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080911 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, AUGUST 9, 2011 MINUTES 1.CONVENE PARK COMMISSION MEETING Chair Quinlan convened the Park Commission meeting at 7:00 pm. A.Roll Call Present: Chair Quinlan; Commissioners Robb, Edmondson, Kjolhaug, and late arrival Hartmann; Public Works Director Brown; Park Coordinator Anderson; Guests Building Inspector Pazandak, Finance Director DeJong, and Planning Director Nielsen. Absent: Commissioner Swaggert; City Council Liaison Zerby B.Review Agenda Robb moved, Edmondson seconded, approving the Agenda as submitted. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of June 14, 2011 Page 7, last line before the motion, was revised to read ‘Robb stated that he did not buy that …” Edmonson moved, Kjolhaug seconded, approving the Minutes of June 14, 2011, as amended. Motion passed 4/0. 3. MATTERS FROM THE FLOOR There were none. 4. REVIEW THE DRAFT TRAIL REPORT FROM TRAIL COMMITTEE Planning Director Nielsen summarized the Trail Plan Amendment Report at great length for the Commission consideration. In so doing, he indicated that the Park Commission’s role in the process was critical because the Commission would be asked to ‘carry the ball’ in the implementation phase of the various trail segments. After reviewing the document Nielsen asked for the Commission’s comments and questions noting that the dollar estimates assigned to the various sections were very preliminary. In addition, PARK COMMISSION MINUTES TUESDAY, AUGUST 9, 2011 PAGE 2 OF 8 he asked for their recommendation to move the Amendment forward to the Planning Commission for review. Chair Quinlan stated that, as a committee, they stayed away from suggesting the types, trails, and costs for any particular trail section, admitting that each would be considered on a case by case basis. Although a 6’ bituminous was used as the standard solely for estimation purposes, Nielsen indicated that it will act as the baseline from which all trails will be judged. He acknowledged that MSA of MN State Aid funds oftentimes require certain conditions be met. Nielsen pointed out that it will be critical that everyone works together with regard to costs and Right of Way (ROW) issues. Robb questioned why the trail ‘circle maps’ leading from Victoria don’t appear to be as high a priority as other options, but is yet proposed to be one of the first to be complete. Nielsen stated that, admittedly, due to higher neighborhood demand and easier ROW access, not to mention it falling within the mile zone to school, it will be a good corridor to get under their belts. Robb asked where the funding would be coming from for the trails. Nielsen stated that funding was yet to be determined. While there are some dollars earmarked this year for trails in the park budget, the Council will need at look hard at funding in coming years. Council member Hotvet interjected that there is a fee to ride the school bus within two miles of school; therefore, there should be safe access for those who are forced to walk. Edmondson asked if Nielsen had any idea what land acquisition costs might be. Brown stated that they would love to be able to anticipate the land costs but ROW varies tremendously. The figure they used to calculate a base price was $1.50 per square foot. He pointed out that the demographics have changed significantly, with younger families with children moving in looking for safer access points. Nielsen added that, due to various MCWD constraints and overall topographies by the roadsides the trails will likely weave in and out, close to the road at some points and further from the road at other locations. Chair Quinlan asked what the process was from here. Nielsen stated that the Park Commission should discuss the proposal, forward it to the Planning Commission with their recommendations for discussion and approval, a public hearing, and finally adoption by the City Council at which time it would become part of the CIP. PARK COMMISSION MINUTES TUESDAY, AUGUST 9, 2011 PAGE 3 OF 8 Chair Quinlan stated that, as part of the comprehensive CIP, the trail plan would become part of the Park Commissions’ responsibility. Hartmann questioned whether it would then come out of our park budget, which is already stretched thin. Chair Quinlan confirmed this statement acknowledging that the City Council would need to revise the budget to cover these additional expenditures, as well as, maintenance costs. Nielsen commented that the trails would likely need maintenance during the winter months as well. With that he questioned whether the maintenance for the trails would come out of the parks budget or roads. Brown stated that, although public works is not equipped to clear trails, with additional trail construction the city will be required to obtain new equipment to do so. Kjolhaug suggested two additional sections be added to the recommendation, the small stretch on Strawberry Lane to Cathcart Park, as well as, the block from Eureka Road to Crescent Beach on Birch Bluff to the Tonka Bay border. Nielsen stated that, if the commission has additions, they should make them part of the recommendation they forward to the Planning Commission and committee for consideration. Robb stated that, without costs, he was uncomfortable adding the trails amendment to the Park Budget and CIP. Brown stated that, despite being part of the CIP, each section of trail will go thru an entire planning process and pursued on a case by case basis. If the dollar estimates are way off, the CIP will have to be tweaked to accommodate the costs. Robb argued that the trails should always be worked from the schools outward, not vice versa. Kjolhaug pointed out that every section on the map will have its own set of difficulties. Hartmann agreed with Kjolhaug’s additions that the trail run to Crescent Beach at the Tonka Bay border. The Commission had consensus on the two trail additions. Robb complimented the committee on a well thought out and executed report. He believes further discussion was warranted with regard to how the implementation will change the dollar values. Nielsen agreed, stating that the completion of even the first trail section will give staff a better understanding of the costs that can be anticipated for future projects. He relayed that the committee felt it important to have some success before embarking on sections that will provide bigger tests in order to get the process moving. PARK COMMISSION MINUTES TUESDAY, AUGUST 9, 2011 PAGE 4 OF 8 Edmondson moved, Kjolhaug seconded, to recommend the Trail Plan Implementation Report be forwarded to the Planning Commission for Public Hearing on 20 September with nd the additional trail segments on West 62 St from Strawberry Lane to Cathcart Park and the block from Eureka Road on Birch bluff to the Tonka Bay border at Crescent Beach. Motion passed 5/0. 5. DETERMINE NEXT STEP FOR BADGER PARK REHAB Anderson summarized the history behind the Badger Park warming house rehab project and relayed staff recommendation to paint the exterior, remove the lean-to structure, and perform other minor construction work, as well as, repair the stoops. She then invited Building Inspector Pazandak to share his comments and recommendations from a staff perspective on alternatives. Pazandak reviewed his submitted ‘wild ideas and wild cost estimates’ list of variables for consideration. He showed the Commission how changing the building structure, ever so slightly, leads to ramifications that seem to multiply with regard to frost, soils, footings, stoops, and more. Anderson pointed out that, at minimum, as recommended by staff, the exterior paint job and light construction work should be accompanied by the additional stoop replacement cost of $2250 per stoop as a safety concern. Chair Quinlan asked what the short term versus long term recommendation should be. Robb reminded the Commission that they had merely earmarked a face lift to make it more user friendly and coordinate with City Hall. In an effort to add more life to the building, Brown suggested the commission focus on the cosmetic practical changes as opposed to the entire building rehab at this time, with the given that the stoops be done. These items are affordable in the near term and then take time to determine what the future holds later. Chair Quinlan agreed that these items including the stoop, painting, lean-to removal, etc would buy them additional time to consider interior changes. Pazandak pointed out that if they were to swing the exterior doors in, then we would need to frame up an inner wall to limit access. If they chose to add or change the bathrooms for exterior access additional elements and costs would need to be considered approaching $15,000 to do so. Chair Quinlan asked if it was conceivable to do more than the facelift at this time. Pazandak stated that the Commission could recommend the removal of the hockey rink and use the city’s street sweepings for back fill to fill in the lower areas. PARK COMMISSION MINUTES TUESDAY, AUGUST 9, 2011 PAGE 5 OF 8 Brown explained that street sweepings are managed fill and is expensive to have hauled away to landfills. He was not aware of a way in which this could be used in landfill and questioned whether Engineer Landini was aware of a way to make use on site. He acknowledged that if they had found a way to make use of it on site the savings could possibly be re-directed to parks. Kjolhaug questioned whether the Park Commission truly wished to remove the structure altogether, not to mention the hockey rink. Robb moved, Edmondson seconded, to recommend the City Council award the painting contract to Eclipse Painting in the amount of $2090.00, the construction prep work to Pete Seamans Construction in the amount of $1975.00, and two stoop repairs totaling an additional $4500, (as a safety concern); the total project costs not to exceed $8565.00 Motion passed 5/0. 6. DISCUSS AND REVIEW OTHER COMMUNITY PARK AMENITIES Chair Quinlan asked each Commissioner to share their photos of various park amenities in a PowerPoint overhead that Anderson had assembled. Edmondson presented a handful of photos from Glen Lake Skate Park. Robb shared photos of skate parks and rinks in Carver County. Hartmann had photos from Braemar little league fields. Anderson shared Swaggert’s photos of Frisbee golf tees and baskets. Kjolhaug presented photos from Long Lake natural area and lake, as well as, the new Excelsior Community Garden. Anderson shared photos of the Mound skate park. Chair Quinlan shared photos from Plymouth’s Millennium Gardens, arbors, pergolas, sculpture and walkways. While the Commission took no action, Anderson noted that several members chose to share photos of skate parks and their amenities. Chair Quinlan suggested the Commission keep these ideas in mind as we move towards discussing the long term CIP and parks. 7. REVIEW AND DISCUSS CIP Anderson summarized the CIP for 2012 and beyond, presenting the planning tools to the Commission for their discussion; the current CIP, wish list, and priority needs assessment and asked them for feedback. She highlighted several suggestions laid out in the memo for consideration, the installation of message boards at the parks, moving the $12,000 for tot lot equipment into a separate line item, and moving the skate equipment and rehab up in the CIP. Edmondson suggested the Commission consider removing the garage storage shed down at the Southshore Center and replacing it with a shelter or pergola. Anderson indicated that the garage is on park property. She acknowledged that a pergola, similar to the Millennium Gardens would make a lovely backdrop for the Center, as well as Badger Park. PARK COMMISSION MINUTES TUESDAY, AUGUST 9, 2011 PAGE 6 OF 8 Anderson presented an estimate from Midwest Asphalt to overlay the grassy area under the current skate equipment at the Southshore Community Park in the amount of $9,500. She pointed out that, should the Commission choose to overlay the entire skate park surface, this would be an additional $14,600. Although a work program item for 2011, Anderson suggested the Commission discuss this further, since no dollars had been assigned to the project. Furthermore, given these estimates, she suggested the Commission consider whether they wish to move the skate park surface rehab and equipment replacement up on the CIP. Robb asked whether they were interested in still moving forward with the resurfacing, given the price. He suggested the Commission give thought to a new surface altogether, concrete as opposed to asphalt. Brown reminded the Commission that the current skate park is located on a reclaimed rest area site and little had been done to the surface. He indicated that concrete would be the preferred surface by skaters. Hartmann asked if the City had ever spoken to the boarders who use the park to see what surface or equipment they prefer. Anderson pointed out that year’s back, when the original equipment was installed, it was a group of young people who led the charge and designed the space. She agreed that, should the Commission choose to expand or change the skate park equipment, contact should be made with the skate boarding public. Director DeJong suggested, whether it is this year or next, that the Park Commission adjust its CIP by moving the currently budgeted $30,000 for the LRT out of the Park CIP and into its own Trail CIP and let the City Council determine how they wish to see these funds used or grow. By doing so, this would give the Park budget back the money to work with. Chair Quinlan pointed out that the Park Commission did not have to vote on the budget for 2012 and beyond this evening, but as a first brush give some thought to the CIP. He suggested staff go back and add the Badger swing set, message boards, move the trail item off and the Skate Park equipment and surface rehab projects up in the CIP and bring that back in September for the Commission to consider. 8. NEW BUSINESS 9. STAFF AND LIAISON REPORTS/UPDATES A.City Council PARK COMMISSION MINUTES TUESDAY, AUGUST 9, 2011 PAGE 7 OF 8 B.Park Commission Edmondson reported that, as liaison to the Park Foundation, the group is focusing their efforts on trying to brainstorm creative fundraising ideas. C.Staff  Update on Installation of Message Boards at Manor and Freeman Anderson reported that Public Works staff is installing the message boards at Manor Park this summer; however, the remaining purchase and installation of message boards for the other parks will have to wait until the 2012 CIP.  Status on Repair of Park Tour Findings Based on the 2011 Park Tours, staff was supplied with a list of items to address. Anderson had shared those items with the appropriate personnel and was pleased to report that many of the tasks had been accomplished by the Public Works Department on top of their other duties. The roof repair at Freeman shelter was underway. Silverwood Park tree trimming to showcase the new signage, re-enforcing the porta-potty fence, replaced damaged tennis backboard sheeting, moved the picnic table, and as mentioned by Director Brown, once the primary roadway projects are complete attention can be given to blacktop pathways in parks. Manor Park porta-pottys have recently been removed and interior bathrooms fully operational with locks. The trail access from the parking lot to the playground, once again, will be attended to once the rest of primary roadway work is complete. Building Inspector Pazandak is working on the gutter installation at Manor Park to address water issues; however, Public Works has top-soiled and re-seeded areas around the warming house.  Report on Meeting with Minnehaha Watershed District Regarding Freeman Park Anderson mentioned to the Commission that she and staff Grout and Administrator Heck, met with MCWD reps Eric Evenson, and James Wisker to discuss the Freeman Park Wetland Enhancement project. The group also toured the area. Although follow-up has not been scheduled, Anderson stated that the MCWD was interested in partnering in some way to improve the area, but was more excited in a potential creek restoration project, than wetland enhancement project. Anderson promised to update the Commission as available. D.Work Program PARK COMMISSION MINUTES TUESDAY, AUGUST 9, 2011 PAGE 8 OF 8 E.Quarterly Expenditure Report – will be provided at the next meeting, as Administrator Heck was unable to pull this information together prior to his absence. Robb asked that a grant report be supplied at the next meeting. Anderson stated that staff would pull the report to share, mentioning that once the new CIP is established it will be easier to direct their efforts towards different initiatives. 10. ADJOURN Robb moved, Kjolhaug seconded, adjourning the Park Commission Meeting of August 9, 2011, at 10:10 p.m. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder