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091311 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, SEPTEMBER 13, 2011 MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Quinlan convened the meeting at 7:02 pm. A. Roll Call Present: Chair Quinlan; Commissioners Robb, Edmondson, Swaggert, Hartmann, and Gordon; City Council liaison Zerby; Finance Director DeJong; and Park Coordinator Anderson Absent: Commissioner Kjolhaug B. Review Agenda Robb moved, Hartmann seconded, approving the Agenda with items 5 and 6 reversed for discussion. Motion passed 6/0. C. Introduction of New Park Commissioner Chair Quinlan welcomed Commissioner Gordon to the Commission and asked her to share why she joined the Park Commission. Gordon stated that she was interested in the parks and outdoor activities in general. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of August 9, 2011 Robb moved, Hartmann seconded, approving the Minutes of August 9, 2011, as submitted. Motion passed 6/0. 3. MATTERS FROM THE FLOOR – There were none 4. REVIEW CIP Chair Quinlan asked whether the City Council would be comfortable with the Park Commission incorporating the ‘wish list’ items into the long term CIP. Anderson explained that, in a meeting with Finance Director DeJong, it was determined that it would eliminate inconsistencies between the three documents if they were combined, as well as, items would not fall thru the cracks that the Commission has on their radar. She reminded the Commission that the CIP is a ‘living document’ and that the only budget that staff is looking for a recommendation on is the 2012 budget at this time. DeJong concurred, acknowledging that the ‘wish list’ items can be viewed as lower priority but should be included. Zerby agreed that the long term CIP shows the City Council the bigger vision that the commission is considering, whether they eventually choose to go forward with the items or not. It gives the commission flexibility in their long term planning to have all the items in one place. As the Commission evaluated the 2012 budget, they realized, as Anderson mentioned earlier, that the Badger Park item should be discussed first before they can truly move forward on the CIP discussion. The Commission moved on to item 5, with the intent to return to item 4 afterward. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 13, 2011 PAGE 2 OF 6 5. REVIEW LONG TERM BADGER PARK PLANNING With regard to the Badger Park TKDA master plan recommendation, Chair Quinlan pointed out that it wasn’t practical to implement or make any recommendations without further discussion as to the future of Badger Park. Hartmann indicated that the MCWD made a recent presentation to the City Council regarding the historical and current condition of the City Hall campus area and suggested the Park Commission consider partnering with MCWD to, not only improve the parking lot layout, but the overall Badger park area, trail, creek etc, which was originally considered wetland. She stated that MCWD brought up the idea of improving this space and park. Anderson interjected, stating that a representative from MCWD will be making a similar presentation to the Park Commission in October. She noted that the representative was invited to discuss the potential for a Freeman Park creek restoration project and the possibilities for improving its parking lot. Anderson suggested she have them speak to potential recommendations or partnerships with regard to Badger Park as well. She pointed out that there are partners such as MCWD, Hennepin County, and USTA, to name a few that could be approached for shared funding. Robb stated that the Commission needs to figure out what it wants to do in Badger and then find a way or partners to help fund it. Edmondson pointed out that objections from the previous Park Commission included moving the tennis courts, removal of the hockey rink, and the overall hefty price tag associated with these improvements. Chair Quinlan noted that the options include retaining overall layout of the park, moving towards the TKDA vision, or coming up with something entirely new at a staff and Commission level. Swaggert questioned who the park was designed to serve. He found it confusing that, as a neighborhood park, it also serves as the City Hall campus and sports complex. He felt the Commission should spend some time defining the vision of this park. Robb explained that according to the vision that the commission shared with TKDA, the hockey rink is moved to Freeman Park to try to open up the space and possibilities at Badger Park. Anderson pointed out that the trial free skate rink is under consideration for this upcoming season and once the commission determines whether this is a desirable alternative, the long range plan can include moving the rink altogether to Freeman, if that is the direction the Commission wishes to take at a later time. Gordon was in favor of seeing a free skate rink at Freeman. Edmondson interjected, that not just a hockey rink, but a hard surfaced rink for year round use and hoops would be the best option. He liked the idea of moving the rink to Freeman eventually, especially in light of the fact that Manitou Park skating rink is nearby. He stated that Freeman is an ideal location for this winter activity, it has the parking, the warming house, and is quiet in winter. Robb agreed it was a shame that Freeman, the city’s premier park, sits empty most of the year. Chair Quinlan asked whether the commission should assemble a subcommittee to evaluate Badger and offer to include neighbors, members of the Council, Parks, and Planning Commissions, as well as, staff. He asked who would be in support of moving forward to discuss or layout a plan. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 13, 2011 PAGE 3 OF 6 Edmondson reiterated that, although budget would be a concern, he would support the long term discussion. Anderson stated that there would be an opportunity to identify potential grant partners as we move forward on various pieces of the TKDA design. Robb stated that he would stand behind the TKDA plan. Hartmann had reservations. Zerby stated that, from a City Council standpoint, he would want to know where the funding was coming from, as well as, address the line items dedicated to Badger over the coming years in the current long term CIP. He questioned whether the Commission wants to continue to ‘throw good money after bad’, only to revamp the whole park. Gordon questioned whether it was reasonable to assume or think the Commission could spend the kind of money that TKDA is recommending. Chair Quinlan agreed, stating that although it is a nice plan, there may be elements that are unachievable and other elements that staff can break down and obtain lower bids. Hartmann agreed that it would not hurt to have staff collect estimates and search for the partners. Anderson acknowledged that this is a park with special features, the City Hall campus, the SSCC, the park and fields. She suggested that staff take time to obtain some accurate estimates, as it relates to the TKDA plan, and submit them to the Commission as individual line items for their consideration. Swaggert reiterated that he was terrified of this fiscally. He urged the Commission to be cautious as it moved forward with this ambitious project. He questioned whether the City, as a whole, had the ability to maintain what it is they are building over the long term. He suggested the Commission consider investing in items that do not have to be replaced every 20 + years. Robb pointed out that the Commission would not be ‘adding’ to the current amenities list, tennis or rinks, but instead replacing those elements at different parks. DeJong interjected, reminding the Commission that, as an advisory board, they can offer the Council a compelling vision of what they wish the changes to the long term CIP should look like and ask for their support. Anderson repeated that, from staff’s perspective, she will take the TKDA back and begin to assemble some estimates for various elements of the plan, identify potential partners to join the efforts, and provide the Commission with updates to the line items as the original TKDA plan is ‘tweaked’. DeJong provided the Commission with additional expenditure reports and CIP financial documents and promised to review these in more details in the future. Robb asked why they did not match the documents in the packet. DeJong and Anderson tried to explain that these documents do not contain many of the newly consolidated ‘wish list’ and priority needs allocated to the CIP in their packet. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 13, 2011 PAGE 4 OF 6 Chair Quinlan directed staff to begin the process of investigating options for Badger Park, as well as, identifying the most cost effective way to implement elements of the TKDA plan, the timing of the plan and potential partners for funding. 4. CONTINUED - REVIEW CIP – (Att.-#5) Given the direction given to staff with regard to Badger Park, Chair Quinlan asked that the Badger Park expenditures be moved out of 2012 into 2013, in order to use 2012 as an exploratory and planning year. The Commission agreed to move the purchase of all the picnic tables into 2012 for $14,000. Robb asked whether the Park Commission should retain the Tree planting line item from the wish list. Anderson and DeJong agreed that this line item may not fall within the confines of parks along and recommended the Planning Department continue the tree inventory and wait for direction. Anderson reminded the Commission that several of the line items, such as the Skate Park resurfacing and Freeman Park parking lot estimates may not be entirely accurate, as she had not received comment back from her inquiry to Public Works Director Brown. Edmondson moved, Swaggert seconded, to move the 2012 CIP budget on to the City Council for their consideration and approval, acknowledging that the Badger Park improvements have been delayed until 2013 in order to give the Park Commission time during 2012 to discuss a long term plan for the Park. Motion passed 6/0. 6. REVIEW AND DETERMINE WHAT QUESTIONS THE PARK COMMISSION WOULD LIKE ON THE COMMUNITY SURVEY Anderson shared a handful of potential survey questions with the Commission for their consideration. She asked them to revise and then forward their chosen questions to the Council for the upcoming City wide survey. While Chair Quinlan found most of the questions to be favorable, he questioned the first one’s relevance considering staff obtains registration numbers for many of the programs listed and therefore it may be redundant information. He wondered if it may be more valid to ask ‘how many times have you visited the ’main’ headings from that questions omitting the detailed class listings, and instead adding items like tennis courts, ice skating rinks etc. In addition, the commission did not care for the ‘numbering’ order or system used in the first question. They preferred it be listed from left to right, highest to lowest site visit numbers, not exceeding a logical number such as 5 or so. The Commission also felt that staff does a wonderful job promoting and scheduling youth classes, thus ‘creating programs for youth’ as a line item for future projects was removed. Anderson stated that staff would make the revisions and send the questions along to the council for their consideration. She indicated that the two final questions may be asked in a more broad fashion within the survey. 7. RECOMMEND TO CITY COUNCIL FREE SKATE ICE RINK AT FREEMAN PARK Chair Quinlan stated that the free skate at Freeman Park was something the Commission had discussed for this coming season and asked for a formal motion to send to the City Council. Anderson explained that she and Administrator Heck had met individuals from Public Works at Freeman Park to discuss the location and maintenance requirements. She indicated that, as a trial this coming winter, PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 13, 2011 PAGE 5 OF 6 public works will flood and maintain Freeman Park open skate area, that the warming house will be manned mostly on weekends and holiday breaks, and that they will forego the rink at Silverwood Park this winter. Gordon stated that, as a resident near Silverwood Park, she agreed use of the skating pond has declined in recent years and that this is a good experiment. Hartmann moved, Gordon seconded, to recommend to the City Council that they direct Public Works staff to flood the free skate rink at Freeman Park this winter, in lieu of the pond at Silverwood Park. Motion passed 6/0. 8. REPORT ON SUMMER ACTIVITIES Anderson shared the summer report with the Commission pointing out many new and ongoing successful activities we have implemented in the parks.; the golf camp, safety camp, DNR Fin program, Story Time in the Park with the library, to name just a few. She invited the Commissioners to attend the Movie in the Park coming this Friday, as well as, promoting the Cinderella Daddy Daughter Ball and Oktoberfest. She asked for direction for summer 2012. Edmondson and Swaggert agreed to emcee the Movie in the Park on Friday. Hartmann stated that there is so much competition for music in the parks that she felt only one music program for kids was sufficient. The Commission agreed and directed staff to continue to build interactive items with the funds save from omitting Will Hale. Robb shared information he picked up from Cologne regarding the Drive-In Movie in the Park and suggested staff investigate this option for 2012. Anderson was pleased to oblige and thought this would be a great addition. 9. NEW BUSINESS – There was none 10. STAFF AND LIAISON REPORTS/UPDATES A. City Council Zerby indicated that Eagle Scout Terrence Haines came to the Council to share photos from his project at the Southshore Community Center. He had just completed the trail, steps and railing project, and benches for the SSCC. He reported that the Council was very impressed with the project and felt that it was a very worthwhile investment. Zerby also stated that the Council is working on a joint powers agreement for Christmas Lake boat landing to increase the inspection program. B. Park Commission C. Staff D. Work Program E. Quarterly Expenditure Report Anderson pointed out that this item had been reviewed during the CIP discussion. F. Grant Report Anderson shared the short list of grants that staff was working on and indicated that, with the consideration soon to be given to Badger Park, a variety of other grants may be pursued. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 13, 2011 PAGE 6 OF 6 G. Winter Activities Southshore Community Center/Park Commission Representation Swaggert stated that he would be attending the upcoming Arctic Fever meeting in October. Edmondson stated that he had attended the Park Foundation meeting and although there is nothing new to report, they are trying to develop some fundraising ideas. Chair Quinlan asked if the Commission wished to get more involved with the Southshore Community Center and encouraged the commissioners to get involved with, help share ideas for and assist Director Anderson. Zerby suggested the Commission consider reviving a relationship with the American Legion, a group who has a long history of supporting Shorewood parks. 11. ADJOURN Edmondson moved, Swaggert seconded, adjourning the Park Commission Meeting of September 13, 2011, at 9:45pm. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder