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010907 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JANUARY 9, 2007 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Davis called the meeting to order at 7:00 p.m. A. Roll Call Present: Chair Davis; Commissioners Young, Westerlund, Moonen, Hensley, Norman and Trent; Public Works Director Brown; and City Council liaison Woodruff Absent: None B. Review Agenda Norman moved, Moonen seconded, approving the Agenda as submitted. Motion passed 7/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 12, 2006 Hensley moved, Norman seconded, approving the Minutes of the December 12, 2006, Park Commission Meeting as presented. Motion passed 7/0. 3. REPORTS A. Report on City Council Meeting th Brown reported that on the January 8 City Council Meeting, new Mayor Lizée and City Council members were sworn in. He noted that the Council approved plans and specs for the Woodhaven well abandonment. He encouraged the Commission to give thought to what should be done with the parcel once the abandonment is complete. Norman asked if there was a City park near this area or whether there might be sufficient room to install a tot lot. He suggested the Commission examine any opportunity for this site at their upcoming work session in February. Brown agreed that this would be a good discussion item, adding that the parcel is surrounded by residential properties and church with no parks near by. B. Update on Winter Community Event Chair Davis reported that both the Foundation and Legion have committed to donating some funds. The Legion will be donating $1000 to sponsor the buses and afternoon sleigh rides. She added that the event has received and will continue to receive press in the Sun and Lakeshore Weekly. Norman stated that he secured an additional $300 and would be working with the committee to finalize the budgets, advertising, and banners. Brown noted that the event offers a pretty exciting mix of activities, ice, weather, and funding. He stated that Minnetonka Outdoors would prefer more than 9” of ice for the lake activities, but even PARK COMMISSION AGENDA TUESDAY, JANUARY 9, 2007 PAGE 2 OF 4 with or without the tent, the kids ice fishing contest will happen. Brown pointed out that, primarily, the events are paid for other than $2000 for the proposed fireworks and $2000 for the curling team sponsorship. Brown maintained that this is an excellent start and will continue to blossom each year. He acknowledged that Excelsior would be hosting a masquerade ball the night before, ice sculpting along Main Street, and possibly figure skating in the Commons area. Chair Davis pointed out that they are still looking for volunteers the day of the event and encouraged everyone to contact Secretary Grout, the keeper of the ‘volunteer bank’ spreadsheet. 4. END OF YEAR REPORT FROM COMMUNITY REC RESOURCES (CRR) CRR Representative Kristi Anderson thanked the Commission for their support over the past 4 years as she introduced the Year End Report. Anderson commented that CRR had made several recommendations regarding park improvements based on their compilation of observations in coordination with the Park Master Plan over the past several years, acknowledging how these improvements would potentially preserve Shorewood’s status as a premier sports facilities provider for the greater South Lakes Community. Westerlund commended CRR for providing the City with their educated opinion, as it is they who see the conditions and communicate with the sports organizations first hand. She felt the feedback provided by CRR was excellent and appreciated the contractor going out on a limb to inform the Commission of the issues with the facilities. She noted that, especially, if there are things that can be fixed or addressed, she would definitely like to see that happen. Chair Davis requested that this report and information be attached to the works session agenda for consideration and more detailed review. As a noted, Brown stated that the Commission and Council both had authorized an ad for bid, which came in at a substantial cost, somewhere around $90,000. Brown explained that, typically, authorization is sought and the bid applications are finalized and distributed to potential providers, due to deadlines, Brown stated that he did not complete the review this past fall and winter and plans to reapply for the authorization for bid at the next City Council meeting for completion in early spring, especially, in light of the timelines associated with the spring sporting season. th Anderson noted that the Spring Sports Information Meeting was slated for March 15 and that schedules would be distributed at that time, with usage to begin in early April. Other than the issues faced last year between Lacrosse and Soccer, Chair Davis asked if CRR anticipated any new issues this year. Brown stated that, primarily, two issues exist, first, communicating the City’s user fee policy of $10 per player per season to residents, which has been miscommunicated by the sports organizations as a higher fee, and the other issue being the perceived intrusion of the Lacrosse organization by the Soccer organization at Freeman Park. While we have informed every organization that there is an equation and priority policy that the City utilizes based on demand and size which determines the amount of time and space each organization receives to ensure the allowance for new sports organizations to be able to vie for time and space. He noted that the Park Commission has reviewed this policy in the past and found it to be a fair policy. Anderson suggested that the City provide the Commission and new Commissioners with a copy of this Priority Policy for them to see, first hand, the conditions, equation, and definitions. PARK COMMISSION AGENDA TUESDAY, JANUARY 9, 2007 PAGE 3 OF 4 Young asked whether the City had ever published the priority policy or fee policy in the Newsletter for the general public’s knowledge. In addition, he felt it would be useful for folks to see the philosophical basis for such a policy. Chair Davis concurred, noting that it would be helpful for the public to see what the overall operations of the parks costs in comparison to how little the user fee really offsets that cost. She asked if we knew what percent of the sports users are Shorewood residents. Anderson stated that they do not have the exact percentages, but feel residents make up a majority. She agreed that it would be enlightening for residents to see what costs are associated with park operations. Norman asked whether the City could require the sports organizations to provide a break down of the costs associated with their registration fees. In an effort to delineate how little the user fee is in relation to the overall fees charged by an organization, he asked if we could demand that this be broken down. Although Anderson acknowledged that this would be beneficial to the city, she was unsure whether the City could intercede in the operations and registration processes of the sports organizations. While Anderson stated that, on behalf of the City of Shorewood, CRR could request that the sports organizations provide this break down on their registration forms, it may be too late to require this for the upcoming season as many will be beginning their registrations soon. Brown stated that the City could check into how difficult this would be in coming years. Hensley asked whether it was necessary to require such a delineation of all sports organizations if only one organization seems to be causing the confusion. He did not wish to impose more process on cooperative organizations when it is only one that seems to be having problems with being forthcoming. Brown stated that CRR has done an excellent job directing and managing the sports organizations in the past few years. Young asked whether CRR felt the sports organizations have become more receptive to working with the city than in previous years. Anderson stated that the sports organizations have become more receptive, communicative, and that overall, follow-through has improved significantly. Brown stated that not only has the resistance felt in past years been reduced, but prior to CRR, the city and the sports organizations had come to a complete impasse. He stated that CRR has significantly opened and improved the lines of communication between the City and the sports organizations as the City’s liaison. Westerlund moved, Norman seconded, to accept the report as submitted by Community Rec Resources. Hensley questioned what a motion would accomplish and if it was necessary. Brown stated that a motion would reflect that the Commission had received, commented on the content, and accepted the year end report. PARK COMMISSION AGENDA TUESDAY, JANUARY 9, 2007 PAGE 4 OF 4 Hensley stated that, he did not wish to move on the report until after the work session during which further discussion of the recommendations would be made. He did not feel it was good practice to move acceptance of something that has not been reviewed entirely. Brown stated that the Commission could move to accept the report, as that has been the City’s practice in the past, and still address the content at the work session. Westerlund withdrew her motion. Trent moved, Hensley seconded, to acknowledge that the Commission has received the Year end Report provided by Community Rec Resources. Motion passed 7/0. 5. DETERMINE LIAISON FOR JANUARY 22 CITY COUNCIL MEETING nd Chair Davis volunteered to act as liaison for the January 22 Council meeting to report on the Arctic Fever event. Brown pointed out that, in recent months, the Commission has seen fairly light agendas; however, from here on out, this would be changing. 6. ADJOURN Westerlund moved, Moonen seconded, adjourning the Park Commission Meeting of January 9, 2007, at 7:38 p.m. Motion passed 7/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder