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031108 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MARCH 11, 2008 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, Norman, Trent, Quinlan, and DeMers. Public Works Director Brown; City Engineer Landini; Park Secretary Grout; and City Council liaison Wellens. Absent: Commissioner Hensley B. Review Agenda Young moved, Norman seconded, approving the Agenda as submitted. Motion passed 6/0. C. Introduction of New Park Commissioner Travis DeMers Chair Davis introduced and welcomed new Commissioner DeMers to the Commission. D. Introduction of City Engineer James Landini Brown introduced the City’s new City Engineer, James Landini, who, at times, will act as staff liaison to the Park Commission. Brown also introduced Park Secretary Twila Grout who would be sitting in as acting recorder for the evening. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 12, 2008 Norman moved, Young seconded, approving the Minutes of the February 12, 2008, Park Commission Meeting as submitted. Motion passed 6/0. B. Park Commission Work Session Meeting Minutes of February 12, 2008 Quinlan moved, Young seconded, to approve the Park Commission Work SessionMinutes of February 12, 2008, omitting paragraph 2, of page 4. Motion passed 6/0. PARK COMMISSION MINUTES TUESDAY, MARCH 11, 2008 PAGE 2 OF 5 3. REPORTS A. Report on City Council Meeting th Brown reported that during the March 10 City Council meeting the Collaborative Design group presented their proposed floor plan and exterior scheme for the rehabilitation of City Hall to the Council. In addition, he reported that several representatives had attended a seminar which talked about a comprehensive plan approach to roadway improvement projects. It addressed putting together a twenty year plan and looking at the price tag and how to finance projects like this for future planning. Brown stated that Jeff Bailey, previous Planning Commission Chair, was appointed as the Ward 3 Council member to replace Paula Callies. Brown also explained that changes to the Watershed Ordinances were proposed. Currently, two Watersheds govern the City of Shorewood, the Minnehaha Creek Watershed District (MCWD) and the Riley Purgatory Bluff Creek Watershed District. (RPBCWD). He pointed out that the RPBCWD no longer wants to enforce the Wetland Conservation Act or provide permit review for its member cities. Shorewood felt this to be a daunting task for its limited staff to take on and has proposed contracting with the Minnehaha Creek Watershed District to administer these rules for Shorewood. Staff is working with MCWD to create a contract for services. Finally, Brown stated that the City is seeking proposals to replace the City Administrator. As acting City Administrator, Brown stated that the Council will determine whether an interim City Administrator will be appointed until a permanent replacement can be found. 4. COMMUNITY REC RESOURCES MEETING WITH MINNETONKA COMMUNITY EDUCATION ON USER FEE PROCESS Norman asked whether CRR had followed up with MCE to check to see if they had made a field determination. Chair Davis stated that she felt really good about how it was handled, she said that it sounded as if CRR presented the process and explained to MCE how it works, and it is not as if there is an abundance of space to offer them. Norman agreed we cannot change the process to accommodate the needs of MCE. Brown explained to newer Commissioners the extracurricular program was set up to encourage outdoor use of the parks during our day time hours in relationship with MCE’s recreational programs. After having experienced a successful season last year, MCE had proposed an expansion this year which involved offering t-ball in the evenings, where our demand is quite high. PARK COMMISSION MINUTES TUESDAY, MARCH 11, 2008 PAGE 3 OF 5 CRR, provider of the City’s Park Coordinator services, who was brought in to determine whether our parks can handle expanded use according to our priority policy, cautioned expanding the use without following the due process. Young stated that it sounded to him as if CRR had done a good job in resolving this. Chair Davis concurred, noting that the door is still open either way whether MCE chooses to pursue the space or not, especially in light of the fact that we would like to pursue greater participation on the east side of town. 5. REVIEW PARK PRIORITY POLICY Brown pointed out that an ‘organized’ group has been defined within the parameters of the park priority policy in order to keep things very clean. He noted that if a group is requesting space weekly over a longer period of time, they are an organized group and subject to the user fees and requirements of the policy. Young stated that this policy has been working and we cannot make exceptions, he felt we should hold to the policy we have. Norman agreed that this would be a slippery slope to make exceptions for the MCE program. Quinlan agreed that the program is working and should be left as is. Norman asked to have CRR follow-up with MCE to just touch base and keep the lines of communication open, especially before the scheduling is complete. Brown stated that CRR does a phenomenal job communicating with the organizations and he was sure they would be happy to follow-up with MCE one more time. With a broad brush, Brown explained that the field time divided by the number of teams, makes up the basic formula, and allows a newcomer to compete fairly for field time. 6. DETERMINE LIST OF PARK RELATED QUESTIONS TO INCLUDE IN RESIDENT SURVEY Chair Davis asked Council member Wellens to share with the Commission what sorts of questions or sections have been identified. Although it had not been determined yet, Wellens suggested that each group would be allowed a certain number of questions or a section pertinent to their subject area. Chair Davis suggested that the survey be thorough and thoughtful and that people be encouraged to supply their opinions as well as rankings, multiple choice answers etc. As there are many difficult decisions to be made, she felt the Commission could easily exceed 10 questions. Young agreed that people should be given the facts in order to make thoughtful decisions. PARK COMMISSION MINUTES TUESDAY, MARCH 11, 2008 PAGE 4 OF 5 Trent hoped this would not replace the more targeted surveys targeting our specific parks and neighborhoods. Norman suggested that each Commissioner be challenged to come up with 5-10 questions each to include in the next packet and hammer those out for the survey. Chair Davis suggested that they hold a work session to discuss questions that each of the Commissioners creates to be included in the packet. If staff could supply the Commissioners with concrete dollar estimates within the next two weeks, the Commissioners could pull together some nd questions for a meeting on Wednesday, April 2, 7pm at City Hall to discuss survey question ideas. In addition to the larger city wide survey, Trent suggested they rough out their improvements request plan and create their 2008 small scale neighborhood surveys as well at the work session. 7. DISCUSS AND DETERMINE MEETING ATTENDANCE AND PARTICIPATION STANDARDS Brown acknowledged that, while most members are good intentioned and the City would not wish to minimize contributions of volunteers on the committees, attendance is a concern. He noted that Council member Turgeon questioned whether there was an attendance policy in place or a standard currently observed by the Commission. Chair Davis pointed out that when she started on the Commission, staff told her if she missed three meetings in a row; she should reconsider her position on the Commission. That being said, she stated that her level of commitment might be different than most in that she has missed only one meeting in her tenure on the Commission. Participation in the events is also critical. Trent questioned whether the Planning Commission had the same policy. Chair Davis stated that it appears attendance has not been an issue for the Planning Commission. Young stated that, at this point, it should be emphasized in the interview process that attendance is critical. Brown stated that there have been questions added to the interview process for the Planning and Park Commissions, as well as, Council. Quinlan stated that it would be fair to set expectations in the interview process by formalizing the expectation of participation. Young suggested it be left as it is now, especially now that they are aware staff is hitting upon attendance in the interview process as part of their obligation. PARK COMMISSION MINUTES TUESDAY, MARCH 11, 2008 PAGE 5 OF 5 Brown agreed, stating that the expectation should be set that they attend and that if they are missing three in a row they might wish to reconsider their commitment to the Commission. 8. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON MARCH 24 Chair Davis stated that she was committed to finding a nature event for the kids programming this summer in the parks. She noted that although they have the puppet lady and MCE scheduled, it would be good to have a couple of more items for the kid’s series. The zoo mobile and arboretum were introduced as options. Chair Davis accredited Quinlan with his suggestion that an end of the season event be considered over a weekend to wrap up the series. Quinlan added that it might be nice to provide an earlier option which precedes the Music in the Parks event. Brown asked whether the Commission would like to appoint a subcommittee to put together additional kid’s series events during the day in order to speed up the discussion process. Both Davis and Trent volunteered to help find additional performers for the kids program, like the zoo-mobile, and report back to the Commission at a later date. Chair Davis referred to City Engineer Landini who reported that, Joe Pazandak, building inspector, had planted a prairie grass area on his hobby farm, and had suggested the City of Shorewood do the same. Brown encouraged Landini and Pazandak to put together a proposal for the City, identifying some sites for a prairie grass planting demonstration project, its costs, and share this with the Commission at the April meeting. Both Brown and Chair Davis felt the Silverwod Park hill or across from Barrington between Excelsior Boulevard and Highway 7 the old scenic overlook might be good plots for the project. Brown pointed out that the prairie grass planting is not a flowering grass area. Norman volunteered to act as liaison for the Council meeting Monday March 24, 2008. 9. ADJOURN Young moved, Trent seconded, adjourning the Park Commission Meeting of March 11, 2008, at 8:07 p.m. Motion passed 6/0. REPSECTFULLY SUBMITTED, Kristi B. Anderson Recorder