identify a candidate for Council approval. Chair Arnst asked how many proposals the City had received in response to the RFP. Brown indicated that 12 individuals or firms had expressed interest in receiving an application. 5. APPOINT PARK COMMISSIONER TO PARK COORDINATOR SELECTION COMMITTEE Commissioner’s Meyers and Davis volunteered to represent the Park Commission on the Coordinator Selection Committee. Palesch moved, Young seconded to appoint Commissioners Meyers and Davis to be the Park Commission representatives for the Coordinator Selection Committee. Motion passed 5/0. Due to the early meeting date with the sports organizations, Brown pointed out that the timeline for hiring and getting a Park Coordinator up to speed was ruined. For the record, Brown maintained that he would not guarantee a Park Coordinator would be on board by the February 4, 2003 meeting date. If the Park Coordinator were not present at the informational meeting, Young questioned whether it would be wise to change the date. After all of the time and effort devoted to designing the need for in- house scheduling, he wished to see a successful launch of the Park Coordinator. He suggested that if invitations had not been sent out to sports organizations yet they should consider an alternate date. Chair Arnst suggested they could gain a week by moving the meeting to February 11 which would allow the City Council to approve a Coordinator on January 27 or February 10. In order to bring a Park Coordinator on board, familiarize them with the information, parks and staff, and write a packet to be handed out to sports organizations with their input, Brown could not fathom meeting the February 4, 2003 meeting date. Mr. Guy pointed out that their drop dead date for physical scheduling is March 27. He encouraged the Commission to hold an informational meeting prior to that in order to keep the sports organizations abreast PARK COMMISSION MEETING MINUTES January 14, 2003 Page 6 of 7 of the upcoming changes. He maintained that little communication has come from the City as to what will be changing this year now that MCES no longer handles the scheduling. Chair Arnst stated that the City had recently sent out a letter to sports organizations explaining some of the changes to come. Mr. Guy believed the president of the association had received this letter, however, he still felt a process should be followed which could make the sports organizations aware of changes as soon as possible. Palesch asked if STLL wished to attend a February 4 meeting. Indicating his uneasiness, Mr. Guy felt a February 4 informational meeting would be useful just to inform the sports organizations of what was happening at City level. Brown disagreed, stating that holding a meeting just to tell sports organizations that changes are coming would be more unnerving, and not worth while, as most of the information could be supplied via written correspondence. Brown reiterated that in order to make the January 27 City Council meeting, the interviews would need to be completed within one week or the position would be delayed until the February 10 City Council meeting. Brown felt a more realistic date would be February 25. With Brown’s assistance, Chair Arnst added that she would like to create a written piece of communication to send out to the sports organizations to let them know what’s going on at the City level, along with definitions of scheduling versus allocation. Mr. Guy felt a letter would be useful, however, still recommended a meeting. 7. DISCUSSION REGARDING SMITHTOWN ROAD OPEN HOUSE According to Brown, it seemed to him that many of the people who had previously opposed the project, were more favorable to the concept now. Brown stated that the comments he’d received indicated that residents felt their concerns had been heard and addressed. Two people complimented him on a good job and stated the plan had done much to address their needs. Chair Arnst proposed a work session for the next Park Commission meeting scheduled for January 28, in order to set goals for 2003 and review the data collected from the Open House this evening. She asked Brown how staff would present the data. Brown proposed they run a tally of responses to specific questions listed on the questionnaire in a summary format, accompanied by copies of the comment section. Following the work session discussion, Chair Arnst indicated that a formal recommendation could be put to Council based on the Park Commission review. Meyers felt that the Open House went very well and the feedback received would be beneficial. 8. DETERMINE COUNCIL LIAISON FOR FEBRUARY PARK COMMISSION MEETING MINUTES January 14, 2003 Page 7 of 7 Young volunteered for the February liaison assignment, while questioning the need for a report, since the Council receives the Park Commission Minutes in their packets for review. 9. NEW BUSINESS There was no new business. 10. ADJOURNMENT Davis moved, Palesch seconded, adjourning the Park Commission Meeting of January 14, 2003, at 8:53 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi Anderson Recording Secretary