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090809 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, SEPTEMBER 8, 2009 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Norman convened the Meeting at 6:57 p.m. A. Roll Call Present: Chair Norman; Commissioners DeMers, Trent, Quinlan, Robb, and Edmondson; Park Coordinator Anderson; late arrival City Council liaison Bailey. Absent: Commissioner Davis B. Revi ew Agenda DeMers moved, Edmondson seconded, approving the Agenda as submitted. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Park Minutes of August 11, 2009 Edmondson moved, DeMers seconded, approving the Park Commission Minutes of August 11, 2009, as presented. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting Robb reported that the City Council approved the purchase of the bike racks for the parks with the caveat that the Public Works department install them as time permits. In addition, the Council approved little league advertising signs on the fences in Freeman Park with no license fee beginning in May 2010 on a 3-2 vote. Council member Bailey arrived at 7:15 pm. B. Update on South Tonka Little League Signage on Baseball Fences Bailey added that the Council approved the advertising signs on fences in Freeman after some debate and that he felt it was a good show of support of the communities youth sports groups.. C. Update on Signage for the Parks Anderson stated that the original contractor, Arrow signs, had gone out of business since they last met leaving many current customers with incomplete installations. She indicated that she had been contacted by the designer just prior to the Commission’s last meeting stating that he would be moving to another company. It appeared to Anderson that Arrow had reorganized under possibly PARK COMMISSION MEETING TUESDAY, SEPTEMBER 8, 2009 5 PAGE 2 OF two new names and had already contacted her to begin anew; however, knowing the condition previous customers were left and the fact that the Commission was not impressed with the sample provided at the last meeting she declined to continue the relationship. With that in mind, Anderson stated that she would be beginning from ground zero, using some of the original drawings that the Commission had seen early on to pursue new contractors. The Commission concurred that they would prefer to begin anew than make a costly mistake. D. Manor Pond Update Prior to the Park Meeting, several Manor Park area residents stopped by to see if the item were on the agenda in greater detail. Anderson explained that both she and Public Works Director Brown had made attempts to contact the DNR and MCWD over the past several weeks with little success in getting the process going. She stated that she had communicated with MCWD member Julie Westerlund who had hoped to attend the meeting this evening, but was detained. Anderson noted that water testing would be happening over the coming weeks to determine what options might be considered to aid in the pond maintenance. E. Manor Warming House Update Anderson reported that she had spoken to Building Inspector Joe Pazendak about the potential remodel of Manor Warming House. She indicated that Pazendak had reviewed the condition of the pad and that the addition of the bathrooms was possible either under the current shelter with some repair work to the cracked pad or to the rear of the building by adding to the existing pad. Anderson noted that while a CUP was deemed unnecessary to add to the building, contact with the stated would be required for the needed plumbing work. Although architectural drawings would not be required, she stated that she would be meeting with Pazendak to determine what and who would be best to assist with the plans and assessing actual costs. She asked the Commission if she should continue this path. The Commission was pleased the remodel would be possible, as it would be substantially less than building an entirely new structure. Chair Norman encouraged Anderson to continue and to assess other elements to give the facility a facelift, roof, color, etc. 5. UPDATE ON SUMMER ACTIVITIES AND 2010 SUMMER ACTIVITIES IN THE PARKS Anderson reviewed the Summer Programs with the Commission reporting both on successes, such rd as the Garage Band Jam and Safety Camp, as well as, those worth reconsidering such as the 3 Lair Skate Camp and Tennis with Dan Carlson. While the weather didn’t always cooperate, Anderson stated that kayaking and REI were well received. Edmondson suggested staff investigate when the 10,000 Lakes Festival takes place in 2010 before choosing the date of the Garage Band Jam, as many very good bands participate in this event thus pre-empting them from joining our event. The Commission was pleased with the overall participation of the community events and urged staff to continue to grow the Friday activities, as well as, consider adding some evening activities, such as the movie nights mentioned in the report. Though sign-ups versus participation did not PARK COMMISSION MEETING TUESDAY, SEPTEMBER 8, 2009 5 PAGE 3 OF always add up, the Commission suggested staff give consideration as to how to ensure those that sign up, show up. Anderson said that staff would brainstorm added programming ideas, as well as, strive to increase actual participation numbers. Though always difficult, she was unsure at this time other than requiring sign-ups and potential no show fees how to ensure people show up who sign up. 6. REPORT ON SILVERWOOD PARK NEIGHBORHOOD MEETING AND REVIEW AND APPROVE PLANS FOR SILVERWOOD PARK CANOPY PICNIC SHELTER Anderson reported that two people attended the neighborhood meeting regarding the Silverwood shelter, and several others emailed in support of the shelter. The couple that attended stated that they did not object to the shelter, but would not support the proposed rustic trail around the perimeter and thru the woods because it may encourage delinquency. Anderson explained that if the Commission accepted the proposal and recommended approval to the City Council the item would move on to a public hearing before the Planning Commission next week before Council views the item. Anderson presented the shelter design for the Commission’s review along with the additional estimated costs associated with the site preparation, grading, fill, and restoration which totaled approximately $23,500. Anderson shared the color choices and asked for direction. The Commission questioned whether this was the design they wished to proceed with as the model for all parks and discussed the color choices. Edmondson recommended using a theme that could be carried forward in the park signs and new or updated shelter, such as taupe and rich dark brown posts. Anderson interjected that the same color choices could be echoed in the Manor Park warming house remodel. Chair Norman reminded the Commission that some of the branding of our parks will come when the entrance signs are also changed. With regard to some neighborhood concerns, some of the brush would be cleared to place the shelter. Anderson pointed out that the parking lot at Silverwood is also scheduled to be redone in 2010 on the CIP, which will likely require the removal of a large cottonwood tree that has uprooted many of the parking bollards and curbing along the edge of the parking lot creating tripping and safety hazards near the lot. If this tree is removed and the parking lot resurfaced, a handicapped accessible walkway could be added to directly access the shelter. Bailey stated that he would be a big fan of the shelter and that one could even argue that if the pathway eventually gets cleared out it might discourage kids from making it a hangout. Edmondson moved, Quinlan seconded, to recommend the City Council adopt staff’s recommendation to award the contract to Midwest Playscapes for the shelter design, installation, grading, and site restoration for Silverwood Park not to exceed $23,500., preferably meeting the $22,880.85 total. Motion passed 6/0. PARK COMMISSION MEETING TUESDAY, SEPTEMBER 8, 2009 5 PAGE 4 OF 7. APPROVE MASTER PLAN FOR CITY COUNCIL TO ADOPT Anderson explained that the typical process followed when updating a Master Plan is to recommend to the City Council that the updated Master Plan be adopted before recommendations based on its content ensue. She asked the Commission to discuss whether they wished to adopt the version supplied by TKDA as presented or make changes or omissions to it. DeMers stated that he would recommend they omit the changes proposed to Badger Park. Trent explained that, in his opinion, the new Master Plan was a vision of what the Commission wants to see happen in the parks in the coming years. Bailey interjected that the City Council would not adopt this updated Master Plan as presented. He stated that no City Council is going to commit to spending $4 million dollars on park changes. Chair Norman suggested the Commission consider how the document could be used as an appendix or guideline of how the parks may be developed. As a working document that could be incorporated into the current plan, if and when funding becomes available, this appendix could be a wish list of items to accomplish by bits and pieces over the years. Quinlan stated that the Park Commission could make some modifications to the plans TKDA presented. For instance, as a road map, we know we’d like to place a shelter in Silverwood Park but rather than following TKDA’s recommendation which cost $100,000 we found a manufacturer to complete the installation for under $25,000. Robb suggested the Commission consider pulling out the costing piece altogether and move it forward to the City Council as a vision or guideline for the parks. Bailey reiterated that it would be irresponsible of any City Council member to adopt this master plan as proposed. He indicated that the plan does not necessarily need to be adopted at all if it is going to be used as a reference piece for its larger vision. Chair Norman believed it should be incorporated into the Master Plan, less the costing estimates, in some form as potential opportunities arise that the Commission would like to pursue, when funding allows. Bailey stated that a Master Plan exists and this item could be referenced as an appendix piece. Chair Norman stated that he would present this position to the City Council as liaison at the next meeting. 8. DISCUSS AND WORK ON PRIORITIZING MASTER PLAN FOR CIP FOR NEXT 5 YEARS Having assembled information from several previous documents and discussions over priorities in recent months, Anderson presented a larger 5-Year CIP plan for the Commission to consider. She noted that Public Works Director Brown would have a list of additional playground equipment safety concerns that must be addressed to incorporate into the CIP in the near future. PARK COMMISSION MEETING TUESDAY, SEPTEMBER 8, 2009 5 PAGE 5 OF Anderson explained that the current CIP total is approximately $250,000. With that in mind, the Commission proposed their top 5 priorities which would commit nearly $90,000 of those funds for 2009-2010, leaving $160,000. The Council will be making a $45,000 contribution at the end of the year which will bring the remaining total back up to $205,000. Anderson stated it would be fair to assume the Council will continue to make this annual contribution as budgets allow. Anderson urged the Commission to keep in mind that few remaining large scale park dedication fee based projects lie in their future. If one were to consider priorities over the next five years without depleting these funds entirely, Anderson, with the assistance of Council member Bailey, suggested the Commission in essence ration their spending to approximately $80,000 per year, which would leave a small balance of a bit more than $50,000 going forward 2015 and beyond. The Commission directed Anderson to get hard numbers for the Manor Park warming house renovation for the next meeting to ensure that the estimates are accurate. In addition, the Commission suggested omitting the central lawn/amphitheatre item from Manor Park for 2015 and the additional tennis courts at Cathcart Park for 2015. The little league re-roofing project was moved forward to 2010. th Based on the fact, that the CIP will need to be presented to the City Council at their October 26 meeting, Anderson was directed to revise the CIP document and schedule by redistributing the expenditures to fit this spending scenario and bring it back for approval by the Commission in October, along with hard numbers for Manor Park, to be passed along to Council for their support. 9. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON SEPTEMBER 14, 2009 Chair Norman volunteered to liaison for September 14. 10. NEW BUSINESS DeMers requested that staff have the picnic table at the Skate Park moved near the parking area and new equipment to serve the needs of the parents who tend to sit in their vehicles. 11. ADJOURN Trent moved, Robb seconded, adjourning the Park Commission Meeting of September 8, 2009, at 9:03 p.m. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder