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090903 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL TUESDAY, SEPTEMBER 9, 2003 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING A. Roll Call Present: Chair Arnst; Commissioners Young, Davis, and Callies; City Engineer Brown; Technician Bailey; and City Council liaison Garfunkel Absent: Commissioners Meyer, Palesch, and Gilbertson B. Review Agenda Brown added items 4E, a Park Damage and Vandalism report, and 4F, CIP Report. Chair Arnst renamed item 7 as, a Discussion of Next Steps with Friends of the Southshore Center and Annual Event Davis moved, Young seconded, Approving the Agenda as amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of June 10, 2003 Page 2, line 1 of section 4C, John Gurban was the representative of the Minnesota Park and Recreation Association mentioned in the report. Young moved, Davis seconded, to approve the Minutes of the June 10, 2003, Park Commission Meeting as amended. Motion passed 4/0. B. Park Commission Park Tours Minutes of July 8, 2003 Davis moved, Young seconded, Approving the Park Commission Park Tours Minutes of July 8, 2003, as submitted. Motion passed 4/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on Year-End Concession Stand Brown reported the end of year financial summary results and Daily Cash Totals for the concession stand supplied by Finance Director Burton. He pointed out that the City’s portion of the Concession stand Net Profits of $4,407.28 was approximately $1,101.82, acknowledging that this offset the cost of equipment purchased for the concession operations. He was pleased to point out that the concessions met the City’s goals, which were to break even and provide the public with a good experience. In fact, Brown believed it to be a positive statement that the concession operation was able to offset equipment PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 2 OF 10 expenses its first year. Brown questioned bullet point five of the Financial Recap that indicated the operation yielded a net loss for the year based on the equipment purchases, since the Commission dedicated the cost of the equipment from its budget. Chair Arnst concurred, stating that the Park Commission had set aside $1,200 from the CIP for the purchase of equipment and expenses; therefore, she argued that the concessions operated a positive cash flow. She believed the operations met and exceeded the goal to break even and provide an amenity to the park. Brown explained that, while the Park Commission had recommended the purchase of the equipment and the City Council approved it, accounting semantics reflect the net loss. Brown commended Charlie Davis, the concession operator, and Jeff Bailey, of MGSA, for their efforts in making the concessions a success. He acknowledged Jeff Bailey for his time, commitment, and effort that he and his team of volunteers contributed to the operation of the concessions to provide a ‘good positive experience’ for the kids and families who frequent Freeman. Brown relayed Davis’ feedback that the public seemed to enjoy the service provided by the concessions, as indicated by numerous comments he received during the course of a week. Brown was pleased to report that Davis would continue to run the concession operation during the 2004 season; however, stated that during the weekends someone else might have to step in to assist with concessions. Jeff Bailey, of the Minnetonka Girls Softball Association, stated that the concessions provided an amenity to the park which worked great for everyone this year. Bailey believed that the concessions added to the lively spirit of the sports outing for the entire family and that it gave him and his volunteers a good feeling to provide this service. He commented that, since the equipment costs had now been covered year one, year two should be a win/win situation for the parks. Bailey acknowledged that it would be beneficial to provide the concessions during weekends. Since MGSA uses the fields on Saturday and Sundays, Bailey stated that he could provide Mr. Davis with volunteer support staff to help over weekends if the prep work could be done ahead of time. He indicated that MGSA would be willing to volunteer their services again next year, thanked the Commission for their support, and reiterated that it was a great year. Chair Arnst thanked Bailey for his comments and asked him to inform MGSA parents that the concession stand would continue in 2004 with their support. She suggested that further conversations continue after the first of the year with regard to weekend operations. Garfunkel stated that, as the Council representative, he was pleased to see that the concession operation met, and even perhaps exceeded, the City’s goal of breaking even. B. Report on Scheduling of Sports Organizations and Feedback from the Scheduling Survey Sally Keefe, of Community Rec Resources, summarized the quarterly report for the Park Coordinator Services provided by CRR. She indicated that much time was devoted to on site monitoring of field use and allocations, mostly with regard to Freeman Park. She noted that the staggered schedule seemed to aid with the parking issues at Freeman with traffic flowing continually through the lots, adding that the concessions did not adversely impact the situation during the week. Keefe pointed out that the soccer fields went mostly unused during the weekends and voiced CRR’s concern that sports organizations be held accountable to their assigned start times if parking is to remain a primary focus. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 3 OF 10 Keefe indicated that the Fall/Winter Sports Information Meeting was held May 29, 2003, with 90% retrieval of documentation at that time. The schedules were distributed shortly thereafter, ahead of the promised deadline. Once again, monitoring will continue for fall sports, as well as ongoing communication with sports organization representatives and the City as CRR prepares for the upcoming information meeting in December. Keefe pointed out that CRR is cautious with regard to holding the information meetings well in advance of the season and providing schedules long before user fees and rosters are available. In an effort to evaluate the field scheduling process, CRR’s services, and the Shorewood facilities, Keefe reported that CRR developed and distributed a survey to the spring sports organization representatives. She indicated that five of the six surveys were returned and acknowledged that most of the sports organizations found the information meeting to be a valuable resource; however, one organization suggested that more discussion occur between the City/CRR and the sports representatives of how field scheduling should be handled, rather than it dictated to the sports organizations with a ‘heavy hand’. Keefe stated that, while overall the level of satisfaction with the parking situation at Freeman varied from somewhat improved to worse for others, these comments seemed contrary to the numerous observations made by CRR firsthand. Keefe pointed out that this could also be accredited to the fact that the sports organizations chose to initiate their own start times based on their assigned blocks rather than strictly adhering to the CRR assigned start time. Numerous suggestions accompanied the survey results including, the use of ‘center car here’ signs at Freeman, allowing cars to park on the grassy overflow areas of the park, and review of the user fee scale itself to reflect a per time period fee versus a per user fee. While none of the sports organizations indicated that they had accessed the City website for weather related information, Keefe stated that there were few opportunities in which weather was a threat to field use. Keefe indicated that ongoing communication with the sports organizations will continue, as well as with the City. As a result of the survey findings and experience gleaned from year one, Keefe pointed out that CRR would be meeting with Engineer Brown to discuss a list of end of the year improvements which might be incorporated into the Park Coordinator position for 2004 sometime in October. Chair Arnst asked if CRR would continue in its capacity as the Park Coordinator Service for the City of Shorewood in 2004. Keefe indicated that it would be CRR’s pleasure to continue in its role as the Park Coordinator Service for the City of Shorewood and is looking forward to the ongoing evolution of the position. Callies asked if holding the spring sports information meeting in December would make document retrieval that much more difficult later in the spring. Kristi Anderson, of CRR, noted that, while this is a concern, CRR could use an estimate to base its schedules on for the upcoming season upon that could be adjusted once rosters are complete. Anderson explained that the sports organizations had requested that a meeting be held earlier in order to allow them adequate time to schedule their teams and fill their rosters. Many had indicated that the meeting was held too late this past year, as the Park Coordinator position was not filled. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 4 OF 10 Bailey interjected that the late meeting hurt sports organizations that need time to plan, review their rosters, and work with other communities to schedule activities. He noted that the size of organizations does not vary greatly from one year to the next and that an estimate would suffice to base the initial schedules on. Chair Arnst asked if the different start times posted by the sports organizations posed a problem for parking. Keefe acknowledged that this could be an issue if it were not monitored. She indicated that the sports organizations need to be held accountable for their start times to ensure that they do not negatively impact parking. She stated that CRR will relay to the representatives the importance of providing accurate start times on their CRR Data Sheet, say 5pm – dark as preferred time slots, if they are not seriously going to begin at 5pm. Keefe reiterated that the next information meeting would be an ‘information sharing’ meeting between the sports organization representatives, CRR, and the City. Young asked why soccer was not using the weekend time slots they requested and what impact that has on the schedules. Anderson indicated that CRR would be meeting with TUSA representatives this fall to discuss their use and other ideas. She stated that the lack of scheduled use impacts other organizations, for instance, if Lacrosse requests use of the fields on the weekend, and the fields are scheduled for soccer but not being used, this organization could be plugged into those time slots. C. Park Commissioner Seminar Development Progress Chair Arnst reported that John Gurban, of the Minnesota Park and Recreation Association, has promised that the invitations are being developed and would be going out to numerous communities, such as, Chanhassen, Shakopee, Excelsior, Deephaven, Hutchinson, and Victoria. She reminded the Commission that the Seminar was slated for October 14, 7:00 P.M. at the Southshore Senior Center and would be featuring key note speaker Greg Ingram. D. Report on Feasibility of Wetland Area in Freeman Park While little new information has been obtained to date, Brown reported that Technician Bailey would be seeking out grant information to share with the Commission. Davis stated that she would be attending the Arboretum’s Stormwater Management Conference on October 1-2, 2003, and would report back to the Commission. E. Park Damage and Vandalism Brown reported that over the past weekend Badger and Freeman Parks were the subject of vandalism. He passed around a photo of the kiddy slide at Badger that had been set on fire early Sunday morning PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 5 OF 10 and stated that the batting cages and tarps at Freeman fields 1 and 3 had been cut down and torn up. He added that the porta potty at Freeman had been tipped and a porta potty in Deephaven set on fire. Chair Arnst asked if insurance would cover the losses. Brown stated that the City would be turning in a claim, since the $1,0000-2,000 slide exceeds the $500 deductible. F. CIP Update Brown reported that the City Council approved the CIP at their meeting the previous night. He reviewed the Park and Recreation project summary which included an expenditure of $12,000 for the Freeman Park Walkway or trail around the north end of Freeman park, a $10,000 equipment upgrade purchase and landscaping expense for the Skate Park, and an annual $10,000 park improvement expense offset by Park Foundation donations. Young questioned when the Park Commission committed to spending $8,000-10,000 at the Skate Park. Brown stated that the skate park improvements were discussed during the July park tour, and due to time constraints and no Commission meetings to get the proposed budget approved, Brown took the recommendation from the Park Commission during the tour. Since many park improvements were discussed, such as several at Silverwood Park, Young asked why the skate park improvements were approved for the CIP. He indicated that he would not have approved an $8,000 expenditure on one park, when the Commission’s entire budget was a mere $26,000. Chair Arnst stated that the Skate Park equipment expense represents a place holder in the CIP. Since the CIP is a planning document, the Park Commission does not necessarily have to spend the money on the Skate Park if it chooses not to. In addition, she explained that the Silverwood Park improvements, a new backboard and surface, would be paid for out of the general fund. Brown concurred, stating that the CIP is a planning tool used by the Commission to predict expenses. Although Shorewood has noted a decline in activity or use of the Skate Park in recent months, Todd Hoffman, of Chanhassen, maintains the opposite is true. Young asked if Brown had met with Tim Hughes, their Skate Park ‘consultant’, about his recommendations. Brown stated that he had a scheduled meeting with Hughes who did not show up; therefore, he would need to reschedule their conversation for another time. As Commissioner Callies had to leave at 8:00 P.M., the Commission discussed item #6, the Access Closure, prior to #5, the Park Tour. 5. REVIEW DRAFT PLANS FOR FREEMAN PARK ACCESS CLOSURE AND SOUTH PARKING LOT IMPROVEMENTS PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 6 OF 10 Brown explained that while the original plan for the Freeman Access Closure involved the installation of curb and gutter and paving the south parking lot at Freeman Park, the City Council directed staff to revise the plan to a design that was less expensive. Brown reported that WSB and Associates made the revisions, based upon staff recommendations, which include, lengthening the parking lot to 125’, squaring it off, and regrading it to better define the edges of the lot. The draft plans also reflect the addition of a berm and trees along the south end of the park, to further identify the closure of the access to T.H. 7. Brown stated that a 10’ wide bituminous path would be placed east of field 2, to serve as a pedestrian path and emergency vehicle entrance. Finally, Brown pointed out that concrete ‘wheel stops’ would be placed within the confines of the lot in lieu of ‘center car here’ signs and posts which only seemed to add to the visual atrocity of the park. Young questioned why the MnDOT access closure settlement would not cover the entire expense of laying bituminous across the parking lot. Brown indicated that the original MnDOT offer of $20,000 was renegotiated up to $70,000, which was still far less than the $170,000 cost for blacktopping the entire surface and other expenses. He noted that the City has the choice to do nothing and MnDOT will close the access or take the compensation package and close the access. Chair Arnst asked if the City granted the neighbors, the Oshas, an easement for their driveway access off park property. Brown stated that the City would give the neighbors an easement, adding that this plan seemed to have the least impact on them. He indicated that the City does not have an issue with the neighbors that would stop them from following through on the closure. Chair Arnst asked if the City held an accurate survey of the two properties. She also questioned how many additional spots the City would be gaining. Brown indicated that the City had a good survey and that the exact number of parking spots was unknown; however, he would get this information from WSB. Callies questioned how the Osha’s driveway would be impacted by the access closure to the park. Brown stated that, while the turn lane would be removed and striped, people would likely mistake the driveway as access until they learn the closure has occurred. He noted that signage could also be used to direct traffic to the other entrance. Chair Arnst suggested that CRR use their contacts at the sports organizations to relay the closure information to families using the park. Callies moved, Davis seconded, to approve the draft plans for the Freeman Park Access Closure and South Parking Lot Improvements and award a contract for the project. Motion passed 4/0. Callies left at 8:05 P.M. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 7 OF 10 G. CIP Update Continued Chair Arnst asked why $10,000 was slated for annual Park Improvements based on the Park Foundation commitment, since it is unknown whether the Park Foundation will meet this commitment each year. Garfunkel believed the $10,000 was not a reflection of the Foundation commitment but something to be drawn from and reimbursed to the General Fund each year. Brown indicated that the expense for improvements was a matter of semantics, for example if the Park Foundation meets its commitment each year, the General Fund would be reimbursed. On the other hand, if the Foundation fails to meet the commitment, the Park Commission would not be accountable for the money. Brown explained that, once again, the CIP is a tool based on the assumption that the Foundation will fulfill its commitment. Chair Arnst suggested the Commission be conservative in spending the $10,000 for park improvement projects. Young questioned whether the Freeman trail would be completed this year, since many seniors had made this request and the parks are deficient in serving this population. Brown stated that, while he would like to construct the trail this year, it has been budgeted for 2004 since so many large projects are in under construction this year. 6. REVIEW PARK TOURS OF JULY 8 As several Commissioners were absent this evening, Chair Arnst suggested the Park Tours evaluation form be used for future planning purposes and be placed with the CIP/master plan discussions for next year. With regard to the horseshoe pit article given to the Commission by Park Secretary Grout, Young suggested the Commission ask other Commissions for their feedback at the upcoming seminar. In addition, Brown suggested that discussion with regard to the horseshoe pits be postponed until the senior discussion is rescheduled. 7. DISCUSSION OF NEXT STEPS WITH FRIENDS OF THE SOUTHSHORE CENTER AND ANNUAL EVENT Following up the Park Commissions goal setting session for Badger Park, Chair Arnst reported that she and Young had met with the Friends of the Southshore Center in August to share the idea of a fundraising event for the senior center that could promote the park and be held in connection with the PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 8 OF 10 Park Commission. Although the seniors were excited about the idea, after sending an email to the Commissioners about the meeting, some of the comments Chair Arnst received back persuaded her to postpone the meeting scheduled with the seniors this evening. Chair Arnst indicated that she postponed the meeting in order to determine whether there was the full Commissions commitment to move forward with this event. While she felt this could be a great endeavor, she acknowledged that it would also be a huge commitment, one that she was reluctant to make with the mere support of 2-3 people. Chair Arnst stated that she would place this item on the next Park Commission agenda and hoped that the Commissioners would be prepared to have a ‘heart to heart’ to determine the level of support the Commission has before stepping into this type of commitment. 8. DISCUSSION REGARDING LAKE LINDEN DRIVE TRAIL PROJECT Brown gave a brief history regarding the Lake Linden Drive Trail Project development progress noting that as part of the development agreement, the City was to obtain easements for the project after receiving the design plans from the developer. Based on the Feasibility Report, supplied by WSB, two easements were required to complete the project proposed. During negotiations, the Kennedy’s requested that the trail be constructed in the public right-of-way (ROW), thus leaving the Schmidt property at 6030 Lake Linden Drive as the final easement. After numerous meetings with Mr. Schmidt and informal agreements, Mr. Schmidt’s attorney forwarded a document to the City of Shorewood indicating that the City was not to proceed with the process or trespass on Mr. Schmidt’s property. Since the document from Mr. Schmidt was received late in the process, Brown explained that staff directed the developer’s contractor to proceed with the trail construction staying away from the portion of the area in front of Mr. Schmidt’s property until such time that an easement agreement could be reached. Brown pointed out that, currently, construction is proceeding on either side of Mr. Schmidt’s property and that a 100’ gap or section of Mr. Schmidt’s property would not be finished at this time. Chair Arnst asked what the neighbor’s reactions have been to the gap. Brown stated that the neighbors have shrugged it off and at one point when one of the neighbors asked why the trail was being put in anyway, one of the others stated that it was being constructed because they asked for it for the safety of their kids. Chair Arnst asked whether the ongoing construction of putting the trail in the ROW has helped or hurt negotiation with Mr. Schmidt. Brown indicated that he believed the construction on either side would help by giving Mr. Schmidt a clearer picture that the trail easement was not going to cover a vast length of his property. Since the plat is dated, Brown noted that it has been difficult for the surveyors to clarify the ROW, and once Mr. Schmidt sees where the trail is running Brown believed he would be more inclined to go along with it. Chair Arnst inquired whether the trail would be extended south from the Cub parking lot to Highway 41. Brown stated that, as part of the Highway 7 and 41 development projects, the City included a north/south bituminous trail that would eventually connect to the Chanhassen trail. He asked for Commission comment regarding the trail section south from the parking lot noting that it made sense to construct the trail and that he would need to contact the state about easements. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 9 OF 10 Young asked where a biker or walker might go if this gap were not filled in and connected. While considerable discussion has taken place to resolve this question, Brown stated that they don’t wish to lead people into a culvert, and would likely need to install bollards. Young maintained that people would likely ‘connect the dots’ and walk along Mr. Schmidt’s property anyway. He indicated that the City could post a sign cautioning the public of the trail interruption ahead; however, acknowledged that it would be a public safety concern that should be covered by trail. 9. BREAK DOWN COSTS FOR TRAIL AT FREEMAN FROM SOUTH TO THE NORTH END (GRAVEL / PAVED) Engineer Brown deferred discussion until the November Park Commission Meeting. 10. REVIEW TOURNAMENT POLICY Brown reported that it had been five years since the Tournament application had been reviewed and that it was time to reconsider the fee structure, as well as, adding a cancellation policy. Chair Arnst explained that the review was prompted by the fact that TUSA had reserved the Freeman Park facilities for their summer blast tournament, only to cancel those reservations at the last minute after the City had bought supplies for the event. Chair Arnst pointed out that other significant costs have increased, as well as, the need to consider residency versus non-residency. Young asked that discussion of this policy be deferred until staff could supply the Commission with additional information of how this document has served the City to date and what changes staff would recommend based on past experience. Chair Arnst asked if the facility reservation required a deposit. Brown indicated that the paperwork had been turned in prior to their pulling out of the reservation; however, no cancellation policy exists at this time. He agreed that staff could go through the document and make recommendations for discussion at an upcoming meeting. While tournaments only occur 3-4 times a year, Brown stated that it is important for public works to ensure adequate supplies, trash receptacles, and porta-potties are on the premises. Keefe interjected that both MGSA and TUSA had made reservations for tournaments this year. She pointed out that there should be a cancellation policy attached to the document, as well as, an approval process. While the application requires a 60 day notice, Keefe maintained that there is no sense of urgency to uphold that requirement and questioned whether it is necessary. Chair Arnst suggested this be put on the December sports information meeting agenda. 11. DETERMINE DATE FOR THE NOVEMBER PARK COMMISSION MEETING PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 10 OF 10 Wednesday, November 12, 2003, was the chosen meeting night. 12. DETERMINE LIAISON FOR SEPTEMBER AND OCTOBER CITY COUNCIL MEETINGS As several Commissioners were absent, liaisons were not assigned for September and October. 13. NEW BUSINESS Brown reported that the pine trees at the Shirley Rice Memorial Garden had been pruned. Brown passed around two laminated signs reminding people to pick up their dog waste along the trails for Commissioner comment. Chair Arnst suggested the signs be alternated along the trail. 14. ADJOURNMENT The Park Commission adjourned their meeting at 9:00 P.M. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary