Loading...
111203 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL WEDNESDAY, NOVEMBER 12, 2003 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING A. Roll Call Present: Chair Arnst, Commissioners Young, Meyer, Davis, Callies, and Gilbertson; City Engineer Brown B. Review Agenda Items 8A, discussion of the Park Foundation Newsletter submission, and Item 8B, Resignation of Commissioner Palesch, were added to the agenda. Davis moved, Callies seconded, Approving the Agenda as amended. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of September 9, 2003 Meyer moved, Gilbertson seconded, to approve the Minutes of September 9, 2003, as submitted. Motion passed 6/0. B. Joint Park Commission and Park Foundation Meeting Minutes of September 11, 2003 Callies moved, Gilbertson seconded, approving the Minutes of the September 11, 2003, Joint Park Commission and Park Foundation meeting as presented. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on Feasibility of Wetland Area in Freeman Park Davis distributed a map and photos of the proposed wetland area in Freeman Park. She reviewed the planning and execution wish list, which included a landscape wish list, partnership pool, timeline and action calendar. Davis stated that two things are yet to be determined, including the potential to videotape the progress for cable access, as has been done in Scott County, and ongoing investigation of grant and funding avenues. She mentioned that Technician Bailey was making excellent progress investigating funding avenues in house. Davis indicated that the wish list would also include ponding, educational, and planting elements. Brown pointed out that by pursuing ponding for the wetland project, the Commission opens other funding opportunities to pursue with the DNR and MCWD, etc. Callies questioned why the city would choose to videotape the process. PARK COMMISSION MINUTES WEDNESDAY, NOVEMBER 12, 2003 PAGE 2 OF 8 Davis stated that it provides good cable access programming and tapes can be sold to other cities undertaking similar endeavors as instructional videos. She noted that Shorewood has very limited local cable access programming, unlike other communities who have done far more to develop this. Callies inquired why the timeline extended all the way out to 2005. She asked how large the site would be when complete. Davis stated that, typically, reparation of the banks and removing the buckthorn is done over the winter months. Brown noted that the entire wooded area constitutes 10 acres, while the wetland project would consist of approximately 1 ½ - 2 acres. He also pointed out that, in order to obtain all the funding possible, set up the educational components of the project, and construct a water amenity that attracts wildlife, this is a long process that will likely take until 2005. Callies suggested a specific timeline be laid out that breaks down the deadlines to focus on for each aspect of the project. She asked if the Commission could be more proactive with staff to pursue funding and move more rapidly. Brown and Davis acknowledged that the extent of the repairs will determine the timeline. Brown pointed out that once the repairs are worked out, the engineering staff could present a theme for where the wetland is headed to the Commission, make revisions, and layout a preliminary plan with an established timeline. He added that some of the grants have time restraints. Although the Commission could go to the City Council to request an appropriation of funds, he cautioned against this move since the Council is under tight financial restraints trying to complete the Gideon Glen project. Chair Arnst noted that the video could also fulfill components of the educational requirements for grant applications. She asked if the Commission could dip into its CIP funds to begin the process. Brown stated that this would not be an option, since most of the preliminary work can be done in house. Callies asked how the Commission could take more ownership of the project to move it forward as a Commission priority. Brown stated that the initial work requires engineering attention and technical expertise which would be performed in house. He suggested the Commission consider researching the video and educational components of the project by contacting instructors and school personnel. He stated that, oftentimes, by simply talking to folks about their own wish lists for a wetland, water feature, and ponding for the area, additional funding opportunities arise. Since Shorewood Ponds residents might be sensitive to tree removal in the area, Brown suggested that little be brought up for discussion until a plan is actually in place. Callies concurred, stating that it sounded much like the buy a brick program before any plan is in place. She agreed that the Commission should wait to pursue these avenues until a concept plan is developed to share. PARK COMMISSION MINUTES WEDNESDAY, NOVEMBER 12, 2003 PAGE 3 OF 8 Chair Arnst asked what the first concept date might be. Brown stated that he would like to present the Commission with Concept plan 1, of many plans, in December. Davis indicated that she would begin to pursue the videotape angle of the project. B. Update on Lake Linden Drive Trail Project Brown reported that sod was laid for the portion of the trail that is in. He explained that the City Council approved the process for eminent domain to begin on the missing link of Mr. Schmidt’s property that will finally lead to a condemnation process if the matter is not settled in the interim. He mentioned that the duplexes on the Schmidt property have since gone on the market and any closing might be delayed by the eminent domain process. In addition, Brown suggested the logical trail progression is to link to the Chanhassen trail across trunk Highway 41. Chair Arnst agreed that the trail progression should lead to the highway access rather than dumping pedestrians into the street. Gilbertson asked what the projected cost might be. Although the trail fund is virtually empty, Brown stated that Council could be asked for an appropriation of $15,000-20,000 to complete the trail. C. Park Commission Seminar of October 14, 2003 ? Define Next Steps Chair Arnst stated that she would be contacting the Mn. Recreation and Park Association in anticipation of a follow-up meeting. She asked for Commissioner feedback on the first seminar. Young stated that he would like to express his gratitude to the Association for its commitment and work putting the initial seminar together. Chair Arnst mentioned that the initial feedback she’d received was that many felt there wasn’t enough time devoted to sharing and promoting a dialogue between the communities. Davis agreed, stating she’d like to have heard more about others issues and solutions. Chair Arnst noted that now that the initial big picture has been presented, the next seminar could focus on key issues faced within cities. She would also like to invite additional cities facing the same critical issues that face the City of Shorewood. Gilbertson stated that one solution that came to mind to him was using the internet to their advantage to contact kids and citizens about upcoming events in the community. Brown asked if the Commission were satisfied with the execution provided by the Mn. Rec and Park Assoc. PARK COMMISSION MINUTES WEDNESDAY, NOVEMBER 12, 2003 PAGE 4 OF 8 Although Gurban did a fine job presenting, Chair Arnst commented that she would have liked more time for dialogue between the communities and less from the MRPA. Chair Arnst indicated that she would contact the Association and urge them to follow-up with the participants to obtain their feedback. Brown asked what the timeline for meeting two might be. Chair Arnst suggested a February date, or sometime over the winter months. Young urged the Commission to create a challenging agenda, and then determine a date from there. D. Update on Freeman Park ? Parking Lot and Closure ? Trail Paving Brown presented a short slide show with pictures of the grading work, blacktopped trail, and access closure. He explained that the hydro seeding had been completed and work was coming to an end. Chair Arnst asked if no parking signs or speed limit signs would be posted in Shorewood Ponds on Park Lane. Brown stated that he would post speed limit signs and would prefer to hold off on posting no parking signs until, and if, it seems to be a problem. Brown pointed out that the anti-graffiti coating took a beating over the summer months and Davis, of Public Works, has sanded down the surface of Eddy Station in anticipation of a new coat in the spring. While the siding needs to season before being sealed, Brown noted that it will be unprotected until spring. 5. REVIEW TOURNAMENT POLICY A. Discuss Changes and Recommend Changes in Policy and Fees to City Council Brown asked for the Commissions comments and feedback regarding the proposed tournament application. Davis suggested that the fees be due at the time of application, not approval. Gilbertson believed that it should be noted that checks would be returned if not approved. In addition, Chair Arnst suggested they add a notation that, if approved, the checks would be cashed and become non-refundable. She asked if $125 was adequate. Brown indicated that the $125 security deposit was just enough to be a deterrent. Callies suggested that the damage deposit be separated from the tournament fees, and questioned whether 60 days notice was necessary. PARK COMMISSION MINUTES WEDNESDAY, NOVEMBER 12, 2003 PAGE 5 OF 8 Brown stated that, after meeting with CRR, it was determined that if a large tournament was proposed and shuttle service necessary, a longer timeline was necessary. In addition, Brown suggested the Commission give thought to providing two options to applicants. The city could provide the applicants of option one with contractors for directing traffic. Furthermore, a sliding scale with additional resources for option 2 could be provided which directs applicants where to obtain shuttle service for larger tournaments. He indicated that agreements could be set up with contractors by the City for various levels of use. Gilbertson suggested that CRR provide assistance with this process of setting up contracted services. Young moved, Davis seconded, to approve the revised Tournament Application as submitted. Motion passed 6/0. 6.DISCUSSION OF NEXT STEPS WITH FRIENDS OF THE SOUTHSHORE CENTER AND ANNUAL EVENT A. Review and Discuss Level of Park Commission Commitment Chair Arnst reported that she and Young had met in August with the Friends of the Southshore Center in an effort to develop a community event that promotes the parks and the Center, many ideas were shared. One idea that sparked interest was a dog show which could be incorporated to an all day event. While very conceptual, the Friends were enthusiastic to proceed, she questioned the level of commitment to proceed on the behalf of the Commission. Davis stated that she liked the dog show idea and would be willing to help. While she liked the concept, Meyer questioned an all day long event. She believed interest in a dog show could cross generation lines and meet the Commission goal to promote a community event. Gilbertson stated that it was a good place to start and something that could grow. While she felt the idea was okay, Callies questioned why the Commission would promote the senior center and Badger Park alone, and how this was different than promoting the Park Foundation. Young stated that this event would be a single time occurrence versus sharing in the ongoing fundraising aspects of partnering with the Park Foundation. Meyer asked if this was a fundraising event for the senior center, or parks, or whether it was a community spirit enhancing vision. Chair Arnst stated that fundraising for the senior center was not a priority, although they generally struggle to make ends meet. She reminded the Commission of its goal to be more inclusive of the senior community. While she recognized that the original focus was Freeman Park, Chair Arnst pointed out that Freeman is a bit removed for a community event and the seniors. She asked if there was interest on behalf of the Commission to proceed. PARK COMMISSION MINUTES WEDNESDAY, NOVEMBER 12, 2003 PAGE 6 OF 8 Davis asked who would be planning the event. Chair Arnst stated that a team of both the Commission and Friends of the Center would head the event. Meyer felt it could be the start of a community event. Chair Arnst indicated that she would identify the level of energy, commitment, and vision for the event and report back. Young suggested she postpone making additional contact with the seniors until we determine whether the Commission wishes to proceed. He did not wish to get the Friends excited in anticipation of an event until more thought has been devoted to it at the Commission level. Callies agreed, urging the Commission to consider why it would be participating in this event. She believed if more emphasis could be placed on parks as a whole it would be a worthy endeavor. Brown queried the Commission what they felt some of the future programs of parks could be. He indicated that, typically, programs come through the parks and the Commission. He questioned if the Commission believed that parks were more than just their infrastructure, and should be used to build community and fulfill their vision. Young pointed out that the dog show could be just one aspect of the community event and, in fact, they were not locked into doing a dog show at all. Chair Arnst believed further discussion was necessary to define the vision and learn more about programming for the parks for next year. Gilbertson stated that, in his opinion, parks were far more than infrastructure and should be viewed as a benefit for promoting programs. 7. REVIEW CONCESSIONAIRE CONTRACT FOR 2004 A. Discuss Clarifying Language Brown reported that Concessionaire Davis had done an excellent job for the City this past year; however, in an effort to dispose of product at the end of the season, Davis offered an honor box of treats to the City. After the products were gone, Davis turned the money over to the City and requested his portion of the profits. This created some debate at staff level, since the product belonged to the City and the contracted services had expired. Due to the misunderstanding this year, Brown presented the Commission with clarifications to the contract which would include one of three options for remaining product next year. The options included, the City retains ownership of the product and disposes of them as it sees fit; the vendor can be given the opportunity to sell the product in a manner approved of by the City; or, the product could simply be disposed of at the end of the season. Brown asked the Commission for their feedback. PARK COMMISSION MINUTES WEDNESDAY, NOVEMBER 12, 2003 PAGE 7 OF 8 Gilbertson asked if the City would have approved the same path as was taken by the Concessionaire, and if so, option 1 would make the most sense. Young stated that had the City approved this method, he would like to see the vendor entitled to his percentage. He questioned what manner the vendor should have taken in light of the fact there was no direction given in the contract. Brown stated that some individuals believed the product belonged to the City and should not have been sold at all. Gilbertson stated that, in his mind, the vendor took care of a problem and eliminated the product before spoiling occurred. Brown stated that the books for concessions had been closed for the season, but both the City and vendor profited from the sale. Young questioned whether a verbal agreement would be adequate. Brown stated that clarification needed to be made to the contract to this regard. Chair Arnst stated that she believed the Concessionaire lived up to the City’s expectations entirely and believed this was a resourceful way of disposing of the product. B. Discuss Level of Expectation for Services C. Consider Expanding to Sundays Meyer requested that the contract require the concessionaire to be open on weekends when something is scheduled. For example, girl’s softball plays on Sundays; therefore, the concessions should be open for those participants. Gilbertson asked if weekend operations were difficult. Brown stated that, while weekends for Davis were not an option, they had not investigated the opportunity to hire a subcontractor for weekends. Gilbertson indicated that the hours of operation should be posted for weekends. Meyer reiterated the need to provide service on weekends, even on a shortened schedule. She also suggested the vendor sign and return the contract by a reasonable date just in case the City is forced to find an alternate vendor. 8. DETERMINE LIAISON FOR NOVEMBER AND DECEMBER CITY COUNCIL MEETINGS November – Davis December – to be determined PARK COMMISSION MINUTES WEDNESDAY, NOVEMBER 12, 2003 PAGE 8 OF 8 A. Newsletter Submission on Behalf of the Park Foundation While figures for the Foundation’s Craft Show were not yet available, Callies reported that many of the vendors were disappointed with the lack of traffic generated by the event. Callies shared an article submitted by the Park Foundation and asked for the Commissioners feedback. Chair Arnst stated that she believed that she had seen portions of the article published elsewhere. She questioned whether the article went far enough to distinguish the Park Commission from the Park Foundation. As they have two separate purposes, she felt they should not be referenced as one body. Callies suggested the Foundation follow-up this article with a second article distinguishing themselves from the Commission and explaining their mission. Meyer stated that the article did little to promote fundraising, which is the Foundations priority. Gilbertson felt it went far enough in distinguishing the two organizations. He didn’t feel it was misleading, although he believed clarification could be made as to why someone might wish to call the groups. While not wishing to be antagonistic, Young questioned the purpose of the article. He felt it failed to ask for any action from the reader and did little to share new information. Callies stated that, it seemed to her, the Commission should be working more with the Foundation. Chair Arnst disagreed, stating that each organization has a separate mission to fulfill that it should focus its attention on. Callies stated that she would relay to the Foundation to write a second article about what the Foundation does and how its mission differs from that of the Park Commission. B. Resignation of Commissioner Palesch Chair Arnst stated that Commissioner Palesch regrettably was forced to resign due to a new job and family issues. 9. NEW BUSINESS December 9, 2003, will be a Park Commission work session. 10. ADJOURNMENT Gilbertson moved, Callies seconded, to adjourn the Park Commission Meeting of November 12, 2003, at 9:00 P.M. Motion passed 6/0. PARK COMMISSION MINUTES WEDNESDAY, NOVEMBER 12, 2003 PAGE 9 OF 8 RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary