081208 PK MIN
CITY OF SHOREWOOD 5735 COUNTRY CLUB ROAD
PARK COMMISSION MEETING SOUTHSHORE COMMUNITY CENTER
TUESDAY, AUGUST 12, 2008 7:00 PM
MINUTES
The City Council and Park Commission Joint Meeting adjourned to the Regular Park Commission
Meeting. Chair Davis called the meeting to order at 7:32p.m.
1. CONVENE PARK COMMISSION MEETING
A. Roll Call
Present:
Chair Davis; Commissioners Young, Trent, DeMers, Norman, and Hensley;
Acting City Administrator Brown; City Engineer Landini; City Council liaison
Bailey
Absent:
Commissioner Quinlan
B. Review Agenda
Young moved, Davis seconded, approving the Agenda as submitted. Motion passed 6/0.
2. APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of July 8, 2008
Norman moved, Hensley seconded, approving the Minutes of July 8, 2008, as submitted.
Motion passed 6/0.
3. REPORTS
A. Report on City Council Meeting of July 28, 2008 and August 11, 2008
Bailey stated that, as discussed earlier, the Council held a budget work session.
Brown reported that the City Council had directed staff to create a 0% levy increase; at minimum
staff found a .31% levy increase was necessary.
Bailey explained that 0% was the base, realizing that 0 would mean a loss of a considerable
amount of road money, plus park needs and other public works necessities, warranted a higher
percentage. He questioned whether the $15,000 currently budgeted parks is adequate.
B. Update on Summer Activities at Freeman
Based on the feedback forms, Norman pointed out that neighbors and kids loved the park offerings
this year.
C. Rain Barrels for Parks Adopt-A-Gardens
Landini reported that, thanks to a grant from MCWD, rain barrels will be available for the adopt-
a-garden partners.
PARK COMMISSION MINUTES
TUESDAY, AUGUST 12, 2008
PAGE 2 OF 4
4. MATTERS FROM THE FLOOR
There were none.
5. AUTHORIZE EXPEDITURE OF FUNDS TO SUPPLY ELECTRICAL TO THE
RINK LIGHTS AT BADGER PARK
Landini explained that the City Council approved this item at the previous evening Council
meeting; therefore, no action was necessary.
6. AUTHORIZE EXPEDITURE OF FUNDS TO STRAIGHTEN CONCRETE BASE
OF RINK LIGHT AT MANOR PARK
Brown stated that, the Commission could give authorization based on the findings once staff has
someone check the electrical conduit when excavating around the light.
Hensley moved, Young seconded, authorizing the expenditure of funds of up to $1200 to
excavate and straighten the light pole. Motion passed 6/0.
7. REVIEW PARKS CAPITAL IMPROVEMENT PROGRAM FOR THE NEXT 5
YEARS
Hensley asked whether the Commission should make the decision to hire a consultant before trying
to budget for all of these items.
Brown stated that based on previous discussion this evening the consultant expense could be
wrapped up into the capital improvements; however, he felt the cleanest way to bring the
consultant on board would be from the operating budget.
The Commissioners agreed the expansion of Manor Park warming house and the addition of the
Silverwood shelter were high on the priority list.
Chair Davis stated that she would support getting as much done as possible now since prices are
ever increasing. She suggested putting the tennis court rehab rotation into the budget, as well as,
the resurfacing of trails and asphalt.
Hensley stated that he would like to see Public Works Director Brown spend his time on creating
the RFP for a consultant.
Trent asked whether these things were the highest priority items they wished to see done.
Bailey stated that by now the Commission knows what it wants to accomplish, he urged them to
put it down on paper, what you want to do in 2009.
Brown indicated that it sounded as if the highest priority items to him were the 2 shelters at two
parks, the expansion of Manor’s building, and a plan for uniform signage. If this is the case,
Brown stated that staff could help assign dollar figures to these items.
PARK COMMISSION MINUTES
TUESDAY, AUGUST 12, 2008
PAGE 3 OF 4
Chair Davis noted the additions of the 2 tennis courts and asphalt surfaces.
Brown asked whether the lighting system at Manor was adequate.
Norman stated that, once the pole was straightened, the system was fine for now.
Trent reiterated that this is not how he would go about planning, he urged the Commission to
create a priority list, as well as long term impacts of those items.
Hensley agreed that creating a wish list with assigned estimates was an exercise in futility, but
acknowledged the need to at least begin with this sketch plan. Similar to a home remodel, one must
have a rough idea of a projects cost and budget before true estimates can be attached and fine
tuning occurs.
Brown stated that the Commission has stated time and time again that having facilities at Manor
Park and redoing the tennis courts are things you say over and over must be done. He urged the
Commission to lay out projects and let staff help fill in the dollar blanks. If the Commission lays
out a vision, staff can figure out how to get it done. He noted that, yes, a consultant can be brought
on board to discuss long term items and a good time to begin this process would be December, but
the constants for 2009 must be addressed.
Bailey pointed out that this process is merely appropriating funds; the Council will condone the
expenditures once the plans are made. He urged the Commission to get off the mark and put some
things into place now or nothing will be done again in 2009.
Hensley moved, Trent seconded, that the City Council issue an RFP to hire a consultant out
of the operating budget to assist in developing designs and standard concepts for shelters and
signage which will establish a style guide for long term planning. Motion passed 6/0.
Chair Davis suggested they establish expenditures for 2009 with a motion as well.
Hensley moved, to approve the CIP budget, revising $70,000 for Manor park and Cathcart
tennis courts to be rehabbed for $12,000; to include the construction of two shelters and the
expansion of Manor Park which include facilities at an estimated $150,000; omit park
improvements of $5,000 for 2009; omit $7,500 for magic square resurfacing; adding line item
for signs not to exceed $30,000 subject to actual numbers; moving Cathcart Park repaving
and swing set replacement to 2009; moving Silverwood Park resurfacing to 2009; moving
picnic shelter rehab in Freeman from 2010 to 2009. Chair Davis seconded.
Trent reiterated his objection to moving forward on anything proposed until we have a formal plan
in place.
Young stated that he would like to see the items hit upon year after year get done.
Motion passed 5/1. Trent dissenting.
PARK COMMISSION MINUTES
TUESDAY, AUGUST 12, 2008
PAGE 4 OF 4
8. PRIMARY ELECTION ON SEPTEMBER 9 - NEED TO DETERMINE DATE
FOR SEPTEMBER PARK COMMISSION MEETING -
(Att.-#8)
th
Brown reported that City Hall will begin its remodel August 18; therefore, meeting locations will
be changing. The next Commission meeting was moved to September 16, 2008, to be held at Eddy
Station at 7pm.
9. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON AUGUST 25
Hensley volunteered to act as liaison.
10. NEW BUSINESS
Chair Davis stated that Cub Foods has responded with interest as a sponsor for the next Arctic
Fever event.
th
Brown stated that the new City Administrator would be starting on august 18.
11. ADJOURN
Trent moved, Chair Davis seconded, adjourning the Park Commission Meeting of August 12,
2008, at 8:40 p.m. Motion passed 6/0.
RESPECTFULLY SUBMITTED,
Kristi B. Anderson
Recorder