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06-12-12 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JUNE 12, 2012 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Quinlan convened the meeting at 8:01 p.m. A. Roll Call Present: Chair Quinlan; Commissioners Edmondson, Kjolhaug, Hartmann, Gordon ; and MangoldCity Council Liaison Woodruff; City Planner Nielsen Absent: Commissioner Swaggert B. Review Agenda Edmondson moved to approve the agenda as amended: move Item 6 after Item 3. Mangold seconded the motion. Motion carried. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of May 8, 2012 Commissioner Gordon moved to approve the minutes of the May 8, 2012 meeting as written. Hartmann seconded the motion. Motion carried. 3. MATTERS FROM THE FLOOR There were none. 6. EAGLE SCOUT PROJECT FOR SCOUT KIRCHER Park Commissioners revisited opportunities for various park projects for Scout Kircher who was present at the meeting. Quinlan suggested the possibility of having message board constructed or a rain garden next to City Hall. Woodruff stated the rain garden had been suggested a couple years ago as part of storm water management. He noted the City Engineer has additional information on the construction. Quinlan suggested other projects including the construction of a retaining wall at Badger Park. Nielsen stated the retaining wall is also on the list for Freeman Park. Quinlan stated also suggested are walking paths and a book exchange structure. He asked Kircher if any of the projects suggested interested him. Mrs. Kircher asked for more elaboration on working on the garden at Freeman Park. Quinlan stated borders would be more defined. Nielsen believed edging would be constructed of rock or brick, for example. The audience member asked who would purchase the material. Nielsen stated sometimes the scouts fundraise for the materials; in other instances, the City pays for the materials. Edmondson stated the preference is to have the scouts raise the money. Kircher stated he would be in favor of the rain garden construction. He didn’t know if the border construction would be enough of a challenge. Quinlan asked Kircher what he thought about constructing a message board. Kircher stated garden materials could also be planted around them. Mrs. Kircher stated the book exchange could also be PARK COMMISSION MINUTES TUESDAY, JUNE 12, 2012 5 PAGE 2 OF incorporated into the message board. Kircher suggested a message board be constructed for Freeman Park that would incorporate garden materials and the book exchange. Hartmann was concerned about how the garden would be tended after it is has been planted. Nielsen stated the volunteers for the garden maintenance are very popular. He stated a volunteer has come forward to plant flowers around City Hall. Gordon stated it is hard to find volunteers for Freeman, according to Larry Brown. Mangold recommended eliminating the garden around the message/book structure. Quinlan asked Kircher if he had a sense of how many hours it would take. Nielsen noted it took him a few hours to construct the one at Christmas Lake. Kircher noted he has a number of volunteers to help with the construction. Quinlan asked if the City has any concerns about the book exchange structure. Nielsen noted it hasn’t gone to the City Council for their review. Edmondson stated it could be promoted through the City’s website and newsletter. Quinlan suggested the structure be built for Badger Park first. He noted plans would probably need to be drawn with cooperation from City Hall. Nielsen discussed the structure area. Woodruff stated it needs to be determined what the size needs are, whether it will be enclosed or need shelter. It was explained it would be used for the City to post notices and not for residents to post information. Nielsen stated staff can help move the structure from Kircher’s house if that needs to be done. He stated there is money budgeted for message boards. Commissioners discussed the number of signs needed, how many book exchanges should be built, etc. Gordon asked whether one structure would be built first or all at once. Kircher suggested one be built and installed, and then it be determined whether others would be constructed. Quinlan stated the next steps would be to determine the size of the structure. Mangold suggested they be 4’ x 4’. Nielsen didn’t think they should be too massive and suggested 3’ x 3’. He stated staff can provide the drawings for them, and they will be the size larger than Manor and smaller than Christmas Lake. He suggested the one be larger at Freeman Park because of all the park activity. Quinlan suggested Kircher start working with staff on the next steps such as working out anticipated costs and coordinate construction with staff. Woodruff also suggested the book exchange structure be researched more and a proposal provided. Nielsen stated once the Park Board “blesses” the request, it will go to the City Council for their approval. Edmondson stated he would like to see an effort to have the materials donated or paid for through fundraising efforts. Mangold suggested the book exchange start out in one park to begin with. Quinlan reviewed the next steps for Kircher. Nielsen stated if there are any suggestions where the book exchange should be located, he would welcome them. Quinlan also suggested staff provide locations for the structures at the next meeting. Mangold suggested plans be drawn and the structures be constructed, and locations be discussed at the next meeting. Gordon stated she is very comfortable with what the message boards will look like. Woodruff stated the issues are why the message boards are needed, what the book exchange structure is all about, and funding. Gordon recommended that Steve Kircher and troop members build message boards for our park as well as a book exchange structure for Badger Park. PARK COMMISSION MINUTES TUESDAY, JUNE 12, 2012 5 PAGE 3 OF Hartmann suggested adding seating for the tot lot at Silverwood as a possible Scout project. Woodruff stated he would also like more explanation of what coordinating garden projects entails. Nielsen stated better descriptions will be added for next month’s continuing discussion. 4. REVIEW/DISCUSS PARK TOURS Quinlan opened the floor for discussion of this evening’s park tour. Edmondson stated the sport court at Manitou Park appeared to be sticky, and the glare was there. Gordon stated the big question is how it would hold up if it is laid over a crumbling surface. Nielsen discussed the sport court construction process. Hartmann asked if it would be possible to get a breakdown of the versa-court vs. the sport court process and the size requirements. Nielsen stated the information can be provided. Nielsen stated he did not note any glare off the tennis court at Eden Prairie. Quinlan stated the Eden Prairie facility is several years old, while the one in Tonka Bay is brand new. Edmondson reviewed discussions of Gideon Glen and suggested improvements. Nielsen noted a plan for Gideon Glen will be provided to the Commissioners. Quinlan discussed the need to determine what kind of amenities we want at Gideon Glen. Nielsen stated the Comprehensive Plan lists all the parks, and a minor amendment could include Gideon Glen. Edmondson discussed the need to get more funds allocated in the CIP for this area. Nielsen believed the bulk of the maintenance is the trail. Edmondson believed the educational marketing of the area should be promoted more to the schools. Kjolhaug stated he would like to find out what kind of parking opportunities are at Gideon Glen. Edmondson discussed the skate park. He noted usage has declined. The garden plots have become very popular. Quinlan stated there was discussion about how much it is being used as a skate park and whether it should continue in that manner. Kjolhaug stated he would like to look into having fencing around each garden plot similar to what Excelsior does. Woodruff noted the fencing is just up against the parking lot. Gordon asked if it is not being used because of the older equipment or the fact that people aren’t skating any more. Edmondson suggested recognition be given to the garden volunteers. Nielsen stated there are newsletter articles, and in the past they have been invited to the volunteer appreciation party. Edmondson discussed vandalism at Manor Park. He noted the mulch and grass areas are sparse and need attention. Commissioners also discussed drainage issues at the park. Woodruff stated there appears to be confusion about gutters and whether there are going to be some installed. Nielsen stated he would discuss it with the Building Official. Quinlan suggested the overall effort for maintaining the gardens at all the parks be discussed at the next meeting. Edmondson suggested more information also be provided on the Shirley Rice fund at the next meeting. Woodruff noted there are certain requirements for where the funds can be spent. Quinlan asked for information on the status of the tree at Manor Park. PARK COMMISSION MINUTES TUESDAY, JUNE 12, 2012 5 PAGE 4 OF Edmondson noted the grass is very sparse at Silverwood Park. The backboard at the half court of the tennis court was not striped. He stated users of the basketball court have suggested some kind of barrier be constructed to keep balls from going into the pond. Quinlan noted there is a retaining wall that needs to be repaired as it appears to be bowing in. Kjolhaug stated backboards should also be installed. Nielsen stated the ash borer will probably wipe out ash trees in Minnesota. The current thinking is to get something else growing now so there is something in place when the ash trees are eradicated in all the parks. He noted the ash tree inventory will be brought to the Commission when available. Mangold asked if the City negotiates any end-of-season deals with nurseries. Nielsen noted we have not for a number of years. This year Shorewood joined with Minnetonka to offer trees for sale at reasonable prices. He stated the program will be expanded further next time. Edmondson moved on to the discussion of Christmas Lake. He stated there is a drain plug issue that needs to be resolved. He stated it was also commented whether the ramp is adequate. Woodruff stated there is a discussion with the DNR about who is responsible for the maintenance of the ramp and dock. The DNR agreed to put the dock in, but they are still not in agreement about who will take it out. Edmondson suggested a light pole be installed at the access. Nielsen stated we are not entirely certain this is a sustainable area. We are not certain the level of inspection will continue, and it is very expensive to have 100% inspection. Kjolhaug asked if the Park Commission has any jurisdiction over the access. Nielsen noted it is a park. He stated it would be worth checking around to see what other small access points have. He stated the residents in the area would want to have their say. 5. PRIMARY ELECTION AUGUST 14 – DETERMINE DATE FOR PARK MEETING Quinlan noted the August meeting falls on the Primary Election date, and it needs to be rescheduled. He discussed possible meeting dates. Woodruff suggested August 15. Commissioners concurred, and the August meeting will be held on August 15. 7. FINANCIAL UPDATE ON CIP AND OPERATING BUDGET Quinlan reviewed the financial update on the CIP and Operating Budget and noted the year-to-date actual is approximately $27,000. Nielsen noted Bruce DeJong will be present at the next meeting to discuss this information in detail. Woodruff reviewed the information provided showing what is in the Capital Fund, expenses, and revenues. He noted they are well within budget. Commissioners discussed the fund. 8. DISCUSS MANOR PARK TENNIS COURT NEIGHBORHOOD MEETING AND DETERMINE STATUS OF COURTS Commissioners discussed the tennis court at Manor Park and the need for it to be upgraded. Nielsen stated we will have a firm number for the work once we get an additional quote. Whatever the cost, it wasn’t in this year’s budget. PARK COMMISSION MINUTES TUESDAY, JUNE 12, 2012 5 PAGE 5 OF Gordon stated the bigger issue is whether we feel comfortable moving to a different kind of surface. She stated she was comfortable doing so. Edmondson stated Manor Park would be the perfect park for a pilot program for this type of surface. Mangold discussed the possibility of funding from USTA if the court is retrofitted for the under-10 age group. 9. MESSAGE BOARDS Quinlan noted the Commissioners have all agreed on the direction this item should take. 10. NEW BUSINESS None 11. STAFF AND LIAISON REPORTS/UPDATES A. City Council Woodruff stated the City Council took part in a joint worksession with the Planning Commission. The Smithtown Crossing redevelopment study was discussed. An amendment to the Comprehensive Plan is proposed. The 2013 budget calendar was approved. B. Staff and Liaison Reports/Updates Quinlan asked for input on the trail plan. Nielsen stated the Planning Commission was directed to prepare a trail plan. He discussed a future trail near Xcel Energy and the need for easements. There will also be future discussions about an overpass over County Road 19. C. Work Program Update 11. ADJOURN Edmondson moved, Kjolhaug seconded, to adjourn the Park Commission Meeting of June 12, 2012, at 10:20 p.m. Motion carried. RESPECTFULLY SUBMITTED, Clare T. Link Recorder