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091013 PK Mins CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, SEPTEMBER 10, 2013 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 Kjolhaug (arrived at 8:13 p.m.), ; Edmondson, Hartmann, Mangold, Dietz, and Sawtell City Planner Nielsen and Finance Director DeJong Absent: B. Review Agenda Edmondson moved to approve the agenda as amended: Update on Park Summit Meeting under Reports. Sawtell seconded the motion. Motion carried 6-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of August 13, 2013 Hartmann moved to approve the minutes of the August 13, 2013 meeting as amended: Page 3, There was discussion relating to the timing of the water line. Quinlan suggested the water line be added. Hartmann suggested it be added when the parking lot is redone. Sawtell seconded the motion. Motion carried -0. 3. MATTERS FROM THE FLOOR There were none. 4. CIP DISCUSSION Quinlan noted the Commissioners have reviewed the CIP and recommended what should be included and in what order. Nielsen noted the Council will be working on it in October. He discussed financial challenges with the 2014 CIP. He stated it will take an influx of cash to meet all the needs. DeJong distributed copies of the Park Improvement Fund’s Financial Management Plan. He reviewed the two versions which include the adopted 2012 plan and the plan reflecting all items discussed at the last meeting. Dietz asked if the funds from the sale of the house are included. DeJong stated the City Council has not committed the funds yet. The property has recently sold. Dietz asked if they are being asked to cut their requests to balance the CIP. DeJong stated the question is what does the Park Commission want to recommend to the City Council. If the City Council agrees, it is their job to find the funding. He stated the Park Commission’s role is to be a recommending body to the City Council following review and discussion. He stated funding could come from the General Fund balance, allocating funds from the sale of the house, declare a surplus in PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 10, 2013 5 PAGE 2 OF the water fund to transfer, or a variety of other sources. The task is to determine what really needs to be done for the good of the community. Edmondson stated the Southshore Community Center issue is holding up a lot of the decision-making process. Nielsen believed it would still continue in operation. He stated it makes a difference on the Badger Park design. Quinlan believed there is enough momentum to keep the Center running. Mangold stated there are more uses to Badger Park than being a subsidiary of the Southshore Center. Quinlan believed the Badger Park plan should move forward. Edmondson stated there is always the option to pull the plug on the design. Quinlan discussed funding possibilities. He asked how feasible it is to borrow from future years for current projects. DeJong stated you can go into deficit in any particular year, but you do have to have enough cash on hand to cover it over all. Hartmann stated there had been discussion to move the reroofing to this year. The water line for Freeman Park would be in 2017, and the Silverwood play equipment would be moved to 2018. The skate park would be either maintenance or grant funding. Commissioners discussed whether the skate park should remain. They discussed moving it to 2016. Commissioners discussed the timing for the hockey rink moving to Freeman Park. It was discussed it be put in 2014 for $40,000. Quinlan suggested it be moved to 2016 or 2019. Hartmann suggested 2015. Commissioners discussed whether the hockey rink moving should be tied in to the entire Badger Park project. Nielsen stated the Commission might want to consider for 2014 to have the hockey rink moved to 2015. It will give them more time to discuss the Excelsior and Tonka Bay options. Commissioners concurred. Cathcart will be adjusted to $40,000. Hartmann suggested it be maintenance and moved to 2016. Quinlan was in favor of lumping everything together for Badger in 2014 and was comfortable with making that recommendation to the City Council. Nielsen updated the Commission on the parking lot and signs at Gideon Glen and work on the siding at Eddy Station. Mangold moved to recommend to the City Council that the CIP be approved as amended: moving the Freeman Shelter to 2013, moving Cathcart to 2016 and increasing $20,000, lumping Badger Park improvements to one line item for 2014 $433,500, creating an additional line item for Freeman hockey for $40,000, allocate rehab of skate park to 2016, and add line item for Freeman Park water line for gardens for 2017. Edmondson seconded the motion. Motion carried 6-0. a. Quote for Bike Racks Quinlan reviewed the quote received for bike racks. Nielsen stated the intent is to add a bike rack at each park. Dietz reviewed his tour of all the parks to identify bike rack locations and reported on the parks that did not have bike racks. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 10, 2013 5 PAGE 3 OF Quinlan recommended bike racks be added at Freeman near the south end, Crescent Beach, Gideon Glen, and at the Skate Park. He didn’t think parks needed more than one rack. Dietz suggested the one at Cathcart be closer to the ball field rather than the tennis court. An additional rack would be added to Cathcart. An additional rack would be added at Manor Park. Dietz moved to recommend the addition of bike racks at Freeman, Crescent, Gideon Glen, Skate Park, Cathcart and Manor Parks. Sawtell seconded the motion. Motion carried 6-0. 5. DETERMINE DATE FOR OCTOBER AND NOVEMBER PARK COMMISSION MEETINGS Quinlan stated there are conflicts for the October and November meetings. Nielsen suggested the third Tuesday of the month. October 15 and November 19 were the alternate dates selected. 6. REVIEW QUOTES ON FENCING FOR BABE RUTH BALL FIELD Commissioners reviewed quotes received on fencing for Babe Ruth ball field. Nielsen reminded the Commissioners of the issue with the fencing because of frost heave. He also believed plowed snow pushes against the fencing. He showed photos of the damaged fences. He noted there could be trouble finding someone to do the work this fall. Hartmann suggested other quotes should be solicited. Nielsen stated they can certainly send it out to more companies. Dietz asked what would prevent this from happening again with the plows. Nielsen stated they cannot do this anymore. He reminded the Commission that this is a result of thirty years of frost heave as well. Mangold asked if the new fence would have a base rail as well. Nielsen stated he didn’t think it was needed if there aren’t any plows throwing snow against it. He stated it will include a bottom rail. Quinlan asked if the work can be done yet this year. Nielsen stated it probably cannot especially if we go out for additional quotes. Quinlan stated he didn’t think it should wait. Nielsen was unsure whether the low quote could complete the work this year. Kjolhaug stated he would be okay with the low quote received if staff is comfortable with the price. Quinlan agreed. Edmondson moved to recommend approval of the low quote with the stipulation it gets completed by this fall. Sawtell seconded the motion. Motion carried 7-0. Nielsen stated additional quotes will be solicited if the work cannot be completed. 7. UPDATE ON CATHCART PARK PARKING – CHURCH PARKING Quinlan stated the lack of parking at Cathcart Park was identified during the park tour. He stated the pastor at the church has corresponded with the City and has noted the park users are already using the PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 10, 2013 5 PAGE 4 OF church parking lot. Nielsen stated signs will be installed (No Parking on Grass) and games will be spaced to avoid overlap. 8. DISCUSS BADGER PARK PICNIC SHELTER PLANS AND PRELIMINARY DESIGN Nielsen stated there will be a lot of discussions about the park design itself. One of the things under discussion is how large the shelter should be. It had been agreed it should be closer to the east side of the park. The shelter should be similar to the one at Freeman and have restrooms inside. Edmondson stated it should hold at least ten tables. Edmondson requested the landscape architect from WSB attend a meeting before the preliminary design proposal is approved to present this proposal. Nielsen agreed he should attend. Dietz stated it appears the amount for the proposal is unclear. Nielsen stated the City would base their approval on a not-to-exceed amount. Additional meetings would increase the price. He stated this is the next step for the work at Badger Park. Edmondson suggested the first meeting proposed be included with the Park Commission meeting. Mangold moved to approve the proposal as submitted. Sawtell seconded the motion. Motion carried 7-0. Nielsen stated the City Council will be invited to a joint meeting at the October meeting. 9. MINNEHAHA CREEK WATERSHED DISTRICT REGARDING GIDEON GLEN Quinlan stated there was discussion at the previous meeting regarding who is responsible for what at Gideon Glen. Nielsen stated there is a provision in the agreement that we should meet with them once a year. An option is to either have a park commissioner be a part of that meeting or discuss concerns as part of the park tour. Quinlan stated Councilmember Woodruff encouraged a commissioner to be a part of the MCWD meetings. He asked that more details on this group be provided at the next meeting for further discussion. Kjolhaug stated he would be happy to offer to look over the agreement and to find out more about the committee. 10. GOOSE ISSUES AT SILVERWOOD PARK Commissioners and staff discussed possible solutions to the goose issues at Silverwood Park. Nielsen asked for direction. Quinlan suggested a plan be brought back for further review at the November meeting. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 10, 2013 5 PAGE 5 OF 11. NEW BUSINESS Quinlan stated a Councilmember has requested there be a joint skating area in the Excelsior Commons area, and the Shorewood Parks Commission become involved with it. Nielsen stated Mangold had indicated there are companies that prepare areas for rinks. Mangold stated it hasn’t been made clear what Excelsior wants at this point. Sawtell suggested the Excelsior business owners work on the rink. Edmondson updated the Commission on the recently held Park Summit meeting. He showed the map being created which shows all the park and recreation amenities in the south lake area. He discussed the importance of marketing the events. 12. STAFF AND LIAISON REPORTS/UPDATES A. City Council Nielsen stated there weren’t any Park Commission updates at last night’s City Council meeting. B. Staff a. Trails Update Nielsen discussed trail construction activity and future trail plans. Edmondson asked if the Co. Rd. 19 trail would be sodded or seeded. Nielsen stated it would be sodded. He stated it is well used. b. Financial Update 13. ADJOURN Edmondson moved, Sawtell seconded, to adjourn the Park Commission Meeting of September 10, 2013, at 9:15 p.m. Motion carried. RESPECTFULLY SUBMITTED, Clare T. Link Recorder