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011210 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JANUARY 12, 2010 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, DeMers, Trent, Quinlan, and Edmondson late arrival City Council liaison Zerby; City Administrator Heck; and Park Coordinator Anderson Absent: Commissioner Robb B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 8, 2009 After several minutes of discussion with regard to the Community Garden motion, the Commission suggested staff proceed as moved but open the option up to the gardeners to install a whole perimeter fence as opposed to individual plot fences. DeMers moved, Davis seconded approving the Minutes of December 8, 2009 as presented. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting Administrator Heck reported that the Council had established committee representatives, noting that Council member Zerby would be the liaison to the Commission for the first half of the year. In addition, based on estimated costs of $225,000 at minimum to dredge Manor Pond, the Council voted to deny spending that kind of money to enhance one pond in Shorewood. Not only was it extremely costly due to the soil samples and removal requirements, it would open up a can of worms and set a precedent for other storm water ponds within Shorewood that could not be achieved. Heck noted that, instead, the Council will allow staff to install an inverted ‘snout’ to deter the growth of lily pads by raising the water level in the pond up to 4-5’ as an experimental option this season. Chair Norman suggested that staff email or send out a letter to the interested Manor Park neighbors to let them know what is happening with the pond. PARK COMMISSION MINUTES TUESDAY, JANUARY 12, 2010 PAGE 2 OF 6 B. Review Monthly Finance Report and 2010 CIP Heck pointed out that the financial update has not changed since December, but based on the preliminary year-end balance the estimated beginning balance for 2010 should be $293,867. C. Update on Work Program Anderson explained that this new report would be shared monthly in order to provide the Commission with updates as to the status of each of the items contained on the work program for 2010. Based on the ambitious CIP for the year, Anderson felt it would be beneficial for the Commission and staff to keep abreast of project status, concurrent pieces, and responsible parties within staff following up on particular items to ensure we are adhering to our proposed timeline. Various members of the Commission voiced their support of viewing this monthly in order to keep on task. D. Update on Grants Anderson shared an update on grant opportunities with the Commission. She pointed out that both Park Secretary Grout and Communications Coordinator Moore have taken a grant writing course and are pursuing potential grants as they arise. Anderson noted that the City had applied for a tiller/cultivator grant to be used for the Community Garden. In addition, Anderson mentioned that the first round of the Hennepin County Youth Sports Program Grants had been awarded. The recipients included Wayzata for an outdoor rink and both Minnetonka and Hopkins/Minnetonka to build playgrounds. She encouraged the Commission to take a look at their CIP for the coming years and give staff direction as to items that could be pursued during the next round of application. Trent maintained that the City should only pursue those grants which are proven worthwhile, and not pursue a grant outside of our current CIP. In fact, Trent suggested the Commission put more ‘skin in the game’ by reviewing the submittals whenever possible to ensure they are as robust as possible before being sent forth. Anderson indicated that, at times, the deadlines for application might not allow this luxury, but for the most part staff would welcome the Commission’s input. She stated that, according to the informational session hosted by Hennepin County, the youth grant required a partnership for application. She indicated that staff would follow-up to see who the successful applicants partnered with and what their applications consisted of or looked like and use those samples in the future. Anderson also encouraged the Commission to consider the Pepsi grant link as an opportunity to pay for the community garden fencing or pursue a cultural grant to grow GBJ. Heck interjected that the Commission should identify an item on the CIP and apply for grants as staff brings them forward. He reminded the Commission that, in today’s economy, the City needs to find alternative sources of funding in order to accomplish as many projects by grant as possible. Even if a grant would offset a project on the 2012 CIP today, the Commission should consider at least investigating it further. PARK COMMISSION MINUTES TUESDAY, JANUARY 12, 2010 PAGE 3 OF 6 Chair Norman concurred and suggested staff contact the recipients as mentioned and look for partners on a case by case basis as grants are uncovered. E. Report on City Rain Gardens Anderson shared Engineer Landini’s report on City rain gardens and adopt-a-gardens and asked for feedback. Davis suggested staff contact the Hennepin County Master Gardeners group to ask them to put these gardens on their calendars. She asked if the rain garden volunteers would also receive $100 for garden supplies. Anderson stated that Landini has budgeted for the maintenance of these gardens within the storm water management fund, she pointed out that two additional rain gardens were slated for installation this year and that the Freeman entrance sign garden was in need of a new volunteer. Edmondson interjected that Mr. Babcock, the neighbor at Manor Park, has done an excellent job caring for the gardens there. F. Update on Arctic Fever Chair Norman noted that Arctic Fever would be the upcoming Saturday, January 16, and encouraged everyone to attend that could. At 30 degrees, this would be the warmest weekend for the event to date and they expected a huge turnout. Davis was disappointed that nothing had been written up in the Sun Sailor but urged the Commission to check out the new attractions, including the Ice Princess contest at Cynthia Rae’s in Excelsior. G. Family Skating Party at Badger th Anderson shared the flyer for the upcoming Ice Skating Party at Badger Ice Rink Sunday, January 24 from 6-8pm. She encouraged the Commission to spread the word. In addition, she gave the Commission a quick update on some of the projects she was working on for the Southshore Community Center including a ndth Luau on January 22, the Graduation Party Planning Open House on February 25, and the Prom Pre- th View/Teen Fashion Show with Heartbreaker and Cynthia Rae on March 5 with the Prom Dress Drive for th free admission and dress sale on April 9. The Commission was pleased to hear of the exciting happenings at the Center. Council member Zerby arrived at 7:45 p.m. 5. REPORT ON MANOR PARK NEIGHBORHOOD MEETING AND DISCUSS NEXT STEPS TO TAKE Chair Norman shared his observations from the Manor Park Neighborhood Meeting. He noted that, of the 7 neighbors that attended, all of them were adjacent to the park. During the meeting he shared the master concept plan and asked for their feedback on what amenities were lacking. The take-aways that he felt he learned were: PARK COMMISSION MINUTES TUESDAY, JANUARY 12, 2010 PAGE 4 OF 6 1) The neighbors have the view they ‘own’ the park 2) They don’t want to see any improvements that would bring ‘outsiders’ to their park 3) The facility does not need bathrooms – the neighbors can just go home to use bathrooms 4) Improving the park would bring more shenanigans to the park – Norman suggested they call the police when there are issues 5) Commercial vehicles already park in the lot during lunch idling their engines making noise and odors 6) Improving the lighting will impose upon their views of the night sky and attract more mischief Positives he noted were that cosmetic improvements and additional or updated playground equipment would be welcomed. Edmondson, also in attendance, added his notes from the meeting: 1) the neighbors would like a trail around the perimeter of the park 2) did not welcome bathrooms 3) even though improved lighting and cameras might help security issues, the neighbors did not want them to ruin the night sky 4) more parking or the horseshoe style on the TKDA rendering would provide a racetrack and a place to hang out 5) the tennis courts are well used and a second court would be of interest 6) could add a combination tennis court and basketball surface Chair Norman stated that they tried to stay away from the pond topic. Quinlan asked what the feedback from the neighbors was when they explained that it is the Commission’s desire to bring more programming, summer events, and/or Fun Fridays to that end of Shorewood as requested by residents on that side of town. Chair Norman stated that they shared that with the small group of neighbors present and providing programming to youth was not a priority to this audience as most of their children were grown. Trent stated that he did not want the Commission to miss the ‘forest thru the trees’. Despite all of the review the Park Commission has performed over the past few years and the continued desire on the City, Commission, and resident’s behalves to bring programs and update this shelter, he did not want the Commission to reconsider its plans based on a small handful of immediate neighbor’s comments. He maintained that the Commission must proceed and enhance the shelter for the greater good of the residents. He questioned whether this was enough feedback, from a handful of neighbors who don’t even have kids who would appreciate these events, to reconsider the Commissions entire plan. Davis asked whether these neighbors even agreed the facility could look better. Chair Norman stated that the neighbors would support some minor cosmetic changes, but did not feel bathrooms were necessary, especially if it brought more people to their park. While she appreciated the input from the group, Davis stated that, it would be her opinion, they forge forward with their plans to commit to a minimal update of the facility including restrooms and create programming for the residents on the east side of Shorewood. Trent concurred, stating that this has been a priority of the Commission since he joined years ago and he did not feel they should abandon the plans based on feedback of 7 people. PARK COMMISSION MINUTES TUESDAY, JANUARY 12, 2010 PAGE 5 OF 6 Chair Norman agreed, reminding the Commission that, although they would have liked a bit more from the neighbors, you can’t please everyone. Davis moved, Edmondson seconded, to make a recommendation to the City Council to have staff work with the appropriate parties to prepare preliminary designs and cost estimates for the minimal bathroom addition, accessibility needs, and cosmetic updates including roof and painting to renew the Manor Park Shelter building to coordinate with other park buildings in the City in an effort to provide space for Shorewood programming to east side residents and a rentable shelter to the public. Motion passed 6/0. Some discussion arose about the design work and it was suggested that several options be considered. The Commission was open to entertaining interior access to the bathrooms, as well as, one to two stalls. 6. REVIEW SUMMER ACTIVITIES Anderson reported on previous summer program options and asked for input on which ones the Commission wished to retain and which to forego. She shared a new skateboarding camp provider, Sports Unlimited, which offered a rd camp at half the cost of 3 Lair and asked whether the Commission would care to offer this program. In addition, Anderson shared a program opportunity in coordination with the MN Planetarium Society’s traveling exhibit ExploraDome. The County will be awarding up to 14 free days use of the ExploraDome exhibit and she asked if the Commission would like to partner with the Southshore Community Center as host for one of the Fun Friday programs this summer and whether she should submit a letter of interest to the County. The Commission enthusiastically supported pursuit of the ExploraDome program and hoped to be awarded the opportunity. In addition, the Commission wished to continue all of the previous year’s programs, though chose the rd new Sports Unlimited provider for the boarding camps instead of 3 Lair, and urged staff to continue to discover new and added program options. Davis suggested the Music in the Park series either be put on hiatus or new performers be considered to liven it up. She indicated that Daley Pub, City Pages, 318 Club, and others might be places to explore artists. Anderson further added that, incorporating the winners from last years Garage Band Jam (GBJ) in Music in the Parks, could be fun promotion for GBJ too. She asked for volunteers to meet to begin planning for GBJ. Edmondson and Quinlan volunteered, while Norman and Davis stated that they would help choose the final competitors. 7. DISCUSS ADDING SECOND MEETING FOR FIRST HALF OF YEAR Given the ambitious CIP and work program for the year, Anderson suggested the Commission consider adding a second meeting each month for the first half of the year. She explained that, due to concurrent processes and the need for items to be heard by the Commission, Council and at times the Planning Commission, it may be useful to meet th the 4 Tuesday of each month in order to facilitate decision making and keep meeting lengths in check. th The Commission concurred and decided to meet the 4 Tuesday of each month beginning in February thru, at least June, when necessary. 8. REVIEW AND RECOMMEND PLACEMENT OPTIONS OF BIKE RACK AND MEMORIAL BENCHES, STYLE AND REVISED DONOR POLICY AT PARKS PARK COMMISSION MINUTES TUESDAY, JANUARY 12, 2010 PAGE 6 OF 6 Anderson presented the maps containing proposed placement for the bike racks and memorial benches for the Commission’s review and information. The Commission directed staff to reallocate the bike rack for Manor Park and placing it at the little league end of Freeman Park. Since Manor Park may be under some construction for the near term, and Freeman Park could use an additional rack, the Commission moved the rack over. Placement for the rack was suggested near the rear side of the little league concession stand. The Commission also suggested public works consider moving the proposed bike rack location at Cathcart Park from near the tot lot to near the home plate and parking lot area and eliminating the proposed memorial bench placement there. Anderson then presented the bench options for further consideration. The Commission preferred the recycled plastic bench by Foresite Designs but asked staff to obtain a price for the bench model shown with the ‘half circle’ arm. Anderson stated that she would obtain the price and urged the Commission to move the item forward to Council for consideration by putting a not to exceed number on their motion in order to get this item off the agenda. Chair Norman concurred, stating that he supported the revised language, placement and bench design with a not to exceed number placed on it in order to move this forward. Davis moved, DeMers seconded, recommending to the City Council the proposed language changes to the Donor Recognition Policy, the placement designations for the memorial benches, and the recycled plastic bench provided by Foresite Designs; and that the Council award Clearwater Recreation (Foresite Designs) the memorial benches model #1500 so long as each individual bench does not exceed $650 per piece, or approximately $1056.00 everything else being equal (shipping, install, etc) in colors to coordinate with each given parks color scheme. Motion passed 6/0. 9. NEW BUSINESS Anderson reported that Public Works Director Brown and she would be meeting with STLL representatives in the coming weeks to evaluate the fields, conditions, and proposed improvements. 10. ADJOURN Davis moved, Edmondson seconded, adjourning the Park Commission Meeting of January 12, 2010, at 8:45p.m. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder PARK COMMISSION MINUTES TUESDAY, JANUARY 12, 2010 PAGE 7 OF 6