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011309 PK MIN CITY OF SHOREWOOD 5735 COUNTRY CLUB RD PARK COMMISSION MEETING SOUTHSHORE COMMUNITY CENTER TUESDAY, JANUARY 13, 2009 7:00 P.M. MINUTES 1.CONVENE PARK COMMISSION MEETING A. Roll Call Present: Chair Norman; Commissioners Davis, Young, DeMers, and Quinlan; City Administrator Heck; Public Works Director Brown; Park Coordinator Kristi Anderson; and City Council liaison Woodruff Absent: Commissioners Hensley and Trent B.Review Agenda Item #5 was moved to #9, the last item for discussion on the agenda, and the others moved up accordingly. Davis moved, DeMers seconded, approving the Agenda as amended. The Motion passed 5/0. C. Introduction of Park Liaison Administrator Heck introduced Park Coordinator Kristi Anderson, of Community Rec Resources (CRR), as the City’s new administrative staff Park Coordinator. Directed by City Council to perform a staffing analysis, Heck explained that one of the items that kept coming up were the parks and how to get more resources directed towards them, as well as getting a review of the Park Master Plans and CIP items going. In order to allocate more resources to parks, it was recommended that the contract with Community Rec Resources (CRR) be expanded to provide that service as Park Administrator Coordinator for the City. Some of the responsibilities of the position include working with the Park Commission to set up a Work Program for the year, working with Park Secretary Twila Grout to create more programming opportunities, and working with MCE, other cities and partners to bring additional programming to the parks. Also, the Park Coordinator will help the Park Commission review and update their Master Plan and provide surveys, studies, outreach as necessary, in essence, many of the elements that have been listed in the Commission’s RFP. Heck indicated that, having reviewed the RFP’s, he found two distinct projects that could be defined: one, working on the Master Plan, evaluating current amenities in the parks, the age of those amenities, the structures, inventory, as well as, the desire of uniformity of signage and buildings, which are items that could be part of what Park Coordinator Kristi Anderson and Secretary Twila Grout do, similar to what Planning Director Nielsen does for the Planning Commission. Heck stated that, where the RFP’s come into play are, once the park amenities are identified and the Commission can indicate what it is they’d like to see for a specific park, PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2009 PAGE 2 OF 7 this is the space we have, these are the amenities we’d like to add or enhance and the audiences we’d like to better serve, then you bring in the park consultant to come up with the detailed designs or landscape plans for the Commission to consider and recommend to City Council, but only once the signage and building standards are set. In fact, Administrator Heck stated that many of the preliminary research things can and should be done at staff level between Anderson and Grout. Heck explained that this is how staff and the City Council have viewed the added position, noting that Anderson and CRR will continue to provide park scheduling for the City, as in the past, and Secretary Grout will act as the City Hall contact person. Anderson thanked Administrator Heck for his introduction and complimented the City on recognizing the need that exists within the parks for a dedicated staff Parks Department person to embrace parks and guide the Commission in their analysis of the health and wellness of parks via a Master Plan review and the development of park initiatives, goals, and implementation of their future plans. As the contracted staff person, Administrator Heck suggested that Anderson and CRR withdraw their proposal from the RFP process. He asked the Commission to acknowledge that, as they go thru their RFP review and discussion, there is now a dedicated staff person to help them focus in on correcting and planning the big picture things for parks rather than spending $10,000-12,000 on someone else to research and talk to residents. According to the current RFP’s submitted, Administrator Heck noted that the consultants will look at the current Master Plans and surveys that exist and bring the Commission information, which he believed should be done in house. In addition, Heck stated that what he, and what he believes the Council, think is more important is to let’s get some projects going in the parks, and that is where a consultant can be of assistance, once you identify the specific parks and what you want to do in those parks, then you can bring in a consultant and spend the $10,000 -15,000 for the actual infrastructure. Anderson formally withdrew CRR’s proposal from the process. Administrator Heck stated that this contracted position will work in coordination with staff and public works and will be evaluated at the end of the year to determine whether it should be made an on staff position going forward. He stated that Anderson is a good fit for the contracted position, as she has a passion for the parks and their future development, 10 years experience working with the parks, staff, and the Commission, and is excited about adding park programming. Chair Norman agreed Anderson would be a good fit, she has the background with Shorewood and a working knowledge of the parks, as well as, relationships with the users, Commissions and staff requiring little learning curve. He was pleased that she could, in essence, hit the ground running. Norman asked how the positions would be funded. Young concurred, stating that Anderson and CRR have done an outstanding job as the City’s sports scheduler, has a good rapport with all parties, and knows better than most the condition of our parks having been in them frequently. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2009 PAGE 3 OF 7 Administrator Heck stated that, via the staffing analysis, a position was eliminated within the City which allowed for the distribution of those monies to be divided between the added Park Coordinator services position and several others within the city. He noted that the CIP fund is dedicated to park improvements not staffing. Woodruff interjected that he was excited to have Anderson on board in this capacity and to see the Commission moving forward in this way with a liaison person dedicated to the betterment of the parks. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 9, 2008 Davis stated that she was a late arrival at the previous Commission meeting. DeMers moved, Davis seconded, approving the Minutes of the December 9, 2008, Park Commission Meeting as amended. Motion passed 5/0. 3. REPORTS A. Report on City Council Meeting Woodruff noted that he would be the City Council liaison for the first half the year followed by Jeff Bailey the second half. He reported that, Council member Zerby th volunteers on the County Road 19 trail planning committee and that a 4 alternate design for a parkway was presented at their last meeting. Woodruff promised to report back any findings. Davis suggested that the City post a color 20 year road grid plan somewhere within City Hall so that people know what’s coming. B. Arctic Fever th Chair Norman reported that Arctic Fever would be held next Saturday, January 17, and that they were very excited to have the Pond Hockey Tournament in Excelsior running Fri-Sun. He noted that Tonka Bay would be hosting events on Saturday, as well as, those slated for Freeman, including the new sliding hill. He was pleased to see that in its third year the event was really hitting its stride, and that good partnerships with REI and the LMCC have been established. He stated that marketing needs were met with little outlay due to the added promotion by the pond hockey association, the ads put on by the LMCC, and free promotion within the Laker and Sun Sailor. 4APPROVE COMMUNITY REC. RESOURCES AGREEMENT . Young moved, DeMers seconded, recommending City Council approval of the Community Rec Resources agreement as presented. Motion passed 5/0. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2009 PAGE 4 OF 7 5. REVIEW SUMMER PROGRAMS A. Minnetonka Community Ed. Summer Activities Anderson presented the Summer Programming activities planned to date for Commission review. Proposed activities included ongoing programming with MCE at Freeman Park Tues-Thurs 9am to noon and continued Fun Free Friday programs with REI, the DNR, Nancy Eddie and Friends, the Mn. Zoomobile, Nature Discovery, and Garden Art. B. Freeman Park The Commission asked staff to go ahead and book the Fun Free Fridays at Freeman as soon as possible and fill in the calendar with these and other new activities. The Commission stated they would support additional programming with MCE at Freeman or in other parks as well. DeMers stated that he would contact Dazzling Dave, a yo-yo expert, for one of the Free Fridays and follow-up with staff. He encouraged Anderson to continue to recruit new and varied activities for these events. Davis asked staff to check in with REI to see if they would consider having a climbing th wall at Freeman Park on July 10 when we host Big Walter. In addition, she wondered if the DNR would provide their geo-cashing activity on one of the Fridays. She indicated that the Nature Discovery and Garden Art hosts were hosted by volunteers last year and thought Twila had the contact information for those people to follow-up this year. Anderson reported that she and Secretary Grout had also met with South Lakes Police Departments CSO Hohertz and the fire departments Kellie Murphy-Ringate to discuss th setting up a safety camp at the Shorewood City Hall Campus on August 12 from 9am – 3pm. Presentations will include bike safety, Hohertz will be contacting AAA to ask for helmet donations, a K-9 demo, fire gear demonstration and hose house activity, the book “Run, Tell, Yell, by the Missing Children folks, McGruff and Sparky. Although there will be a small fee for participants, as a first annual event, Anderson stated that they will be rdth looking for donations to cover the lunch and possible t-shirts for the 3 and 4 graders, as well as, volunteer group leaders and helpers. She noted that a ‘save the date’ notice would be posted in the Newsletter. The Commission agreed this would be a great addition to the programming listed. Norman suggested staff consider contacting Tinos for food. Anderson stated that she was working with Dan Carlson to set up a summer tennis program at Badger including some Fun Free Friday programming and would report back at a later date. Administrator Heck left at approximately 8pm. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2009 PAGE 5 OF 7 rd The Commission discussed whether they wished to proceed with the 3 Lair Skate Park programming this year, having found interest waning last year and cancelling a camp. rd Young suggested restructuring the agreement with 3 Lair. He believed that, in this economy, if they truly wanted to provide a camp at the Skate Park they would agree to terms for a one week camp and to return our deposit if we close registration 2 weeks prior to the event and notify them if the minimum is not met at that time so that they can cancel or reschedule their staff people accordingly. rd Chair Norman asked staff to check in with 3 Lair and see what dates they have available and if they are willing to renegotiate the agreement. C. Music in the Park th Anderson stated that Big Walter was available on July 10 if the Commission wished to book him. The Commission said to get the event booked but to consider looking into other groups as well for future events. In addition to Big Walter, Anderson suggested the Commission consider hosting a Battle of the Bands in July to bring in local groups, kids and families to Freeman to support and compete in the park. Woodruff interjected that a ‘Garage Band Jam’ in the park would be a fun outing in addition to the other music event and urged staff to check-in with Excelsior on how they put their program together. Anderson commented that the concession stand could be open as well or we could contact different fair vendors to join us. th Davis suggested the event run on July 24 thus making July a month of music. She thought that the LMCC could help with the advertising for the first annual event and awards could be given with judges and the whole works. DeMers suggested they contact the high school music department for groups. Chair Norman wondered whether they should rent a sound system for the night in order to control the sound level and speed up the time between groups so they can just hook up to the dedicated system and play. Brown suggested the City contact Sound Sisters in Excelsior if they wish to rent a PA Sound System for the event. Young questioned whether the Commission would like to consider another type of variety programming by offering a playhouse, plays, or Shakespeare in the Park type program, noting there might be groups looking for performing opportunities. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2009 PAGE 6 OF 7 DeMers suggested the Commission consider adding a band shell to their wish list. 6. REVIEW QUOTES FOR RESURFACING OF TENNIS COURTS FOR CATHCART AND MANOR PARKS Brown suggested the Commission consider asking the low quoter for a price on washing and coating the Silverwood half court tennis/basketball surface and the magic square/half court basketball court at Cathcart since they will already be there. Davis moved, DeMers seconded, awarding the Tennis Court Resurfacing projects for Cathcart and Manor Parks to the low quoter, DermCo Lavine in the amount of $8,760., and asking DermCo Lavine to provide the City with separate quotes for coating the half courts and/or magic square at Cathcart and Silverwood Parks, and to accept the added services, provided they do not exceed $13,000. Motion passed 5/0. The Commission directed staff to make a call to DermCo Lavine to ask them if they would do the whole works for $12,000, not to exceed the $13,000, and give the City a separate price for doing the two additional pieces. 7. REVIEW COMPLETED 2008 PRIORITIES AND UPDATE 2009 WORK PROGRAM Anderson reviewed the Park Tours 2008 Completed To-Do List with the Commission commending them for accomplishing many maintenance items last year. She then went on to sharing the 2009 Work Program containing carry over items, as well as, those originally slated for 2009 noting that this is a fluid document and once the Master Plan review is complete the Commission may make some minor revisions. As the review ensued, Woodruff reminded the Commission that the budget cycle begins this August for 2010 and that they may want to slide several key items they wish to complete in 2010 up on the Work Program for 2009 so that they make the next budget cycle. The Cathcart and Manor Park concept plans for redesign/shelter/warming house redesign processes were both moved up to June 2009 in order to make the 2010 budget cycle. Meeting with Chanhassen to present concept plans and options was moved up to July 2009. Rink lights at Cathcart were moved to June as part of the concept plan redesign and rink lights at Manor were moved to June as well provided the Commissioners visit Manor Park pond by the February meeting to view the current quality of the rink lights for themselves before proceeding with the redesign. The Commission asked that Representative Rebecca Fish, of the Garden Club, be asked back in February to discuss and finalize the additional bench to be installed at Manor Park. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2009 PAGE 7 OF 7 Brown agreed that quotes should be gathered by professional painters for the Freeman Park Eddy Station building rehabilitation project including resealing and staining the trim, siding, and repainting its surfaces in order to complete this in early spring. Davis moved, DeMers seconded, to get quotes on stripping all trim, doors, siding, and eaves on Eddy station and resealing, painting, and staining these surfaces for spring. Motion passed 5/0. Woodruff interjected that the City Council would be putting together a landscape and signage plan for the City Hall campus which will likely be a back lit monument sign on the street identifying all the amenities on campus by arrow directional’s or something of that nature. The Commission wished to add, in coordination with the City Hall campus, an updated painting look for the Badger Park warming house with the intent for an evaluation of the warming house structure itself as they begin their Master Plan review. Brown suggested that the concrete sidewalk surfaces around the warming house at Badger Park also be replaced and rehabbed as they are uneven in many places be added to Misc. The Commission also added to Misc., the need to replace the tennis court rules and regulations signs on all tennis courts. 8. CREATE A ROTATING PARK LIAISON SCHEDULE FOR CITY COUNCIL MEETINGS FOR THE YEAR The Commission assigned the first four months and decided to complete the list once new commissioners had been named. - Jan 26 Norman - Feb 23 Quinlan - March 23 Davis - April 27 DeMers 9. REVIEW AND DISCUSS RFP’S RECEIVED FOR PARK CONSULTANT SERVICES A. Identify Projects for Consultant Services th The Commission agreed to hold a special work session next Tuesday, January 20, at 7pm in the Community Center to discuss and make a recommendation to City Council with regard to which proposal they support. Davis urged the Commissioners to review each of the RFP’s and take the best ideas from each to share and discuss next week. She stated that they don’t have to take all the ideas from one and could whittle down their wants. Davis indicated that, using her experience, she would put together a spreadsheet identifying what the Commission wants and which of the Consultants can provide the City with each of the services. PARK COMMISSION MINUTES TUESDAY, JANUARY 13, 2009 PAGE 8 OF 7 Brown asked to interject a public works piece. He stated that if the Commissioners are asked by residents, staff has been unable to plow the Silverwood pond for skating since there has been a group of muskrats pooling together keeping the ice open, or at minimum too soft to plow to date. He indicated they would check it often to see if the cold has frozen the pond enough to be plowed. 10. ADJOURN Davis moved, Young seconded, adjourning the Park Commission Meeting at 9:17 p.m. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder