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061003 PK MIN CITY OF SHOREWOOD FREEMAN PARK PARK COMMISSION MEETING EDDY STATION TUESDAY, JUNE 10, 2003 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING A. Roll Call Present: Chair Arnst; Commissioners Young, Meyer, Palesch, Davis, Gilbertson, and late arrival Callies; City Engineer Brown; Technician Bailey; City Council liaison Turgeon Absent: None B. Review Agenda Palesch moved, Davis seconded, Approving the Agenda as submitted. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of May 13, 2003 Meyer moved, Palesch seconded, Approving the Park Commission Meeting Minutes of May 13, 2003, as submitted. Motion passed 6/0. B. Park Commission Work Session Minutes of May 13, 2003 Gilbertson moved, Davis seconded, Approving the Park Commission Work Session Meeting Minutes of May 13, 2003, as presented. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Update on “Car Pooling” parking signs Brown reported that the City Council was hesitant to endorse Car Pooling signs knowing that no enforcement would accompany the requirement. He stated that the Council suggested the Commission design ‘friendly’ signs encouraging car pooling. He asked for input from the Commission with regard to wording, or whether they felt ‘reserved for car pooling’ language would suffice. Since the Council was only lukewarm to the idea to post car pooling signs in the first place, and it might be a waste of time and money to post signs that would not be enforced, Young proposed that the Commission table the idea for consideration next year. Meyer and Palesch concurred. Chair Arnst agreed, acknowledging that signage would take up to six weeks to post this year anyway, after the seasons for most organizations. Instead she suggested Community Recreation Resources email PARK COMMISSION MINUTES TUESDAY, JUNE 10, 2003 PAGE 2 OF 7 the sports organization representatives to remind them to encourage their coaches and parents to car pool when possible. Meyer moved, Davis seconded, to table the ‘Car Pooling’ parking signs for further consideration next year, and encourage car pooling thru Community Recreation Resources. Motion passed 6/0. Meyer suggested the Commission give consideration to ways in which the City could reward people for car pooling. B. Update on Concession Operations Brown reported that the Concession had met $4200 in sales to date, which meant approximately $2,000 in profit so far this year. As it was unknown how the concessions would be met, Brown felt this was quite an accomplishment. He encouraged everyone to volunteer to work the concessions at least once in order to truly understand the appreciation the public has for it. He indicated that the City has received numerous compliments from residents on Eddy station’s concessions. Meyer inquired how the treat tickets were working. Brown indicated that the $1.00 treat tickets have been received well and are consistent to what Bennett Family Park has done, and they eliminate the need to hand out change during the fast paced operations. Charlie Davis, the concessionaire, stepped out of the Concessions to report that sales have been good, averaging $1,000 per week, and that the public has been pleased to see the operation up and running. He noted that Monday and Thursday evenings have been slow for concessions, since adult softball teams tend to play and go elsewhere for refreshments after their games. Young stated that, in his opinion, the concessions presence has proven a worthwhile investment for the city. Chair Arnst indicated that she was pleased to hear of profits, since their only expectation was to break even this year. C. Park Commissioner Seminar Development Progress Chair Arnst reported that she and Commissioner Young met with Jim Gurban, of the Minnesota Park and Recreation Association, and his assistant, this past week to discuss the seminar. She indicated that Grube had spoken to his board, as well as, several other progressive park and recreation associations in other communities, to determine their level of interest in the October 14, 2003 seminar. She was pleased to inform the Commission that many communities, such as, Hutchinson, Victoria, Chanhassen, and Shakopee have expressed an interest in the series. The proposed agenda will include: key note speaker, Greg Ingvalem, a Park Planner who will discuss park trends; a section on ‘best practices’; and a short presentation by Community Recreation Resources, their services, and their partnership with Shorewood. Chair Arnst indicated that the first meeting of the series would be broadbased in content; whereas, after evaluation, the second meeting of the series would be more directed and focused based on discussion PARK COMMISSION MINUTES TUESDAY, JUNE 10, 2003 PAGE 3 OF 7 from the first. She pointed out that the City of Victoria is at the front end of building parks to fit sports organizations needs and have employed a full time park and recreation director, as does Hutchinson, who has been an innovator for tapping community resources for parks. Chair Arnst indicated that she and Young would be meeting with the Mn. Park and Recreation Association in August to finalize the details for the seminar, then the Association would be publishing the invitations and agendas, and compiling binders of ‘best practices’ sample sheets for the attendees. D. Report on Feasibility of Wetland Area in Freeman Park Although the City missed the grant deadline for 2003, Davis reported that they have until November to submit grant applications for 2004. She believed there were many potential opportunities to receive grant funds. Brown concurred, stating that the proposed wetland and water feature would likely be designed around stormwater grant opportunities. After distributing an aerial photo of Freeman Park depicting the topography of the wetland area, Brown stated that he was unsure whether the project would remain a park project or be expanded to incorporate it into a stormwater project, in tandem with trails, which would potentially qualify it for grant programs. He asked the Commission to give thought to what type of interpretive trail system or area they would like to see. Chair Arnst stated that it was great to be a part of the impetus of preserving the wetland area in Freeman Park, even if it becomes a stormwater project in coordination with the trail project. Davis indicated that she would continue to work with Brown investigating grant opportunities and assist the City in writing the proposals. Brown stated that, in order to get the project in the spot light, it would probably take a grant to move it forward in the CIP and create an implementation plan. He noted that staff has been in the process of revamping the CIP, which is often dependent on funding. The Commission’s consensus was to allow Brown and Davis to move forward with the process, investigating grant possibilities, and report back. Gilbertson asked how issues are flagged on the horizon for reconsideration, as they’ve tabled the car pooling signage for reconsideration in February and now asked Brown to report back on the grants. Chair Arnst indicated that she relies on Twila Grout, Park Secretary, as well as her own notes to flag an item. 5. DISCUSSION: A. Repair Costs for Basketball/Tennis Backboard and Surface and Silverwood Park Brown reported that the repair costs for the basketball/tennis backboard and surface for Silverwood Park was estimated at $4800. PARK COMMISSION MINUTES TUESDAY, JUNE 10, 2003 PAGE 4 OF 7 Chair Arnst questioned whether the use warranted such an expense. Both Davis and Brown concurred, stating the half tennis backboard gets little use and were not in total disrepair. Brown felt that, perhaps, the basketball surface might be used more if it were cleaned up. Young indicated that the backboard and surface were very shabby looking and asked what little could be done to improve their condition. Brown suggested the Commission slate the resurfacing project out in the CIP for 2-3 years down the road to evaluate whether they are used adequately, and in the mean time, repaint the backboard and surface lines. Davis pointed out that both Badger and Manor’s tennis courts were in dire need of resurfacing and suggested the Commission focus their efforts on those heavily used courts. Commissioner Callies arrived at 7:30 P.M. B. Parking Lot Design at Freeman Park (South Lot) Although the City must follow thru on the access closure this year to entitle it to the $75,000 promised by MnDOT, Brown presented an alternative to the proposed paving project for the south lot. He indicated that the lot lacks definition, landscaping, etc, and pointed out that the turf area provides for overflow on high volume evenings. While parking on the turf would not be their first preference, Brown stated that it is a good compromise for the lot to keep green space and still provide adequate parking. Chair Arnst asked if the parking would be defined by posts and what the parking would accommodate. Brown stated that there would be 63 spaces available, versus the proposed 70 paved spaces. He indicated that the parking area would be defined by the fields with posts and hoped to work with the Shorewood Ponds association to create berms and landscaping to better define the outer edge. Chair Arnst likened building a 12 lane super highway to accommodate rush hour traffic, to overbuilding parking lots to accommodate occasional parking needs. Brown continued by pointing out that the paved area, now closed off, from the south to the north park area, would likely become an 8’ paved trail which could provide access to emergency vehicles. He indicated that public works hopes to create a half gate which the police and fire could activate to open. Chair Arnst inquired as to the timeline and cost for these changes. Brown stated that the costs would be covered by the money coming from the state for the access closure, which needs to be accomplished this year according to MnDOT. PARK COMMISSION MINUTES TUESDAY, JUNE 10, 2003 PAGE 5 OF 7 Young suggested they consider an 8’ gravel trail from the south to the north to save on expenses, especially since the parking lot is gravel as well. Other than concerns with regard to dust, Callies and Palesch agreed. Davis stated that she’d like to see a price comparison. Brown stated that he would break down the costs and present a plan at an upcoming meeting. C. Cost Analysis of In-House Paving of Freeman Park Outer Trail (North Side) Based on senior residents requests to construct a perimeter trail, Brown stated that the City is considering paving the 5’ trail in house and purchasing a $7,500 trail paver with the City’s of Excelsior and Tonka Bay. Based on ownership of the trail paver, Brown stated that the total costs for the project would be $11,490. He stated that the machine would allow the three communities the ability to construct trails in house, and the trail project for Freeman would be considered an internal park project. He added that, if the City were to contract to have the perimeter trail done, it could not afford to do so. Chair Arnst pointed out that, if the perimeter trail were complete, the entire loop would measure one mile, which would be a nice amenity for exercisers. Callies maintained that this trail, too, could be a gravel path. Brown agreed, pointing out that the savings for a gravel trail would be $8,000. Meyer and Arnst felt the trail would be easier for seniors to negotiate and snow maintenance easier to contend with if the trail were paved. Young moved, Palesch seconded, to endorse an asphalt trail be constructed around the perimeter of Freeman Park. Motion passed 7/0. 6. RECOMMENDATION TO COUNCIL FOR DOG OWNER EDUCATION PLAN ON TRAIL / PARK PROPERTY Brown passed around the proposed pet owner packet which will be sent out to residents applying for pet licenses. Included in the packet would be a mutt mitt, dog bone, and revised pet ordinance brochure. Chair Arnst suggested that the LRT trail signage be posted in the fall to remind pet owners to pick up after their pets. Palesch moved, Davis seconded, to recommend approval of the pet packet project and that signage be posted in the fall along the LRT. Motion passed 7/0. 7. DETERMINE LIAISON FOR JUNE AND JULY CITY COUNCIL MEETINGS Chair Arnst – 6/23/03 Gilbertson – 7/14/03 PARK COMMISSION MINUTES TUESDAY, JUNE 10, 2003 PAGE 6 OF 7 8. NEW BUSINESS Chair Arnst informed the Commission that the skate park ramp height, for insurance purposes, had been adjusted to include ramps up to 48” high. In order to boost usage, she suggested the City poll the kids to find out what additional piece of equipment they would like to add to the park and how the City could redesign it to bolster interest. She encouraged the Commission to give thought to the matter over the next few months. / Gilbertson questioned the potential for the BMXbike group. With regard to the joint Park Foundation and Park Commission meeting originally scheduled for this evening, Chair Arnst indicated that she had cancelled the meeting. Since many commissioners would be late and in light of a memorandum Administrator Dawson had attached to the agenda which changed the focus of the meeting, she felt discussion amongst the Commissioners was necessary before they met with the Foundation. Meyer acknowledged that the original focus, which was to discuss the vision for parks by the Park Commission and Foundation, was greatly enlarged. She asked if the Commission needs to clarify its position to the Park Foundation. Palesch felt the Commission’s position had not changed. Chair Arnst noted that, what had changed in the memorandum, was the Commissions role as ‘partner’ to the Foundation in its fundraising efforts. Callies stated that, while it made sense that the Park Commission should have input into the Foundations efforts, she did not support committing further time to act as liaison to this, that, and the other organization. She asked, as she had done last year, how the by laws which require a Park Commission liaison could be changed. Young stated that, his initial reaction, was that it was not the Park Commission’s role, nor his desire, to be involved in fundraising for parks. He argued that fundraising was not a branch of the Commissioners service to the Park Commission. Chair Arnst asked whether the City Council had made it known that it is their ‘pleasure’ that the Park Commission be a member of the Foundation and a fundraising branch to the administration. She maintained that the Commission serves to the ‘pleasure’ of the City Council, and not to that of the Park Foundation. Turgeon stated that the City Council had not stated this position and pointed out that they discussed the Park Foundation in great detail over the past year. As the Foundation felt they did not have Council support, Mayor Love agreed to be the Park Foundation liaison. Turgeon added that she had relayed the Commission position to the Council. Gilbertson stated that, if the City Council has acknowledged the significance of the Foundation by appointing their own liaison, to him, that shows the importance it has to the Council. Although she could not explain why a Park Commission liaison was necessary, Turgeon stated that the bylaws had been revamped over the past several years. While she recognized that, as volunteers, everyone should be afforded mutual respect, in her opinion, she questioned how volunteers could be forced or mandated to attend another meeting. PARK COMMISSION MINUTES TUESDAY, JUNE 10, 2003 PAGE 7 OF 7 Young stated that he looked forward to meeting face to face to share in a discussion with the Foundation. He believed that, if the Foundation could present a clear direction to the Commission, the Commissioners have stepped up to volunteer for the craft show etc. He reiterated that, it was the Commission’s consensus that they do not wish to become a fundraising entity. Meyer agreed that the Commissioners would be happy to volunteer to help with Foundation events. Chair Arnst asked Brown to inform the Foundation that the Commission looks forward to attending one of their meetings, albeit later than 5 pm. Brown stated that he would ask the Foundation to adjust their meeting schedule. Gilbertson suggested that the Foundation send their own liaison to the Commission meetings when an event or occasion warrants. 9. ADJOURNMENT Palesch moved, Davis seconded, Adjourning the Park Commission Meeting of June 10, 2003, at 9:15 P.M. Motion passed 7/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary