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041106 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, APRIL 11, 2006 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Davis called the meeting to order at 7:04 p.m. A. Roll Call Present: Chair Davis, Commissioners Young, Westerlund, and Norman; Public Works Director Brown Absent: Commissioners Moonen, Loheit, and Hensley; City Council liaison Lizee B. Review Agenda Items 4C, Report on City Council Meetings; 6.5, Skate Park Ramp Decking Update; and 8C, Plantings at Manor Park, were added to the Agenda. Westerlund moved, Young seconded, approving the Agenda as amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of March 15, 2006 Page 3, paragraph 3, the corrected spelling of the Kestrel Group was made; Page 6, paragraph 2, line 1, was changed to “A Commissioner stated…” Young moved, Norman seconded, approving the Minutes of March 15, 2006, as amended. Motion passed 4/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Review Proposed Agenda for the Joint Meeting on April 18th With Community Cities in Regards to Winter Event Minor changes to the Agenda were made, including, the addition of Item 1, History of Lake Area Events, followed by the rest of the agenda as submitted. Chair Davis reported that representatives from Deephaven, Excelsior, and Tonka Bay should be sent the Agendas. B. Update on Music in the Park Since the City had not confirmed or heard from the Magician for the second Children’s performance, the Commission urged staff to make one final contact, and then move towards booking a back-up performer for the date. Rather than publishing the date for the second performance, the Commission decided to encourage residents to ‘stay tuned’ for additional nd information and later state that ‘due to overwhelming response the City has added a 2 kids show’ if they have found a back-up performer. PARK COMMISSION MINUTES TUESDAY, APRIL 11, 2006 2 PAGE 2 OF C. Report on City Council Meetings Brown reported that during the 3/27/06 meeting, the City Council was distraught over the proposal received for the Manor Park planting project and delivered an abrupt conversation about how the request for proposals process should be conducted. They chose not to move forward with the proposal and urged staff to follow the formal RFP process via the normal channels. Staff is creating a formal RFP as soon as possible so that the project can move forward in a timely manner. Westerlund indicated that if the process is delayed, the project will not be able to move forward until 2007. Chair Davis questioned how the Commission failed to follow the correct process and asked whether they should have approached it differently. Brown stated that, technically, the process was not followed according to the City Council. He st pointed out that the City did commit to the 1 steps for the water main project along Manor Road and suggested that the project be postponed until 2007 with the completion of the water main project. While he did not feel the project was dead for 2006, Brown reiterated that staff would attempt to complete the RFP process as soon as possible, though other issues continue to arise. Westerlund encouraged Brown to make contact with the contractors she had supplied him with for the RFP process. Brown stated that, during the 4/10/06 meeting, the Council discussed the City’s overall water control methodology. In addition, Brown explained that the City will be obtaining a feasibility study to determine the best use for the parcel it received at the end of Wedgewood Drive and County Road 19. A soggy piece of ground, this parcel could be used in a larger stormwater project to alleviate problems created by Lake Mary shutting itself off from Lake Minnetonka. Rather than using the MCWD funds for this project, as Brown mentioned potentially last month, MCWD is committed to using those funds for a larger project at Freeman Park. While he acknowledged that the Freeman Park project seems to be a priority to the Commission, Young asked how the project could be divided out into smaller pieces rather than the overall expensive piece proposed in the feasibility study. Brown stated that, overall, the project would cost an estimated $1.3 million. The city must begin to identify partners, such as MCWD, DNR, and other grants partners, to put the pieces and timing together. He concurred, that the City could then parcel out segments for the project. Young asked whether the project was divisible. Brown stated that the project was divisible, although the city would be faced with a large charge in the tree removal alone, followed by excavating out the various locations along the pond, and adding kiosks etc. Chair Davis asked whether the wet soggy wetland area at the end of Wedgewood would become a park responsibility as a wetland education parcel or simply remain a drainage pond. Brown indicated that he was unsure of the status of the area yet. PARK COMMISSION MINUTES TUESDAY, APRIL 11, 2006 3 PAGE 3 OF 5. DISCUSS OPEN SPACES Brown explained that the LCEC, which was disbanded several years ago, was originally charged with the responsibility of open spaces and environmental parcels. Although in its final report, the LCEC indicated it would remain or return to evaluate or assist with open space, the City has not revived the organization. Brown stated that the City Council would like to conduct a joint meeting with the Park Commission to discuss open space, and the City’s overall goals and priorities with regard to opens space, Wedgewood being one of those items. 6. TENNIS COURT REHABILATION FOR CATHCART, BADGER AND MANOR Brown reported that all of the City’s tennis courts are deteriorating and in need of major renovation. He pointed out that it is not uncommon to spend $60,000-80,000 on one court. Brown noted that the Commission has approximately $160,000 in its CIP and should consider some proposals. Young asked whether they could get cost estimates and make a recommendation for 1 or 2 to be renovated. Brown stated that the court in the worst condition would be Manor Park, though Badger, too, is in awful shape and more heavily used. Westerlund asked whether the use of these courts has been evaluated and whether the repairs are even necessary. Brown stated that the Commission and City has evaluated their use and received numerous calls from citizens regarding the poor condition of the courts. Norman pointed out that Deephaven had many of the same issues and installed sport court surfaces in its courts. Brown stated that he would contact Deephaven to find out how the sport court surfaces have held up to weather, vandalism, etc. 6.5 SKATE PARK RAMP SURFACES UPDATE Brown indicated that, in the fall, the City obtained an estimate for 20 sheets of skate surface to replace those with major cracks and holes at a proposed cost of $125 per 4’ X 8’ sheet of skatelite pro, plus shipping and taxes. He explained that it is staff’s recommendation that the Commission authorize the expenditure of $3,500 for these improvements. Chair Davis pointed out that, over the previous weekend, she noticed that the park was packed and is very well used. Brown stated that the new true ride surface is far more advanced than the surface installed in May 2001 and that the City would like to upgrade all of its surfaces eventually. Westerlund moved, Young seconded, recommending authorization for expenditure of funds for 20 sheets of skate board ramp surfacing, not to exceed $3,500 with taxes and shipping. This expenditure to be funded from the Parks Capital Improvement Program. Motion passed 4/0. PARK COMMISSION MINUTES TUESDAY, APRIL 11, 2006 4 PAGE 4 OF Chair Davis asked how soon the installation would be completed. Brown indicated that the City should have the sheets within a few weeks and installation would follow as soon as possible, due to weight restrictions and other commitments. 7. REVIEW CITY’S GOALS AND PRIORITIES 2006 Brown shared a document containing the City Council’s entire list of goals and priorities for 2006 through the first quarter of 2007 in rank order within six strategic categories. Chair Davis stated that it was interesting to see the order of things and questioned whether the City Council felt the Park Commission has been overstepping its bounds. She asked for a clearer cut definition of the roles and scope of service for the Park Commission. With regard to open space, Brown explained that whoever is charged with this responsibility, will need to be included in the planning process for several pieces acquired lately. Although he found it to be helpful to see where the Council’s priorities fall, Young asked whether it is worth the Commission’s time to get overly excited about a project, such as the Freeman Park Wetland project, seeing how low they view it on the overall priorities list. 8. MANOR PARK A. Graphic Presentation of Manor Road Tree Placement Brown reminded the Commission that the Babcock’s have volunteered to plant 5 – 6’ trees along the northerly boulevard in Manor Park. While he felt comfortable with the proposed planting, Brown stated that he had not been successful contacting the Babcock’s. Norman asked whether this would set a precedent by allowing someone to plant trees in front of their home at the City Park. Brown pointed out that the City has a donation policy in place that the Commission developed and that this project fits within the parameters of that policy. Westerlund stated that she had spoken to her neighbors, the Babcock’s, who hope to plant the trees simply to beautify the appearance of the park and pointed out that the trees are not even proposed to be planted directly in front of their home. Chair Davis commended the Babcock’s desire to beautify the park. Westerlund questioned whether the trees would cut off neighbor’s connection to the park by obstructing their views. She encouraged staff to contact the neighbors along the stretch of Manor Road whose views would be impacted by the trees. In addition, she asked to view the donation policy at a future meeting. Brown stated that he would collect the feedback from the neighbors and the Babcock’s and report back at the next meeting. Chair Davis reiterated that this appeared to her to be a very generous gift and asked for follow-up. B. Recommendation for the Species of Tress to be Planted PARK COMMISSION MINUTES TUESDAY, APRIL 11, 2006 5 PAGE 5 OF 9. DETERMINE DATES FOR PARK TOURS The Commission set the dates for the Annual Park Tours for May 9 and June 13, 2006, meeting at City Hall at 5:45 p.m., and departing at 6 p.m. The final destination for the th May 9 meeting would be Crescent Beach followed by a brief discussion at City Hall; therefore, omitting the Crescent Beach visit on June 13, 2006. The Commission asked staff to check into the availability of the mini-bus for the tours. 10. DETERMINE LIAISON FOR APRIL 24 CITY COUNCIL MEETING April 24 - Westerlund 11. ADJOURN Young moved, Norman seconded, adjourning the Park Commission Meeting of April 11, 2006, at 8:25 p.m. Motion passed 4/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary