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060804 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL TUESDAY, JUNE 8, 2004 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:03 P.M. A. Roll Call Present: Chair Arnst; Commissioners Young, Davis, Meyer, Gilbertson, and Westerlund. City Engineer Brown; Technician Bailey; and City Council liaison Liz é e Absent: Commissioner Farniok B. Review Agenda Item 4E, Report on the Park Foundation Fundraiser Breakfast, was added to the agenda. Meyer moved, Davis seconded, to approve the Agenda as amended. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of May 11, 2004 Davis moved, Meyer seconded, Approving the Park Commission Meeting Minutes of May 11, 2004. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were none. 4REPORTS . A. Report on City Council Meeting of May 24, 2004 Liz é e reported that, due to an Excelsior Chamber of Commerce Dinner the evening of May 24, 2004, the Council Meeting was kept brief with an update on the County Road 19 intersection and approval of the expenditure of funds for the Music in the Park Series. Brown added that the City Council re-approved the co-operative agreement for the Freeman Park Access closure with MnDOT after some renegotiations with the department. B. Update on New Piece of Equipment for Skate Park Brown reported that he would be meeting with Tim Hughes, one of the original designers of the Skate th Park, on June 15 at 1:30 P.M., to discuss his ideas for additions to the park. D. Update on Water Garden PARK COMMISSION MINUTES TUESDAY, JUNE 8, 2004 PAGE 2 OF 4 Brown reported that the City Council would be asked for their approval of the Water Garden Report provided by WSB at their next meeting so that staff may begin pursuing grant opportunities. Once approval is obtained, Brown stated that staff will call Commissioner Westerlund’s contacts from MnDOT, in order to discuss the potential of using wetland credits for the garden. E. Park Foundation Breakfast Fundraiser Gilbertson complimented the Park Foundation for its success at their fundraiser breakfast. He shared a flyer, placemat, brochure, and program from the event indicating that the group raised $6,000 the day of the initial breakfast and had been contacted by other donors willing to pay for the entire plaza project. He was pleased to see the event turn out so well for the Foundation and Shorewood Parks. Davis concurred, stating the Foundation did a good job. She indicated that a process would need to be established for the Commission to apply for grants to be used in the parks or to determine how the money would be spent for parks. Young stated that he was happy the Foundation had raised so much money that day and since, to cover the entire estimated $20,000 for the plaza and an additional $6,000. Meyer distributed an email in which she voiced her concern that the Foundation not risk losing the potential donor by failing to inform them of the process or timeline required to execute a plan of this magnitude. She did not want to see the donor promised something would happen by a certain time if the City could not deliver or meet that timeline realistically, especially since the Park Commission had seen only a concept plan for the project to date. Gilbertson questioned whether steps could be taken in advance to facilitate the approvals for the Foundation plaza request. Chair Arnst reminded the Commission that processes are in place that must be followed when proposing additions to the park. She noted that, once a recommendation by the Park Commission has been given, Planning Commission comment may be necessary, and final City Council approval obtained. While she felt the estimated fall timeframe to be reasonable, Chair Arnst agreed that it would behoove the Commission to ensure that no false expectations would be set up, nor would it be proper to circumvent the process. Although Gilbertson agreed that the process must be followed, he pointed out that it would not reflect well on the Commission if it appeared they were the ones slowing or stopping the process. Rather, Gilbertson urged the Commission to help move the process along if the fall timeframe seemed reasonable. Liz é e indicated that the Commission was acting in a proactive manner by simply moving this forward th and discussing its position this evening, as well as, attending the Foundation meeting on June 14. She suggested the upcoming meeting would begin the process for compiling a gift list of items the City would approve of, as well as, a practice for accepting those gifts. PARK COMMISSION MINUTES TUESDAY, JUNE 8, 2004 PAGE 3 OF 4 Brown indicated that he would need to touch base with the Planning Director to determine whether the Planning Commission would need to examine the Foundation plaza request. He felt that a fall goal was feasible barring any major issues. th Liz é e reiterated that the Monday, June 14, meeting would focus on the policies and practices for accepting donations. While other gifts have been received in the past, Liz é e indicated that the City would like to set up a process for receiving and recognizing contributors; therefore, staff has been researching with other communities how they handle these donations. She pointed out that the potential donor plans to attend the meeting to determine whether there is interest in his donation before he goes through the effort of raising the funds. 5. PLAT REVIEW – SLEEPY HOLLOW WOODS Brown reported that the Planning Commission, and staff, believed that a short trail connection from the new street within the Sleepy Hollow Woods plat accessing the Minnewashta Elementary School property was a good idea; however, they wished to hear the opinion of the Park Commission. Chair Arnst pointed out that these types of connections were recommended by the Comp Plan and would be paid for by the developer; therefore, questioned why they would not support such a proposal. Westerlund moved, Gilbertson seconded, to recommend to the Planning Commission that they require the trail connection from the Sleepy Hollow Woods subdivision to the Minnewashta Elementary School property. Motion passed 6/0. 6. MUSIC IN THE PARK A. Flyer Brown distributed the flyer created by staff person Julie Moore. It was agreed that members of the Commission would deliver their share of the flyers to certain areas within the community. B. Concession Coupon Gilbertson stated that he had contacted the Concession operator who supplied the coupon. He indicated that he would encourage the Concessionaire to offer a different coupon each month. C. Sponsors Gilbertson stated that Cub Foods of Shorewood had agreed to sponsor each event at the $200 level; Lake South Auto Place had committed to $100 per event; and the Pizza Prima restaurant had stepped up to the $250 level for at least the first event. Gilbertson noted that he had introduced the concessionaire to Pizza Prima and would not be surprised if they develop a cooperative arrangement to provide pizza at Eddy Station. He added that the finance department would be billing each of the sponsors for their contribution. PARK COMMISSION MINUTES TUESDAY, JUNE 8, 2004 PAGE 4 OF 4 The Commission applauded Gilbertson for his tremendous effort and accomplishment in garnering sponsors for the event. Gilbertson requested that staff follow-up with newspaper representatives to ensure that they attend the first series this weekend and put a write up in the paper next week about the event. D. Signage Brown reported that the City will allow public works to post a 3’X4’ sign provided by each of the sponsors for the day of the events. He pointed out that efforts will be made to monitor traffic and parking, as well as, satellite service. Brown noted that City Clerk Jean Panchynchyn would submit the press releases. 7. NEW BUSINESS Several members of the Commission acknowledged that they would be in attendance at the June th 14 Park Foundation Meeting. Chair Arnst informed the Commission that she had resigned and that this would be her last meeting on the Commission. She pointed out that Assistant Chair Davis would be acting Chair. Brown thanked Chair Arnst for her excellent work and many years of service. Liz é e congratulated Chair Arnst for her work on the Commission and many accomplishments over the years. She pointed out that Chair Arnst had led a proactive group of volunteers looking out for the best interest of the community. Chair Arnst thanked the Council for allowing the Commission the latitude to be visionaries. She pointed out that as stewards of the parks it is the Commissions goal to provide a balance and vision for the parks. She acknowledged Engineer Brown’s advice to remain logical, and never let the tail wag the dog when it came to emotional issues. 9. ADJOURNMENT Westerlund moved, Davis seconded, adjourning the Regular Park Commission Meeting of June 8, 2004, at 7:52 P.M. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary