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120809 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, DECEMBER 8, 2009 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Norman convened the Meeting at 7:02 p.m. A. Roll Call Present: Chair Norman; Commissioners DeMers, Quinlan, Trent, Robb, and Edmondson; City Administrator Heck; Public Works Director Brown; late arrival City Council liaison Bailey; and Park Coordinator Anderson 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 Meeting Minutes of November 10, 2009 Robb moved, Quinlan seconded, approving the Minutes of the November 10, 2009 Park Commission Meeting as submitted. 3. MATTERS FROM THE FLOOR 4. REPORTS A. Report on City Council Meeting Heck reported that the City Council held a special session last night considering the 2010 levy, budget and CIP. He indicated that the Council approved the items as well as the goals and objectives as laid out with some minor tweaks. Quinlan asked for more background and explanation regard the County Road 19 trail discussions. Bailey arrived at 7:20pm. Bailey stated that many at the Council level had seen the final approval and were uncomfortable making a recommendation of support without hearings and discussion at the City level. He indicated that, had they been privy to more information in the process, they may not have voted against it. Heck stated that, although the Council may support a trail concept idea in general, they did not feel prepared to vote in support of this specific design. Edmondson asked what other cities saw that the Shorewood Council had not seen. PARK COMMISSION MINUTES TUESDAY, DECEMBER 8, 2009 8 PAGE 2 OF Heck was unsure what additional information was available. Bailey stated that he would welcome the item back for more discussion provided there is more information made available. B. Review Monthly Finance Report and 2010 CIP Heck shared the financial update with the Commission which reflected an amount of $293,788.40 as the estimated balance for 2010. He pointed out that the annual contribution of $42,000 would be made at the end of 2010. The Commission thanked Heck for providing them with an accurate reflection from the finance department and asked that a monthly, or at minimum quarterly, grant report be shared with the Commission to reflect on the status of various grant opportunities that staff is investigating. C. Update on Manor Pond Testing Heck stated that the actual testing machine has been broken down and the contractor has been unable to perform the testing to date. He indicated that the contractor anticipates completing the work within the next month. With that in mind, Brown stated that by the time the testing is done, the dates for surveying and the other required steps are backed out; it is unlikely that any potential dredging would occur before February. He noted that the interviews for rink attendants have begun. D. Family Ice Skating Party at Badger Park Anderson reported that the Southshore Community Center would be hosting a Family Skating Party at the Badger Ice Skating Rink on Sunday evening January 24, 2010 and invited the Commission to join the fun, partner for the event, and share the good news with others in the community. She mentioned that the Center would be selling cocoa and treats to pay for the DJ on the ice. Edmondson encouraged Anderson to let the Commission know if he or they could provide any volunteer support. Anderson stated that she would email a poster to the Commissioners for distribution when available. E. Update on Arctic Fever Chair Norman reported that Arctic Fever vendors are ready to go and that two additional activities have been slated, mountain bike and cross country ski races on the lake. Quinlan stated that the high school honor society students will be helping out this year, as will likely the cross country ski team members. F. Update on Tot Car Pieces for the Parks PARK COMMISSION MINUTES TUESDAY, DECEMBER 8, 2009 8 PAGE 3 OF Anderson reviewed the status of the tot car pieces for the parks. She reminded the Commission that they had voted at the tail end of the last meeting to recommend the purchase of 5 tot pacer cars for installation in the parks. At the time she mentioned placement and fall zone issues and shared this with Public Works Director Brown who further expanded on these requirements for the Commission. Brown explained that the perimeter curbing that surrounds each of the tot lots has been designed for each specific park and pointed out that the fall zones required by the insurance company is oftentimes different than those recommended by the manufacturer. While he indicated that it would not be impossible to alter the curbs to allow for the installations, he stated that public works staff would need to review with Anderson which parks, where, to what extend, and cost these re- arrangements could be made over the coming months. Anderson stated that Council also directed staff to investigate additional pieces and collect estimates for consideration. Heck asked whether the Commission was committed solely to this pieces or whether staff could provide alternatives. The Commission stated they would be open to alternate pieces. DeMers stated that, having visited some of the parks, he noticed some spaces that would allow for the added pieces with little impact. G. Report on 2010 Contract / Staffing Heck reviewed the 2010 Contracted staffing recommendation report with the Commission indicating that CRR was contracted with the City in 2009 to provide park coordinator services which included gathering and providing information and follow-up on issues and items needed by the Commission to make good recommendations to the City Council regarding the operation and maintenance of the city’s parks. Heck noted that, based on feedback from his survey, it appears that most Commissioners have seen more responsiveness and follow-up on issues than in the past. In addition, they have been very pleased with the added park programs such as, Garage Band Jam, Safety Camp, and Friday activities. Heck pointed out that, at times, Anderson’s enthusiasm and lack of critical staff support made for some rough patches. Heck reminded the Commission that they have an aggressive plan for 2010 and stated that he would recommend the City continue to contract with CRR for at least another year and increase the level of staff support, including him taking a more active role in coordination between the departments in order to achieve the desired results. Edmondson applauded Anderson on here level of enthusiasm, stating that it is oftentimes her enthusiasm that is contagious and positive with regard to programs and projects. He stated that he, for one, wanted his endorsement and support on record. He stated that Anderson has been the best liaison the Commission could ask for. She has successfully handled all the City has handed her at the Community Center and Parks. He suggested the City consider hiring her services ongoing as the ‘team manager’ rather than the annual renewal as she has done an excellent job leading this team. Norman stated that he felt it to be a beneficial relationship though he asked Anderson whether wearing so many hats was too much responsibility for her to handle. PARK COMMISSION MINUTES TUESDAY, DECEMBER 8, 2009 8 PAGE 4 OF Anderson stated that she appreciated the words of support and felt Normans concerns justified. She stated that there has been much required of her since taking over the Community Center contract, especially initially. She stated that part of the challenge has been managing expectations for the contracts. Because there is a limited amount of time dedicated to each position, and both require a high level of service, she continues to strive to manage priorities. In addition, she stated that the added staff support via Twila and Brown to assist with the operations side, as well as the commitment on behalf of Administrator Heck to accomplish the ambitious CIP will be of benefit. Anderson reminded the Commission that they are poised to tackle an exciting number of projects within the 2010 CIP laid out by the Commission with TKDA’s input over the entire first half of the year; she also reminded the Commission that there are many steps outside the Chambers that must occur in order to accomplish their end goals. For instance, the shelter at Silverwood required neighborhood meetings, Planning and Park Commission meetings, and Council meetings. In addition, she reminded the Commission that together they had achieved much over 2009 despite working with TKDA on the Master Plan update over 6 months. 5. YEAR END REVIEW OF 2009 ACCOMPLISHMENTS AND ESTABLISH 2010 WORK PROGRAM BASED ON TENTATIVE CIP Anderson indicated that the previous discussion leads us to the 2009 Work Program review so that the Commissioners have a chance to see what items they did accomplish and which items have been moved to 2010 and beyond. Chair Norman interjected that he saw more completed items on the work program for 2009 than in years past, though they set many of items in motion for 2010 and should be proud of what they’d accomplished this year. Anderson presented the 2010 Work Program for the Commission to complete based on the new CIP. Brown requested the Commission take a moment with staff to identify placement for the bike racks in a specific plan going forward. While they should be installed in a concrete surface, he admitted that they could potentially pour a smaller concrete tube or sleeve to insert the racks. Chair Norman suggested precast concrete footings be considered for the project. Trent asked staff to relay to public works and then to the Commission where the racks will be placed. Given the short window to accomplish the numerous tasks we have slated for 2010, Quinlan asked public works staff to assist with the operational side of completing the CIP. He saw the importance of public works assisting staff with the detail needed to meet the self-imposed deadlines of this CIP. Chair Norman suggested the Commission combine several key elements of the 2010 Work Program in order to get better bid via cost benefit including the bituminous parking lots for Silverwood and the blacktop surface at the Skate Park, as well as, the tree removal for both parks. The calendar lay out as follows: Silverwood PARK COMMISSION MINUTES TUESDAY, DECEMBER 8, 2009 8 PAGE 5 OF bituminous lot & tree removal - June Picnic Shelter – May Badger Tennis court resurface & tree removal - May/June Manor Shelter building addition - Heck suggested the process begin now, as it will be a lengthy process, for completion by September Skate Park Drinking fountain - May Community Garden prep plots & garden sign - end of April, beginning of May Blacktop surface - June Add directional sign - March All parks Picnic Tables – to arrive at Public Works April 1-2 Tot pieces – contingent upon public works study of perimeters – install by June Tennis court signs – March Chair Norman asked Director Brown to let the Commission know if public works believe these items are too much for them to accomplish. Heck pointed out that many of the proposed items will be performed by outside contractors thus alleviating the public works department of these burdens. 6. REVIEW GOALS AND OBJECTIVES FOR 2010 Heck presented a list of 2010-2011 Goals and Objectives discussed by in-house staff and City Council. He pointed out that a handful of items would fall outside of the official park parameters and are more of an environmental nature, such as recycling and the deer harvesting program, but they had been put under this umbrella as miscellaneous items. He encouraged the Commission to evaluate where they’d like to focus their efforts and whether there were additional priorities missed by staff/Council. Chair Norman stated that it would be his intent several of the 2010 Targets (2, 3, 4, and 7) be made Objectives. He noted that the Commission had been laying the groundwork for these items all year and were, in fact, moving forward on several of them already. Trent interjected that only 3 of the initial 9 Objectives pertain to the Commission at all. He asked what other items the Commission would want to see. He, for one, wanted to see the entire CIP for 2010 on the Objectives list, as well as, the Target items. Bailey noted that the goals and objectives will help the City Council determined how best to allocate staff resources. He indicated that the Commission can set its own priorities despite how the Council deems staff resources be allocated to these various priorities. Heck stated that lots of staff time will be allocated to making sure the CIP items are accomplished. Chair Norman asked the 2010 CIP list be acknowledged within the list and that staff resources be allocated proportionately to complete it. He stated this would be the Commission’s number one priority. Followed by adequate resources being designated to expanding the park programming piece. PARK COMMISSION MINUTES TUESDAY, DECEMBER 8, 2009 8 PAGE 6 OF DeMers stated that he would like to see improvements of features, structures, and amenities as the number one goal every year. Edmondson concurred with the two pronged approach allocating appropriate resources for the implementation of the 2010 CIP list and added programming. 7. MANOR PARK NEIGHBORHOOD MEETING Anderson informed the Commission that the Council wished them to establish a committee made up of Council member Zerby and Park Commissioners to host a neighborhood meeting to present the Commission’s vision for the park and its facility, ask for their input of how this fits into their view for the park and what activities they’d like to see there. She presented a draft survey for their comment and asked the Commission to email her suggestions within the next week for the initial meeting. Anderson suggested several dates for the Commission to consider, making note that it gets dark early and a Saturday morning may be a better alternative. Chair Norman and Edmondson volunteered to join the committee and Saturday January 9, 2010, at 10:00am was chosen for the meeting. Anderson stated that she would make contact with the neighbors to invite them to attend. 8. REVIEW AND RECOMMEND PLACEMENT OF MEMORIAL BENCHES, REVISED DONOR POLICY AND STYLE OF BENCHES AT PARKS Anderson shared the revised language with the Commission regarding the memorial bench section of the Donor Policy. In addition, she explained that the Council asked staff to provide alternative bench styles for consideration, as well as, recommended placement. Anderson presented several alternative bench styles including concrete, mahogany, and recycled plastic lumber for consideration. Having met with Brown and Secretary Twila Grout, she also presented maps for each park on which staff had identified approximate location suggestions. The Commission removed several proposed site locations from the maps and asked public works staff to further evaluate whether these were appropriate locations for them. Edmondson moved to recommend the revisions to the Policy and the revised placement as discussed for Council approval. Brown stated that he had not taken the time to review this information and would like to share this information with his staff since it is they who mow the lawn and care for the parks. Chair Norman stated that he preferred the consistency of providing one bench recommendation and suggested the Commission allow public works time to consider the locations and make their recommendation at the next meeting. Anderson stated that the Commission could delay the item and vote on the entire policy, benches and placement at their next meeting and forward the whole thing on to Council with a PARK COMMISSION MINUTES TUESDAY, DECEMBER 8, 2009 8 PAGE 7 OF recommendation at that time, in order to allow Director Brown and staff time to visit the sites and meet on the subject. Edmondson recanted his motion. Edmondson moved, DeMers seconded, tabling the Donor Policy, bench recommendation, and placement maps until January in order to allow public works staff time to review the location maps. Motion passed 6/0. 9. REVIEW RESULTS OF FALL ON-LINE SURVEY Anderson presented the survey results for discussion. Trent asked whether the survey has been exhausted and suggested staff consider alternative methods of obtaining opinions. Given only 6 responses, he questioned whether people were suffering from survey fatigue in general. Heck indicated that the City overall will need to investigate the greater issue of how one grows citizen communication and responsiveness. What other methodologies are there. Chair Norman questioned whether pulling the survey altogether would accomplish anything. No direction was given. 10. REVIEW AND RECOMMEND IMPLEMENTATION OF COMMUNITY GARDEN Anderson reviewed the revised guidelines for the Commission’s consideration. She indicated that staff had removed the requirement for the City to provide fencing and put the general fencing requirement back on the gardeners. Anderson stated that numerous other cities provided water access to their gardens in an effort to alleviate the burden from their public works crews. In addition, she reminded the Commission that water was part of the overall master plan for the park whether gardens were placed there or not. The Commission supported the concept of bringing the water and making it available for the gardens. The question of fencing continued, since varying degrees of fencing styles could detract from the beauty of the garden. Robb suggested the City set their own fencing standards that the gardeners must adhere to and evaluate whether it makes sense for the City to install a uniform fence at the end of the year. Brown agreed that the Commission has control over what the fence looks like if the group puts it in or whether the City chooses to install the perimeter fence and just stake the plots out. He pointed out that the rototil in the spring may take place later than the gardeners like, but since the project was not approved this fall the rototilling did not get done this fall. Chair Norman pointed out that it might take a while to get the program up and running to meet expectations and that staff can only get it done when it gets done. Bailey acknowledged that the gardeners would likely self police. PARK COMMISSION MINUTES TUESDAY, DECEMBER 8, 2009 8 PAGE 8 OF Trent moved, Quinlan seconded, approving the Community Garden Guidelines as amended and recommending to the City Council that the gardeners provide their own plot perimeter fencing which meets the standards set by public works and city staff, consistent with last years 5’ high wire fence, contingent on the cost of the extension of water. Motion passed 6/0. 11. DISCUSS NRPA MEMBERSHIP APPLICATION FOR 2010 Anderson explained that Commissioner Davis had suggested the City consider membership of the NRPA in order to attend the National Conference in Minneapolis this fall. Anderson stated that she had hoped Davis would have been present to share her knowledge of the association with the Commission in order to make a recommendation to Council, but since she was gone this evening and the NRPA did not have conference fees listed on the website yet for the fall, Anderson suggested they consider the item at a later date. The Commission agreed to bring it back in January or when new information was available. 12. NEW BUSINESS Anderson informed the Commission that the public works department had begun flooding the ice rinks. Anderson presented the Commission with a handout with regard to park damage and accompanying photos of vandalism at Badger, Manor, and Silverwood. Brown shared the incident reports with the Commission and pointed out that public works had reinforced the door frame at Badger Park shelter and would also be looking at an alarm system that would page public works if need be. Robb asked if we have security lighting at the park shelters. Brown stated that will be investigating their options and stepping up patrol efforts. Heck noted that the City would be putting an article in the newsletter about the recent vandalism in the parks and the associated costs with those in an effort to inform the public, self police, and remind them where their money goes especially if it means not being able to afford improvements because of the ongoing repairs. 13. ADJOURN Quinlan moved, Edmondson seconded, adjourning the Park Commission Meeting of December 8, 2009, at 9:50p.m. Motion passed 6/0. Liaison for City Council Meeting on December 14 – DeMers RESPECTFULLY SUBMITTED, PARK COMMISSION MINUTES TUESDAY, DECEMBER 8, 2009 8 PAGE 9 OF Kristi B. Anderson Recorder