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081710 PK MINS CITY OF SHOREWOOD 5735 COUNTRY CLUB RD PARK COMMISSION MEETING SOUTHSHORE COMMUNITY CENTER TUESDAY, AUGUST 17, 2010 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING A. Roll Call Present: Acting Chair Quinlan; Commissioners Trent, Robb, Edmondson, and Gaidos; City Council liaison Turgeon; Park Coordinator Anderson Absent: Chair Norman and Commissioner Swaggert B. Review Agenda Trent moved, Edmondson seconded, approving the Agenda as submitted. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of July 13, 2010 Gaidos moved, Robb seconded, approving the Minutes of July 13, 2010, as presented. Motion passed 5/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting Turgeon reported that there were no park related items discussed. She apologized to the Commission on behalf of the Council for any misdirection they may have been given or interpreted from the Council with regard to the CIP. Turgeon acknowledged that the Commission provided the Council with a complete list of CIP items that, given unlimited funding, would be a wonderful list to accomplish. However, she noted that, in the real world, they must be cognizant of levy limits and little funding; therefore, adhering to their bottom line. C. Update on Work Program Anderson reviewed the 2010 Work Program with the Commission commending those, staff, and public works for staying on track and completing so many of the tasks this year. Robb questioned where the drinking fountain at the Skate Park was progressing. PARK COMMISSION MINUTES TUESDAY, AUGUST 17, 2010 PAGE 2 OF 5 Anderson explained that City Engineer Landini continues to contact contractors regarding the job, with little success. Although public works will likely perform the labor, it seems the plumbing contractor who was bidding the project has backed away from it at this time. D. Update on Manor Park Shelter and Playground th Anderson shared the rescheduled date of September 18 with the Commission for the Manor Park playground installation. She pointed out that, unfortunately, due to the torrential rains of the previous week, the playground space was completely flooded and the contractor could not get his equipment in to dig the holes, yet alone try to place the equipment. She urged all of the Commissioners to contact Park Secretary Grout and sign up to help on the th 18. In addition, Anderson indicated that the shelter was coming along well and that the scout working on his eagle status has helped recruit a large group of boys to assist with the installation and is looking to enhance the project by placing some landscaping around the shelter when complete. E. Update on Silverwood Park Shelter Turgeon interjected, pointing out that, although the shelter is up, the contractor has left it looking like a disaster and needs to come back and clean it up, as well as remove the lumber with exposed nails that remain at the site. Quinlan asked whether the edges of the metal shelter were finished, noting that it appeared they don’t have a trim piece that completes the rough looking edge. Trent stated that, these type of metal roof designs, end that way and that there isn’t usually a trim piece at all. 5. GRANTS FOR TRAIL CONNECTION BETWEEN LRT AND THE TRAIL IN PLACE ON HWY 19 IN TONKA BAY Anderson shared information about the potential for obtaining grant money to complete the small trail section from the Tonka Bay strip mall to the LRT trail thru DNR and Federal Recreational trail funding. She suggested the Commission consider setting aside $15,000 in the 2011 CIP to cover project costs. Turgeon pointed out that this trail section has been on the list to be completed for years, was part of the original intersection design, and that previous funding has not come to pass. She, too, urged the Commission to earmark funds to use in conjunction with the grant money. Robb was uncomfortable with putting a place card holder in the CIP for money that could be allocated elsewhere, especially if the grants don’t come through. Anderson pointed out that if the matching funds do not come thru; the Commission is free to discuss how they’d like to reallocate the use of funds for 2011. She pointed out that project has been in the works for many years and that, though short, it is costly due to the underground work that needs to be done. Robb questioned where Tonka Bay stood in the process. He questioned whether they would participate in the trail grant application for the piece in their community. PARK COMMISSION MINUTES TUESDAY, AUGUST 17, 2010 PAGE 3 OF 5 Anderson stated that the section runs in front of the Xcel Energy site to the trail, and Tonka Bay has trail in front of the strip mall. She reiterated that the section being discussed has been on the trail plan for many years. Also, given the fact that the Council urged the Commission to put a ‘trails’ line item on their long term CIP, this would help to satisfy that directive and begin the process of executing some of the trail initiatives the City undertook many years ago. Commissioner recognized that it was in the best interest of the strip mall and Tonka Bay to complete this piece to increase their access and foot traffic. Robb suggested that staff share the City of Shorewood’s application with the City of Tonka Bay when we submit it and encourage them to do the same for their piece. Robb was hesitant to designate the fund be set aside for something we don’t know if we would even obtain. Gaidos disagreed, stating that we should not let the fact that we don’t know whether we would be awarded the grant stand in the way of applying for it. In fact, she stated that even once awarded, the Commission and Council would both review the plan and offer final approvals before proceeding. Turgeon appreciated the discussion and maintained that whenever grant money is considered for any project, the Commission should think thru the full business plan with regard to ongoing maintenance and staffing before applying. The Commission supported staff in its application. 6. RECYCLING IN THE PARKS Though not all of the details were available to date, Anderson wanted to share the news with the Commission that Hennepin County had awarded the City of Shorewood a grant to cover the cost of containers and a part time seasonal employee for two years to assist with the collection and review of recycling materials. Trent applauded the award. Turgeon reminded the Commission that there are always hidden costs associated with grant awards and was inclined to not accept the award since in two years the task will revert to the City. Gaidos stated that given the fact that it is a recycling award and the City has been expanding its recycling effort, it behooves the City to accept the two year pilot program and evaluate it after the two years to determined whether the City wishes to continue it or whether it will be too costly to do so without the grant. The Commission welcomed the award and urged staff to continue to investigate grants which compliment the Park CIP and match City initiatives. 7. REVIEW CIP Edmondson and Robb distributed their individual priority lists to share. Edmondson began by reviewing his list priorities including wish list items. PARK COMMISSION MINUTES TUESDAY, AUGUST 17, 2010 PAGE 4 OF 5 Acting Chair Quinlan asked for discussion indicating that it would be most productive to review the CIP Source list within the packet on a year by year basis scratching wish list items for another discussion and bringing the overall CIP back into the black. The Commission removed many ‘wish list’ improvements and placed them in a separate pending category to be addressed by priority at the next meeting. As discussion ensued, the Commission noticed a handful of items at the tail end of Administrator Heck’s document that they removed since these items were not relevant today nor had been discussed in recent meetings. Anderson acknowledged that these were not figures she had supplied to him from the Commission’s previous spreadsheets for 2011-2020, but had perhaps been items carried over from earlier years. Robb was apprehensive about removing so many important items, especially in light of the fact that staff will continue to research grants to accomplish tasks. Gaidos concurred, stating that given the amount of money and number of projects removed from the CIP, the Commission may wish to consider bringing some of the critical maintenance items back for consideration. Especially playgrounds, many of which have already reached their useful lives. As the Commission removed some of the items to the ‘parking lot/wish list’, Anderson suggested they look at alternatives such as working with scouts for trail projects, donations for memorial benches for future additions, and suggested establishing a maintenance routine for the Silverwood slide with public works to file and reshape the slide rather than replace it immediately, as just a few alternatives. Despite insurance company suggestions, Turgeon concurred that the Silverwood slide is truly unique and worth preserving with some TLC. As the Commission discussed the landscaping/tree replacement line item, Turgeon interjected that, in her opinion, the tree replacement for the Ash or whatever replacement policy the City develops should not be something that comes out of the park CIP. She maintained that, in general, tree replacement is maintenance or operations item and not a capital improvement. The Commission decided to remove the item from the CIP list. Robb questioned whether the Commission could go back to the Council to ask for matching funds when something is not currently in the CIP and a grant becomes available. Turgeon and Anderson both agreed that, as a living document, the CIP can be massaged to accomplish worthwhile programs. Turgeon was quick to note that, in fact, a portion of the Manor Park project this year was brought forward within the CIP to be incorporated into the grant project. Due to deadlines placed on the City to finalize the 2011 budget, the Commission asked if they could vote to recommend approval for the 2011 CIP and forward this piece on to Council, and use September to finalize the rest of the CIP before forwarding it for review. Turgeon believed that would be acceptable and suggested Anderson recap the 2011 CIP as discussed for the motion and then send out an email at a later date sorting out the rest of the CIP discussion for confirmation by all parties. PARK COMMISSION MINUTES TUESDAY, AUGUST 17, 2010 PAGE 5 OF 5 For immediate review, Anderson shared that the 2011 CIP items included signage ($30,000), Freeman Park south play equipment ($15,000 partial replacement), Freeman Park picnic shelter re-roof ($2,200), Badger Park warming house rehab ($5,000), trail segment ($15,000), and picnic tables ($7,000). Trent moved, Gaidos seconded, recommending City Council approval of the 2011 CIP concept based on the discussion of this evening and accepting these changes including signage ($30,000), Freeman Park south play equipment ($15,000 partial replacement), Freeman Park picnic shelter re-roof ($2,200), Badger Park warming house rehab ($5,000), trail segment ($15,000), and picnic tables ($7,000) for the 2011 CIP. Robb reiterated his reluctance to support the trail segment as part of the CIP. Motion passed 5/0. 8. NEW BUSINESS Anderson distributed the Southshore Center Oktoberfest flyer for the Commissioners to share and post for th October 8. She pointed out that several hundred people came out last year to support the Center at the Oktoberfest and she hopes to see the Commissioners. In addition, she shared several other upcoming programs, including the ExploraDome Friday, a new idea to participate with the Arctic Fever event by coordinating a Medallion Hunt thru the Center, a fundraising effort to purchase/raise funds for a digital sign for the Center, Eagle Scout projects to make improvements around the Center, and the upcoming th employee recognition holiday party for all at the Center on December 10. Turgeon acknowledged Anderson for accomplishing great things for the Center and making some good headway there. The Commission concurred stating that she is doing a great job for the Center and as Park Coordinator keeping the Commission on track, information forthcoming, and work items moving along. 9. ADJOURN th Edmondson moved, Trent seconded, adjourning the Park Commission Meeting of August 17, 2010, at 9:15pm. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder