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121107 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, DECEMBER 11, 2007 7:00 P.M. MINUTES 1.CONVENE PARK COMMISSION MEETING Chair Davis convened the meeting at 7:00 p.m. A.Roll Call Present: Chair Davis; Commissioners Young, Norman, and Quinlan; Public Works Director Brown Absent: Commissioners Trent and Hensley B. Review Agenda Item 3C, Commissioner Alegi, and Item 4B, Football Association, were added to the Agenda. Young moved, Norman seconded, approving the Agenda as amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of November 13, 2007 Norman moved, Young seconded, approving the Minutes of November 13, 2007, as submitted. Motion passed 4/0. 3. REPORTS A. Report on City Council Meeting th Brown reported that the City Council had a number of items on consent December 10, including the approval for the permanent appointment of James Landini as City Engineer; authorization of plans, specs, and estimates for the rehabilitation of the southeast water tower next spring; the approval of the 2008 CIP; and a draft ROW Ordinance for review. In addition, Brown noted that Mayor Lizée reported at a recent Mayor’s meeting, the City of Victoria was commended by others for it’s off street trail construction plan as part of its Smithtown road reconstruction project which clearly ends at the City of Shorewood. The Mayor was questioned by others in attendance whether Shorewood would attempt to do the same along Smithtown. She explained that the trail issue was highly contested in Shorewood several years ago as part of the Smithtown road reconstruction project; therefore, the trail will stop at the stop sign in Victoria. Brown pointed out that the Mayor PARK COMMISSION MINUTES TUESDAY, DECEMBER 11, 2007 PAGE 2 OF 4 hoped that, perhaps, the public would rethink their earlier position given the reception of the work done in Victoria. B. Update on Arctic Fever Chair Davis reported that the committee would be meeting one final time, tomorrow evening, before the event itself takes place in order to finalize details for the occasion. Norman pointed out that, although ice fishing is out, there is great programming scheduled with Tonka Bay’s Manitou Park, Three Rivers Park District and Excelsior, as well as, Freeman Park in Shorewood. He indicated that he had met with a pyrotechnics expert for the fireworks who stated that a good 15-20 minutes show would run about $4,000. Norman mentioned that he was starting to see some promotion for the event and hoped to recruit many volunteers for the big day. C. PAUL ALEGI Brown reported that Commissioner Alegi sent in his resignation this afternoon. 4. REVIEW PARK PRIORITY POLICY Brown presented the Park Priority Policy for the Commission’s review. He explained that the prioritization is done by taking out the field resting times first and dividing up the field allocations equally based on an equation which allows everyone to compete for field space. Anderson, of CRR, pointed out that, due to the new relationship forged between MCES and the City, the Commission may want to consider their Prioritization for Category 1 facilities. Although field scheduling takes place in March and early spring, much of the field space is heavily vied for and monitored throughout the summer. The Commission was impressed with the policy as presented, even several years after its introduction, they felt it to be fair and equitable. Brown pointed out that in addition to the priority policy equation itself, there is room for adjustments as deemed necessary by staff and CRR in the policy. B. FOOTBALL ASSOCIATION Brown explained that the Football Association has ignored numerous requests for their finalized rosters and user fees for the 2007 season. As part of the agreement between the City and it’s sports organizations, the users are required to supply CRR with their insurance info, rosters, and user fees, typically prior to their scheduled use; however, after many failed attempts to obtain this information, CRR asked the City to intervene. PARK COMMISSION MINUTES TUESDAY, DECEMBER 11, 2007 PAGE 3 OF 4 Anderson, of CRR, stated that since the advent of this system most sports organizations have cooperated by submitting the required documentation and fees; however, this year, the football association has failed to provide the City with their rosters, which in turn allows the City to balance their statement for the season. Having submitted a check for an estimated number of players at the fall sports information meeting, the Association has refused to supply, or even return phone or email contacts, with regard to the rosters and user fees. Anderson asked for direction from the Commission. At the request of CRR, Brown stated that he had emailed the Association approximately a week ago urging them to, at minimum respond to, and supply the City with the required documentation within 72 hours. To date, he had heard nothing from the Director or his assistant. Young stated that it is necessary to hold them accountable for this information so that other organizations do not follow suit. He urged the City to contact the Association again and follow thru with their policy of denying future access. Chair Davis suggested the City make one final attempt to send the Association a certified letter asking them to submit the final rosters and user fees within 72 hours or lose field use for the 2008 Season. She found it odd that the Association was being so difficult with regard to these details this year, especially in light of the fact that the City had finally completed the installation of new lighting, as well as made the drain tile and field improvements as requested. Although verbally the organizations are made fully aware of the consequences, Norman suggested an addition to the policy be made in writing which lays out the consequences for not following thru with a sports organizations responsibilities. 5. REVIEW CALENDAR FOR SUMMER EVENTS The Commission discussed inserting two skate board camps into its 2008 summer schedule. rd Norman moved, Young seconded, to follow-up with 3 Lair and propose two sessions for Shorewood in 2008, June 23-27 and July 28-Aug 1. Motion passed 4/0. Chair Davis suggested the City look into providing scholarship opportunities with MCES rd and 3 Lair for the summer programs. She further suggested the Commission look into adding a second Children’s Music in the Park series for summer 2008 and consider creating a motto which compliments the ‘No Child Left Inside’ campaign with MCES. 6. REVIEW STATUS OF 2007 WORK PROGRAM Brown pointed out that several items on the work program had been completed, including; the Badger Park lighting and field improvements/drain tile projects; Silverwood Parks erosion control improvements; as well as, those already noted as completed. He PARK COMMISSION MINUTES TUESDAY, DECEMBER 11, 2007 PAGE 4 OF 4 acknowledged that the Freeman Park building maintenance and Manor Park shingling were ongoing items that fell more appropriately under maintenance items. Young stated that he would like to see the City nurture its relationship with MCES and watch this flourish and grow in coming years. Brown encouraged the Commission to give thought to its 2008 Work Program goals. He suggested they focus on achievable goals such as nurturing the relationship with MCES and others to increase the use of our parks. Brown added that both Park Secretary Grout and Communications Specialist Julie Moore have been training on and looking into locating grant opportunities and writing grant applications. Norman asked when the rinks would be available. Brown stated that the rinks are being groomed and will be open this coming weekend. The Commission agreed to hold their 2008 goal setting work session after their February regular meeting. 7. ADJOURN Young moved, Norman seconded, adjourning the December 11, 2007, Park Commission Meeting at 8:02p.m. Motion passed 4/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder