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011105 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL TUESDAY, JANUARY 11, 2005 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Davis called the meeting to order at 7:06 p.m. Present: Chair Davis; Commissioners Meyer, Young, Farniok, Westerlund, Wagner, and late arrival Gilbertson; City Engineer Brown; Park Secretary Grout; and City Council liaison Wellens Absent: None B. Review Agenda Wagner moved, Gilbertson seconded, to approve the Agenda as submitted. Motion passed 7/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 14, 2004 The last paragraph under section 5B., Music in the Parks, Davis added the last week in June as the potential parent/child concert in the park. Young moved, Westerlund seconded, approving the Minutes of the December 14, 2004, Park Commission Meeting as amended. Motion passed 7/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting of January 10, 2005 Brown reported that the new City Council members were sworn in the previous evening, and that Council Member Wellens volunteered to be liaison for the Commission meeting this evening. He pointed out that new ice rink supervisors were put in place and that Minnetonka youth hockey has begun to use the ice, although they did not follow proper protocol. Brown noted that the City Council put in place a new process with deadlines which must be adhered next year or consequences will need to be put in effect, such as fines, etc. Meyer asked for an update on the Plaza progress at Freeman Park. Brown stated that, although the concrete for the plaza had been placed, the restoration did not go smoothly, as gaps were left up to the edge of the concrete. Brown pointed out that the City has withheld payment to the contractor for the restoration from the endowment until spring when the problem can be addressed appropriately. A dangerous predicament has been created, since the contractor failed to backfill adequately before sodding. 5. MUSIC IN THE PARK A. Review Costs for Ads and Inserts PARK COMMISSION AGENDA TUESDAY, JANUARY 11, 2005 PAGE 2 OF 2 In addition to reviewing the costs of ads and inserts within the local papers, Brown reported that an insert would be placed in the City newsletter, as well as, press releases sent to the appropriate papers prior to the summer concert series. He explained that staff would recommend placing a single ad within the Sun Sailor and the Laker newspapers for each event for an estimated cost of $760.00. Gilbertson suggested front loading the advertising by running two ads consecutive weeks before the start of the series to generate awareness. B. Review List of Bands Contacted Brown stated that, having contacted several of the bands this past month, it appears that putting together a schedule is of the most important priority in order to book the preferred groups. He indicated that the fees range from $600-650 for most groups, while the children bands run approximately $200. He reiterated that the timing was critical, as most of the groups calendars would fill fast. Brown suggested the Commission form a subcommittee as they had done last year to evaluate the bands and make recommendations. The Commissioners agreed to meet at Farniok’s home Sunday, January 16, at 4 p.m. to listen to tapes, and make recommendations. They also were satisfied with the overall appearance of the music in the park flyer. C. Review Contract Brown indicated that the general summer entertainment agreement would be reviewed by the City Attorney. D. Review Draft Proposal to the Park Foundation Brown reviewed the draft proposal to the Park Foundation and asked for Commissioner input. He noted that the overall budget request was more than last year; but the quality of bands desired this year and supplemental advertising necessitates the budget. Davis stated that she would recommend a higher budget be proposed in order to book some of the better known bands and cover an additional ad. Although he wished to provide the Foundation with adequate detail in which to make their decision, Brown asked whether he should provide a range for the bands instead of identifying particular groups. Gilbertson suggested the Commission aim high and let the Foundation choose at what level they wish to participate. Young complimented staff on a well written proposal and their choice of verbiage. Farniok suggested that the last line of the first paragraph take the focus off of the event that did not happen and instead promote the number of people who did attend the events. PARK COMMISSION AGENDA TUESDAY, JANUARY 11, 2005 PAGE 3 OF 2 Westerlund agreed, stating that it should be the city’s intent to promote community within the park system and what a great community building event this is. Wagner asked when the plaza was slated for completion. He commented that if the restoration was complete and the Foundation wished to hold a grand opening ceremony, the Music in the Park event would provide them with a unique opportunity to do so. Meyer suggested that a date or deadline for reply be added to the proposal, so that the City will know whether the Foundation wishes to participate in a timely fashion. Wellen further suggested that a directional map be added to the flyer for people who don’t necessarily know where Freeman Park is. Westerlund moved, Gilbertson seconded, to accept the Fundraising Proposal for the Music in the Park Series with the changes as recommended and budget of $3,500, and that the Proposal be forwarded to the Park Foundation for their Thursday night meeting. Motion passed 7/0. 6UPDATE ON OFF-LEASH DOG PARK AT LAKE MINNEWASHTA REGIONAL . PARK Davis stated that the Lake Minnewashta Regional Park personnel would be holding a public meeting on February 9, at 7 p.m., at the Chanhassen Rec Center. She indicated that representatives from ROMP and landscape architects were expected to attend after which a design would be made. She stated that Chanhassen has committed somewhere in the neighborhood of $25,000 to the dog park construction and put that expenditure in its 2005 CIP. While both Victoria and Waconia have expressed support neither had made a formal agreement for funds at this time. Davis pointed out that numerous organizations have approached the Park indicating that they would be willing to assist in fundraising efforts. Since no budget or plans had been established, Davis indicated that she was hesitant to pledge monetary support until the City knows more about what the plans will be. Westerlund concurred, stating that she would prefer to wait until the City determines what its own priorities for 2005 are. 7. DISCUSS PARK SIGNAGE Wagner gave a presentation on Park Signage within the Shorewood Park Community. Having taken numerous pictures of each park and their perspective signage, as well as, safety and vandalism issues, Wagner made several observations. He noted that most of the recognition signs within the parks are wooden in nature; however, the Badger sign was a plastic substance. Overall, Wagner indicated that Freeman Park lacked directional signage pointing visitors to certain park features, Eddy Station, ball fields, etc. He suggested that better signage be used to direct users to the separate entrances in order to avoid confusion. In addition, he pointed out that signage directing users thru the senior housing development was necessary off Eureka Rd. PARK COMMISSION AGENDA TUESDAY, JANUARY 11, 2005 PAGE 4 OF 2 Wagner noted that some of the other big issues include the installation of ‘City Park’ signage marking areas near parks and directional signage directing people to places like, the Skate Park. Meyer agreed that identifying and placing directional signs within Freeman Park should be a high priority. Brown gave a brief history of the access closure to Freeman Park off Highway 7. Wagner reiterated that updated signage is necessary so that people can navigate Freeman Park adequately. Brown stated that he had been in contact with and would be in contact again with MnDOT regarding the installation of directional signage to the City Park on Highway 7. Brown asked if the existing sign style was appropriate, and if so, staff could order up a number of standard signs, put together a layout and explore the costs with contractors to get this work done. Davis pointed out that by installing adequate signage, the number of lost drivers entering Freeman at the wrong end would be reduced. Brown stated that he felt both safety issues and the elimination of unnecessary traffic were legitimate reasons to warrant the installation of a sign on the East side of Eureka Road. Although the sign would be placed on the opposite side of the road, it would not obstruct views or interfere with sight distances on the west side. Wagner asked if the City could install directional signs within the City. Brown indicated that staff should be able to order and install the directional signs right away. Wagner moved to recommend that staff order and install the standard directional signs, put together options and their recommendations for signage within Freeman Park and Park Lane. Gilbertson amended the motion to include a complete sign plan including proposed locations be brought back before the Commission. Meyer seconded. Motion passed 7/0. 8. REVIEW PRIORITIES / WORK PROGRAM ITEMS FOR 2005 Davis reported that she had been invited to preview a software program called InvenTree which takes an inventory of trees. She indicated that she would report back to the City of how effective this software program proved to be. With regard to the priorities for 2005 Brown indicated that it is not uncommon for items to carry over into October-December; therefore, the program does not currently reflect many items. After much discussion, minor changes were made to the 2005 Work Program; including, a presentation on water quality issues and treatment options to take place in March-April by Westerlund and a PARK COMMISSION AGENDA TUESDAY, JANUARY 11, 2005 PAGE 5 OF 2 representative of WSB; ongoing overview of horticulture and tree inventory for the parks beginning in April-May; education on Buckthorn control and eradication beginning in April and ongoing throughout the year; an exploration of methods to reduce vandalism within the parks via work session and information from the Mn Rec and Park Association in April-May; and a review of current balances and programmed improvements for the Capital Improvement Program August-September. 9. DETERMINE LIAISON FOR FEBRUARY AND MARCH CITY COUNCIL MEETINGS January 24 – Westerlund February 14 – Brown 10. NEW BUSINESS The regular March meeting was tentatively rescheduled for Tuesday, March 15, at the Senior Center. Brown reported that ads had been placed in the Shorewood newsletter advertising for openings on the Commission. He indicated that he would be approaching the seniors at the Ponds to recruit a representative from that location. Brown stated that advertising for the City Engineer’s position would be taking place, in an effort to hire an engineer by mid April. Davis reported that Council member Turgeon had suggested that the Commission consider putting together a Winter Community Skating Party Event. Davis suggested this item be placed on the work plan for next fall. 11. ADJOURNMENT Westerlund moved, Wagner seconded, adjourning the Park Commission Meeting of January 11, 2005, at 9:11 p.m. Motion passed 7/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary