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0210091 PK MIN CITY OF SHOREWOOD 5735 COUNTRY CLUB RD PARK COMMISSION MEETING SOUTHSHORE COMMUNITY CENTER TUESDAY, FEBRUARY 10, 2009 7:00 P.M. MINUTES 1.CONVENE PARK COMMISSION MEETING Chair Norman convened the meeting at 7:00 p.m. A. Roll Call Present: Chair Norman; Commissioners Davis, Young, Hensley, Trent, Quinlan, and DeMers; City Council liaison Woodruff; Park Coordinator Anderson; and Planning Director Nielsen. B.Review Agenda Davis moved, DeMers seconded, approving the Agenda as submitted. Motion passed 7/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of January 13, 2009 Davis moved, Quinlan seconded, approving the Minutes of the January 13, 2009 Park Commission Meeting as presented. Motion passed 7/0. B. Park Commission Special Session Minutes of January 20, 2009 Davis moved, DeMers seconded, approving the Special Session Park Meeting Minutes of January 20, 2009, as submitted. Motion passed 7/0. C. Park Commission Special Meeting of February 4, 2009 Davis moved, DeMers seconded, approving the Minutes of the Park Commission Special Meeting of February 4, 2009, as presented. Motion passed 7/0. 2.1 MATTERS FROM THE FLOOR Mary Donahue and Patricia Hauser, Shorewood residents, were present to submit a request for a Community Garden Program for consideration. Hauser shared their concept plan for a Community Garden program designed for children to run throughout the summer months accommodating approximately 40 kids 5-14 years old. Hauser explained that, while they would prefer a plot in Freeman, they were hoping the City could provide a space up to 100X100 for the garden and prepare the soils accordingly. The children would be the gardeners supervised by Mary Donahue and the produce would be given to local food shelves or sent home with the kids to share with their families. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 2 PAGE 2 OF The Commission complimented the pair on their well thought out program and indicated that they would follow-up with staff and public works to determine where the garden could potentially be placed as well as discuss other details of the plan. Anderson suggested they consider focusing on ‘kids of all ages’ for the program, especially if the garden is planted in Freeman where Shorewood Ponds seniors might enjoy bringing their grandchildren or working the gardens themselves. Davis stated that she would follow-up with staff, as well as, check how the Arboretum runs their community garden program at their children’s learning center. 3. REVISION TO ZONING ORDINANCE / SIGNS IN PARKS – (Planning Director, Brad Nielsen) Planning Director Nielsen explained that STLL representative Kyle Heitkamp had submitted an application for amendments to Shorewood’s Zoning Code that would allow advertising signs to be placed on the ball fences at Freeman Park. He reminded the Commission that they had reviewed this proposal informally at the end of last year. Although the Commission had voted unanimously to not recommend such amendments, the STLL group decided to pursue a formal application. Nielsen stated therefore that is why the submission has been rerouted back to the Commission for a formal recommendation. He indicated that the Planning Commission would be rd holding a public hearing on March 3 and would like to hear from the Commission prior to that date. Heitkamp explained that the league is getting close to critical mass, 500 players strong, and that the need for financial assistance is greater this year than in the past. Heitkamp maintained that it is their intent to sell sponsorships of the signs to help keep costs for all players down and to add to the scholarship fund overall. He reviewed some financial burdens and expenses incurred by the organization with regard to repairs, maintenance, and equipment. He stated that he was unfamiliar with what the Commission had decided at the end of 2008. Chair Norman asked how the City could continue to work with the little league group in a way that might alleviate some of their burden besides the fence billboards. Though he felt Heitkamp had done a fine job presenting little leagues case, Young stated that he hated to undo an ordinance that had a solid foundation such as this. Anderson interjected and read passages from the November Park Commission Meeting and the final recommendation to deny the request at the December meeting for review. She asked for further clarification with regard to the maintenance items and safety related issues referenced within the application. Davis stated that in reviewing the budget supplied to the Commission, she saw mixed budget messages and places the budget could be trimmed. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 3 PAGE 3 OF Trent stated that he would urge the organization to pursue other avenues or explore other financing options open to them. Woodruff reminded Heitkamp and the Commission that, had the organization applied for a variance, the City does not consider financial hardship a valid reason to grant variances thus the little league decided to undertake the ordinance amendment request instead. Nielsen stated that, if the City Council ends up determining the application move forward, he would suggest looking at a conditional use permit instead. Hensley stated that he was really concerned that, if the Commission supported such a request, it would be precedent setting. As an attorney he would view this as a definite change in direction from what the city has decided in recent years. Hensley added that, as a resident, he would not want to look at signs in the public park anyway. Chair Norman concurred, stating that the City has gone to great lengths to regulate signage. He felt this to be a ‘slippery slope’ and questioned where things would stop. He suggested the organization contact the Park Foundation and ask them to assist with fundraisers or financial aid scholarships. He stated that he believed the city would be willing to examine the relationship it has with the sports organization in order to lighten their load and consider making some of the fixes normally performed by the little league itself. Heitkamp stated that members of the other sports organizations had letters attached stating that they had no intent to pursue such measures. Anderson pointed out that each wrote that they would not pursue advertising boards themselves at this time but she questioned how the Commission would regulate allowing signs at one end of the park and not the other or for one organization and not another as the application presented themselves. Chair Norman questioned whether there was a formal document or agreement that identified who cares for what with regard to maintenance. He asked what the user fees cover for the users and whether there were items the city could take upon itself. He asked staff to investigate. Anderson stated that, to her knowledge, there was no formal agreement between the city and the little league but that, typically, when an improvement is made or donated to the parks it becomes the property, as well as, the responsibility of the City. Woodruff was surprised to hear there would be no formal agreement with regard to maintenance. Quinlan pointed out that, if little league estimates they will make $20,000 in sponsorships, perhaps the City should consider how it can offset some maintenance costs rather than allowing the signage. However, he noted that the purchase of a new mower and rakes to mow the infields and care for the ag lime are specific to the organization and this application only and may not necessarily even be city maintenance items. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 4 PAGE 4 OF Heitkamp stated that he did not wish to jeopardize the good working relationship the little league had with the City; however, he maintained that costs are rising and they are searching for solutions or will have to start cutting things. He pointed out that many local businesses have expressed an interest in advertising on the signs. Anderson suggested the Commission give consideration to private versus public spaces in which advertising is or is not currently allowed. Chair Norman concurred, stating that he found it difficult to consider putting private messages in our public spaces which are currently clutter free. Norman believed this to be a larger issue than allowing little league to raise money. He felt the city should keep private interests out of public open spaces and that the ordinance is well written to do so. Trent agreed, stating that the bigger issue is to keep the aesthetics consistent within the parks for a commercial free park experience. Woodruff suggested the Commission investigate whether the city should provide more support than it has in the past and encouraged the little league to investigate whether there are other answers than signage out there to help with the financial piece of things. Davis moved, Young seconded, to recommend denial of the request by STLL for Amendments to the Shorewood Zoning Code that would allow advertising signs to be placed on ball field fences in Freeman Park with the recommendation that staff review our current agreement with STLL and investigate other avenues for support that would help offset some of the maintenance costs. Motion passed 7/0. 4. REPORTS A. Report on City Council Meeting Woodruff reported that the City Council appointed new members to the Planning Commission, as well as, two new Park Commissioners, Thomas Robb and Bob Edmundson. B. Report on Arctic Fever Event on January 17, 2009 Chair Norman reported that attendance was estimated between 500-800 people in Shorewood. He noted that the sliding hill was very popular and would encourage staff to build a giant sliding hill every season. Norman stated that the pond hockey sponsor has already committed to 2010 and the planning groups will be meeting soon to discuss where they want to head going forward. Norman indicated that the library coloring contest also went well and that everyone was very pleased with the numbers in attendance at all events this year. C. Update on Consultant Services Anderson reported that the City Council voted unanimously to move forward with the Park Consultant Planning Services recommended by the Commission with negotiations to begin soon. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 5 PAGE 5 OF Woodruff interjected that he was particularly excited and looking forward to having items placed on a long range plan to be phased in over the next 5-10 years. He suggested the Commission consider having the consultant’s landscape architect include a landscape plan for City Hall as it presents sketches for each park and monument signs that coordinate and identify all amenities in the parks. D. Report on Summer Programs Anderson reported that the summer program schedule was filling in nicely with Fridays in Freeman, as well as at other parks, and was in fact taking on a life of its own. Friday activities include tennis at Badger in June and July, the DNR FiN program, Zoomobile, REI PEAK rd program, Garden Art, and Kayaking at Crescent Beach. She explained that 3 Lair would be open to running a camp in June with a refundable deposit if the registrations don’t fill up and asked the rd Commission if they’d like to move forward with 3 Lair. The Commission agreed. th With regard to Music in the Park, Anderson stated that Big Walter was scheduled for July 10, th and that the Garage Band Jam (GBJ) was moving forward on July 24. She shared a mock-up of the initial poster and asked Davis to contact the Park Foundation, of which she is a member, and ask them if they would be willing to be a sponsor for the event and contribute up to $500 for a grand prize, in return the bands would obtain $30 in pledges towards the Park Foundation as a tax deductible donation to participate. In essence, the Foundation will be making a much smaller donation than the $500 proposed. Anderson stated that the committee consisted of herself, Park Secretary Grout and Communication Coordinator Moore, she asked if other members of the Commission might like to participate on the planning committee. Both Davis and Quinlan volunteered to assist with the GBJ. She asked if anyone knew where the City could obtain sound equipment or someone who might wish to be a sponsor. Hensley stated that his boys had the sound equipment we would need and that he would talk to them about reserving it for the event and having one of them operate it for the evening. Additional summer items discussed and eliminated from the mix included the Three Rivers Park district climbing wall activity, Mad Science for now due to budget constraints, Dazzling Dave the yo-yo expert for $300, and Nancy Edie & Friends who will not be performing this summer. E.Report on Recycling for the Parks Anderson explained that it would soon be a City wide initiative to expand recycling to the parks, that being said, she presented photos of overflowing trash cans full of recyclables from Freeman and Cathcart Parks last summer. She also distributed pictures of various styles of recycling containers and asked for style input from the Commission. Anderson explained that Coke will supply up to five free bottle shaped recycling containers without advertising, with additional containers available at a cost of $54 each. Finally, Anderson asked for support to allow staff to PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 6 PAGE 6 OF apply for a grant with Coke that would supply the city with up to 10 free recycling bins for the parks and passed around a photo of this more general style. The Commission encouraged staff to proceed to get all of the free recycling containers that could be found and that consideration would be given to the purchase of additional bins at a later date. 5COMMUNITY REC YEAR-END REPORT . Anderson shared the Community Rec Year End Report with the Commission highlighting certain elements for their reference, including the fact that, thanks to ongoing review, mistakes in over and under paying by organizations were caught early on. In addition, thanks in part to monitoring and to CRR’s relationship with the concession operator, CRR discovered a scheduling oversight by MGSA at Freeman which mistakenly failed to utilize numerous designated field assignments on their schedule. Anderson suggested the Commission give thought to how they wish to re-allocate field space when it is not being utilized by the original applicant. It is CRR’s opinion that ‘paying’ to reserve a space is inadequate when it is not being used, especially in light of the fact that other organizations are often looking for additional space allocations. Anderson thanked the Commission for their ongoing support and expansion of the park coordinator service agreement this year. 6. REVIEW REQUEST FOR BENCH AT MANOR PARK Anderson pointed out that a bench had already been placed at the site last fall by public works. Young left at 9:20 p.m. amidst many thanks for his numerous years of service on the Commission. 7. ACCEPTING QUOTE AND AWARDING CONTRACT FOR EDDY STATION FACILITY REHAB AT FREEMAN PARK Hensley moved, Davis seconded, recommending approval of the contract for the 2009 Eddy Station Facility Exterior Rehab Staining and Painting project be awarded to Koehnen Painting in the amount of $5,560.00 Motion passed 6/0. Anderson pointed out that the contractor had supplied the Commission with an estimate for refinishing the second shelter at Freeman in the amount of $1,530. She suggested they submit a change order, similar to that proposed with the tennis court resurfacing, if the Commission chooses to move forward with this piece later. The Commission agreed, and asked staff to find out from public works what additional work should be done with regard to the roof or whether the contractor can strip, paint and stain this shelter similar to the Eddy Station job. Woodruff questioned who would be eating the difference between the budgeted amount and the final bid. He questioned whether this would constitute a CIP or maintenance item since public works was originally slated to perform the labor. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 7 PAGE 7 OF 8. CREATE ONGOING ON-LINE SURVEY Anderson explained that she and Commissioner Quinlan had discussed the idea of linking an ongoing on-line survey to the city website in order to collect immediate feedback from residents and park users. Quinlan stated that this feedback mechanism would be available 24/7 online to provide immediate feedback from users and could be revised to obtain feedback quarterly. Davis thought it could be useful to obtain feedback on events and issues. Trent cautioned the Park Commission that this could be a larger issue if staff does not respond immediately to users or if the items are deemed in need of immediate concern. Anderson stated that it would be staffs intent to check the online survey daily, similar to others done in the past, collect the feedback, and supply the Commission with a report item monthly to see how much it is used. She indicated that a generic message would be generated for the respondent immediately thanking them for taking the time to complete the survey and that if they had an item of immediate concern they would be urged to contact city hall directly. Anderson explained that the survey could be updated quarterly and tied into events at the city to collect feedback. 9. APPOINT 2009 CHAIR AND VICE CHAIR Davis moved, Hensley seconded, appointing Chair Norman as the 2009 Park Commission Chair. Motion passed 6/0. Chair Norman moved, Quinlan seconded, appointing Davis as Vice-Chair for 2009. Motion passed 6/0. 10. ADJOURN Davis moved, Hensley seconded, adjourning the February 10, 2009, Park Commission Meeting at 9:40p.m. Motion passed 6/0. His last meeting, the Commission thanked Hensley for his service to the Park Commission. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder