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071304 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL TUESDAY, JULY 13, 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 Davis; Commissioners Young, Meyer, Gilbertson, Farniok, and Westerlund. City Engineer Brown; Technician Bailey; and City Administrator Dawson Absent: City Council liaison Liz é e B. Review Agenda Westerlund moved, Gilbertson seconded, to approve the Agenda as submitted. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of June 8, 2004 Page 3, Item #6C, line 3, “first series” was changed to “first event”. Farniok moved, Meyer seconded, Approving the Park Commission Meeting Minutes of June 8, 2004. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were none. 4. PRESENTATION BY BOY SCOUT LUKE SCHLANGEN South Tonka Little League representative, Tim Beduhn, stood up and asked to discuss several requests by Little League, including turf in the batting cages, installation of a new scoreboard, and resodding and leveling of field 3. As STLL did not appear on the evening’s agenda as discussion items, Brown suggested that Beduhn contact him to discuss their proposals and appear before the Commission next month. Luke Schlangen explained that he wished to lay a path between fields 1 and 2 at Freeman Park as part of an Eagle Scout project he was striving to achieve. He stated that the path would be funded by private sponsors and that the STLL Board would help him with the actual sodding and installation of the path. While he saw merit in the project, Brown stated that one complication may delay Luke’s intent, and this was the potential drain system in the area between fields 1 and 2. He explained that the drain system has been a hotly discussed issue of late and that the City is investigating its options regarding a drain system in this area. Brown continued, stating that since the water main was extended thru this area, the City has tried repeatedly to re-establish grass, with little success. PARK COMMISSION MINUTES TUESDAY, JULY 13, 2004 PAGE 2 OF 9 Although the City Consultant is currently determining what type of system can be installed, he believed the project would have to be delayed until after the drainage was resolved. Young asked Luke what timeline he had established to complete his project. th Though he has until his 18 birthday to complete his Eagle Scout project, Luke stated that he had intended to complete the path after fall ball, sometime this year, and had no other project plans. If he was solely committed to this project, Westerlund urged Luke to work in coordination with the City as to when to lay the path. She indicated that she would hate to see him given the go ahead to complete the project this fall, only for the City to rip up his work next spring with the installation of a drain system. While he hoped the drainage issues would be resolved this year, Brown indicated that there were no guarantees of when the improvements would be made. Gilbertson pointed out that the civic process could enhance and be part of Luke’s Eagle Scout project. Young asked if the City could approve the scout project in concept and revisit the plan later this year once progress has been made regarding the drainage. Brown stated that it would be beneficial to have direction from the Park Commission and continue ongoing communications via STLL as to the progress of the drainage system. Brown indicated that the City would be hosting a public meeting August 4 to discuss drainage issues in general throughout the City. He suggested that Luke stay in contact with Twila Grout, Park Secretary, for progress reports. Gilbertson moved, Farniok seconded, approving the pathway project between fields 1 and 2 at Freeman Park in concept, and encouraging Luke Schlangen to stay in contact with the City in order to receive continued progress reports and establish a timeline for the Eagle Scout Project. Motion passed 6/0. 5REPORTS . A. Report on City Council Meeting of June 14, and June 28, 2004 Brown reported that the City Council acknowledged the Music in the Park series at their recent meeting. B. Report on Joint Meeting With City Council, Park Foundation of June 14, 2004 Gilbertson reported that the potential donor for the Park Plaza project was present at the Foundation meeting and stated that, though he’d like to see the plaza completed this year, he would still support the project if completed in 2005. Ken Dallman, President of the Shorewood Park Foundation, reported that the joint meeting allowed the Foundation, Commission, and Council to discuss some issues that would enable the groups to move forward on some projects. He stated that, while the discussion came down to determining a policy for PARK COMMISSION MINUTES TUESDAY, JULY 13, 2004 PAGE 3 OF 9 naming and recognizing donors, the Foundation would like to see the plaza project completed this year while it is still fresh in everyone’s minds. B. Update on Meeting with Tim Hughes Regarding New Piece of Equipment for Skate Park Brown reported that Hughes, who was current on new regulations regarding skate park heights, indicated that the underwriters have given clearance for 4’ high quarter pipes as apposed to the 3’ high initial rail. Since the skate light surfaces have deteriorated as well, Brown stated that Hughes and staff will break down the costs for a new 4’ high quarter pipe and surface sheets for an upcoming Park Commission meeting. Young questioned what fund these repairs and upgrades would be deducted from and whether these were viewed as priorities by the Commission. Brown stated that the improvements were part of the capital improvement plan (CIP), with $8,000 slated for the skate park. D. Update on Park Activity Maps As part of the Master Planning document, Brown reported that the Commission had directed staff to develop a park inventory utilizing aerial photos of the parks. While these photos provide a good basis to work from with the corresponding acreages noted, Brown asked for Commissioner comment. Dais asked what the next step would be. Brown stated that staff would return to WSB with the Commissions comments and have them further identify the 4 categories of open space as defined by the Commission in previous meetings. At that point, Brown stated that the documents would be complete and incorporated into the Master Plan. Westerlund suggested that WSB identify the amount of impervious surface each park contains as part of their calculations, which would include parking lot, tennis courts, basketball courts, etc. Brown requested that the Commissioners forward additional comments to him within 1-2 weeks. 6. PRESENTATION BY CARVER COUNTY PARKS A. Lake Minnewashta Regional Park Off Leash Dog Park Lenny Schmitz, of Carver County Parks, stated that he wished to gauge support from local cities for an off leash dog park in Lake Minnewashta Regional Park. It would be the Counties intent to set up a partnership with Shorewood, Excelsior, Chaska, Chanhassen, and Victoria to fund the project, since there are no off leash dog parks in the vicinity and the public would like to have that amenity. He noted that funding is the biggest obstacle, since the County has dedicated it’s funding in recent years to land acquisition. He asked if there was interest within the Commission to pursue a partnership with the County and other local communities. PARK COMMISSION MINUTES TUESDAY, JULY 13, 2004 PAGE 4 OF 9 Davis asked how many acres the park would consist of, as well as, an estimated price tag. Schmitz stated that the cost would range anywhere from $20,000-40,000 and the size from 15 to 20 acres. Since there is 15-20 acres available in the northeast corner of the park with a separate entrance and parking area, staff felt this would be an ideal location for the dog park. Schmitz explained that no concrete plans were in place yet and that he was in the initial phases of gauging support for the project. In addition to city funding, Schmitz stated that fund raising by pet owners was another avenue worth pursuing, since the park would be a regional facility available to numerous potential users. Davis asked if additional user fees would be put in place. Schmitz believed a season pass or daily use fee would be required to use the park, but cautioned that little enforcement is available, thus, making this difficult to enforce. Gilbertson asked who would be responsible for ongoing maintenance costs. Schmitz stated that ongoing maintenance would be absorbed by the County. He indicated that he wished to obtain a commitment of $5,000-10,000 per community which would then enable the County to have site plans and concept designs put together. Schmitz stated that he had met with Victoria, and would be meeting with the other cities in the coming weeks. He stated that the City of Chanhassen has been eager to see the development of the off leash park, especially since they don’t allow pets in their parks at all. Davis commented that BARK Magazine voted the Minneapolis area as a dog friendly City. She stated that she believed this would be a great use of that unused portion of the park and a great place for pet owners to visit. While this portion of the park is blanketed with a combination of open space, maples, oaks, basswoods, and exotics, Westerlund voiced her opposition of removing much of the canopy beyond the exotics. Davis asked what Schmitz wanted from the Commission this evening. Schmitz stated that he would like to know if the Commission is interested in joining a partnership and seeing what can be developed. Brown stated that dogs in parks and related issues have been difficult burdens for cities to carry. In addition, Shorewood and it’s neighboring communities are strapped for space; therefore, if the Park Commission wishes to pursue the dog park, this would be an excellent opportunity. He asked if the Commission was prepared to make a financial commitment, knowing the dollars are available in the CIP. Administrator Dawson interjected, stating that the Commission could proceed to explore the alternatives. He asked what the level of contribution would be based on, a standard number of dogs or a certain dollar amount per community. Dawson recommended that the County consider some type of proportionate amount for each prospective partner, based on the size of the community. PARK COMMISSION MINUTES TUESDAY, JULY 13, 2004 PAGE 5 OF 9 Schmitz stated that the County would not wish to turn away any partner that wished to contribute on some level. Davis stated that she was confident that the Commission was amenable to the partnership and asked what the proposed timeline for the project was. Schmitz indicated that the project would be slated for fall of 2005 or spring of 2006. He promised to follow-up with Shorewood after his upcoming meetings with the other prospective partners and keep the City abreast of any developments. Brown introduced Mark Themig, Shorewood resident, past Park Commissioner, and interested pet owner. Themig stated that he and several of his neighbors were excited about the off leash dog park and believed it would be a great asset to the community. Gilbertson asked how dog owners could help forward this mission. Brown suggested information and updates be published in the newsletter and website, as well as, requests for comment and feedback. 7. MUSIC IN THE PARK Davis reported that the Music in the Park the past weekend was a wonderful community event with more than 200 people in attendance. She asked if there had been any sponsor feedback to date and indicated that she supported written recognition of the sponsors via the sample certificate. Brown suggested the Mayor sign the certificate and the saxophone logo be added to the form. Gilbertson moved, Westerlund seconded, to approve the certificate of Appreciation and letter st thanking each sponsor ‘for its support of the 1 Annual City of Shorewood Music in the Park’ signed by the Mayor in recognition of their participation. Motion passed 6/0. Gilbertson requested that each newspaper ad mention the sponsors individually and asked that he be given PDF approval before the ads run. In addition, Gilbertson asked that the donations be allocated accordingly, since the first event was rained out. Since rainouts are inevitable, Brown suggested that future sponsors sponsor the entire series of all three concerts versus specific events. He noted that Pizza Primo, sponsor of the first concert which was rained out, was given sponsorship of the second concert. Farniok suggested that the Commission address this in further detail next year. Meyer urged staff to bill each sponsor for the entire series and if they have a question, she felt confident that they would call the City to discuss the details. PARK COMMISSION MINUTES TUESDAY, JULY 13, 2004 PAGE 6 OF 9 8. REVIEW DESIGN OF FREEMAN PARK PLAZA PROJECT Having met with members of the Park Foundation on site, Brown presented the updated Park Plaza rendering, noting that the fence would be eliminated. He pointed out that materials would need to meet certain specifications and that the plaza was rotated from the original design so that the playground is situated to the north. Discussion proceeded regarding the additional 4 trees would be placed. Gordon Lindstrom, Park Foundation member, stated that the trees would be planted to the south and west side of the plaza to aid in shading the site. Brown explained that, at one time, the Pak Commission granted its general approval, and technically, staff is comfortable with the aspects of the plan. Young moved, Gilbertson seconded, granting Park Commission endorsement to the Plaza design for City Council consideration. Meyer questioned who would be responsible for paying the bills for the plazas construction. Brown stated that the Park Foundation would be funding this endeavor. Lindstrom and Dallman confirmed this. Young stated that he wished to pass the responsibilities of choosing stone and materials on to staff. Brown encouraged the Commission to determine whether the plaza fit the Commissions vision, or discuss any strong desires that they’d like to see incorporated into it, and move it forward to Council. Dawson encouraged the Commission to be as detailed as they like, since the City will be responsible for maintaining the plaza once built. Meyer indicated her desire that the Commission be kept in the loop as materials and landscaping are determined. Dawson invited members of the Commission to attend any of the monthly Foundation meetings to get updates or voice preferences. Brown stated that staff would commit to bringing back surface materials, plantings, treatments, picnic tables, etc. for the Commissions information. Dallman felt it would not be difficult to share planting diagrams with the Commission ahead of time. He asked the Commission to grant approval for the plaza where it is shown so that the Foundation can proceed to obtain quotes and finalize plans, and the donor can begin to obtain funds. Davis indicated that she’d like to see the fundraising cover and include the trees, plants, landscaping, and picnic tables from the beginning. PARK COMMISSION MINUTES TUESDAY, JULY 13, 2004 PAGE 7 OF 9 Young suggested this be incorporated into the resolution. He withdrew his original motion. Since eliminating the brick program, Dallman pointed out that the plaza, once surrounded by the bricks, would now be a concrete patio with a colored stamped edge design. Brown reiterated that approvals this evening would allow the Foundation to proceed with their fundraising, obtaining bids, plantings, and surface treatments that could be presented to the Commission in August. Dallman pointed out that the donor would like the plaza to be a fitting memorial to a respected and deceased resident; therefore, it would be their intent to have a nice looking plaza. Meyer repeated the need to require landscaping in order to beautify this huge piece of cement. Gilbertson added his request to see picnic tables also. He pointed out that the Commission has voiced overall support for the placement of the plaza; however, would like to see more details of how the finished product will look. Lindstrom stated that the donor was present this evening and forced to leave, but voiced his request that the plaza project be allowed to move forward for completion this year, preferably by October. He questioned whether this was possible. Based on her and Commission Young’s meeting with Frank Molek of the Arboretum, Davis stated that it is the families of those memorialized that wish to see these things maintained and kept very nice. It is the cities intent that these memorials be a beautiful spot and something everyone can be proud of; therefore, more attention to the details is necessary. Gilbertson moved to approve the Plaza project design with the caveat that the Park Commission be allowed to review the final materials, treatments, surfaces, picnic tables, and landscaping. Gilbertson stated that he did not think the Commission’s need to see the plaza details would stop the process from proceeding, but instead help shape its development. Dallman stated that the Foundation could return in August to present the landscape plan and other details if the Commission could support the concept. Gilbertson withdrew his motion. Gilbertson moved, Westerlund seconded, to approve the family plaza area, contingent upon City Engineer approval of details and materials and the Park Commission approval of the landscape plan and picnic tables at its next meeting; noting that the Commission endorses the overall plaza’s placement, spirit of this endeavor, and wishes to foster its continued progress. While Young stated that he would vote in support of the motion, he was concerned by the Commissions need to micromanage this particular project. Motion passed 6/0. PARK COMMISSION MINUTES TUESDAY, JULY 13, 2004 PAGE 8 OF 9 9. DISCUSS POLICIES AND PROCEDURES FOR RECOGNIZING DONATIONS TO THE PARKS Dallman explained that, in the case of the plaza, the intent is that it would be named as a fitting memorial of someone who held significance to many in Shorewood Oaks. He maintained that the recognition would not be precedent setting, since the Shirley Rice Memorial Garden and other namesakes currently exist within the City. He pointed out that the American Legion currently supports the Southshore Community Park each year and is recognized via signage. He stated that the donor has indicated his willingness to maintain tastefulness by signifying the plaza with a small plaque or stone. Brown pointed out that Administrator Dawson had done a great deal of research compiling samples from other cities of their policies and procedures for recognizing donors and contributors to their parks. While the responses and procedures of communities varied across the board, Dawson indicated that the Eagan model provided the most comprehensive approach, with the addition of some sensitive issues regarding signage, recognition in public information, corporate recognition, and the criteria pertaining to living or deceased. Davis was hesitant to agree that, as noted within some of the city policies, if a donor has covered 50% or more of the costs they are entitled to naming rights. On the other hand, she believed a small sign would be appropriate in recognition of the contribution. Davis stated that she felt this issue could not be resolved this evening, and instead would be better suited for a work session in order to set standards for the future. Young asked what this plaza contributor would be comfortable with regarding recognition. Dallman stated that the donor had indicated that a brick or stone with a plaque dedicated to the gentleman’s memory would be appropriate. Dallman stated that the donor was not looking for anything big or pretentious. Brown suggested that, since the intent of the donor seems reasonable and the Commission seems comfortable with some sort of recognition, the Foundation could return in August detailing the recognition. This would allow the Foundation to move forward while the Commission sets up its guidelines. Meyer stated that she was not comfortable naming the entire plaza after someone and feared it might be deemed precedent setting. She agreed that more time should be spent in work session setting standards for recognition. Gilbertson asked if the plaza proposal fit the parameters set up by the Eagan guidelines. Dawson stated that the Eagan policy would allow that some special recognition would be given. While it would fit within the parameters, the Commission would need to determine the intent of the naming, for instance this plaza is in memory of ‘someone’. Dallman stated that he would relay to the donor that the Commission is comfortable with a modest dedication, and that in all likelihood the Commission will not reverse itself during the process. PARK COMMISSION MINUTES TUESDAY, JULY 13, 2004 PAGE 9 OF 9 While the donor does not wish to go to the family until he knows for sure what type of dedication would be allowed, if the Foundation felt confident this would proceed with the dedication. Young stated that he believed that there was consensus among the Commission to give the Foundation a motion that the Commission has no problem with the idea of a memorial or recognition, but it’s a matter of defining the specifics of it. Westerlund moved, Young seconded, that the Commission make a commitment to allow some sort of recognition to be given for this gentleman in this particular plaza in question, with further details forthcoming, that will fit within the standards that the Commission set forth. Motion passed 6/0. Dallman thanked the Commission for its attention to this matter and hoped that the standards would be set at a work session prior to the next regular meeting in August. The work session was scheduled for July 27, 2004 at 6:00 p.m. 10. NOMINATE CHAIR AND VICE CHAIR Westerlund moved, Gilbertson seconded, to nominate Davis as Chair of the Park Commission, Motion passed 6/0. Meyer moved, Westerlund seconded, to nominate Gilbertson as Vice-Chair of the Park Commission. Motion passed 6/0. 11. RESCHEDULE SEPTEMBER 14 PARK COMMISSION MEETING The September meeting was rescheduled for September 28, 2004. 12. NEW BUSINESS Brown distributed a liaison sign up sheet for Council meetings for the remainder of the year. Farniok would liaison at the July City Council meeting. The Park Foundation would be meeting Wednesday, July 14, 2004 at 5:00 p.m. for those who might be available to attend. 13. ADJOURNMENT Meyer moved, Westerlund seconded, adjourning the Regular Park Commission Meeting of July 13, 2004, at 9:55 P.M. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary