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021406 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, FEBRUARY 14, 2006 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Davis called the meeting to order at 7:01 p.m. A. Roll Call Present: Chair Davis; Commissioners Westerlund, Moonen, and Hensley; City Council Liaison Wellens; City Engineer Brown Absent: Commissioners Young and Loheit B. Review Agenda Item 10 was removed from the Agenda to be continued at the next regular meeting. Item 6B, Bids for Manor Park Planting Project was added to the Agenda. Hensley moved, Moonen seconded, Approving the Agenda as Amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of January 10, 2006 Hensley moved, Westerlund seconded, approving the Minutes of the January 10, 2006 Park Commission Meeting as submitted. Motion passed 4/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting Brown reported that the City Council adopted the Park Coordinator Services Agreement with Community Rec Resources. He commented on what a good job the contractor has done in the past and stated the City was happy to have them on board another year. Brown continued, noting that the City would be using Steve Gerney, of WSB, to assist Brown as Acting City Engineer on occasion. In addition, the Stormwater plan public hearing, as required by the Pollution Control Agency, was scheduled. Finally, Brown noted that he provided the City Council with a summary cost projection for the County Road 19 intersection showing a construction budget due to be on target, though other items such as ROW, undergrounding utilities, and acquisition costs have not yet been accounted for. B. National Recreation & Park Association (NRPA) Membership Cost Brown explained that the cost to join the NRPA was approximately $465 annually and would provide for both professional and citizen memberships. Though not in the current CIP, he asked the Commission to consider whether they felt it was worthwhile and a fit could be made. Chair Davis encouraged the Commissioners to visit the website to make a determination. PARK COMMISSION AGENDA TUESDAY, FEBRUARY 14, 2006 PAGE 2 OF 6 Hensley stated that he would support a citizen membership of $55 for the Chair to join the Association as the Commission Representative, if that would include all of the same benefits. C. Update on Freeman Park Wetland Project Brown stated that he had learned just recently that the City of Mound has approximately $60,000 in Wetland credits which it must use and would like to partner with the MCWD to locate a basin project in Shorewood. While the Freeman wetland project is an option for the funds, Brown explained that the funds could also be used to improve the drainage issues and complete a clean-up project off of Wedgewood and Amlee Road. As this has been a problem site for many years, it occurred to staff that this might be a good concept or solution to improve this public piece of land and possibly provide a connection to the LRT. Westerlund asked whether the low lying parcel was already a wetland site. Brown stated that this was not necessarily the case. He asked for Commission comment indicating that the funds could provide the opportunity for a trail extension and resolve an ongoing drainage issue for the City. He stated that, with Commission support, he would like to explore this concept further as a way of enhancing a shoddy looking area. Westerlund stated that her question was whether the Freeman Park Wetland Project would ever get done or whether it was simply a ‘pie in the sky’ concept, as the necessary funding would likely never become available. Although she understood the rationale for using the available funds to complete a small scale project such as this, she questioned whether the City would ever be serious about the Freeman project. Brown stated that, certainly, the Freeman Park Wetland Project would be a huge undertaking and that, perhaps, the $60,000 could be used with a matching grant of some kind to begin completion on phase one for the Freeman Park project. D. Update on Astro Turf for Batting Cages Between Fields 1 and 2 at Freeman Park Brown reported that Little League owns the Astro turf; however, are waiting for the Babe Ruth league to raise the funds for the installation. 5. COMMUNITY REC RESOURCES YEAR END REPORT Anderson, of Community Rec Resources (CRR), summarized the 2005 Year end Report for Park Coordinator Services for the city of Shorewood. She mentioned that two additional Sports Organizations, Minnetonka Lacrosse Assoc. (MLA) and Twin cities Men’s Baseball enjoyed access to Shorewood Parks in 2005; that a new documentation collection process streamlined the collection; and that little or no parking issues were experienced in 2005. Anderson indicated that all organizations complied with timely requests for documentation and that spring sports schedules were distributed at the spring meeting. In addition, an online weather notification system enabled sports organizations to learn of timely field cancellations and via ongoing communications between CRR, city staff, and the Community Center alleviated most if not all parking issues. Though the fall sports information meeting was well attended, the Hockey organization continues to be absent from those talks and relies on individual coaches to reserve ice time. Anderson explained that this continues to fly in the face of the processes established several years ago and PARK COMMISSION AGENDA TUESDAY, FEBRUARY 14, 2006 PAGE 3 OF 6 asked for Commission comment and support. In addition, TFA, the football organization, faces ongoing field condition issues as bare spots cause safety hazards for players and lighting concerns need to be addressed. Anderson thanked the City for their ongoing support and mentioned that the Spring Sports Information meeting would be approaching soon, at which new 2006 schedules would be distributed. She complimented the City on its ever increasing numbers of passive as well as active users, successful Music in the Park community events, and concessions that fill the public need. Brown concurred, mentioning that the hockey organization continues to be a problem, though he did not go so far as to kick them off the ice for the year. He asked for Commission comment. Commissioners agreed that the policy must be enforced for all organizations and recommended that staff deny them access if they do not choose to follow the established process. Brown stated that he would have notice sent to the hockey organization to reiterate the City’s position and policy on the reservation of facility use in Shorewood. He informed the Commission that this would likely bring a reaction from the hockey association. 6. UPDATE ON WINTER ACTIVITY A. Determine Joint Meeting Date Chair Davis stated that both the cities of Tonka Bay and Deephaven expressed an interest in being a part of a community wide winter activity. Several dates were presented as potential joint meeting opportunities to share with the other communities, April 4, March 28, or April 18. B. Bids for the Manor Park Pond Planting Project Westerlund stated that she had contacted five companies to ask for bid proposals for the Manor Park Pond Project, to which she received 2 actual bids. She presented both proposals to the Commission for feedback. Fortin Consulting toured the site and submitted a bid of approximately $5,500 with a very detailed cost breakdown including the implementation of plant materials. The Kestral Group also indicated that they had visited the site and put together an estimate of $4,300 for consulting and design plans, excluding plant material. Chair Davis asked for an estimate of how many volunteers would be necessary to assist with the project. Westerlund stated that she had already been contacted by 2-3 neighbors who had read newsletter articles and were interested in lending their support to the project. She felt no more than a dozen would be necessary for the day of implementation. Brown asked what the next steps might be. If a recommendation was feasible, he suggested the Commission move to allocate funds from the capital park improvement fund and make a recommendation to the City Council to accept one of the bids. Westerlund stated that she would recommend moving forward with one of the two bid proposals put before the Commission so that they can begin the design process for spring. Hensley asked Westerlund which of the two bids she would support. PARK COMMISSION AGENDA TUESDAY, FEBRUARY 14, 2006 PAGE 4 OF 6 Westerlund noted that both came from reputable firms, though Fortin had visited the site with her and was willing to attend an upcoming Commission meeting. Brown stated that the Commission could recommend the city proceed with the professional design piece, as the funds are available for park planning, and wait to authorize the further expenditure after viewing plans. Chair Davis stated that she would like to see the plans before proceeding with the implementation anyways. Hensley stated that he would like to be given two distinct concept plans to choose from or with an estimate of the hours necessary to complete each. Hensley moved, Moonen seconded, to recommend the allocation of funds, with a cap of $1,500, from the park improvement budget to have FCI, Fortin Consulting, develop two concept plans to present to the Commission for the design portion of the Manor Park Pond project. Westerlund noted that, at times, bid proposals are bid out as a package and noted that the contractor may be counting on both the design and implementation pieces of the proposal when they submit their bid. Motion passed 4/0. Chair Davis stated that this might be a good idea to share with the LMCC for programming potential . Westerlund concurred. 7. 2006 WORK PROGRAM Chair Davis asked if the City was interested in acquiring ‘Inventree’, and if so, she volunteered to learn the software to begin using it in the parks. She noted that the city has numerous stands of trees in and outside the parks worth preserving. Hensley asked whether the City had access to a knowledgeable forester who could, or has already, identified trees worth preserving in Shorewood at less cost. Brown stated that the City was familiar with a forester or consultant to assist them. Westerlund agreed that a tree inventory of the stands in Shorewood worth preserving was important to put together either via software or a consultant. Brown stated that he would review past LCEC minutes, contact a consultant, and discuss the details with staff and report back. Chair Davis stated that the Tree inventory should be part of the city Trail Planning process. Westerlund asked for clarification with regard to the Commission’s duties pertaining to Open space. PARK COMMISSION AGENDA TUESDAY, FEBRUARY 14, 2006 PAGE 5 OF 6 With regard to the work project for the Silverwood slide, Brown stated that more investigation will be necessary this spring, since the current slide foundation has been eroding causing safety concerns for stabilizing the slope. 8.CONCESSION OPERATIONS Brown reported that Russ Withum has agreed to operate the Concessions for 2006 and that staff is recommending approval of the agreement. He pointed out that it is nice to be building a relationship with a good, honest, reliable concessionaire. Hensley moved, Westerlund seconded, to recommend formalizing approval of the 2006 concession agreement. Motion passed 4/0. 9. MUSIC IN THE PARK A. Review Budget Brown reported that the budget for the Music in the Park was estimated at $2,200 for 2006. Westerlund asked whether the Park Foundation would be willing to make a donation to the event this year. Chair Davis stated that she would attend the Foundation meeting the next evening and explore the possibility of their support. She indicated that she believed the Commission should go forward with signing the Magician for the children’s program during late June/July. Hensley stated that he would support Chair Davis and Secretary Grout formalizing the entertainers for the season. Chair Davis moved, Moonen seconded, to hire the Magician Inside – Motivation Magician for the Children’s Summer Program in June or July. Motion passed 4/0. Hensley moved, Westerlund seconded, to allow Chair Davis and Park Secretary Grout to put together a recommendation for the 2006 season, which would be sent to Commissioners’ for brief comment, and moved forward in a timely manner. Motion passed 4/0. B. Determine Potential Entertainers / Children’s Programs C. Fliers and Promotions D. Suggestions Hensley suggested that next year the Commission bring a tape player or visit the internet sites of potential performers during their regular meeting to facilitate the process of choosing the entertainment for Music in the Park. 10. BLACKTOPPING BADGER AND CATHCART RINKS – Continued to a future meeting A. Pros and Cons for Ice B. Cost for Blacktopping 11. RECOMMENDATION OF CHAIR AND VICE CHAIR FOR 2006 PARK COMMISSION AGENDA TUESDAY, FEBRUARY 14, 2006 PAGE 6 OF 6 Westerlund moved, Hensley seconded, to nominate Chair Davis to continue in her role as Chair of the Park Commission for 2006. Motion passed 4/0. Chair Davis moved, Hensley seconded, to nominate Westerlund as the Vice-chair for 2006. Motion passed 4/0. 12. DETERMINE LIAISON FOR FEBRUARY 27 CITY COUNCIL MEETING Hensley volunteered to be the liaison for 2/27/06. th Chair Davis moved, Westerlund seconded, moving the March Meeting to March 15, 2006, as opposed to the previously scheduled March 14, 2006. Motion passed 4/0. Westerlund invited Commissioners to attend a presentation supported by the MCWD on Low Impact Development scheduled for March 21, 2006. 13ADJOURN . Moonen moved, Westerlund seconded, Adjourning the Park Commission Meeting of February 14, 2006, at 9:06 p.m. Motion passed 4/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary