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060909 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JUNE 9, 2009 7:30 OR IMMEDIATELY FOLLOWING THE PARK TOURS MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Norman called the meeting to order at 7:30 p.m. A.Roll Call Present: Chair Norman; Commissioners DeMers, Trent, Quinlan, Robb, and Edmondson; Park Coordinator Anderson; City Council liaison Woodruff. Absent: Commissioner Davis B. Review Agenda Edmondson moved, Robb seconded, approving the Agenda as submitted. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Park Tour Minutes of April 30, 2009 DeMers moved, Quinlan seconded, approving the Minutes of April 30, 2009, as submitted. Motion passed 6/0. B. Park Commission Meeting Minutes of April 30, 2009 Quinlan moved, DeMers seconded, approving the Minutes of April 30, 2009 as presented. Motion passed 6/0. C. Park Commission Meeting Minutes of May 12, 2009 Page 7, first paragraph, line 5, offended was revised to state ‘Norman questioned little leagues assertion’. Edmondson moved, Robb seconded, approving the Minutes of May 12, 2009, as amended. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meetings of June 8, 2009 Woodruff reported that on May 26, 2009, the City Council began a discussion surrounding goals and objectives as it strived to update the mission statement. He stated that, while the Council denied the variance request on behalf of little league to allow signage on the ball fields, staff was PARK COMMISSION MINUTES TUESDAY, JUNE 9, 2009 6 PAGE 2 OF directed to investigate a CUP with a contract which might allow on a limited individual basis signage on the fences. Trent commented that he was surprised the Council was interested in providing an outlet for this concept despite the Park and Planning Commission’s recommendations for denial. Woodruff stated that the Council is aware the Park Commission saw this item and twice noted to deny the request. He indicated that there would be a public hearing to look at the new CUP process before it is or is not adopted. Anderson suggested that the Commissioner attend the public hearing as a resident of Shorewood and voice their opinions. Edmondson voiced his concern that allowing this exception might open the flood gates to other organizations and groups who wish to advertise in public spaces. Chair Norman stated that, although the City Attorney would structure the CUP document as specific and exclusive to this organization as possible, the risk is that others will follow suit. th With regard to the meeting of June 8, Woodruff stated that the Council spent time discussing the lease agreement for the South shore Community Center (SSCC) between the City of Shorewood and the five cities. He believed the document would be well received by others noting that the lease would be sent to the other cities for approval. Woodruff pointed out that initial budget discussions had begun. He noted that while the SSCC would fall under a separate budget item from parks, a contingency fund might be set up within the nd park budget as a back-up. He stated that the first budget review meeting was set for June 22 at which staff was directed to follow a zero increase budget to match the zero levy increase. B. Update on Summer Activities rd Anderson reminded the Commission that the 3 Lair Skate camp would be taking place next week. In addition, MCE programming would also begin in the parks next week. Anderson stated that she had researched many battle of the band winners from the area and sent them information on the Garage Band Jam (GBJ). Anderson also recruited Enigma director Brad Eller to be a judge and email the flyer to hundreds of bands he works with at the club. She urged the Commission to recruit bands, judges, and continue to spread the word. Anderson mentioned that the TKDA illustrations would be on hand at Eddy Station for GBJ and encouraged Commissioners to attend to answer questions. She stated that staff would be having buttons made for Commissioners to wear at upcoming events. She also mentioned that members of a local ‘hot rod’ club may bring some of their cars to GBJ for display. 5. DISCUSS PARK TOURS The Commission chose to discuss the park tours as part of the TKDA discussion points under item 7. PARK COMMISSION MINUTES TUESDAY, JUNE 9, 2009 6 PAGE 3 OF 6. REVIEW REVISED DONATION PROCESS / ACCEPT DONOR REQUEST FORM, ACCEPTANCE & INDEMNIFICATION AGREEMENT AND MEMO AGREEMENT Trent indicated that he had reworked the document based on specific suggestions at the previous meeting. Although a majority of donations will fall within the park and recreation umbrella, Chair Norman suggested the Commission consider making the document more inclusive of city wide donations. Woodruff concurred and questioned the object of each document within the process. Anderson stated that the Donor Recognition Policy was created ten years prior to address donations made to the parks, in particular the Garibaldi Plaza at the time. Purposely designed very specifically, she stated that the document could be revised to incorporate more general donations and recognition, though a section focusing on the ongoing maintenance of items should be added. As in the case of the proposed concession stand and batting cages, the Commission must clearly identify whether there is a need for those items in the first place, as well as ongoing maintenance costs associated with the construction of those elements that may fall back upon the city for perpetuity. Chair Norman concurred, stating that the Arboretum does not accept a donation without an endowment attached for the ongoing care and maintenance of the item in perpetuity. He suggested that staff redefine the document for review in July. Anderson clarified the other documents within the donor process including the Request Form, followed by the Acceptance and Indemnification Agreement which is executed once the Council approves the request. She explained that the Memorandum Agreement is an item which is executed between the city and sports organizations each season and was included for review since numbers 11 and 12 were added to mirror the donor/maintenance process. Anderson urged Commissioner Trent to share his suggestions, stating that she would work with staff to tweak the process and documents as discussed, and then forward them to Trent for comment before the July meeting. Woodruff suggested that the policy be cleaned up, as there seemed to be much redundancy throughout the document. He further suggested an outline for the policy accompany the policy identifying each section. While he felt a fund for maintenance should be set up, Woodruff indicated that a threshold should be identified at which this fee is required. 7. DISCUSS TKDA PRESENTATION AND PRIORITIZE/IMPLEMENTATION OF PROCESS Anderson apologized for the enormous amount of paperwork which accompanied the packets this month. She indicated that the TKDA information had arrived late, thus, she had created some documents in advance for discussion. She suggested the Commission consider the Park Renewal Schedule incorporating individual comments into the priority list on a park by basis, or take a single park at a time. She pointed out that the Process Flow Chart should assist the Commissioners in identifying where they are in the process now, what the next steps should be, and/or how to execute updates in the future. Chair Norman suggested the Commission start by sharing their visions for what should happen now. He urged the Commissioners to share particular elements with staff so that they could go PARK COMMISSION MINUTES TUESDAY, JUNE 9, 2009 6 PAGE 4 OF back, price these items out for July, so that the Commission can lay out a direction for budgeting and the open house. He noted that, given some controversial items, not all of the elements in the TKDA proposal may ever come to fruition, but he encouraged the Commission to use these plans as a basis for making recommendations Woodruff reminded the Commission that the CIP gets approved in November, whereas the 2010 budget process is in its initial stages. He suggested the Commission focus on the immediate 2009- 2010 items this evening and discuss the future 5-10-15 year CIP items in the fall after immediate budgets have been finalized. Park Renewal Schedule 2009-2010: **All parks – Update Park Signage 2009 – Add bike racks to all parks Silverwood Park: 2009 – Clear & Construct rustic/paved trail combo - Install benches - Add fill/mats at base of slide - Add tot piece 2010 - Resurface parking lot - add small shelter Manor Park: – Investigate pond options - Remodel vs. Rebuild warming house - update/add tot pieces/replace playground equipment - Install redesigned parking lot - Install new tennis rule signs Since there was a picnic shelter slated for Silverwood this year for $50,000 and it is the impression from staff that a shelter could be installed for less, the remaining dollars should be transferred over to help offset the additional costs to reconstruct/rebuild Manor Park’s warming house. Woodruff suggested the Commission consider asking people to donate to the parks for improvements. Chair Norman pointed out that the Park Foundation could help fundraise to potentially offset higher costs for a new structure. Freeman Park: - Trail entrance sign as well - Better field identification signs - Add community garden plot - Add sliding hill - Re-roof little league concession stand - Re-roof picnic shelter PARK COMMISSION MINUTES TUESDAY, JUNE 9, 2009 6 PAGE 5 OF Badger Park: - Tennis court overlay – in CIP 2010 - Install perimeter rustic/paved trail - Picnic shelter - Pond overlook w/benches - Upgrade warming house – roof, paint vs. siding vs. remodel Skate Park: - Add directional ‘city park’ sign at crossroad (near Manor’s directional sign) - Add small shelter - Add drinking Fountain (w/spigot) - Install ‘Community Demonstration Garden’ sign at garden site - Blacktop strip of surface under skate equipment 2010 - Enlarge community garden Cathcart Park: - NOW – share vision and negotiate with Chanhassen - Add chain to opening on play structure - Add 1-2 tot pieces to playground - Add bocce ball and horseshoes under tree canopy - Add bleachers 2010 – Relocate rink (install synthetic boards, hard surface, hoops, and lights) - Construct redesigned enlarged parking area Anderson presented a piece she’d assembled on various playground manufacturers in the area, as well as, identified numerous parks she’d visited and taken photos of for Commissioners to visit as well in order to view samples of each one’s work. She cited the synthetic board hockey rinks in Watertown and Minnetonka as must see places to visit if the Commission would like to view multi- use facilities. Having spoken to both communities, the synthetic board rinks with hard surface and basketball hoops have served them well. In addition, Anderson pointed out several shelter examples within Minnetonka and Plymouth, along with pricing, as a basis to compare to those presented by TKDA. Much more affordable options, the Commission admired the designs. 8. PRESENTATION / DISCUSSION OF PARK SIGNAGE Anderson shared a proto-type sample for the proposed park signs she had been working on in conjunction with Planning Director Nielsen. She passed around a sample mock-up for a faux limestone monument sign with slanted faux brick column and raised logo/park name made of a polystyrene material made to coordinate with the brick and metal used on City Hall. She presented the estimates based on seven two sided park signs including installation; a 6X4’ sign at roughly $5141 and a smaller 4X5’ sign costing $4858 for comment. The Commission complimented Anderson on the design and price asking when the installation could occur. Chair Norman questioned if other designs were considered. Anderson stated that other designs were considered, though she was working with Director Nielsen and the sign company on elements which would unify all of the parks and city hall campus. She stated that the Commission has already included signs as a line item in its 2009 CIP budget. 9. DISCUSS CITY HALL OPEN HOUSE ON JULY 15 PARK COMMISSION MINUTES TUESDAY, JUNE 9, 2009 6 PAGE 6 OF th Anderson stated that the Open House was slated for July 15 between 5-7pm. She indicated that the TKDA illustrations would be on hand, as would playground sample boards for public viewing. She noted that she had created a ‘sample survey’ which will be reviewed in July for the open house. On the ‘general’ survey the public can fill in which park they have comment on, answer various questions, and make further suggestions. Chair Norman encouraged members of the Commission to wear their names buttons and attend the Open House if possible to answer questions. He suggested staff do as much as possible to publicize the event. Woodruff pointed out that, typically, not too many members of the public stop in at the open houses. Anderson suggested the Commissioners go out of their way to advertise, by word of mouth, the open house. She mentioned that additional open houses would likely be slated for individual neighborhoods as park improvements are considered. 10. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON JUNE 22, 2009 Chair Norman volunteered as liaison. 11. NEW BUSINESS Anderson shared equipment alternatives for the replacement piece at Cathcart Park supplied to her by the Landscape Structures, the manufacturer. Ranging from $1150 – 2860, the Commission was not convinced any of the alternates would be any safer for very young children than another. Within safety standards for the 5-12year old user, the structure is compliant with current safety codes; therefore, the Commission suggested Public Works look at obtaining rubber coated chain and stainless steel bolts and running a small chain across the opening to further delineate the opening. 12. ADJOURN Quinlan moved, Robb seconded, adjourning the Park Commission Meeting of June 9, 2009, at 9:40p.m. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder