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041409 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, APRIL 14, 2009 6:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Norman convened the meeting at 6:00 p.m. A.Roll Call Present: Chair Norman; Commissioners Davis, DeMers, Trent, Quinlan, Robb and Edmondson; City Council liaison Woodruff; Public Works Director Brown; and Park Coordinator Anderson B. Review Agenda Davis moved, Quinlan seconded, approving the Agenda as submitted. Motion passed 7/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of March 10, 2009 Davis moved, DeMers seconded, approving the Minutes of March 10, 2009, as presented. Motion passed 7/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meetings of March 23 and April 13, 2009 Woodruff reported that on March 23rd the City Council directed staff to investigate acquiring the Southshore Center under the Shorewood option and to engage in negotiations with the LMCC to explore a possible sale. The Council also approved an interim operating agreement. Woodruff added that the Council delayed discussions regarding the Zoning text amendment for fence advertising until a later May meeting. th Woodruff stated that the Council held a Special Meeting on April 6 to discuss the future of the Southshore Center. He acknowledged that there was a huge public turnout for this meeting and that a revised th memorandum of understanding was approved changing the deadline to June 30. th At the 13meeting, Woodruff stated that the Council approved the tennis court fee schedule, received an update on the Southshore Center noting that three management proposals are under consideration, and that Director Nielsen is working on the City Hall landscape design. Davis interjected that she would be happy to lend her knowledge to the landscape design process for the City Hall campus. PARK COMMISSION MINUTES TUESDAY, APRIL 14, 2009 PAGE 2 OF 9 Woodruff stated that it would be useful to have TKDA meet with the City as well. Woodruff further reported that the City leased the home behind City Hall on a two year lease with an option to buy. As a member of the LMCD, Woodruff reported that zebra mussel shells have been found in Prior Lake; therefore, the LMCD has committed an additional $210,000 to help the DNR with their exotic species investigation. Chair Norman questioned the status of the shed on Shorewood Park property should the sale of the Southshore Center go thru. Woodruff stated that the title of the shed belongs to the City and what happens to it is up to the City. B. Update on Garden Proposal Anderson reported that she would be meeting with the garden group Wednesday at 4pm to discuss their options this year. She pointed out that, as directed by staff and the Park Commission, she had informed the group that the only two options available to pursue at this time are the Skate Park or southern tip of Freeman Park for a demonstration garden only. Trent acknowledged that, though difficult, he felt it critical they stay the course. The original intent has evolved so far from its inception, that he found it difficult without more investigation to offer alternatives this year. Edmondson stated that he looked forward to finding the garden people a good site long term, as the ‘going green’ initiative is a good thing. Chris Lizée, 5705 Brentwood Drive, stated that she was proud of our City stepping forward this year with an option for the community garden. In speaking to neighbors, the consensus is that it is a good thing, and many supported Manor as a premier location, as it is safe, has adequate parking, and access to water. She encouraged the Park Commission to continue working with the group thru its park redesign process in order to find the proper space. She noted that this is a highly motivated, well organized, and active group of volunteers who would like to see their efforts rewarded this year. C. Update on Online Survey/Newsletter Insert/Public Input Anderson presented the findings from the first three weeks of the online survey, noting that the initial survey was included in the April newsletter as well. Based on 17 respondents, she reviewed their comments and explained that their feedback will be beneficial as the Commission evaluates its redesign process. Anderson stated that feedback from the surveys will become part of the regular meeting reports. The Commissioners commented that it appeared people missed teeter-totters in the parks. In addition, they noted that, online the ranking question, #5, allows only 5 buttons for ranking as opposed to the 1-6 rank requested. Chair Norman pointed out that this will continue to be a living breathing document that can be revised quarterly if need be. PARK COMMISSION MINUTES TUESDAY, APRIL 14, 2009 PAGE 3 OF 9 Trent questioned whether the survey should remain online indefinitely or be removed and posted on an as needed basis. Robb questioned whether the results could be published. Quinlan complimented staff on the survey and noted that the changes that are integrated into our design process should be acknowledged within the newsletter. For instance, ‘improvements to these parks are in part due to our community wide survey results’. D. Update on Summer Activities Anderson provided an update on some of the summer activities. She stated that B Grizzley’s will be the sponsor for the Safety Camp, providing lunch for 40 youth attending the camp free of charge, in exchange they will be the sole warm food provider for the Garage Band Jam, setting up a table to sell their food th products on July 24. In addition, Anderson pointed out that she had obtained a $250 grant from AAA for the safety Camp program to purchase bike helmets, t-shirts, etc. She asked if someone could provide an update with regard to participation by the Park Foundation. Davis stated that the Park Foundation had committed to a $500 donation for Garage Band Jam and agreed to collect the fees collected from the participants. Anderson indicated that she had attempted to reach past Commissioner Hensley on numerous occasions to no avail with regard to his loaning the City their sound equipment for the Garage Band Jam. Davis urged her to continue to try to reach Hensley, as he had indicated at his last meeting that not only did he have equipment we could use, but he was sure his kids would want to participate. 5. REPORT ON MEETING WITH SOUTH TONKA LITTLE LEAGUE REGARDING MAINTENANCE OF FREEMAN BASEBALL FIELDS Anderson welcomed Leum of South Tonka Little League (STLL) , as well as representatives Jenzer and Heitkamp, and asked him to share his comments from the joint first annual maintenance/project meeting. Grant Leum, Field Project/Safety Manager for STLL, gave a presentation from STLL’s perspective regarding the meeting held between representatives of STLL and the City of Shorewood and proposed improvements they wished to see made in the parks. Leum distributed a project list for the Commission to review stating that it was their intent, with the cities help, to get the best facilities possible for their group. As Leum presented the project list, he pointed out that the fencing repairs had already taken place over the previous weekend during their kick-off clean-up campaign. As discussed during the staff meeting, this was a real safety concern and in need of immediate attention. While Brown had acknowledged that this should be something the City pays for, Leum stated that while a reimbursement would be great, he would prefer to review some of the other details in need of attention, for instance, ‘pad’ options that would prolong the life of the fences. He indicated the league had money to cover this repair if need be, and would focus on other areas to work with the City. Brown stated that his public works park lead spends a lot of time retying fences; therefore, from a cost standpoint, the fence repair and addition of ‘pads’ is a worthwhile expenditure. He stated that the fence PARK COMMISSION MINUTES TUESDAY, APRIL 14, 2009 PAGE 4 OF 9 issue is an item that the city should take ownership of due to safety concerns; therefore, he had allowed the little league to address it over the previous weekend before they began full use of the facility despite the timing being before the Commission meeting. Leum stated that the league would also like to add three more batting cages to the park and asphalt surfaces within those. In addition, he pointed out that the concession stand roof was in need of re-shingling. Brown stated that the construction of the concession stand was before his time and that he wasn’t sure when it had been shingled last as the City had not been involved in its maintenance, nor does it even have a key. Edmondson suggested they contact the insurance company to see if they could get some replacement costs covered from previous hail damage. Brown stated that city could file a claim. DeMers pointed out that the shingles on the Freeman smaller picnic shelter should be replaced as well. Leum stated that they would be happy to look at improvements on a case by case basis. Quinlan asked what budget the improvements come from. Brown stated that, procedurally, the STLL or its vendor would need to be reimbursed and treated as the contractor. Chair Norman stated that the Commission should reimburse the STLL for their fencing improvements, in addition, the Commission should endorse the re-shingling of the roof and consider the mats as an added measure. Woodruff commended staff for opening the lines of communication up between the organization and the city. He urged the two to continue to meet 1-2 times annually, at the outset and end of the season to look at what should be done for the next year and make sure maintenance items are accounted for on upcoming budgets. Woodruff suggested that, of course, the STLL group contact the City before making any improvements. Davis stated that she would like to see a long-term maintenance plan to budget for in coming years, and felt an end of season meeting could be meaningful. Leum asked to join the Park Commission on its next Park Tour to walk the site with them. He asked whether they could proceed with adding the matting and asphalting the batting cages. Brown thanked the representatives for their efforts. He indicated that the City would need to investigate with the watershed what conditions they might have on asphalting the batting cages before proceeding with that measure. Brown stated that City Engineer Landini would be providing that information for the Commission at a future meeting. Davis stated that she believed the installation of the mats was the responsibility of the little league, whereas, the fencing repairs were that of the City. PARK COMMISSION MINUTES TUESDAY, APRIL 14, 2009 PAGE 5 OF 9 Brown concurred stating that aesthetics should be the responsibility of the little league and infrastructure maintenance should be retained by the city. Woodruff pointed out that the matting should not contain any commercial advertising at this time. He also stated that the re-roofing of the concession stand should fall within the operations budget for the city. Quinlan suggested the City and STLL plan to meet again in the first half of July after their season and before budget negotiations. Trent asked if this collaboration effort will help mitigate the need for their added advertising on the fences request. Heitkamp stated that it would take some of the pressure off but more improvements are necessary. Leum stated that the shed near field 3 was ready to be removed, but asked if public works staff could help remove it from its current location near the utility boxes etc. He further recommended the City do something to house the boxes from a safety standpoint. Brown stated that public works would remove the shed from its current location and examine options as to how to shield the utility boxes and other items. Quinlan moved, Trent seconded, approving the reimbursement of funds for the fencing repairs in the amount of $2,650., contingent upon the city Administrator and City Attorney’s approvals. Motion passed 7/0. Edmondson moved, DeMers seconded, allowing the installation of the protective matting be added to the fences at Freeman Park. Motion passed 7/0. 6. REVIEW REVISED DONATION PROCESS / ACCEPT IMPROVEMENT AGREEMENT AND MEMO AGREEMENT In the interest of time, to be carried over to the May meeting. 7. ACCEPTING QUOTE AND AWARDING CONTRACT FOR EDDY STATION FACILITY REHAB AT FREEMAN PARK Anderson presented the quotes for the Eddy Station Facility and Freeman picnic shelter painting projects. Edmondson stated that he had spoken to customers of Eclipse Painting and that they were very pleased with their work. DeMers questioned whether the roof of the picnic shelter should be repaired first. Chair Norman asked staff to evaluate the shape of the roof at the picnic shelter and, if necessary, repair it before painting begins. Brown stated that staff would perform the clean-up in the dugouts or ask the painting contractor to remove the paint if staff cannot. PARK COMMISSION MINUTES TUESDAY, APRIL 14, 2009 PAGE 6 OF 9 Edmondson moved, Davis seconded, recommending the contract for the 2009 Eddy Station and Freeman Park Picnic Shelter painting project be awarded to Eclipse Painting in the amount of $3,800. Motion passed 7/0. 8. REVIEW QUOTE FROM DERMCO-LaVINE FOR RESURFACING SILVERWOOD AND CATHCART COURTS Anderson presented the numbers provided by DermCo LaVine for the added surfaces at Silverwood and Cathcart for approval. Chair Norman pointed out that the numbers did not exceed the previously approved amount of $13,000 and therefore required no action. 9. CONSULTANTS TKDA PRESENTATION Sherri Buss and Rich Gray, representatives of TKDA, explained that, as a follow-up to the park tour and kick-off meeting in April, they would be presenting their draft drawings for five parks this evening for comment and then returning in May with final proposals. Gray stated that it was their directive to provide the Park Commission with elements and designs for their parks that provide focal points, gathering spaces, and unity/uniformity to the parks. Gray proceeded to present the drawings for each park and collect feedback, beginning with: Freeman Park: Gray explained that the design incorporates trees which create ‘divisions’ of use. He pointed out that the design reflects a hockey rink and free skate which was designed to take advantage of the premier Eddy Station facility built to be transformed into a warming house. - In addition, the softball field was removed to make room for tennis courts - Various theme plantings were incorporated and a sliding hill Trent admired the cut away and entry arch from the trail. Buss suggested a similar entry be duplicated at the other entrances. Anderson suggested the signage reflect a similar character as to the one just placed outside City Hall, using a natural stone monument and ‘steel’ beam sign form. DeMers stated that he was unsure whether an additional tennis court or hockey rink was necessary, though basketball courts would be a nice addition. Brown interjected that the public works folks could not handle the volume of maintenance generated by an additional rink. Not to mention the reception the removal of the softball field might generate. Chair Norman pointed out that if the City does not get the partnership it proposes with Chanhassen with regard to Cathcart Park, the Commission may wish to focus its efforts on improving Freeman instead. Badger Park – Concept “A” PARK COMMISSION MINUTES TUESDAY, APRIL 14, 2009 PAGE 7 OF 9 Gray pointed out that the design is somewhat the same but contained a few more defined spaces. A larger warming house shelter flip flopped with the playground equipment. Badger Park – Concept “B” Gray explained that the removal of the hockey rink was warranted if they chose to transplant a rink in Freeman instead. He showed that the tennis courts would be moved and a ‘Village Green’ space would be created near the new City Hall building to create more of a campus feel. With an added shelter warming house available for classes etc. Anderson pointed out that a warming house shelter design would not be warranted if they removed the hockey rink and free skate area and suggested a smaller picnic shelter with restrooms would be adequate, especially in light of the fact that the Southshore Center may also provide adequate classroom space. She questioned moving tennis courts and removing the rink. DeMers stated that he would not support removing the rink from Badger, as it is highly used and provides a central skating area in Shorewood. Manor Park Gray stated that they had attempted to create a central space for gathering in the park on the central lawn. He suggested turning the single court into a double court by raising the overall elevation of them both. He proposed a new building with restrooms, a mini amphitheater off the central lawn, and a gazebo feature overlooking the pond. Brown stated that he wasn’t sure whether they could place gazebos out over the water, depending on the functional wetland classification. But he agreed an overlook and a fountain might be interesting features. Woodruff questioned where a community garden might be placed at Manor. Gray pointed out that either along the rear north western property line or up front along Manor Road as two possibilities for community gardens. He pointed out that did not move the little league field but revised the overall parking. Davis questioned a community garden near the road where some neighbors have planted trees and small flower gardens to beautify the park. She liked the emphasis on the gathering spaces and parking. Anderson interjected that, having walked several parks with a playground contractor, Manor Park was the best candidate for new updated equipment. Chair Norman liked the idea of giving Manor a plaza central gathering place of its own, similar to Freeman. He reminded the Commission to look at all of the proposed changes to all of the parks as phased in designs over a long period of time. In an effort to provide more programming to east Shorewood, Norman liked the improvements to the facility and park amenities. Quinlan commented that he liked the parking design and thought the neighbor’s might also like the efforts made to screen the parking lot. Cathcart Park – Concept “A” PARK COMMISSION MINUTES TUESDAY, APRIL 14, 2009 PAGE 8 OF 9 Expanding the parking lot a bit west and sliding the hockey, tennis and court games to the west loosens up some the area to the east. In addition, Gray proposed a warming house and a separate picnic shelter, as well as, a potential community garden and picnic site to the rear of the park. Trent questioned the court games. Anderson pointed out that, to her knowledge, she has never seen anyone on the old swings and using the court games at Cathcart. She suggested they be removed altogether and consideration be given to enlarging the playground area. In that case, Davis suggested enlarging the parking area and making it more aesthetically pleasing, like the one proposed at Manor. Cathcart Park – Concept “B” Gray shared the views of a much larger parking area and combined shelter warming house building. DeMers stated that he disliked the location of the proposed picnic shelter/warming house in this plan and the Freeman plan, as they are located so far away from the skating areas. Silverwood Park Gray presented the design including trails looping around the park with some handicapped accessible ramps, a wetland overlook, and shelter. Anderson complimented Gray on the trail thru the woods and benches placed at the top of the sliding hill overlooking the lake across the road. She stated that on her last visit to the park, she followed a rustic trail snaking thru the woods ending at the top of the hill where she noticed the beautiful views. Brown suggested the picnic shelter be slipped further to the east out of the way of the sliding hill. Chair Norman liked the nice touch of the scenic overlook. Picnic Shelter Design Concept “A” Gray described the shelters as rustic, low maintenance, timeless, solid construction with a rough or rock surface type concrete block three quarters of the way up, with a smooth surface concrete the rest of the way. The distinctive roofline would be made with wood on the ceiling of the canopy to give an open feel to the building. He pointed out the design flexibility based on the size of each structure. Woodruff suggested consideration be given to using molds on the concrete which is then painted or stained to resemble real stone. He wasn’t sure of the cost but thought it worth investigating. Trent stated that he liked the consistency the shelters could provide across the board in all of the parks. Chair Norman suggested thought be given to making the picnic spaces more user friendly, providing power outlets and serving areas. Buss asked if there were signature colors the Commission preferred. PARK COMMISSION MINUTES TUESDAY, APRIL 14, 2009 PAGE 9 OF 9 Chair Norman stated that more of the earth tones were preferred with a bit of the forest green. The Commission preferred the picnic designs posed in Concept ‘A’ as opposed to Concept ‘B’. Conclusion Gray and Buss stated that they would refine their design ideas based on the discussion this evening and return in May with some cost estimates. DeMers reiterated his preference to retain the rink at Badger. Trent stated he also liked a rink at Freeman, which would utilize the world class warming house structure found at Eddy Station. Anderson questioned the removal of a softball field at Freeman, pointing out that the field could remain even with the addition of a rink. 10. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON MAY 26, 2009 th Chair Norman volunteered to liaison the May 26 meeting. 11. NEW BUSINESS th April 30, Thursday, 4:45pm meet at City Hall, Depart at 5:00 p.m. for park tour followed by a few housekeeping items on the agenda. th May 12, TKDA’s final presentations to the Commission with Council as guests. 12. ADJOURN Chair Norman moved, Davis seconded, adjourning the Park Commission Meeting of April 14, 2009, at 9:30 p.m. Motion passed 7/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder