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041310 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK TOUR & COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, APRIL 13, 2010 7:00 P.M. MINUTES PARK TOUR The Commission met at City Hall at approximately 5:45pm and departed for the South Shore Skate Park. SKATE PARK: - The Commission noted edges of the larger ramps and box tops that needed to be tacked for safety Anderson pointed out where the potential garden expansion would be placed and asked for feedback. The Commission preferred a north/south expansion to bring the plots closer to the proposed water spigot. Anderson shared with the Commission that staff was working with the health department to determined whether a rock field or sanitary sewer connection would be required to install a water fountain to the park. Anderson noted that the public works staff would likely be blacktopping the section surrounding the larger ramp with their own equipment. MANOR PARK: - Consider replacing small spring toys – Anderson shared public works safety notes and indicated that she would be supplying the Commission with a list of repaired and estimates for replacement at the next Commission meeting - Investigate under grounding the power lines to the shelter - The Commission acknowledged the tennis court overlay and felt it had held up well - Clean up the tree debris under the large central tree - Throw in a few oat/barley straw bales to the pond for good measure Commissioners commented that the upside down ‘snout’ had appeared to already raise the level of the pond. SILVERWOOD PARK: - Level curbing and parking lot ‘mound’ where removal of the large cottonwood had been removed Pazendak and Anderson identified the space for the shelter installation coming this spring. They identified the area within the parking lot and curbing damaged by the tree roots. Quinlan noted that much excavation of the mounded area where the tree had been and leveling off of the area was needed and would push some of the needed fill towards the space for the shelter. PARK COMMISSION MINUTES TUESDAY, APRIL 13, 2010 PAGE 2 OF 6 The Commission urged staff to do the project all at once, excavate the ‘mounded/humped’ grassy space between the parking and proposed shelter, the parking area and curbing all at the same time and complete the process so that it looks right. In addition, remove the red marked underbrush. The Commission adjourned to their regular Park Commission Meeting. 1. CONVENE PARK COMMISSION MEETING Chair Norman convened the regular meeting following the Park Tour at 7:30pm. A. Roll Call Present: Chair Norman; Commissioners Trent, Quinlan, and Robb; City Administrator Heck; Building Inspector Pazendak; City Council liaison Zerby; and Park Coordinator Anderson Absent: Commissioner Edmondson and Gaidos B. Review Agenda Item 4 became presentation by South Tonka Little League moving items down on the agenda and item 10A became a discussion regarding Community Gardens. Trent moved, Robb seconded, approving the agenda as amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of March 23, 2010 Both Commissioner Gaidos and Davis were removed from the ‘Present’ section of the Minutes. Trent moved, Quinlan seconded, approving the Minutes of March 23, 2010 as amended. Motion passed 4/0. 3. MATTERS FROM THE FLOOR 4. PRESENTATION AND REQUEST BY SOUTH TONKA LITTLE LEAGUE Grant Leum of STLL presented a spring improvement request for Freeman Park. STLL proposed removing the concrete inside the batting cage near field 3 and constructing three batting cages in its current location and extending the cages to cover the current gravel area nearer the parking lot. These cages would have ag lime foundation or flooring as opposed to a concrete surface. Quinlan moved, Robb seconded, recommending the City Council approve STLL request to install three batting cages near field three, replacing one currently in the space and removing its concrete surface with a pervious surface recommended by staff contingent upon staff findings and watershed recommendations. Motion passed 4/0. PARK COMMISSION MINUTES TUESDAY, APRIL 13, 2010 PAGE 3 OF 6 5. REVIEW MONTHLY EXPENDITURE REPORT AND 2010 CIP Finance Director Burton could not be present, Administrator Heck pointed out that the only expenditure to date has been a replacement slide at Silverwood Park. Robb asked staff to explain which budget for parks maintenance funds comes from. For instance, does painting a shelter come from the operations and maintenance budget or the CIP. Robb also asked what the cutoff point was for depreciation of assets. Heck explained that general maintenance for parks, as long as it is minor ongoing maintenance, comes from the operations and park maintenance budget, much like mowing etc. The larger maintenance items will often come from the CIP. He noted that park items are depreciated but noted that Burton would need to elaborate on this in greater details at the next Park Commission meeting. Though he understood that many improvements would be judged on a case by case basis, Chair Norman indicated that he would like to track what items become part of the CIP versus those that are considered maintenance items. 6. UPDATE ON MANOR PARK SHELTER Building Inspector Pazendak presented the updated Manor Park shelter plans and costs noting that the City Council had approved pursuing estimates from contractors on design plan 8 as recommended by the Park Commission with the addition of the drinking fountain, most likely outside. Quinlan asked if staff could investigate the costs for undergrounding the power line to the shelter. Although staff would call and check, Heck indicated that this would likely be very expensive. Zerby asked when the project would likely break ground, what the steps would be and at what point completion might be expected Since a CUP would not be necessary, and if approvals stay on track, Pazendak stated that they would likely be in a position to break ground and fulfill completion by August. He noted that now that staff has been given direction by the Commission and Council he can approach the contractors and ask for true bids from them, something they were hesitant to do with so many varied designs. He estimated that it would take 1-2 weeks to collect the bids and return to City Council, and two weeks more to get final bids around early st May, which could lead to a possible June 1 ground breaking. Heck pointed out that, unless some major changes were to occur, the Park Commission would likely be receiving just updates on progress; whereas the Council would review the final bids. 7. REPORTS A. Report on City Council Meeting Chair Norman reported that, as previously discussed, the City Council moved forward with a plan for Manor Park shelter. PARK COMMISSION MINUTES TUESDAY, APRIL 13, 2010 PAGE 4 OF 6 Heck reported that an enhanced park recycling program grant had been applied for by the City which might provide for additional funding to enhance recycling in the parks beginning in July. B. Update on Work Program Anderson shared the Work Program with the Commission acknowledging the completion of some items and progress of others. C. Update on Grant Programs Anderson shared updates regarding several grant applications and encouraged Commissioners to go online to the Pepsi grant link to cast their vote for the City of Shorewood application each day throughout April. In addition, she noted that while all Shorewood Parks are handicapped accessible, the City had applied for an inclusive grant thru Hennepin County and Boundless Playgrounds to construct an entirely accessible playground at Manor Park. Trent suggested that, if it makes sense, staff should pursue aligning a Commissioner with the grant process to give input into applications when warranted. Commissioner inquired whether we were applying to as many grants as possible or whether there was time to do so. Anderson noted that staff does try to pursue as many grants as potentially reasonable, given the amount of staff time dedicated to fulfilling the obligations and, at times obtaining Council approval it can be difficult. Heck interjected that, oftentimes, one must read the fine print of the grant application to ensure that there aren’t ongoing responsibilities or ‘tails’ tied to the grant requests that City’s must commit to. 8. DISCUSS PARK TOURS The Commission identified several items within each park for consideration. Skate Park: Tacking the edges of the larger ramps and the tops of the ‘box’ where there are exposed screws Manor Park: Clean up the tree debris below the large old tree in the center of the park. Consider replacing some of the smaller spring toys Investigate undergrounding the power lines Pursue placing oat or barley straw bales in the pond to help with the weed control effort Silverwood Park: Level the curbing and mound near where the large cottonwood was removed using some of that excavation material for the fill needed for the shelter and overlay the parking lot and redo curbing as planned. PARK COMMISSION MINUTES TUESDAY, APRIL 13, 2010 PAGE 5 OF 6 9. REVIEW SUMMER PROGRAMS Anderson shared the summer calendar of activities with the Commission. She indicated that the Commission had not yet decided whether to move forward with Music in the Parks or not and asked them to make a motion this evening as to the direction they wished to go. She pointed out that the Summer Park Fund had a balance of $2500, plus half of the $3000 withheld from the Council CIP contribution for programming. Anderson suggested they discuss whether they wish to pursue the Movie in the Parks this year, explaining that the estimated expenditure would be approximately $850 for off season equipment plus the license fee of roughly $150-350. She stated that off season or off peak days would reduce the rates somewhat, where prime time may inflate it somewhat. Chair Norman was not convinced the City should continue its Music in the Park program and suggested giving it a rest. Quinlan disagreed, stating that his viewpoint would be that the public had come to expect and look forward to Music in the Park and by giving it up this year the Commission would lose ground and virtually have to rebuild the program next year. In addition, he questioned why the Commission wouldn’t do both the music and movie programs this summer given they had budgeted for new summer programming. Chair Norman noted that they must ‘use it or lose it’ with regard to the summer funds. He mentioned that later summer would be a better option for a family friendly movie. Anderson interjected that, while Big Walter had been popular in previous years, many programs must mix up their artists over the years to keep it fresh. She suggested at this late date the Commission give staff th leeway to book one of the three bands proposed to see if any of them would be available for our July 9 date. Quinlan moved, Trent seconded, recommending staff contact Root City first, followed by the other bands, and ask them to perform on July9th contingent upon their meeting the $1000 budget th proposed. In addition, he recommended staff pursue Movie in the Park for Friday evening August 6. Motion passed 4/0. 10. DISCUSS POSSIBLE LAND USE FOR COMMUNITY GARDENS ON LEGION PROPERTY Chair Norman shared the Legion request that the City consider using their land off Smithtown Road for additional Community Garden space. In an effort, to reduce their tax burden, the Legion had offered a charitable use of their land to the City. Norman asked the Commission what their opinion would be to this request. In his opinion, Chair Norman stated that he was unsure whether it made sense to him to move the gardens to this location when we can expand the gardens at the skate park. PARK COMMISSION MINUTES TUESDAY, APRIL 13, 2010 PAGE 6 OF 6 Robb acknowledged that the City has space to expand where it is and didn’t see the benefit to the City to split them up. Trent stated that the Community Gardens have been tricky to manage. He questioned whether the current location is the best location for them and suggested that an alternative might be a good option. Zerby raised concerns about the parking situation that would present itself if the gardens were on Smithtown Road. In addition, he questioned where water would come from or whether they gardeners would expect watering trucks to stop there or how they, too, would carry water along the busy road. Robb moved, Quinlan seconded, to decline the request from the Clarence Clofer American Legion to pursue community garden plots on their property and instead continue with the garden current placement. Motion passed 3/1, Trent dissenting for aforementioned reasons. A. COMMUNITYGARDEN DISCUSSION Heck suggested the Commission clarify its position to the Council with regard to Community Gardens. He pointed out that the current garden committee has raised some questions and confusion that will be settled upon a meeting between them and staff. He noted that some Council members were unclear whether the Gardens had been approved. Chair Norman and the Commission indicated that they had made the recommendation to Council that the Council approve the Community Garden Guidelines and registration forms, in which, the City allows for 10 plots, several months ago and that nothing has changed since that time other than clarification to the garden committee. Zerby stated that there was some confusion over recent emails. Chair Norman stated that the community garden was a stepping stone to the garden plot concept that, in the Commission’s mind, was adopted by Council. 11. DETERMINE LIAISON FOR PARK FOUNDATION MEETINGS Chair Norman stated that he would be the liaison to the Park Foundation meeting and stated that may be important to have liaisons to these meetings in the future to foster a relationship with the Foundation. 12. NEW BUSINESS There was none. 13. ADJOURN Trent moved, Robb seconded, adjourning the Park Commission Meeting of April 13, 2010, at 9:15pm. Motion passed 4/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson PARK COMMISSION MINUTES TUESDAY, APRIL 13, 2010 PAGE 7 OF 6 Recorder Liaison for City Council Meeting on April 26 Meeting – Quinlan