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011111 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JANUARY 11, 2011 7:00 P.M. MINUTES 1.CONVENE PARK COMMISSION MEETING A. Roll Call Present: Chair Norman; Commissioners Trent, Quinlan, Robb, Edmondson, and ; Swaggertlate arrival City Council liaison Hotvet; Public Works Director Brown; and Park Coordinator Anderson Absent: None B.Review Agenda Report on Arctic Fever was moved to item 8B on the Agenda. Edmondson moved, Robb seconded, approving the Agenda as amended. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 14, 2010 Trent moved, Swaggert seconded, approving the Minutes of December 14, 2010, as presented. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting th Edmondson, Park Commission liaison to the City Council meeting of January 10, indicated that the City Council discussed the LRT logistics and conditions for the upcoming Arctic Fever skijor race and beyond. Director Brown added that the Three Rivers Park District would be grooming the trails and laying a snowbase at the road crossings and intersections for the race which will be removed immediately following the race Saturday. In addition, Brown stated that the Council will be assembling a Trails Committee with representatives Siakel and Hotvet, along with two members from each Commission to evaluate park trails. City Council liaison Hotvet arrived at 7:10pm #2 A PARK COMMISSION MINUTES TUESDAY, JANUARY 11, 2011 PAGE 2 OF 4 B. Update on Summer Activities Anderson reported that the summer programs calendar had been filled. She reviewed several new programs, including kite making, theatre camps at Manor Park, and golf. In addition, she shared many of the new summer programs planned for the Southshore Communnity Center, such as, Abrakadoodle Art Camps, Chess Camp, a Gamers Camp where kids create actual video games, Jr Chefs of Southshore nd cooking classes, as well as, the Poetry Slams on April 17th and May 22, which will run in conjunction throughout the summer with the theatre performances in the parks as a ‘Poetry and Picnics in the Parks’ activity. In reviewing the summer events budget, Trent questioned whether the Park Commission should fund the entire kite making class rather than pass on the $4 fee to participants. Chair Norman felt a small fee was acceptable but the Commission agreed to sponsor the class up to 25 participants. 5. DISCUSS AND REVIEW 2011 WORK PROGRAM Anderson commended the Commission for accomplishing many of their 2010 work program items and shared the 2011 Work Program for their comment. She commented that the Freeman play equipment would be focused on the south tot lot and asked for comment on the Badger warming house improvements. Chair Norman stated that he believed the warming house was in need of a facelift both inside and outside. Brown stated that interior lighting could be improved, as well as, exterior cosmetics. Anderson reminded the Commission that part of the intent was to repair the raised curbs and sidewalks near the warming house, as well as, paint the exterior surfaces to coordinate with City Hall. Edmondson commented that the City Hall and Manor Park buildings turned out gorgeous. Robb asked if staff had any updates with regard to grants. Anderson stated that, other than the Step To It Challenge grant from the County, she had not been told of any new awards. She mentioned that Moore and Grout continue to research and pursue grant opportunities and that she would connect with them in order to provide an update at the next meeting. PARK COMMISSION MINUTES TUESDAY, JANUARY 11, 2011 PAGE 3 OF 4 6. COMMUNITY REC RESOURCES YEAR END REPORT Anderson presented the Community Rec Resources (CRR) annual report for review and comment by the Commission. She acknowledged that one of the biggest highlights for the year included the ambtious CIP work program which was met and accomplished in coordination with many departments within the City. Some of the accomplishments included the application and award from Hennepin County to complete the community build at Manor Park for the barrier free playground and updated warming house, the new shelter at Silverwood Park, expanded summer programs and partnerships, picnic tables, streamlined and expanded community gardens, and more. Anderson noted that an added responsibility to her contract included management of the Southshore Community Center in which she added new and varied programs for people of all ages via lifecycle recreation opportunities and increased the rental portion of the Center’s business exceeding projected estimates by roughly $25,000, a break-even status. Thru active solicitation of corporate entities, building relationships with civic groups, the public and businesses, positive word of mouth, annual contracts, class offerings and instruction Anderson was optimistic the SSCC is picking up momentum. With regard to the Sports Organizations, Anderson stated that establishing and connecting with one point of contact continues to be a challenge, since volunteer representatives tend to change. Although the hockey association chose not to utilize outdoor ice this year, Anderson stated that a larger number of pick-up enthusiasts seem to be making great use of the rinks with this newfound availability. Anderson thanked the Commission and City for their continued support and urged the Commissioners to contact her with any questions or suggestions they’d like to share. 7. RECOMMEND TO CITY COUNCIL TO ACCEPT 2011 CONCESSION OPERATION AGREEMENT Chair Norman suggested the Commission consider recommending the Agreement be a multi-year contract rather than an annual agreement. Quinlan stated that he, for one, liked to see it annually and review the agreement. Brown pointed out that the City has always viewed the concessions operation as more of a ‘service’ to the community than a money maker. Robb questioned whether $300,000 in liability insurance was adequate for that type of business, acknowledging that other contracts require a million dollar coverage. Brown stated that he would go back and review this with the City Attorney and the Concession operator to evaluate whether this should be changed and how this will impact the fees paid the City. PARK COMMISSION MINUTES TUESDAY, JANUARY 11, 2011 PAGE 4 OF 4 Chair Norman agreed this was a good idea and suggested the Commission hold off on making a motion until staff discuss’ the insurance issue. 8. NEW BUSINESS There were none. 8B.ARCTIC FEVER Anderson explained that Council liaison Hotvet contacted her and asked for some more information with regard to the Arctic Fever event, such as, a cost summary associated with the festival, return on investment, and overall history of the event. Anderson then asked Sue Davis to comment, as she was planning to be here for an Arctic Fever update. In addition, a copy of a memo Director Brown had supplied Council with earlier this year reflects those figures. Arctic Fever Chair Sue Davis, 5490 Valley Ridge Circle, stood and gave a brief history of the Arctic Fever th festival, currently in its 5 year. She reported that the skijor race and Princess Tea are anticipated to be strong events. She noted that the ski-jor people may even be willing to host a dry land training class this fall. Chair Norman expanded on the history behind Shorewood’s involvement in creating this winter festival at Freeman. Over the years, Norman pointed out that the weather has been reliably cold with attendance fluctuating between 500-800 annually. He stated that it is their goal to continue to grow the festival to a 2- day event and, someday possibly, find someone to sponsor a fireworks display at Freeman. Hotvet questioned whether some of the programs squeezed into one day could be expanded and offered throughout the winter months, as well as, full moon bonfires and snowshoeing in the parks. Davis agreed, stating it is all about the trails. If the City could groom the trails skijor, cross country, and snow shoeing event could happen throughout the winter. Chair Norman commented that providing skating at Freeman would be desirable. Brown stated that public works staff does plow a portion of the trail, which can prove unsafe for the drivers, especially in light of the fact one of the trucks went off the trail that day. He commented that a portion of the gas tax is intended to go towards non-motorized activities and noted that staff would be checking into obtaining a grant to buy a groomer for the trails this year. Chair Norman suggested the City partner with neighbors to make a joint purchase. Davis stated that there are many people with good ideas and talents, who are quite capable of joining the brand and running their own programs under the Arctic Fever umbrella. She pointed out that next year there is talk of a broom ball tournament at Badger Park. In closing, Davis noted that the Arctic Fever PARK COMMISSION MINUTES TUESDAY, JANUARY 11, 2011 PAGE 5 OF 4 committee and participants would be meeting to discuss the event two weeks following Arctic Fever to share the pros and cons, and begin planning for next year. 9. ADJOURN Robb moved, Quinlan seconded, adjourning the Park Commission Meeting of January 11, 2011 at 8:15pm. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder