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091410 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, SEPTEMBER 14, 2010 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING A. Roll Call Present: Chair Norman; Commissioners Robb, Edmondson, Gaidos, and Swaggert; Administrator Heck; City Council liaison Bailey; and Park Coordinator Anderson Absent: Commissioner Trent and Quinlan B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of August 17, 2010 Robb moved, Swaggert seconded, approving the Agenda as submitted. Motion passed 5/0. 3. MATTERS FROM THE FLOOR Patricia Hauser and Maria Fisher, representatives of the Community Gardens, shared comments and experience from the volunteer gardeners regarding the planting season. Hauser stated that the master gardener’s presentations, though not always well attended, were very informative and appreciated by those on hand. She read comments from the master gardener presenters who commended the City for providing a community space which brings people together and is embraced as a community asset by citizens. In addition, Hauser and Fisher shared statements from gardeners who wished to retain their same plot next year and to even expand their plot space in the coming season. Chair Norman thanked the volunteer gardeners for sharing their thoughts. 4. REPORTS A. Report on City Council Meeting Bailey reported that the City Council reviewed the Park CIP at their Work Session and was satisfied with it and appreciated the willingness of the Commission to reprioritize their long term CIP. B. Review Expenditure Report through End of July Heck explained that the quarterly report reflects the expenditures associated with Manor and Silverwood Parks mostly, and once all of the receipts are gathered for the Hennepin County grant redemption, they will be submitted for reimbursement. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 14, 2010 PAGE 2 OF 5 C. Update on Work Program Anderson reported that the 2010 Work Program is on target, although the drinking fountain at the Skate Park has been delayed while the State reviews the plans. Heck interjected that the State has reviewed the plans and asked for additional information which has further delayed the project. He pointed out that public works staff will be performing most of the work, with a plumbing contractor handling the plumbing details. D. Update on Manor Park Shelter and Playground Installation of September 18 Anderson reminded the Commission of and invited them to participate in the Manor Park playground installation th scheduled for Saturday September 18. She stated that the volunteers number about 40 and that the shelter itself is nearing completion. She encouraged the Commissioners to stop by to see the colored concrete slab, as well as, colors proposed for the shelter, designed to coordinate with City Hall and the other shelters. E. Update on Silverwood Park Shelter Anderson stated that the Silverwood shelter itself is complete, other than the grading and parking lot. She pointed out that, especially during lunch hour, many people enjoy relaxing under the shelter, in their cars, and at the picnic tables. Due to his hectic schedule, Anderson acknowledged that she had not had the chance to connect with Public Works Director Brown in order to set up a meeting to review the Silverwood slide condition and maintenance requirements. 5. REVIEW UPDATED CIP Anderson stated that the Commission had several attachments to review, the 2011-2019 CIP and Wish list, as well as, the Park Inventory, to refer to as they update the CIP. She deferred to Administrator Heck and Chair Norman to lead the discussion. Gaidos asked Council member Bailey for any additional guidance as they discuss the overall CIP. As it is the Park Commission who has closer ties to the daily happenings and needs of the parks, Bailey stated that the Council does not have any direction to provide and looks to the Park Commission to make their recommendations. Robb stated that he would recommend reviewing the Wish List per year and pull some of the items forward to be placed back into the overall CIP. Swaggert acknowledged that, obviously, the further out the CIP goes the more latitude the Commission has in its planning. He suggested they focus most on the next 2-3 years, solidifying 2011 this evening. Heck concurred, stating that the CIP is a working document, and future years are not set in stone. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 14, 2010 PAGE 3 OF 5 Chair Norman began by making a few recommendations, including moving the Cathcart swing set replacement item back into the 2011 CIP for $7,500. In addition, he suggested the sliding hill be put back for $1,000 as a minimal investment and bang for the buck for Arctic Fever. Although Chair Norman suggested replacement of the Silverwood slide, Gaidos reminded him that staff would be reviewing its’ condition and repairing rough edges as necessary. Robb agreed, stating that he would prefer it stay, if repaired, as it is a tough item to replace and a desirable commodity. Chair Norman agreed to wait for the review and recommendation. Chair Norman suggested the Badger Park trail come to life for $7,500 in 2012, with the second phase including benches to come later. Finally, Norman recommended that in 2012 the Silverwood playground equipment be replaced. Edmondson urged the Commission to give thought to placing a picnic shelter at Badger Park for the benefit of the Southshore Community Center as well. Anderson asked for comment on tennis court replacement for the parks. If staff were to pursue grants, would the Commission wish to pursue Badger courts, which are our most heavily used, versus other Park courts? The Commission was satisfied with the Manor Park tennis court replacement slated for 2015. Heck shared the updated recommendations as presented, questioning whether the tree/landscape item should be retained within the park CIP or put into the tree program. Swaggert moved, Gaidos seconded, recommending approval of the updated 2011-2019 Park CIP as discussed. Motion passed 5/0. 6. SUMMER ACTVITIES IN THE PARK RECAP Anderson reviewed the Summer Program memorandum for the Commission noting the success of numerous programs. She pointed out that MCE programming is growing and that they would propose providing classes at Manor Park for 2011. In addition, Anderson pointed out that the Skateboard Camp was the most successful to date, while the Safety Camp was acknowledged favorably within the Park Survey results. She steered the Commissioners attention to the Park Survey results for resident’s additional comments. Although the Garage Band Jam was cancelled this summer due to a lack of performers, Anderson suggested the Commission consider its future in 2011, especially since Excelsior also cancelled theirs and the State Fair suffered fewer applicants as well. Anderson maintained that, although all three other Music in the Park series were immensely enjoyed by those in attendance, ‘too little too late’ was done to promote any of these programs. She urged the Commission to discuss the future of Music in the Parks and make a recommendation this evening to ensure that adequate marketing and promotional support back up our efforts in 2011. She stated that the Commission cannot delay their recommendation until May again next year and expect good results. Anderson explained that many magazines and resources are already going to press for next summer and if we want to submit our summer programs, we must make a recommendation as soon as possible. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 14, 2010 PAGE 4 OF 5 Chair Norman stated that he was on the fence regarding continuing the Music in the Park series at all. He questioned whether the City needed some name recognition for its performer or only do one concert total, if at all. Robb stated he was unsure what to recommend. Anderson stated that, in her opinion and experience, having been present at most of the concerts, it wasn’t a matter of having inadequate performances; it was a lack of promotion. She pointed out that, although a very well known band, Root City Band was never even mentioned on any media support material until the week prior the event due to the late approval process. She again encouraged the Commission to make a recommendation and decision either way. Chair Norman suggested they revisit this item in January. Edmondson stated that he concurred with Anderson that, if we are going to do it, we need to do it right and make a decision sooner than that. Anderson indicated that she will be insistent the Commission make a recommendation either way at its next meeting in order for staff to book the performers and Famous Dave’s in time to meet many print deadlines. She urged the Commissioner to come prepared to share their opinions regarding all of the summer programs next meeting. Chair Norman asked staff to provide the Commission with its 2011 summer budget for review for the next meeting. 7. SET DATE FOR GRAND OPENING OF MANOR PARK SHELTER AND PLAYGROUND th The Commission chose Saturday October 16 as its Open House for Manor Park, preferring the morning half the day. The Commission asked that the display case discussed previously be mounted. Heck noted that it had been delayed due to some vandalism issues at the park over the summer and theft of contractor’s tools. Robb asked staff to check to see what security measures had been taken for the Shelter. He thought motion lights or alarms had been a part of the initial approvals. 8. REVIEW AND DISCUSS COMMUNITY GARDENS FOR 2011 As discussed briefly earlier, Anderson noted that the garden had a waiting list which began at 7, three of which were accommodated throughout the season. In an effort to inform Public Works staff of the space in need of tilling this fall, she asked the Commission to consider what direction they’d like to take regarding expansion or shrinking the garden this fall. Chair Norman stated that while he was hesitant to expand the size of each individual plot, he felt adding an additional row of 5 plots to the west was warranted. In addition, he was comfortable with providing the current gardeners a ‘first right of refusal’ of sorts the second year. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 14, 2010 PAGE 5 OF 5 Robb stated that he would prefer to see the City follow a lottery system for filling plots. Gaidos suggested the Commission honor the gardeners who were here from the outset by accommodating their wish to have the same plot. Chair Norman suggested the City offer ‘X’ number of spots for 2011 on a first come first served basis, although you can reserve your same spot if you are first in. Edmondson moved, recommending that the Community Garden be expanded by two rows (10 plots) to the west of the current size. Motion failed for lack of a second. Robb moved, Gaidos seconded, recommending the expansion of the Community Garden by one additional row (or 5 plots) to the west available on a first come first served basis when offered to residents first, noting that returning gardeners get precedence for their same plot. Motion passed 4/1, Edmondson dissenting due to the fact he would like to see the commission approved two rows. 9. NEW BUSINESS Chair Norman relayed Commissioner Quinlan’s question regarding the flag at Freeman little league fields. As it is torn and tattered, Quinlan questioned whose responsibility is would be to have it replaced. Heck indicated that he check into it and get back to the Commission. 10. ADJOURN Gaidos moved, Robb seconded, adjourning the Park Commission Meeting of September 14, 2010, at 8:50pm. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi Anderson Recorder