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08-15-12 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL WEDNESDAY, AUGUST 15, 2012 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, Kjolhaug, Hartmann, ; Gordon and MangoldCity Council Liaison Siakel; Public Works Director Brown, City Planner Nielsen, and Finance Director DeJong Absent: Swaggert B. Review Agenda Edmondson moved to approve the agenda as written. Mangold seconded the motion. Motion carried. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of July 10, 2012 Commissioner Gordon moved to approve the minutes of the July 10, 2012 meeting as written. Mangold seconded the motion. Motion carried. 3. MATTERS FROM THE FLOOR Charles Babcock, Shorewood resident commended the Park Commission and City staff for the work that has been done in Manor Park. He stated trees he donated are being well cared for and growing well. He stated he and his wife have been caring for the rock gardens in the park and would like the Park Commission to consider adding a water source. He also suggested a path be added around the park. He discussed his concerns about safety in the park and suggested the nets be moved back. Gordon stated that was discussed at the park tour and believed it would be a simple task. Brown stated he would speak to the appropriate parties to have this done. He also requested mulch for the trees, and if it is brought there he would take care of it. Quinlan stated the Park Commission will take his recommendations under advisement and discuss. He thanked Babcock for his stewardship to the park. Brown commended the Babcocks for all their work at the park. He stated Babcock had asked if a hydrant could be placed near the warming house. He stated he will review the files to research whether a water line is a possibility. He noted the Health Department views the hydrant as a possible contamination source. Brown discussed the issue of having a path. Quinlan noted the Commission has discussed a path option for the park, and it is an option. The layout of the park suits itself well for a path. Brown stated the leagues that use the park have been asked to re-orient the field, and it is a challenge to get it done. He will talk to them again. Brown stated he will find mulch for the trees. Hartmann stated the high school sells mulch as a fundraiser. Edmondson thanked the Babcocks for their hard work. 2A PARK COMMISSION MINUTES WEDNESDAY, AUGUST 15, 2012 6 PAGE 2 OF 4. BUDGET REPORT FOR SUMMER EVENTS IN 2012 Quinlan noted financial information has been provided for summer events in 2013. DeJong discussed the need for items to be included in the 2013 budget. He discussed items that are over and under budget and adjustments which should be made. He noted field programming will be done by an outside source. DeJong discussed increases in programming costs. Commissioners discussed funding for 2013. DeJong reviewed proposed capital projects for 2013. He stated decisions need to be made about what should be there. He noted the City Council will be discussing capital plans for the entire city starting October 8. He stated the Park Commission should come to a decision about what park projects should be included. Quinlan stated it should be an agenda item for the Park meeting on September 11. Mangold asked how 2012 and 2013 compare. DeJong stated if everything were purchased as noted in the memo provided, it would be over budget. Edmondson stated he hasn’t seen anything over budget yet in all the time he has been on the Park Commission. Nielsen stated the message board item would be less than what it is shown, because the Scouts are doing the work. Brown also noted the buckthorn removal project would also be partially paid through grant money, and volunteers are doing a good portion of the work. Commissioners continued to review the budget items provided. Nielsen discussed park dedication fees received and others that will be coming with future development. 5. PARK VANDALISM – DISCUSS SOLUTIONS/PLANS Brown reported on recent vandalism at Badger Park. He noted fluorescent lights were broken which are considered hazardous waste. He stated vandalism has been less than other years. He noted it tends to move around over the years. The issue now is people entering the warming houses. He discussed steps taken to fortify the buildings to prevent misuse. He noted he and Nielsen have discussed what is appropriate at the parks such as lighting, camera surveillance, and alarms. Quinlan asked which parks have alarms. Brown noted Manor Park is the only park with an alarm system. Quinlan asked if it would be wise to have them at more parks. Brown agreed it would be a good idea. Edmondson asked if the structure at Badger is just a garage door that was broken into. Brown noted an auxiliary door was broken into. Quinlan asked if signage would be any kind of an effective deterrent. Brown noted it is a worthwhile investment, but it is hard to determine its effectiveness. Nielsen stated some stouter locks were also installed. Brown stated kids are trying to pry the latches away from the frame with a crowbar. Quinlan asked if staff had recommendations to prevent vandalism. Brown stated they will continue to develop another system for Badger Park similar to what was provided for Manor Park. He stated increased lighting could also be done as part of the current budget. He noted he would continue to keep the Commission apprised of what is being done. In response to a question from Mangold, Brown noted timers would be installed on lighting. Nielsen stated kids are also tearing around Freeman Park, and there is talk about adding posts that can be broken off to deter careless driving. Kjolhaug arrived at 7:59 p.m. Brown discussed the plan to add posts that can be removed in the event of a storm for a storm debris storage site. He noted all options will be considered. Hartmann asked if another area in Freeman Park could be used. PARK COMMISSION MINUTES WEDNESDAY, AUGUST 15, 2012 6 PAGE 3 OF Brown stated during a large disaster, the City has very few sites to use. He stated there are very many considerations that come into play when selecting a location. Nielsen stated the site in Freeman was chosen because of the careless driving area. Mangold suggested there be some kind of gate system at some point in the future. Brown stated that could be a consideration. Nielsen stated it would be worth looking at. 6. DRAFT COMP PLAN AMENDMENT Quinlan noted a Comp Plan Amendment is a proposal for Gideon Glen to designate it as a park. He stated the procedure was discussed at the last meeting about how to proceed. Nielsen stated the Commission had discussed adding Gideon Glen as part of the park system. He suggested a simple amendment be made to the Comprehensive Plan. He suggested it be on the next Council meeting and have it heard as a public hearing at the Planning Commission meeting. Quinlan supported the recommendation. Kjolhaug asked what park maintenance would involve at Gideon Glen. He stated there are wetland issues. Nielsen stated the watershed district has been restoring the land to a prairie, have planted trees and done many vegetative improvements. He stated the City is responsible for storm water improvements. Brown stated the city has the responsibility no matter what the designation is for the area. Commissioners discussed the area. Kjolhaug asked if there is a copy of the wetland management plan he could review. Nielsen stated he believed the agreement with the watershed district includes the details, and a copy would be provided. Commissioner Edmondson moved to recommend approval of the Comp Plan Amendment as written. Commissioner Gordon seconded the motion. Motion carried. 7. REVIEW COSTS AND FEASIBILITY OF MOVING HOCKEY RINK/LIGHTS FROM BADGER PARK TO FREEMAN PARK Quinlan noted the Commission discussed the idea of where the hockey rink at Badger Park should be located and if it should be moved to Freeman Park. The costs to complete a task have been provided by staff tonight. Brown discussed items to consider and noted he discussed the project with Woodbury. He noted orientation on the site is a consideration. He noted utilities run across the north and east on the site. He stated ice conditions are not favored when there are utility lines in the area. Brown noted he viewed other areas to see if there is a better location for the rink. He noted another option would be to take out a ball field to make room. Edmondson asked if it would be possible to have a portable rink. Brown stated construction and deconstruction is a consideration as far as cost consideration. Hartmann asked how having a hard surface would impact watershed concerns. Brown discussed restrictions but stated there could be other areas in Freeman where a sedimentation pond could be constructed before it drains out. Gordon was concerned about the lack of trees in the area suggested. Brown stated there are decisions that need to be made before trees are an issue. Commissioners discussed the feasibility of a portable rink and how it would be lit. Nielsen stated the lighting at Badger would need to remain at Badger for the football field. Gordon was concerned about the cost proposed to move the hockey rink. Quinlan stated this is the information that is needed in order to PARK COMMISSION MINUTES WEDNESDAY, AUGUST 15, 2012 6 PAGE 4 OF determine whether we even want to move the rink. He stated another option is to eliminate the rink entirely. Commissioners discussed whether the rink should be moved. Hartmann stated there will be real issues with the watershed district. Quinlan agreed. Edmondson stated the rink should have been at Freeman to begin with. Quinlan stated it is a lot of money to move an existing facility. Edmondson noted the 2013 budget has monies budgeted for improvements to the rink if it remains at Badger Park. Mangold asked what the life span is for current hockey boards. Brown stated something needs to be done because of frost heave. Mangold stated the hard surface would be required at Freeman because of questionable ground. Brown stated there is considerable investment involved with a portable rink. He stated there is a lot of demand for the rink at Badger. Nielsen discussed problems associated with the master park plan. He believed they need to take a second look. Brown noted the soil at Badger would also need to be stabilized. Under either scenario, the costs are exorbitant. Edmondson stated he is familiar with other surfaces that would be a multi-purpose court for year-round use. He asked if that is an option at Badger. Nielsen stated it would be like paving over a wetland. Kjolhaug stated if the unstable ground has been a problem for a long time. Brown stated it has been an ongoing problem. Kjolhaug agreed with Mangold that the current rink is failing. He compared and contrasted the two sites and issues involved with the move. Gordon asked how many years are left for the rink at Badger. Brown stated it would be good for five more years, and he discussed continued maintenance at the rink. Kjolhaug believed there would be cost savings associated with having an updated rink. Siakel asked if there would be another location in Badger for the rink or perhaps explore a joint hockey facility at Manitou Park in Tonka Bay. Quinlan stated a joint rink could also be another option. Nielsen agreed that would be something to look into. Edmondson suggested a joint meeting with their Park Commission. Brown stated there are timing issues with the budgeting cycles. Nielsen suggested the major improvements for Badger be bumped to 2014 for now and continue discussions. There would need to be discussions about what should be included in 2013. One thing would be the Manor Park tennis court. He suggested another meeting be held in August or September to review the process for the CIP. Quinlan believed if the Badger issue is pushed to 2014, the other items for 2013 can be discussed at the September meeting. The Commission agreed. 8. REVIEW COST ESTIMATES FOR FENCING AT COMMUNITY GARDENS He stated they estimated at the staff level, the cost for black coated vinyl fencing would cost around $5,000. A better number would be available at the next meeting. He noted the Excelsior fence is only five feet high. He stated another option is a California style that is wood structure with vinyl fencing. He noted they cost more and have more maintenance. He recommended sticking with the black vinyl. It would be to expand it as demand requires. Nielsen stated staff talked about having a six-foot high fence. He stated he could get quotes for both heights. PARK COMMISSION MINUTES WEDNESDAY, AUGUST 15, 2012 6 PAGE 5 OF 9. REVIEW COST ESTIMATES FOR FENCING AT LITTLE LEAGUE FIELDS AT FREEMAN PARK Brown reviewed quotes received for fencing at the fields at Freeman Park. Kjolhaug asked if posts can just be replaced or if the fence is defective. Brown stated the fence is defective. Edmondson asked how often there is a need. Brown stated this is the first time he is aware of a complete replacement, although routine repair has taken place continuously. Edmondson asked if there are any funding offers from the league. Brown stated there hasn’t been any funding indicated. He stated the City needs to take on this project as a liability concern. He recommended approval of the request. Hartmann asked if that would be done this year. Brown stated it is the Commission’s choice as there are funds available. Quinlan asked if the replacement would impact upcoming games. Brown believed that it would. Edmondson asked if there is time after the games are over before winter sets in. Brown believed there would be time. Siakel noted there is money available. Commissioner Hartmann recommended approval of the fencing replacement following completion of games in the fall. Commissioner Edmondson seconded the motion. Motion carried. 10. APPROVE PURCHASE OF PICNIC TABLES Quinlan noted staff is recommending the budget be amended to purchase additional picnic tables. Twelve tables are remaining to be purchased. Gordon agreed they should be purchased. Commissioner Gordon recommended approval of twelve picnic tables. Kjolhaug seconded the motion. Motion carried. 11. REVIEW QUOTE FOR MANOR PARK TENNIS COURT Quotes were presented for the Manor Park tennis court. Edmondson discussed the various surface types and playability of courts based on the kind of surface. Gordon stated it has not been recommended that Manor court be resurfaced because of the unstable soils. It was agreed Manor Park is a good location to try the newer surface. Kjolhaug stated he would support either surface, but he would support the shinier surface. Mangold stated he would prefer the other option that isn’t as shiny. Nielsen stated the one question was the preparation. He noted the sport court has a very detailed process. He noted the versa court preparation is very similar. Commission Edmondson recommended approval of the versa court surface for Manor Park tennis court. Mangold seconded the motion. Motion carried. 12. NEW BUSINESS None PARK COMMISSION MINUTES WEDNESDAY, AUGUST 15, 2012 6 PAGE 6 OF 13. STAFF AND LIAISON REPORTS/UPDATES A. City Council Nielsen updated the Commission on park-related City Council action. Siakel was welcomed as the Park Commission liaison from the City Council. She noted there was a presentation from Chief Litsey of the 2013 SLMPD budget and discussion of the social hosting ordinance. B. Staff 1. City Wide Tree Inventory – Park Plan Nielsen stated an inventory of trees in city-owned property is being done in order to address tree infestation proactively. He stated the inventory should be done sometime this fall. He discussed a possible replacement process. He stated any replacement wouldn’t come from the park budget. He stated more information will be provided to the Park Commission. C. Work Program Update Kjolhaug asked if the buckthorn removal project has been completed at Freeman Park. Brown stated staff is working on the project. Nielsen stated the scouts are working on the message board project. The trail on the other side of the trail in Badger Park won’t be done at this time. 14. ADJOURN Hartmann moved, Kjolhaug seconded, to adjourn the Park Commission Meeting of August 15, 2012, at 9:11 p.m. Motion carried. RESPECTFULLY SUBMITTED, Clare T. Link Recorder