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021004 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL TUESDAY, FEBRUARY 10, 2004 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:05 P.M. A. Roll Call Present: Chair Arnst; Commissioners Callies, Davis, Young, Gilbertson, Meyer, and Farniok; City Engineer Brown; Planning Director Nielsen; and City Council liaison Liz é e B. Review Agenda A Park Foundation Report was added as Item #4D. Davis moved, Meyer seconded, approving the Agenda as amended. Motion passed 7/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of January 13, 2004 Davis moved, Gilbertson seconded, approving the Park Commissioner Meeting Minutes of January 13, 2004 as submitted. Motion passed 7/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meetings of January 26, 2004 and February 9, 2004 Meetings Brown reported that during the February 9, 2004 City Council meeting, the Park Foundation presented the City with a check, the Council approved the 2004 goals and priorities for the Park and Planning Commissions, and heard application for the permitted use of a public right of way along Birch Bluff Road for a private driveway. He noted that the Council also heard a report from BKV Group, the consultants performing the space needs study for the City Hall. Brown stated that the group has been examining water, roofing, and siding issues, as well as space needs. The alternatives presented to Council included refurbishing the existing building, adding an addition and refurbishing the building, demolition and reconstruction on this site, or locating and building at a new site. Young asked how old the building was. Young questioned whether a second story could be added to the building. Although the facility was built in 1981, Brown stated that there have been continual water and mold problems in the basement which concern him, as well as the fact that there is a lack of filing space and desk room. Brown stated that they would need to investigate the potential for building up; however, PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2004 PAGE 2 OF 7 having been built on wetland, he did not believe this to be an acceptable alternative. Brown stated that the sump pump runs continually, files in the basement have been damaged, ADA access is an issue, and the facility fails to meet any fire protection standards. He pointed out that they continue to investigate interim stop gap measures. B. Update of Concessionaire Agreement Brown distributed the concession agreement from 2003 noting that updates would be made before the next Commission meeting. The updates would include reference to disposal of excess overstock at the end of the season belonging to the City and an inventory of the overstock. Brown reported that the concessionaire, Davis, has expressed interest in renewing his contract for 2004. Chair Arnst asked how Sundays would be handled. Brown indicated that the current concessionaire did not wish to operate on Sundays; therefore, the City would be seeking a separate contract for Sundays. Gilbertson suggested that item #3 of the concession agreement be clarified to identify certain days. Chair Arnst questioned how the City would locate an alternate operator for Sundays. Brown stated that the City would advertise in the paper and newsletter. He reminded the Commission that, as a cash operation, the City would need to be cautious to find a reliable and trustworthy operator. Chair Arnst was pleased that Davis had agreed to run the concessions in 2004 and encouraged Brown to open the concessions with the advent of sporting activities this spring. C. County Road 19 Progress Brown reported that he had met with the design engineers and that the onset of construction was poised for spring. He indicated that, over the next 2 ½ months, new agreements would be made with Hennepin County allowing the City to administer the construction process, financial matters, and the maintenance of facilities. While Brown did not foresee any problems, another set of agreements would be needed to move the Gideon Glen project forward after the ROW negotiations were complete. Although WSB is trying to wrap up plans this week, Brown pointed out that Tonka Bay still must approve the plans in order to proceed. D. Park Foundation Report Callies reported that the Park Foundation donated $5,000 to the Park Fund from the profits earned from the 2003 Art for the Parks Craft Show. She noted that the profits of $8,000 were up from the $5,000 made last year. She stated that there was nothing new to report regarding the buy-a-brick program; however, plans for the bricks are moving forward. Callies explained that the Foundation would be hosting a Fundraising event slated for May 25, 2004. The breakfast for 200 will be held at the senior center and table captains will invite members of the PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2004 PAGE 3 OF 7 community to join them in supporting the Shorewood Park Foundation on a long term basis. Callies invited interested members of the Park Commission to participate as table captains or pass along contacts for the event to her. She pointed out that this fundraising formula has a proven performance track record. Meyer asked what the breakfast meeting would be about. Callies stated that the Foundation will provide an inspirational speaker for the hour long breakfast to encourage attendees to commit their financial support to the Foundation. She suggested that someone like the skate park originator be invited to share his story of what the skate park has meant to him and other users. Chair Arnst asked what the Foundation hoped to accomplish or come away with. Callies stated that, if people are supportive, it is not unusual to raise $30,000. As it is believed there are people out there with discretionary income to spend for a cause, it would be the Foundation’s intent to obtain commitments for annual contributions. Gilbertson believed the breakfast to be a great idea and felt it would be beneficial to tie Shorewood’s park vision to the cause in order to excite people to give money. Chair Arnst asked if the Commission should disconnect this fundraiser from the Eddy Station debt. Liz é e stated that the Foundation continues to carry a $10,000 commitment every year; however, this breakfast provides an ongoing big picture investment for all parks. Callies stated that, with the contribution last night, the Foundation met its 2003 commitment. Chair Arnst encouraged interested Commissioners to let Callies know. Callies asked to be given the names of any interested party or contributor with disposable income that Commissioners could think of. She pointed out that the Foundation would be lining up speakers and staff for the event soon. Meyer stated that, given the lack of follow-thru on the buy-a-brick fundraiser, she, for one, would be hesitant to donate any more money to the Park Foundation. She stated that, had she written a check to the Foundation three years ago for a brick and nothing had been accomplished to date, she would not perceive this fundraiser any differently. Callies stated that the Foundation uses several different fundraising tools, of which the buy-a-brick is just one, and the breakfast another. Davis questioned whether the event was too soon. She was concerned that the breakfast and recruiting of table captains and attendees would take longer lead time. She also believed the Foundation should have something to show for its past fundraising efforts, i.e. the buy-a-brick program. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2004 PAGE 4 OF 7 While he did not wish to pitch a debt reduction, Young acknowledged that the breakfast should provide a new dramatic image to capture financial commitments. He questioned whether there was adequate time to come up with a new push to present by May. On the contrary, Gilbertson stated that he was getting more excited about the potential for this fundraiser the more he heard. He pointed out that the Foundation has chosen a date, are trying something positive, and could promote several park initiatives, including the wetland garden, to capture financial gains for the parks. By selling what more could be done for the parks with attendees’ commitments, the Foundation could move some good ideas forward. Callies stated that this initiative requires more manpower and is timed to capitalize on the fundraising months of May and September. 5. DISCUSS FUTURE COMPREHENSIVE PLANNING FOR THE PARK COMMISSION Chair Arnst welcomed Planning Director Nielsen and asked him to explain how the master plan is used in planning for City parks. Nielsen stated that the master plan is used as a blue print for the long term physical development of the City. He pointed out that the Comprehensive Plan is broken down into four chapters; Natural Environment, Land Use, Transportation, and Community Facilities which includes parks. He stated that the Planning Process is used to identify issues to be addressed, which are then put into a planning inventory of what you’ve got. This leads to the policy plan, the most important part of the decision making process, made up of goals and objectives which arrives at maps and policy. While the actual master plan belongs in the plan, projects, and programs section, the implementation section is the most th difficult part. Never stagnant, Nielsen noted that during the 4 phase, the tools for implementation include the CIP and regulation. Finally, in reality, Nielsen stated that this is a cyclical pattern and the final phase of the process should redirect individuals to begin the process anew. With regard to park use, Nielsen used the archery analogy, in explaining the varying demands for recreation and the Commission’s responsibility to decide what is appropriate. Fortunately, he pointed out that policies created during the master planning phase encourage a balance of active and passive uses. Nielsen stated that Shorewood is very good at using its comp plan and reviewing it periodically. Chair Arnst asked when the next review process would occur. While the review should occur every five years, Nielsen stated that they are currently reviewing certain aspects, including revisions and updates to the demographics. Gilbertson stated that this process should be useful in examining what future trends might be. Brown questioned what process the Commission has in place to evaluate a request that comes from a sports organization. While the Commission has set up a master plan with a vision, he asked how the can address a request without more than the reply that the parks are full according to the vision. Unlike Planning Policy, Brown pointed out that the Park Commission has little policy to identify or direct its vision. Brown suggested the Commission give thought to creating a mini planning or zoning map for Freeman Park, which would include the wetland area, wooded passive area, etc. By providing PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2004 PAGE 5 OF 7 a visual map to refer to when evaluating requests, the Commission may succeed in taking some of the subjectivity out of the park planning process. Chair Arnst applauded the suggestion and agreed that the Commission needs to have a better process in place to respond to requests. In fact, Chair Arnst maintained that creating a mini-zoning map of a park would be cutting edge. She asked that this be added to an upcoming work session. 6. RECONSIDER “CAR POOLING” PARKING SIGNS While the City Council’s feedback was to encourage car pooling, they would not endorse an enforceable sign. Brown stated that the proposed signage would consist of 4 signs in the northerly lot near Eddy Station. Young stated that he would not support spending money on signs that would not work. He questioned whether simply encouraging sports organizations to recommend car pooling to their users would be adequate. Brown stated that the City and Community Rec Resources already urges sports organizations to car pool. Chair Arnst asked what the cost would be. Brown stated that the signs would cost approximately $150 plus installation. Davis stated she did not believe the users would car pool on their own and felt the signage would at least encourage self policing. Gilbertson stated that he did not think the car pool spots would sit empty; in fact, he maintained that the 4 spots would encourage more car pooling. Farniok concurred, stating that the signs would not hurt anything, and may promote car pooling. Meyer suggested the word please be added to the signs. Gilbertson moved, Meyer seconded, to recommend the installation of car pooling signs, with the following revised language, “Reserved for car pools of 4 or more please”. Motion passed 7/0. 7. LACROSSE A. Review Data Referring to Park Secretary Grout’s memorandum, Brown reported that Lacrosse is on the horizon, with clubs forming across the metro area. Kristi Anderson, of Community Rec Resources, stated that MCES currently supplies Minnetonka Clubs with field space. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2004 PAGE 6 OF 7 Brown stated that the City should take this opportunity to look at and plan for the advent of Lacrosse in the City or decide not to make room for it. He noted that the City is in a good position to prepare for the requests using the priority policy. He questioned where the Commission saw the activity taking place within the Freeman ‘zoning map’ and encouraged the Commission to give this thought as they planned activities. 8. FREEMAN PARK WATER GARDEN & TRAIL CONNECTION TO COUNTY RD 19 A. Research on Grant Writing Brown reported that Technician Bailey had been researching numerous grants to support the trails, water quality, and water garden plan; however, found that most of the grant opportunities have withered away for 2004. The DNR indicated that 2005 should be more promising with regard to funding opportunities. In the interim, Brown stated that Bailey will continue with the planning phase of the project and continue in his research efforts. Mark Themig, a grant specialist from Shakopee, also acknowledged that funding is not available this year. Brown stated that he would have further to report in April, along with a preliminary planning Park Activity map for Freeman. Davis indicated that she approached the Arboretum about hosting a seminar geared to City’s to discuss grant opportunities. Brown noted that the City continues to hit up the Three Rivers Park District and Hennepin County to help with aspects of the water garden project. 9. DISCUSS RENEWAL OF MN RECREATION AND PARKS ASSOCIATION Chair Arnst reported that the new interim Director for the Mn. Recreation and Parks Association will be Michelle Snider. She asked that the Commission renew its annual membership to the organization. Gilbertson moved, Callies seconded, to recommend renewal of the Mn. Recreation and Parks Association for the City of Shorewood. Motion passed 7/0. 10. RECOMMENDATION OF CHAIR AND VICE CHAIR FOR 2004 Meyer moved, Gilbertson seconded, to name Pat Arnst Park Commission Chair and Sue Davis Vice-Chair for 2004. Motion passed 7/0. 11. NEW BUSINESS Kristi Anderson, CRR, explained that Mark Ridge, Representative for East Tonka Little League (ETLL), contacted her via email asking for a reduction in user fees or waiving of the park user fee to allow ETLL to use Manor Park facilities this spring. She stated that ETLL indicated they may consider charging Shorewood residents an additional fee to offset the charge for field time in Shorewood. Anderson pointed out that she forwarded the same policy and opinions laid out to Adult Softball at the last Commission meeting. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2004 PAGE 7 OF 7 Chair Arnst encouraged Anderson to relay to ETLL that they are welcome to attend a Commission meeting to be heard. She also stated that the representative was not being entirely truthful about fees paid elsewhere and those in kind paid to Bennett. She suggested Anderson forward the email to all Commissioners. Anderson stated that it seemed as though many sports organizations are fearful of the precedent being set here, as well as a multitude of other communities, requiring user fees for field use. Chair Arnst pointed out that Shorewood is not alone in charging user fees, noting that Ft Snelling charges $70 an hour for field use, and the new sports dome will charge $300 an hour. In other business, Chair Arnst relayed a commendation from the public recognizing public works for a great job plowing the trails at Freeman Park. She also asked that the Commission be notified in advance when the Council plans to recognize a retiring Commissioner or welcome a new Commissioner so that other Commissioners might be in attendance. 12. ADJOURNMENT Meyer moved, Davis seconded, to adjourn the Regular Park Commission Meeting of February 10, 2004 at 9:03 P.M. Motion passed 7/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary