Loading...
1014081 PK MIN CITY OF SHOREWOOD 5735 COUNTRY CLUB RD PARK COMMISSION MEETING SOUTHSHORE COMMUNITY CENTER TUESDAY, OCTOBER 14, 2008 7:00 P.M. MINUTES 1.CONVENE PARK COMMISSION MEETING Acting Chair Norman convened the Meeting at 7:03 p.m. A. Roll Call Present: Late arrival Chair Davis; Commissioners Norman, Young, Quinlan, Hensley, and DeMers; City Engineer Landini; and City Council liaison Wellens Absent: Commissioner Trent B. Review Agenda Landini added Grants to New Business; Reports Items A1, City owned property next to City Hall: A2, Tennis Court Reservation process. Young moved, Norman seconded, approving the Agenda as amended. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of September 16, 2008 Hensley moved, Quinlan seconded, Approving the Minutes of the Park Commission Meeting of September 16, 2008 as submitted. Motion passed 5/0. 3. REPORTS A. Report on City Council Meeting of September 22 and October 13, 2008 Landini reported that the LMCC gave their annual report, in addition, many planning items were discussed, and new park dedication fees will be obtained for a development off Suburban Drive. An award was also granted for painting the water tower off of County Road 7. th At the October 13 Meeting, the City Council voted to appeal the upper Minnetonka Yacht Club decision and the Minnewashta Elementary school parking lot conditional use permit extension was approved. PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2008 PAGE 2 OF 6 Landini noted that there was also discussion regarding the proposed fees for the tennis courts, during which time the Council questioned the necessity for fees. Council member Wellens stated that Council would like more definition regarding public versus private use. Norman stated that, it is his understanding presently, that the general public can reserve tennis courts at no fee, but the organized use or for profit use, as referred to in the priority policy, is fee based. While there isn’t specific language in the policy with regard to percentages of use for public versus private, he believed this should be more clearly defined for situations such as the one proposed by Mr. Carlson from Wayzata Country Club. Chair Davis arrived at 7:15pm. Hensley suggested Carlson present his ideas and draft proposal to the Council at their next meeting in order for them to get a clear understanding of what is being considered. Landini stated that the golf course received approval for the removal of more deer at the Council Meeting as well. Chair Davis questioned the boundaries for bow hunting and suggested the hunters be clothed in blaze orange. Landini indicated that he would check in with Planning Director Nielsen and relay her questions and suggestions to him. 1. CITY OWNED HOUSE TO THE REAR OF CITY HALL Landini stated that Council will be discussing the future of the property to the rear of the City Hall building and was uncertain whether the Commission would like to retain the property for use as a tot lot if the tennis courts are expanded or for parking. Norman commented that, at half an acre and to the rear, there is a lack of continuity to the rest of the park. Hensley asked whether there would be access from the current parking lot, stating that there may be alternate properties throughout Shorewood which could be purchased that might be better suited for a tot lot than this. If the property could be sold and the funds put towards space for a tot lot where one is lacking, this might be a better use of money and space. Chair Davis agreed, but submitted the idea for additional parking. Landini stated that the land could potentially be used as staff parking. 2.TENNIS COURTS PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2008 PAGE 3 OF 6 Norman asked what type of policy they should consider for tennis courts. Landini stated that if Carlson and a representative of the Commission attends the next Council meeting with an explanation of their proposal, this might more clearly define the parameters for a tennis court policy that could be enacted with Council input. B. Update on Arctic Fever Norman was pleased to report that Cub Foods is on board as a sponsor and that plans are moving forward. He noted that general fundraising will be a bit more difficult than last year due to the economy, but noted they are working with Three Rivers Park District and REI to add more events. In addition, Norman pointed out that a Pond hockey tournament may be added to the festival on Excelsior Bay. Chair Davis interjected that the day of Arctic Fever is also Hockey Day in Minnesota. Norman stated that he would be meeting with the representatives for the Pond Hockey tournament this week and that they have stated that Fox Sports has agreed to run 20-30 spots per week promoting the tournament, which in conjunction with Arctic Fever could be a huge promotion for the overall event. C. Update On Badger Rink Lights Landini stated the poles are up and should be wired within the next couple of weeks. 4. MATTERS FROM THE FLOOR There were none. 5. VETERANS DAY HOLIDAY, NOVEMBER 11 - NEED TO DETERMINE DATE FOR NOVEMBER PARK COMMISSION MEETING November 18, 2008, was chosen for the alternate date. 6. APPOINT NEW CHAIR FOR REMAINDER OF 2008 Due to conflicts, Landini explained that Chair Davis had asked to step down as Chair for 2008. Quinlan moved, Hensley seconded, appointing Norman as the Chair for the Park Commission for the remainder of 2008. Motion passed 6/0. 7. REVIEW CHANGES TO THE RFP FOR CONSULTANT SERVICES PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2008 PAGE 4 OF 6 Chair Davis presented the draft RFP for the Commission’s consideration. Though well written, she acknowledged that the RFP still does not mention the need to develop a prototype template for our parks and buildings. Norman suggested that within item two the verbiage be expanded to call out this need. Chair Davis stated that she’d also like to see a request for their work, samples of Consultants work, or ideas they would present. In addition, she did not feel there was a need to state the amount of money the City has to spend up front in the RFP. Landini agreed that, typically, they don’t send out a price when they send items out for bid, for instance, when they send out bids for lighting they do not put a price on it but ask for prices for the work proposed. Norman asked whether they should post a not exceed limit within the RFP. Wellens questioned why, with the parks already mostly built out, the Commission is asking for a design plan now. Chair Davis stated that what they want is a design template for buildings and shelters. Wellens asked why they must all be the same in the first place. He suggested the Commission merely look at some web pages of shelters and find some they like. Chair Davis stated that the Commission would like some continuity in the parks. She pointed out that, at minimal cost, the City could have sent her to the National Association of Parks and Recreation forum happening right now at which she could have brought back ideas for the Commission, but the City refused to send her. Landini acknowledged that there is nothing in the budget to allow someone to attend a conference. Hensley stated that there would be more to it than building shelters, including design elements, restrooms, signage, etc. to be incorporated into the parks. In recognition of the highest and best use, Norman acknowledged that they are lacking in amenities for seniors; a contractor may make additional suggestions they are not aware of. One suggestion could be to provide a scope of services and ask a contractor what could be provided for roughly $20,000. Chair Davis felt the RFP was still too general. Norman and Chair Davis reiterated that the RFP must be made more specific. The RFP should ask Consultants to identify significant gaps, review infrastructure, ask for specific ideas and additions to the parks via a design template, a 20 year vision, and address amenities that are lacking. PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2008 PAGE 5 OF 6 Quinlan suggested that each person share their plans with Josh Trent within a specific time frame, say in the next week, in order to get the revisions made and gain approval at the next meeting. Hensley summarized that it sounds as if they should basically phrase the RFP as if the City is looking for their best bid and their freshest ideas within this scope of services. Landini questioned, with the holidays approaching, the timing of the RFP and suggested they pre-advertise the bid process to begin work in 2009. Norman volunteered to write a memo to attach to the RFP explaining to the Council what it is the Commission is trying to do with the RFP and accomplish within the parks. Though the Commission believed Trent was on track with the document, the Commission agreed to have their detailed changes to him within the next day or so in order to have a th document on hand for approval at the November 18 meeting since timing was of the essence. 8. MANOR PARK BENCH Landini stated that the Southshore Gardeners requested that they be allowed to install a bench at the North End of Manor Park using funds from the Shirley Rice Fund similar to the bench recently installed at Gideon Glen. Chair Davis questioned why the gardeners wouldn’t want a similar bench to the one at Manor Park currently near the memorial garden. She suggested they wait until they have a template from the consultant before moving forward with the approval. Hensley interjected that the eagle scouts are currently looking for additional projects and questioned whether this could potentially be something they participate in, as opposed to having Public Works perform the installation. Norman suggested staff send the gardeners a memo thanking them for their idea which the Commission will revisit in February while it undertakes the design planning process it has begun at this time.. 9. PREPARE ADDITIONS TO THE PARKS MASTER PLAN The item was tabled until the RFP is complete. 10. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON OCTOBER 27 Norman volunteered to act as liaison at the next meeting. PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2008 PAGE 6 OF 6 11. NEW BUSINESS Landini reported that the City is applying for two grants. The first, the Cynthia Krieg grant, through the MCWD (Minnehaha Creek Watershed District), would award $5000- 6000 to fund the installation of a small rain garden at Freeman Park to catch runoff from th Eddy Station. Due October 27, staff will be providing a 100-200 sf sketch to submit for the grant which would include 3 years of maintenance as well. Hensley moved, Chair Davis seconded, to authorize staff to apply for the grant for the rain garden at Eddy Station Motion passed 6/0. The second grant, Safe Routes to School (SRTS) created by the Federal Surface Transportation Act is also due directly after the next Commission meeting. Landini stated that this grant could be used to initiate safe routes to school along Smithtown and/or County Road 19. Hensley stated that this grant would be a good tie in with the new proposed trail along County Road 19 with a portion of it running down Smithtown Road to the school. Chair Davis moved to authorize staff to move forward applying for the SRTS grant. Chair Davis withdrew her motion. The Commission asked staff to develop an application which could be reviewed at the next meeting and submitted before the deadline. She suggested the proposal be emailed to the Commissioners for comment in order to facilitate the process as soon as possible. Wellens urged the Commissioners to view the large rain garden installed near Victoria where the tennis courts once were. He commented that it is beautiful and provides residents with directions on planting their own rain gardens. 12. ADJOURN Chair Davis moved, Norman seconded, adjourning the Park Commission Meeting of October 14, 2008, at 8:27p.m. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder