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061411 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JUNE 14, 2011 MINUTES PARK TOURS The Commission met at the Southshore Community Center at 5:45pm to begin their tour. SOUTHSHORE COMMUNITY CENTER Anderson gave the Commission a tour of the Community Center facilities. Robb suggested the Center consider upgrading the technology on site, for instance, adding flat screen panels to the conference room. Anderson shared an idea to enhance the deck and landscaping area around the creek side of the facility to provide an attractive outdoor space. The Commission questioned the possibility of removing the ‘garage’ structure, keeping the concrete pad and installing a shelter in its place. Recovering the banquet room chairs was brought up as well. GIDEON GLEN Kjolhaug questioned the erosion control methods used for the trails. Anderson explained a bit of the history and desire by the MCWD and City to maintain this space as an interpretive passive space only, but indicated that little has been done to partner with the schools or program it for educational purposes. The Commission agreed offering programs would be a good addition but did question the cost for maintaining the storm water pond. SOUTHSHORE COMMUNITY PARK (SKATE PARK) The Commission complimented the appearance of the new park signs. They noticed the drinking fountain, questioned the condition of the skate equipment as looking a bit tired, and noticed space in the community garden. MANOR PARK Anderson and the Commission both acknowledged how lovely the park looks now and how well used it has become as a model in the community. The Commission noticed immediately that the bathrooms were not open and asked why they were not available for use, as well as when the ‘bif’ would be removed. Anderson stated that the park lead had just informed her the other day that the bathroom timers were not working properly and that the building inspector still had a few details he was working on. The Commission voiced their disappointment that, having spent the money to provide indoor facilities and update the building, why mid way thru the season the park building was not up to snuff. They also wished to see the porta-potty removed. PARK COMMISSION MINUTES TUESDAY, JUNE 14, 2011 PAGE 2 OF 9 In addition, the Commission asked when the info boards discussed for Manor and Freeman would be installed. Anderson explained that the installation of the cases had been placed on hold during construction due to vandalism. The Commission directed her to get them put back on the work list. Since it was pouring rain during the tour, the Commission made note of the excessive amount of runoff pouring from the building and directed staff to investigate the installation of gutters and downspouts directing the water under the gravel walkway near the door and out to the pond - As well as away from the corner point where the building and shelter overhang meet. Someone questioned why a rain garden had not been installed at this junction, as they seemed to remember discussion around this point. In addition, the Commission noticed some large scale erosion around the picnic shelter concrete pad where water has been pouring off the roof and feared that, without gutters and downspouts; we may be compromising our new facility. The Commission suggested an orange fence or barrier of some kind be installed around the dirt, or supposed grassy area, around the shelter to encourage grass growth. They suggested more grass seed be added to the area. Finally, the Commission asked why the gravel area next to the warming house had not been planted and suggested that, even though the ice maintenance trucks drive on this path during the winter months, the area could be improved aesthetically by just planting grass, which in turn would improve runoff. SILVERWOOD PARK The Commission was pleased with the new park sign but requested that public works staff trim up the pine tree and either trim back, a lot, or remove the ‘junkie’ small bushes that block its view coming west on Covington Road. The Commission asked that the path be completed that attaches the shelter to the blacktop path by the playground and bench to complete the accessibility route to the picnic shelter. They requested that the oddly placed picnic table near the chain link fence be moved. It was noted that the damaged tennis backboard sheeting should be replaced, as well as, the bathroom fence surround re-enforced. 1.CONVENE PARK COMMISSION MEETING The Park Commission convened its regular Park Commission Meeting at 7:45pm. A.Roll Call Present: Chair Quinlan; Commissioners Robb, Edmondson, Swaggert, Kjolhaug, and Hartmann; Park Coordinator Anderson Absent: Commissioner Trent and City Council liaison Hotvet PARK COMMISSION MINUTES TUESDAY, JUNE 14, 2011 PAGE 3 OF 9 B.Review Agenda Item 3A, presentation by Eagle Scout, Terrence Haines, was added to the Agenda. Robb moved, Edmondson seconded, approving the amended Agenda. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of May 10, 2011 Swaggert moved, Kjolhaug seconded, approving the Minutes of May 10, 2011, as submitted. Motion passed 6/0. 3. MATTERS FROM THE FLOOR A.Presentation by Eagle Scout Terence Haines Haines summarized his proposed project for the Southshore Community Center and asked the Commission to make a recommendation to Council for a financial contribution. Robb stated that, as the previous Council liaison, the council had suggested Terrence come back and share his project details with the Commission, though they already committed to supporting it and making a financial contribution. They were looking to the Park Commission to make a recommendation of support and amount. An ambitious project, Anderson indicated that the steps, small, loop trail, and benches would be a good addition to the park space near the SSCC. Robb pointed out that the long term CIP does reflect a loop trail which surrounds Badger Park, contending that this could be the first step in completing that project. Anderson suggested it be phased in with the help from Eagle Scouts each year, and asked the Haines family to refer scouts our way. She stated that public works would be assisting Haines with the removal of some fallen trees. The Commission asked how much Haines had raised towards his $3600 estimate. Haines stated that he was approximately half way there, including contributions from Greenwood of $266, the Excelsior Chamber $80, Deephaven to be determined and others. Kjolhaug acknowledged that there would be quite a few man hours required to complete this expansive project and asked if he had help. Haines stated that he, his troop, and some friends will provide the labor, while another individual will help with the chipper, and other adults with power tools. He asked that public works advise him on the buckthorn removal and who will spray the round-up on the stumps. PARK COMMISSION MINUTES TUESDAY, JUNE 14, 2011 PAGE 4 OF 9 Robb moved, Edmondson seconded, that the Park Commission recommend to City Council a contribution of $1500 be allocated in support of the project, since it fits with our overall CIP rationale for parks begin with. Motion passed 5/1, Swaggert dissenting, stating that he was uncomfortable with the amount. Mrs. Haines interjected that the troop would give back any leftover funds to the City when complete and had done so in the past if more was raised or donated than necessary. 4. REVIEW / DISCUSS PARK TOURS The Commission identified several items within each park for consideration. Southshore Community Center:  Consider upgrading the technology on site, for instance, adding flat screen panels to the conference room.  Enhance the deck and landscaping area around the creek side of the facility to provide an attractive outdoor space.  Discuss the possibility of removing the ‘garage’ structure, keeping the concrete pad and installing a shelter in its place.  Recovering the banquet room chairs was brought up as well. Gideon Glen:  Look into erosion control methods for the trails or additional gravel  Partner with the schools or program it for educational purposes.  Whose responsibility would the cost for maintaining the storm water pond be Southshore Community Park (Skate Park):  Questioned the condition of the skate equipment as looking a bit tired  Is the Community Garden at capacity, if not, why? Manor Park:  Get Bathrooms open and functional  Remove the ‘bif’  Install the info boards at Manor and Freeman Parks  Since it was pouring rain during the tour, the Commission made note of the excessive amount of runoff pouring from the building and directed staff to investigate the installation of gutters and downspouts directing the water under the gravel walkway near the door and out to the pond - As well as away from the corner point where the building and shelter overhang meet.  Investigate installation of a rain garden at this junction, with MCWD? PARK COMMISSION MINUTES TUESDAY, JUNE 14, 2011 PAGE 5 OF 9  Large scale erosion around the picnic shelter concrete pad where water has been pouring off the roof and feared that, without gutters and downspouts, we may be compromising our new facility.  Install an orange fence or barrier of some kind around the dirt, or supposed grassy area, around the shelter to encourage grass growth. They suggested more grass seed be added to the area.  Improve the gravel area next to the warming house by planting grass, which in turn would improve runoff.  Kjolhaug suggested we approach the watershed about a project for the parking lot and runoff. Silverwood Park:  Request public works trim up the pine tree and either trim back, a lot, or remove the ‘junkie’ small bushes that block its view coming west on Covington Road.  Complete the path that attaches the shelter to the blacktop path by the playground and bench to complete the accessibility route to the picnic shelter.  Move the oddly placed picnic table near the chain link fence  Attend to the very wavy surface of the ½ court next time it is overlaid  Replace the damaged tennis backboard sheeting  Re-enforce the wobbly bathroom fence surround 5. DISCUSS/MAKE A RECOMM ENDATION TO CITY COUNCILREGARDING ADDING GIDEON GLEN TO THE PARK & RECREATION DEPARTMENT Chair Quinlan indicated that he had requested the Commission consider the future of Gideon Glen and adding it to the Park System. He questioned what it could be with regard to the Smithtown Crossing and pointed out that there is little, if any, access to the Glen. Even if it was the original intent for it to remain a passive space, he maintained it should still be enjoyed by residents. Edmondson questioned what the future costs of the Glen might mean in the future. Anderson summarized the current agreement with the Commission acknowledging that maintenance of the storm water pond would be the City’s responsibility, whether that would be parks or the city’s storm water fund was unknown. Chair Quinlan maintained that it should be overseen by the Commission as stewards for its future, as it has sat in limbo for too long. Hartmann suggested that in any recommendation made to the Council we make reference to the wording that, ‘as stewards ‘of the park system we would manage the Glen. Edmondson pointed out that several issues arise, such as access by trails and parking, if one considers this addition. He questioned whether the costs would be too much. PARK COMMISSION MINUTES TUESDAY, JUNE 14, 2011 PAGE 6 OF 9 Hartmann and Kjolhaug questioned whether the MCWD had provided the City with an ongoing maintenance or management plan. Anderson stated that, to her knowledge, there had not been a plan provided to the city. Robb agreed that, from a management perspective, there are big costs associated with parking and pond drudging. Anderson indicated that she could ask staff, Brown, Nielsen, and Heck for more information with regard to the agreement and maintenance and report back. Chair Quinlan noted that, this is exactly why the Park Commission should be involved in its stewardship. While Kjolhaug agreed that it would be appropriate for it to fall under parks. Just what that means must be explored further. He suggested they even consider annexing just the pond as a storm water item, not parks. He maintained that, clearly, from the tour it is apparent the MCWD is not doing what should be done so far to maintain the plantings. He suggested the City have the MCWD come out and perform maintenance and provide the city with a wetland conservation management plan. 6. DISCUSS PROS/CONS OF MOVING THE SSCC (SOUTHSHORE COMMUNITY CENTER) TO THE PARK AND RECREATION UMBRELLA Anderson explained that staff had suggested she encourage the Park Commission to discuss to what level of support or involvement they’d like in the Southshore Community Center. She stated that, from a programming perspective, the SSCC would provide a wonderful addition to the Fun Friday activities we host in the parks by providing an indoor alternative. By hosting park events in the SSCC, we can continue joint promotion and offer year round programming. In addition, Anderson stated that if it were viewed as a park and recreation amenity to the City, the Park Foundation may be able to collect and donate money towards it, as well as, provide the non-profit status often necessary to apply for grants. While operations would continue to be tracked separately, since the Center is jointly owned, she asked for the Commission’s views and opinions. Edmondson stated that he continues to be one of the SSCC biggest fans. Robb stated that obviously the costs could be kept separate as a different line item. Chair Quinlan asked whether the Commission felt it should provide additional oversight or whether it should just encourage cross promotion in programming. On behalf of the Commission, Kjolhaug encouraged Anderson to continue to build a synergy between the parks and Center programming and maximize the best of both assets. 7. BADGER PARK REHAB RECOMMENDATION PARK COMMISSION MINUTES TUESDAY, JUNE 14, 2011 PAGE 7 OF 9 Anderson explained that she had contacted the organizations and found that most were interested in indoor storage and bathrooms. Chair Quinlan reported that liaison Hotvet had expressed her opinion to him that the whole building should be raised. He felt the building could be rebuilt, similar to what was done at Manor Park. Swaggert stated that he would support staffs recommendation to create some suggestions and bring them back for discussion. Robb stated that what we have now currently fulfills much of the need he is hearing from the users. It is a warming house, it has indoor storage, but it could be remodeled a bit to make the bathrooms year round user friendly. By refurbishing what we have and adding storage lockers, Robb believed we would accommodate the existing need. Edmondson pointed out that, in his opinion, the enclosed bids seemed awfully high. He believed the whole building did not need to be razed but instead cosmetic reconstruction and outdoor restroom access be considered. Swaggert stated that the line items for the bigger rehab items were attached for consideration. Robb stated that he would like to see the outside cosmetic rehab done this year and consider the interior options and outdoor access doors going forward next year. Hartmann stated that line item 5 should not be handled by the Commission as a CIP item. In her opinion, curb replacement, parking lot repair and cement work are clearly not the responsibility of the Park Commission CIP. Edmondson concurred, adding that nor should line item 3 be considered a CIP Park item - removal of the paving between the building and parking spaces, replacing the soil with class 5 and compacting it to a 4’ depth, replacing the soil with sand to correct drainage. Kjolhaug stated that, with regard to safety, these items need to be done in the near term. In the longer term, he asked to see some modest ideas for improvement. Chair Quinlan asked staff to put together a plan for the existing structure to serve the purposes outlines, with the minimal enhancements to the structure as discussed. Refurbishing the outside of the structure and dividing up the interior space. Robb stated that he did not buy that the whole building was a structural hazard. Robb moved, Swaggert seconded, to proceed with the exterior painting project and directed staff to collect bids for the work to be done to complete items 1 and 4, Exterior paint and stoop work and report back. Motion passed 6/0. PARK COMMISSION MINUTES TUESDAY, JUNE 14, 2011 PAGE 8 OF 9 Chair Quinlan also asked staff to proceed with the staff level plans for minor improvements to the existing structure to include outdoor access to the bathrooms, interior paint, and indoor storage and report back with hard cost estimates for these items for consideration in 2012. Hartmann asked if we should collect input from neighbors of Badger Park. Anderson agreed that this could be done in advance by survey, or as an open house prior to or after plans have been drawn up for their consideration. 8. DETERMINE LIAISON FOR CITY COUNCIL MEETINGS FOR JUNE- DECEMBER June 27 - Edmondson July 26 - Kjolhaug August 23 - Robb September 20 - Swaggert October 25 - Quinlan November 22 - Hartmann th 9. DISCUSS PARK TOUR OPTION OF JUNE 28 th Anderson asked if we wished to proceed with the June 28 park tour of other community parks. Robb suggested the Commissioners visit a couple of parks and bring back photos to discuss at a future meeting. If we see something we’d like to consider for our parks this would be a good way to share. th Anderson indicated that she would not be able to attend the July 12 meeting and asked if she should put this item on the Agenda for discussion. She encouraged the Commissioners to visit any of the parks from the PowerPoint packet she had sent out earlier, if they had seen any interesting elements in those photos, or visit other parks that contained items of interest, such as, Frisbee golf, ultimate Frisbee, hard surfaced rinks with basketball courts, etc. Chair Quinlan asked staff to send email reminders to the Commissioners to identify a couple of parks to visit, photograph and report back at the August meeting. He commented that it was a good time to review and discuss these as we begin our CIP review. 10. NEW BUSINESS Chair Quinlan announced that Commissioner Trent had sent a letter of resignation to him and staff that day when he realized that he would be missing another meeting. Quinlan indicated that Trent was apologetic and willing to stay on until a replacement was found. As a senior member of the Commission who always provided good input, Edmondson stated that he would embrace Trent’s participation as much as possible until he is replaced. He wanted Trent to feel welcome to attend as he is able while we search for a replacement. PARK COMMISSION MINUTES TUESDAY, JUNE 14, 2011 PAGE 9 OF 9 11. STAFF AND LIAISON REPORTS/UPDATES A.City Council B.Park Commission C.Staff – Anderson stated she would be gone July 12th D.Work Program – Anderson summarized the updates for the Commission E.Quarterly Expenditure Report 12. ADJOURN Edmondson moved, Hartmann seconded, adjourning the meeting of June 14, 2011 at 10:15pm. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder