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011304 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL TUESDAY, JANUARY 13, 2004 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:01 P.M. A. Roll Call Present: Chair Arnst; Commissioners Callies, Davis, Gilbertson, and Meyer; City Engineer Brown; Technician Bailey; and City Council liaison Lizee Absent: Commissioner Young B. Review Agenda Engineer Brown added a discussion item titled Park Vandalism under the New Business heading. Davis moved, Gilbertson seconded, approving the Agenda as amended. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 9, 2003 Gilbertson moved, Davis seconded, approving the Park Commission Meeting Minutes of December 9, 2003, as submitted. Motion passed 5/0. B. Park Commission Work Session Minutes of December 9, 2003 Page 2, paragraph 6, “Callies stated that the Foundation is not looking for direction…”. Page 2, paragraph 9, item 2 on the priority list was inserted to read, “Pave Deck for Eddy Station”. The remaining items were numbered accordingly. Meyer moved, Gilbertson seconded, approving the Park Commission Work Session Minutes of December 9, 2003, as amended. Motion passed 5/0. 3. MATTERS FROM THE FLOOR 4. LRT – THREE RIVERS DISTRICT Presentation followed item #5 upon Mr. Carlson’s arrival. 5. REVIEW ADULT SOFTBALL QUESTION/PROPOSAL ON PARK FACILITY USAGE FEE Bill Verkuilen, a member of the Board of Directors for South Shore Adult Softball, addressed the Commission to request a review of the current Shorewood policy regarding the cost per participant for organized sports to use the city playing fields. Mr. Verkuilen explained that the SSS (South Shore Softball) women’s leagues were growing and in need of additional space for the later part of the season beginning after July 1, 2004. He stated PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2004 PAGE 2 OF 9 that 8-10 teams, consisting of approximately 15 players per team, would like to use the three Freeman adult softball fields over the course of 4 weeks. He indicated that the current $10 per player per season fee would place an undue financial burden on those teams who would only be using the fields 1 month. He asked the Commission to consider alternative options, one of which might include, examination of a reduced fee for this or future instances during which the full season is not being requested. Verkuilen emphasized that SSS did not wish to take field time away from MGSA for an entire season, and in fact, he indicated that MGSA fully supported their st proposal for field time after July 1. Rather than hurt MGSA’s field schedule, Verkuilen stated that SSS would prefer to partner with them and reach a compromise over the use of the facilities later in the season. While her initial response was that adversarial relationships should be nonexistent in the first place, Meyer stated that the scheduling process has not been completed yet and neither organization should be assuming they will be granted their entire field request at this time. Although Callies felt the request to be logical, she reminded the Commission and SSS that the Equity Policy and User Fee Ordinance were created in an effort to get away from a subjective case by case analysis, such as this request. Verkuilen asked if the City would consider the idea of partial season use. Callies indicated that she was not opposed to consider partial use. Chair Arnst pointed out that the exclusive use or continuous scheduled block of field/rink time reserved by an organization, even for short seasons, is still subject to the user fee. She noted that lengths of season for each individual sport is a separate issue and maintained that that short seasons of 4 weeks still count as a season. Brown interjected that the City wrestled with the vocabulary for the User fee Ordinance, at first identifying the fee as an ‘event’ fee, before settling upon the ‘per season’ terminology. Chair Arnst asked the number of participants for women’s versus men’s leagues and why the entire organization did not apply. She also questioned whether they had checked other facilities, like Bennett or Chanhassen. Verkuilen stated that they have approximately 350-400 men and 120-150 women players. He added that, in the past, the smaller women’s league has been hesitant to expand into Shorewood; however, the other neighboring facilities are full during these time slots. He believed the added $120-150 per team would be excessive for those groups to afford. Chair Arnst inquired whether other evenings, such as Fridays and Saturdays, might be substituted in June or July to gain more field time. Verkuilen stated that the teams register for a specific night to play and, due to other responsibilities, those evenings do not work out. Chair Arnst asked what the per team entry fee was for teams to join SSS. Verkuilen indicated that teams join the league for a fee of $500. to cover expenses. He pointed out that the women play once a week over 12 weeks, whereas, the men play doubleheaders one evening a week. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2004 PAGE 3 OF 9 Gilbertson questioned what the Chanhassen user fee was. Chair Arnst was unsure whether they charged a user fee; however, stated that they likely have a team fee. Verkuilen stated that Excelsior charges the league a total $900 flat fee to use the facilities as much as they choose, plus parking meters. Other than the fields not being in use, Chair Arnst asked how the City benefits from altering their policy. Verkuilen maintained that, beyond a public relations standpoint, the City benefits by allowing more citizens to make use of the facilities. Chair Arnst pointed out that the continued use requires additional upkeep of the facilities. Brown referred to the summary table of ballfield costs, as well as, the per sports organizations cost table for 2003. He indicated that he attempted to break out the costs of field usage per sports organization, for instance, he noted that football pays approximately $1.25 per player per week to use the facilities based on a roughly 6 week season. He explained that in an attempt to break out costs, the City created this equation which would be easier to administrate. He maintained that by revising the user fee policy, for this circumstance, the City could be opening itself up to arguments from other organizations that their use is not equitable. For example, Brown stated that often hockey has issues based on weather related conditions and could argue that the fee was not equitable due to those conditions beyond everyone’s control. He noted that this request would be adding a new cost to the City, by requiring specific facility use be tracked. While Sally Keefe, of Community Rec Resources (CRR), Park Coordinator Services for the City st of Shorewood, indicated that field time after July 1 is available, she stated that her firm is awaiting direction from the Commission. She encouraged the Commission to spend as much time considering the process and precedence this request poses, as they did when first initiating the user fee policy a year ago. Meyer questioned whether this field allocation issue for SSS women’s leagues would be ongoing and should be considered for next year. Brown stated that CRR strives to fir the various pieces of the scheduling puzzle together and without all of the variables, it would be difficult to say whether SSS would be guaranteed field allocation next year. He pointed out that the allocations are based on demand, as well as, the need for field rest time. Kristi Anderson, of CRR, added that the Priority Policy Equation allows the organizations to be considered on an equal basis. The numbers of players are plugged into the formula, which provides CRR with the Maximum Time Slots that organization is allowed, then based on preferences and other variables, the schedules are created. Davis asked why SSS does not stay at Excelsior. Verkuilen stated that, while the women’s league does not have enough numbers to create a whole new league at Shorewood, it has been experiencing growing pains at Excelsior and is in need of more space. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2004 PAGE 4 OF 9 In a quandary, Gilbertson questioned how the City of Shorewood could possibly reduce the fee for SSS without setting a precedent for other organizations to follow. Verkuilen reiterated that they would prefer not to have to schedule head to head with MGSA; therefore, have proposed to run a portion of their season in July. He indicated that, with the addition of their women’s league, SSS numbers would likely be comparable to, or in excess of, MGSA numbers which might take something away from MGSA. While Chair Arnst agreed that it made little sense to not use the fields that are available in July, she pointed out that the evolution and discussion of the user fee Ordinance took place over an 18 month period. She was hesitant to deviate from the policy they had discussed at great lengths to create and had set precedent with over the past two years with other organizations. She asked the Commissioners for additional comments. Meyer stated that she would be more open to accepting a one time exception to the policy this year, if a process could be worked out over the next year to determine an equitable way to determine this next year. Meyer questioned how much it would cost or how the fields could be rented for one time use. Verkuilen suggested the tournament application process for field use be one option for SSS. Davis asked what the total number of games played over the month period would be. Verkuilen repeated that 3 fields used once a week for four weeks by 2 teams equates to 24 uses at a cost of $1,200 in user fees. He stated that it would be the intent of SSS to stay at Excelsior, using their fields at a set fee, rather than turn to Shorewood; however, growth necessitates it. Davis stated that, while she was not against a new arrangement, or the idea that the City create a fee schedule for open fields; however, she would not be willing to do so at the cost of setting new precedent. Gilbertson reiterated that, in his opinion, other sports organizations would complain if the City allowed SSS to use the fields at a reduced rate for one month. Chair Arnst thanked Mr. Verkuilen for addressing the Commission on behalf of SSS and reiterated that the Commission does not wish to upset other organizations by being inconsistent in its determinations. Verkuilen stated that SSS would like to address the Commission once again at the end of the season and be part of the conversations. Gilbertson reminded the Commission to remember this discussion when and if other organizations approach the City for field use when the fields are not in use. Chair Arnst asked that this topic be added to a future agenda for further discussion. Davis asked Verkuilen what the result of this conversation means to his organizations. Verkuilen stated that they may either have to turn teams away or try to squeeze another team into the open space at Excelsior. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2004 PAGE 5 OF 9 Meyer pointed out that more teams mean more money for SSS. Verkuilen maintained that SSS does not receive enough money per team to cover the entire cost of the Shorewood per player user fee. Meyer stated that Shorewood is not considered high compared to other communities who’ve instituted user fees similar to Shorewood. Verkuilen commented that SSS is attempting to avoid being $10 per player user fee charged to death. 4. LRT – THREE RIVERS DISTRICT – (Bo Carlson of Three Rivers District) Mr. Carlson gave a brief presentation on the Three Rivers Park District. He stated that the name was changed to Three Rivers District in order to disassociate itself with Hennepin County. As a separate agency, and encompassing several counties, Three Rivers is made up of 75 miles of regional trails. Carlson pointed out that the regional trails were visited over 2 million times in 2002, and anticipates 2.5 to 3 million visits in 2003 by park users. A. Animal Control on LRT While Carlson noted that pets are allowed on the limestone (LRT) regional trails, they are not allowed on the other paved trails. B. Roles of Three Rivers vs. HRRA Carlson explained that the Three Rivers District operates a 16’ corridor by use permit within the approximate 100’ HCRRA corridor. In essence, he referred to this corridor as a linear park. While the future development idea of the HRRA is that the trails could someday sustain light rail, this is under ongoing study, and Carlson pointed out that it is Three Rivers hope that the trails and rail could coexist. C. Animal Control / Users – Patrol and Enforcement Policies Carlson stated that 90% of the trail use is for recreation and the trails provide important connections to park facilities. He added that the majority of users live within one mile of the trails and 85% of use is by those neighbors. With regard to enforcement, Carlson pointed out that PSO2 are on the trails on a regular basis, as well as, part-time and intern patrols on bikes or four wheelers. Park Police also use mountain bikes, jeeps, and horse mounted patrols to enforce the trails. Finally, the regular police force can also address concerns over use. D. Vision for the LRT in the Future In addition to the recently completed tunnel under Highway 7, which provides safe crossing for users, Carlson indicated that the Vision for the LRT ultimately, would be to pave the entire corridor. He noted that the ongoing continual maintenance of the current limestone surface is time consuming and costly; whereas, the paved surface provides a 10-year lifespan. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2004 PAGE 6 OF 9 Carlson pointed out that connections, especially, the potential of the Dakota Rail connection, which would provide a connection around Lake Minnetonka is very exciting and under study. Although a western to south end connection is also desirable, Carlson maintained that smaller connections within communities to the LRT are also important to the trail system as a whole. Meyer asked what budget woes were faced by Three Rivers District. Carlson reported that the Three Rivers District does not receive local government aid, therefore, was not affected as significantly by budget cuts as local municipalities. Since the Three Rivers District is a single purpose agency, the district can charge for recreation areas, but would prefer to eliminate entrance fees altogether. Callies asked what Three Rivers District signifies. Carlson stated Three Rivers is comprised of the Crow, Minnesota, and Mississippi Rivers. Chair Arnst questioned why she had not seen many signs on the HRRA trails posted to inform users of the potential for rail. Carlson stated that these signs tend to disappear and since the HRRA does not have a maintenance department, it is difficult for them to keep tabs on their signage. He mentioned that Three Rivers District is replacing their wooden signs with the familiar metal post signs along roadways. Chair Arnst asked if paving was part of the Three Rivers District capital plan. Carlson stated that paving is a subject of internal discussion and not an item on the capital plan because the District cannot be sure what will happen to those trails. Gilbertson asked what HRRA’s option might be. Carlson stated that, from the HRRA’s standpoint, they purchased those corridors for transit opportunities and wish to maintain the rail look versus adopting a linear trail or park presence in the public’s eye. Chair Arnst asked what the frequency of patrol was. While he could not state specifically, Carlson indicated that over this large area the patrol is spread very thin; however, seem to be doing a pretty good job. He noted that dogs continue to be an issue and are required to be kept on a 6’ leash and picked up after on the LRT Brown mentioned that Shorewood had posted additional signage along the LRT and made doggy bags available for pick-up. He asked if this was in conflict with the Three Rivers District in any way. Carlson encouraged this, as well as, additional receptacles to collect the waste. While the District promoted connections to local amenities, Chair Arnst asked whether the Three Rivers District can provide funding or design services. Carlson stated that, unfortunately, the District does not have funding available for programs, but may take over maintenance of those connections for municipalities. He indicated that the District can also help to identify grant opportunities for communities, such as the DNR’s regional trail PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2004 PAGE 7 OF 9 connection grants, the Hennepin County Bike Plan fund that provides $100,000 to facilitate connections of identified major trailway connections, and an additional $100,000 gap fund to fill in gaps along the trail connections. Gilbertson asked who the Commission or public might call if they see maintenance problems on the trail. Carlson stated that the trail hotline is 763-559-5000, and is designed to accept concerns. He pointed out that, in the spring, an LRT grading and resurfacing effort will continue from St. Alban’s Bay Yacht Club running to Victoria. Lizee asked whether any buckthorn busting programs exist via the Three Rivers District. Carlson stated that the removal of buckthorn is an ongoing battle, which the District uses sentence to serve crews to control in certain areas. While he had no program to help out at the City level, Carlson recommended the City contact its Eagle Scout troops. 6. 2003 YEAR END REPORT FROM COMMUNITY REC. RESOURCES Keefe, of CRR, reported that during the course of 2003, CRR held 3 sports information meetings with the City of Shorewood. The latest being the December 11, 2003 Spring 2004 Sports Information Meeting. She stated that the communication link continues to be the most critical aspect of the position. While ongoing issues exist, including the advent of scheduling without complete registration, Keefe pointed out that one proposed solution may be to impose a two-part scheduling process for 2004. The process would supply sports organizations with a preliminary schedule based on the previous years numbers, and a final schedule that would be provided to the organizations once collections of fees and rosters is complete. She complimented the Commission on the park equity policy and objective formula which assists the scheduling process. While parking improved at Freeman park, Keefe noted that Badger Fields posed parking issues during the football season when activities were scheduled at the City Hall and Senior Center. With regard to the survey, Keefe pointed out that centralized communication and information being provided in an accessible format continue to be important to sports organizations. She noted that sports organizations have been encouraged to carpool and adhere to their specific start and end times on the schedules. In addition, she noted that on-site monitoring will be increased over the 2004 season. 7. REPORTS During the City Council meeting the evening before, Lizee reported that plaques were given to Nancy Palesch and Scott Bartlett, past Park Commissioners, in recognition of their service to the community. She complimented Gilbertson on his report and the Park Commission on its 2004 goals. Finally, she reported that a resident voiced concern about the slope and fill amount used at the Public Safety Facility, which will be investigated. A. Report on December 11 Sports Organization Meeting Brown had nothing further to report. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2004 PAGE 8 OF 9 8 DISCUSS RENEWAL OF MN RECREATION AND PARKS ASSOCIATION In light of the article printed about Superintendent John Gurban, Chair Arnst asked the Commission if they wished to spend $300 renewing their membership to the Minnesota Recreation and Parks Association. Callies stated that she hoped that he did not make up the entire staff of the Association. Chair Arnst asked that the item be deferred to the February meeting, in order to allow her time to speak to another member of the Association’s Board. 9. PARK LIAISON FOR FEBRUARY CITY COUNCIL MEETINGS January 26 – Chair Arnst Brown suggested that Secretary Grout circulate a full year calendar of Council meetings for the Commissioners to sign up for liaison services.. 10. NEW BUSINESS Chair Arnst asked for assistance writing the article for the newsletter this month. Davis volunteered to submit the next article commenting that everyone should contribute some time during the year. A. PARK VANDALISM Brown stated that a number of vandalism issues have arisen at Freeman Park. To review, Brown stated that the City recently spend $1,850 to repair the slide burned at Badger Park. In addition, over the past two months, two biffs at Freeman Park have been set on fire, one of which was destroyed by a pipe bomb. He voiced his concern and dismay at the size of the explosion of the biff. Gilbertson stated that he happened to see the explosion from his window and was shocked also by the size of the explosion. Brown stated that the SLPD was investigating this as a serious crime. He pointed out that each biff is expensive to replace, and to date they have three to replace at a cost of $800 each. Brown mentioned that he would be meeting with ADT Security Company to discuss the potential to redirect the cameras to capture the activity in the northerly lot. While cameras are currently situated on Eddy Station, they are directed away from the parking lot. Brown indicated that it has become more cost effective to consider the necessity of additional security cameras, the approximate $2,000 cost of which would come out of the park operating budget. Gilbertson suggested that microphones also be installed. In other new business, Chair Arnst asked for the status on the concessionaire’s agreement. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2004 PAGE 9 OF 9 Brown stated that the agreement is at Attorney Keane’s office. Callies stated that she had recently attended a fundraising seminar which discussed an organized way of raising funds. Since the fundraising tools required a great deal of follow-up and a dedicated person to maintain this communication, Callies wasn’t sure if the information would be beneficial to the Foundation. She stated that the Foundation would be meeting later this month and interested in reviewing the Commission’s goals for 2004. She questioned whether further dialogue should continue between the two groups to define what the Foundation’s mission is in comparison to that of the Commission. Chair Arnst stated that the Commission has defined their mission and vision for the Park Foundation and supplied them with a liaison. She suggested that, if the Foundation desires further direction, perhaps, they should address the Council to see what they believe the Foundation’s role should be. She maintained that the Foundation is a separate body from the Commission. 11. ADJOURNMENT Meyer moved, Gilbertson seconded, adjourning the Park Commission Meeting of January 13, 2004, at 8:56 P.M. Motion passed 5/0. RESPECFULLY SUBMITTED, Kristi B. Anderson Recording Secretary