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121311 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, DECEMBER 13, 2011 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Quinlan convened the meeting at 7:00 p.m. A. Roll Call Present: Chair Quinlan; Commissioners Edmondson, Swaggert, Kjolhaug, late arrival Hartmann, and Gordon; Administrator Heck; Finance Director DeJong; City Council liaison Zerby; and Park Coordinator Anderson Absent: Commissioner Robb B. Review Agenda Swaggert moved, Edmondson seconded, approving the Agenda as presented. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of October 11, 2011 Edmondson moved, Swaggert seconded, approving the Minutes of October 11, 2011, as submitted. Motion passed 5/0. Hartmann arrived at 7:02pm 3. MATTERS FROM THE FLOOR There were none. 4. UPDATE ON ARCTIC FEVER Representative Davis was present to give a brief overview of the history of Arctic Fever, as well as, an update to the event and activities planned for January 14-15, 2012. Davis explained that the committee evaluates the event, participants, and activities annually. She estimated approximately 2000 people attended the various activities in 2011 and anticipated even more people this coming year. She complimented public works staff on their efforts to prepare the sliding hill bonfire, and groomed sleigh ride and ski-jor paths. Beyond a repeat of the very successful Arctic Fever Ice Princess Tea at the Southshore Community Center, Davis indicated that several new participants wish to get involved this year and next, hot air balloons, ice fishing contest, kites and more. She noted that they have done a nice job getting sponsors for the programs each year. While they can always use volunteers, Davis stated they would be assembling a spreadsheet for volunteers after the first of the year. #2A PARK COMMISSION MINUTES TUESDAY, DECEMBER 13, 2011 PAGE 2 OF 5 Zerby asked if they have levels or tiers for sponsorship which stretch people to commit to higher tiers. Davis stated that, in essence, they have a brochure for sponsors and a tier of $500 +. Chair Quinlan commented that it sounded as if the program has gotten to a point where it can solely on sponsorships. Davis agreed that, essentially, they use the City money as seed money each year to set up and reserve key ingredients early. Administrator Heck pointed out that the City should be holding the money and dispersing it out as needed for the community event. DeJong interjected that the finance department was establishing a liability account to carry over the community event program. Edmondson asked what the other cities contribute. Davis stated that each of the city’s pays for their own events and the others contribute $250 each towards printing and advertising. She mentioned that they do not purchase any print advertising but receive a lot of attention for the community event. Heck pointed out that, if it freezes, there will be a free skate rink at Freeman Park. The Commission thanked Davis for her dedication and commitment to the annual community event. 5. PARK MAINTENANCE AND REC BUDGET AND LONG RANGE CIP REVIEW Finance Director DeJong reviewed the separate park maintenance and park rec budgets for the Commission, stating that he met with Anderson, Park Secretary Grout, and Public Works Director to delineate the budgets. He shared additional information about the long range CIP which Anderson updated and supplied to him based on previous Park Commission discussions. DeJong acknowledged that, while the Badger Park item would be discussed late that evening, the Commission should look at the projects in the long range CIP lumped into 2013 and prioritize which ones should go forward first. By having this internal deliberation amongst themselves, and using the results of the 600 community surveys, DeJong was confident the Commission would determined what was in the best interest of the community. Heck suggested the Commission determine what changes need to take place at Badger, dust off the TKDA plans and discuss whether they are still relevant. Then take their recommendations to the Council with justification to sell their ideas to the City Council. Zerby concurred, encouraging the Commission to come up with explanations behind their priorities proposed to Badger. Chair Quinlan pointed out that he felt the Commission needed the dollar estimates supplied by Anderson in order to really evaluate and make priority judgments. PARK COMMISSION MINUTES TUESDAY, DECEMBER 13, 2011 PAGE 3 OF 5 Edmondson suggested the Commission host a work session dedicated specifically to Badger Park and recommended each Commissioner do their homework in advance by prioritizing their Badger Park wish list for discussion. Anderson pointed out that the Commission could easily schedule a separate work session in January or chooses to discuss Badger on their regular agenda. She intimated that the survey results may be available for their discussion, whether the results have been formally presented or not to Council. In addition, Anderson stated that the Badger item should be shelved until the Commission reaches that item on the agenda, because the work session may address a few questions the Commission has. 6. REVIEW WORK PROGRAM FOR 2012 Anderson presented the 2011 work session, noting that all of the items were completed that had been anticipated, other than those removed from the work session altogether. She commended the commission on its accomplishments over the past year and brought forth the 2012 work program for comment. She pointed out that a joint work session with the Council was slated for early in the year and that any improvements and discussion with regard to the future of Badger Park would be an ongoing component for several months, as well as, an item whose improvements may span several years. The Commission appreciated the spreadsheets and schedules provided by both DeJong and Anderson to assist them in their long term planning. 7. APPROVE EDDY STATION CONCESSION AGREEMENT Kjolhaug questioned whether the City should be asking for a higher annual fee from the concession operator or whether there might be some sports organizations who wish to operate the concession stand for their fundraising. Anderson interjected that the City struggled to find a concession operator willing to provide concessions at Freeman Park. She noted that the little league organization operates the concessions at the south end of Freeman Park but the city has been unsuccessful recruiting other organizations at the north end who wish to run the concessions at Eddy Station. Anderson indicated that the City preferred to view the concessions operation as an amenity they wanted to make available to people at Freeman as opposed to a money maker for the City. It was more important to find someone willing to run it, rather than get a big piece of the action. Anderson suggested the city contact the sports organizations again this year to determine whether there is renewed interest in operating the concessions in 2013. Edmondson moved, Swaggert seconded, recommending formalization of the 2012 Concession Operation Agreement with Russ Withum. Motion passed 6/0. 8. DISCUSS TKDA AND STAFF PLANS BADGER PARK ESTIMATES FOR PARK IMPROVEMENTS Anderson stated that, as laid out in the memo, staff inserted Badger Park cost estimates to contrast with those presented by TKDA and once again urged the Commission to consider whether the plan still makes sense. Heck brought out the TKDA drawing and asked the Commission how each of them saw the Park now versus a few years ago when this was created versus the use 10-15 years from now. PARK COMMISSION MINUTES TUESDAY, DECEMBER 13, 2011 PAGE 4 OF 5 Chair Quinlan urged the Commission to consider how or whether the park will be used differently with the re-development of the Smithtown Crossing intersection. He felt the improvements were more necessary than ever for the park due to the renewed viability of the Southshore Community Center and the proposed intersection development. Hartmann inquired over the use of the various current amenities. She stated that, although the Commission has mixed reviews with regard to the rink, are people using the facilities. Heck and Anderson pointed out that the tennis courts are used daily and continuously. The hockey rink is also used more informally by many skaters and pick up games In fact, the rink was acknowledged as one of the south lake best in the Lake Minnetonka Magazine in recent years. Swaggert moved that the Commission hold a work session in January dedicated to Badger Park. Heck pointed out that the regular agenda could be kept purposely light and still be dedicated to Badger Park discussion. He indicated that he would have staff scan and email the TKDA park packet to the Commission to use to prepare and rank their priorities, in conjunction with the proposed estimates from this packet, to discuss at their next meeting Swaggert withdrew his motion. 9. DETERMINE LIAISON FOR CITY COUNCIL MEETINGS IN JANUARY AND FEBRUARY January 9 – Hartmann January 23 – Kjolhaug February 27 – Swaggert 10. NEW BUSINESS There was none. 11. STAFF AND LIAISON REPORTS/UPDATES A. City Council Zerby reported that the City accepted its Green Steps Status and will begin discussing the use of solar powered parking lot lights. B. Staff 1. Park Staff Arrangement Heck reported that the City dissolved the agreement with CRR for Park Coordinator services going forward in 2012, to be handled by Heck and Public Works Director Brown. He commented that it will take two plus the assistance of Park Secretary Grout to perform the tasks previously handled by Kristi Anderson, of CRR. He assured the Commission that the City had been very happy with the work and performance by CRR but due to financial cutbacks and the City’s desire to dedicate CRR to the continued growth of the Southshore Community Center they will be expanding CRR’s role at the SSCC instead. He indicated that Twila Grout will be almost full time dedicated to parks, working with vendors, and fulfilling recreation needs for the parks. PARK COMMISSION MINUTES TUESDAY, DECEMBER 13, 2011 PAGE 5 OF 5 Edmondson voiced his concern that Heck and Brown are both very busy to be taking on this added responsibility and commended Anderson for her tremendous dedication, passion for and commitment to the parks and to all that had been accomplished under her leadership. Heck agreed that parks had been kicked into high gear under Anderson and assured the Commission that they would strive to maintain the same level of commitment. Edmondson and Chair Quinlan thanked Anderson for her passionate efforts on behalf of the parks, saying it had been very nice to work with her and that she would be missed but invited back to partner on recreation opportunities. Chair Quinlan added that it will be an adjustment for the Park Commission, to lose her perspective and historical connection. Anderson thanked the Commission, acknowledging the fact that she enjoyed working with the parks and assuring the Commission that she would continue to push staff to continue the momentum they had built she noted that Director Brown brings a long term and valuable historical perspective back to the Commission. . C. Grant Report Anderson shared the updated City Grant report for their reference. D. Badger Park Roof Repair Anderson informed the Commission of stop gap measures taken by Building Inspector Pazandak to repair some extensive cracking to the Badger Park warming house roof. Since Badger Park is part of the 2012 CIP discussion, staff asked Pazandak to perform just the most basic fix, to which Pazandak filled the cracks with step flashing for the interim. Due to no roof venting, ice dams, and stress from the amount of insulation in the roof, the cracking condition has worsened over time. 12. ADJOURN Swaggert moved, Hartmann seconded, adjourning the meeting at 9:15 p.m. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B Anderson Recorder