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030811 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MARCH 8, 2011 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Vice-Chair Quinlan convened the meeting at 7:02 pm A. Roll Call Present: Commissioners Quinlan, Trent, Robb, Edmondson, Swaggert, Kjolhaug, and Hartman; City Council liaison Hotvet; Public Works Director Brown; and Park Coordinator Anderson B. Review Agenda Trent moved, Edmondson seconded, approving the Agenda as submitted. Motion passed 7/0. C. Introduction of New Park Commissioners Quinlan welcomed the new Commissioners and asked the entire Commission to introduce themselves as a benefit to the new members. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 8, 2011 Edmondson moved, Trent seconded, approving the Minutes of February 8, 2011, as presented. Motion passed 7/0. 3. MATTERS FROM THE FLOOR There were none. 4. SPORTS ORGANIZATION PROPOSAL FOR PITCHING RUBBERS Anderson introduced Kris Ichimura, of the Rebels fastpitch team, to share the sports organizations request for new pitching rubbers. She pointed out that during the recent sports information meeting, the users for Freeman fields 4 -5 – 6 agreed that new pitching rubbers were necessary to keep up with new rules and regulations, as well as, to address safety concerns for the various ages using the fields. Ichimura presented an estimate obtained from a local provider in the amount of $193 per field for the ‘Hollywood’ brand pitching rubbers. He indicated that the organizations would be willing to fund and install the pitching rubbers, as long as public works staff was present or had marked where to dig. He suggested that the organizations could perform the install during their spring clean up weekend in April. PARK COMMISSION MINUTES TUESDAY, MARCH 8, 2011 PAGE 2 OF 6 Anderson acknowledged that she had suggested to the sports organizations that they meet with she and Public Works staff at Freeman Park in early spring to evaluate the locations of current and missing base ‘pins’ as well. Director Brown agreed. Trent questioned whether the installation and financial responsibility should fall upon the city, as he viewed this as an infrastructure item. He suggested the Commission consider helping with the installation and assume ownership of the pitching rubbers after installed. Robb asked if this was consistent with what had been done in the past. Anderson noted that, as is assumed with any park improvement, the maintenance and ownership becomes the burden of the City as designated in the Donor Policy. Ichimura stated that his group didn’t care whether they paid or the City paid, but was looking for permission to install the pitching rubbers this spring. He pointed out that Anderson had been great to work with and encouraged open lines of communication in order to accomplish improvements. Edmondson moved to recommend the City Council approve the installation of the ‘Hollywood’ equipment and consider contributing towards the cost of these items, at the Council’s discretion, and that they become property of the City. The motions failed for lack of a second and were withdrawn. Robb moved to recommend the City Council approve the installation of the pitching rubbers by the sports organizations, under supervision of Public Works staff, and that the organizations sign the donor policy donating the pitching rubbers to the City of Shorewood, waiving any maintenance requirements on their behalf.Motion passed 7/0. 5. REPORTS A. Report on City Council Meeting Hotvet reported that the Council approved the Park Signs recommendation, heard a recycling program recap, and considered digital signage for the 2012 CIP for the Southshore Center. B. Update on Grants Anderson stated that she had requested Moore and Grout look into potential trail grants through Hennepin County and metal roof funding for the Freeman Park picnic shelter. There were no active applications pending at this time. C. Work Program 2011 For the benefit of the new Commissioners, Anderson reviewed the 2011 Work Program for the Commission. She asked Public Works Director Brown to interject with regard to the blacktop and paving project status contained within the program. PARK COMMISSION MINUTES TUESDAY, MARCH 8, 2011 PAGE 3 OF 6 Brown pointed out that, given the fact that public works staff spends much of its time in the spring patching roads, these smaller blacktop jobs often take a back seat to this larger commitment. He acknowledged that blacktopping the Skate Park surface requires roughly three days, for grading, placing asphalt, and re-grading, which is a luxury when his staff is short handed. D. Report on Manor Park Sidewalk and Trail Update In reference to these smaller projects, Brown estimated that public works staff would likely use the city owned trail paver to accomplish the Silverwood accessibility patch to the shelter and the Manor Park trail portion from the parking lot to the playground sometime in June. Quinlan interjected that the trails committee had met for their first time and had rather high level discussions around where trails are at, where trail planning has been, the general history, and more of an educational overview. He suggested that the Park Commission may wish to have input categorizing or defining the terms they will be using. Quinlan indicated that the committee will begin by pursuing some smaller easier trails in order to gain some success around these accomplishments. Brown added that, although there are designated taxes at the gas pumps held in account for reimbursement for projects that meet strict State standards, as a City, we must define what our standards are and deem what is appropriate. E. Update on Summer Activities Anderson reported that 8 registrations had been taken for the Community Garden to date and that 7 remained to be filled. She also informed the Commission that the City Movie in the Park would be featuring the Disney film Tangled in September. th F. Joint City Council, Park and Planning Commission Meeting April 5 at 6:00 Anderson explained that the Council had called a joint meeting to discuss sustainability roles, and what sustainability th means, to each of the Commissions and Council to be held on April 5, from 6-8pm. 6. DETERMINE LIAISON FOR CITY COUNCIL MEETINGS FOR MARCH 14, APRIL 25 AND MAY 23 March 14 - Bob Edmondson April 25 - Nick Swaggert May 23 - Tom Robb 7. APPOINT 2011 CHAIR AND VICE CHAIR Trent moved, Robb seconded, recommending Quinlan serve as Park Commission Chair and Edmondson be appointed as Vice-Chair for 2011. Motion passed 7/0. Edmondson requested a back-up liaison to the Park Foundation to attend their meetings in his absence from time to time. PARK COMMISSION MINUTES TUESDAY, MARCH 8, 2011 PAGE 4 OF 6 Robb volunteered. 8. APPOINT A LIAISON FOR PARK RECYCLING Kjolhaug volunteered to serve as recycling liaison to Julie Moore. 9. REVIEW CURRENT USER FEE ORDINANCE Anderson reviewed the current user fees of various neighboring communities, as well as, the history related to the inception of Shorewood’s user fee Ordinance. Council member Hotvet pointed out that the outdoor ice rinks that MYHA uses do not charge user fees. In comparison to other communities, both Trent and Robb felt that Shorewood was not an ‘outlier’ that the fee seemed reasonable and supported keeping the fees where they were. Quinlan suggested considering inquiring with MYHA why they chose to pass on our outdoor ice this year. Anderson explained that MYHA representatives told her that they chose to use more indoor ice and did not need additional outdoor ice. She pointed out to the Commission that based on historical data; the hockey association did not have much of a history using our outdoor ice to begin with. Over the years, typically, only a couple of teams have used outdoor ice in Shorewood, which equates to merely a few hundred dollars of the almost $30,000 in user fees collected annually. Trent cautioned the Commission with regard to ‘opening a can of worms’ by incenting the hockey association with a reduced user fee. He pointed out that much research had gone into the development of the original user fee Resolution and that it is in place for all sports organizations. Robb asked whether staff knew if the rinks were seeing less use. Anderson noted that, from her view from the Southshore Center, Badger rink was seeing quite a bit of public use for pick-up games and the rest. Edmondson stated that he believed the existing user fee was reasonable. Hotvet suggested staff consider sharing this report with the hockey association for their comment. 10. REVIEW AND RECOMMEND PURCHASE OF PICNIC TABLES Anderson explained that the 2011 CIP contains $7,000 for the purchase of picnic tables. She noted that the proposed tables are the same as those purchased in 2010. Edmondson questioned why the tables were all the smaller version. Brown indicated that, typically the ADA tables are longer but tend to be tippier as one end does not have a bench to weigh it down. PARK COMMISSION MINUTES TUESDAY, MARCH 8, 2011 PAGE 5 OF 6 Quinlan suggested mounting the ADA tables so that they do not tip. Swaggert moved, Robb seconded, recommending the City Council award the purchase of 11 Xccent 6’ picnic tables from Midwest Playscapes in the amount of $6998.18 Motion passed 7/0. 11. REVIEW AND DISCUSS TOBACCO USE POLICY FOR PARKS AND RECREATION FACILITIES Anderson reported that Council member Hotvet suggested the Commission consider and discuss a Tobacco Use Policy for the Parks. Anderson explained that, while Shorewood has not received any complaints and had no problems with regard to tobacco use in its parks; other communities have chosen to place requirements on their park users. Anderson asked the Commission to discuss the item and direct staff how best to proceed. Robb asked exactly what problem they are trying to solve, as there haven’t been any complaints to date. He found it difficult to want to be the moral compass for the community and questioned how the enforcement of such an item could be accomplished. Hotvet stated that the enforcement is asking people who may be offensive to leave the vicinity. As a promoter of healthy living, she thought the City might wish to be a role model in this effort. She pointed out that the number one nuisance picked dup in city parks and beaches is the cigarette butt. Edmondson stated that he noticed there’s been a nationwide ground swell of support to nix tobacco use in the parks. He suggested the City consider being proactive. Quinlan stated that he was sensitive to unnecessary regulations. Kjolhaug indicated that he had informally asked his own children, aged 12 and 15, their opinion and they stated that they would prefer people not smoke. He commented that it would be consistent with the message kids get at school but voiced concern about enforcement. Quinlan suggested the Commission consider how it could be added as a recommendation as opposed to an Ordinance, similar to the tennis court signage suggesting users keep to an hour use etc. Swaggert stated that he, too, preferred a softer approach. Out of respect to individual rights on both sides of the issue, and in the face of a lack of complaints, he believed a request was more appropriate. Trent felt putting it in an Ordinance seemed like a strong line to tow and one he did not take lightly. Hartman reiterated that enforcement could be a problem and would prefer it be a suggested tobacco-free zone. Brown indicated that staff could try to come up with other options for consideration, including signage that would request smokers observe certain areas. PARK COMMISSION MINUTES TUESDAY, MARCH 8, 2011 PAGE 6 OF 6 Edmondson wondered if staff could determine why other communities are doing this. 2. RECOMMEND TO CITY COUNCIL TO ACCEPT 2011 CONCESSION OPERATION 1 AGREEMENT Robb asked whether the city could save the nearly $400 a year contributed by the vendor in an escrow for equipment replacement. Brown indicated that this would not be possible as it goes into the annual operating budget and does not get rolled over; the CIP is the only allowed rollover. Hartman moved, Swaggert seconded, recommending to the City Council that they approve the Concession Operation Agreement with the increase of $1,000,000 in liability coverage. Motion passed 7/0. 13. NEW BUSINESS A. Global Youth Services April 15-17 Council Member Hotvet presented the website GYSD.org for the Commission’s consideration. In an effort to participate in the service day, Hotvet encouraged the Commission and staff to come up with some projects for kids to participate in on this given weekend. Brown noted that it could provide some recognition for the City of Shorewood, commenting that Three Rivers Park District is also participating and is listed on the website. He indicated he would bring it to the attention of the Council to adopt. At its conclusion, Brown stated that staff could report back with its success. Quinlan suggested that if projects are identified, the newspaper is notified for photo opportunities. 14. ADJOURN Robb moved, Swaggert seconded, adjourning the Park Commission meeting of March 8, 2011, at 9:30pm. Motion passed 7/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder