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011404 Pk Mins CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JANUARY 14, 2014 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, ; Mangold, Dietz, and SawtellCity Council Liaison Hotvet; Planning Director Nielsen; Twila Grout Absent: None B. Review Agenda Hartmann moved to approve the agenda as submitted. Edmondson seconded the motion. Motion carried 7-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 10, 2013. Commissioner Kjolhaug moved to approve the minutes of the December 10, 2013 meeting as written. Sawtell seconded the motion. Motion carried. 3. MATTERS FROM THE FLOOR There were none. 4. DISCUSS 2014 WORK PROGRAM Commissioners reviewed the 2014 work program provided by staff. A suggested topic was outlining the master plan of each of the parks. Estimated items and time frames were noted in the CIP provided. Quinlan asked if there were any errors or omissions in the work plan compared to the CIP the Commission had recommended. Quinlan noted the community garden fencing has been completed and should be removed. It was noted 2013 items are also on the list. Quinlan noted 2014 is Badger Park for the most part. Quinlan noted Gideon Glen was pushed out to 2014 for signage and the parking lot. Nielsen noted they are together at this point. He noted the Council did not want to put the signage up until the parking lot has been approved by the Watershed District. Kjolhaug asked what the 2014 work program involves. Nielsen stated various topics have been identified for the Commission meetings. He asked the Commission to add/subtract, identify priorities, PARK COMMISSION MINUTES TUESDAY, JANUARY 14, 2014 5 PAGE 2 OF etc. He noted the master plan for Freeman Park showed a ball field removal, and no one is interested in losing one. He stated the master plans for the parks should reflect more of what is planned for the parks. Dietz asked when the master plans can be distributed. He suggested they be distributed so the Commission has more time to review prior to a meeting. Nielsen agreed. In response to a question from Dietz, Nielsen discussed the need for landscape components for the parks. He stated this includes City Hall. He stated there needs to be a manual which outlines what is expected at the parks in the way of landscaping and maintenance. Edmondson suggested the company used for landscaping be invited to meet with the Park Commission. Mangold noted it is his company that is doing the landscaping. Quinlan noted it would be good to have this as an agenda item. He suggested a boilerplate manual be used. Nielsen stated this is scheduled for the April meeting. Dietz suggested it would be a good idea to look at the parks before any firm decision has been made on the manual. Nielsen agreed. Kjolhaug suggested the discussion begin sooner so the manual is in place before the growing season. Nielsen noted the next two meetings are very full, but it could be added to the February agenda. Mangold discussed the importance of having a goal of how things will work. Hartmann asked if there is any way to get the City to tell us what the Public Works department is doing now. Nielsen stated that information would be provided. Kjolhaug stated we are also light in the details of how things are being done. He suggested this would be a good topic for the March meeting. Nielsen discussed the importance to keep the conversation going on Badger Park. Mangold was concerned about the park being delayed again and again. He stated he would like to see the work program spread throughout the year and not delayed so everything is done the end of the year similar to 2013. If Badger isn’t going to happen as scheduled, we will need to look at what else needs to be done. Kjolhaug asked for an update of the 2013 projects and whether they were completed. Nielsen updated the Commission on project progress. Kjolhaug asked if the rustic trail box culvert at Badger has been rolled into the comprehensive project. Nielsen noted it has but could be done independently if desired. Edmondson asked if the play field would be completed in time for the leagues at Badger. He urged staff to keep them informed of the status so they can make plans. Nielsen stated the leagues were told they would be out of service for one season. He stated they are aware they will lose field time. Kjolhaug noted other parks’ master plans have been included throughout the year for discussion. Nielsen stated the intent is to discuss Cathcart in July which will carry over into August. The discussion could be completed in one meeting. He stated it would be expected that any suggested changes would be brought back to the next month’s meeting. Kjolhaug suggested two parks be discussed at a meeting in order to use time efficiently. Nielsen noted there was thought given to always have an overlap of discussion of two parks per month. PARK COMMISSION MINUTES TUESDAY, JANUARY 14, 2014 5 PAGE 3 OF Dietz asked if there are any obvious questions identified for any of the parks’ master plans. Nielsen stated it is unknown. In advance of each meeting, staff will identify any issues of which they are aware. He noted some plans may be just fine. Dietz asked what our role is for Badger now that the City Council has “taken over”. Quinlan stated he sees the Commission’s role as the same to make recommendations. Dietz stated he understood the Council preferred Plan A and some preferred Plan B and will work on a decision at their work session. Nielsen stated his understanding they are leaning toward the Park Commission’s recommendation. What they have not decided on is the budgeting concern. Financing is their decision. Once they have decided on the concept, WSB will go back and do the preliminary plan. That plan will be brought back to the Park Commission for their review. Hotvet concurred. Nielsen suggested the Park Commission meet jointly with the City Council in March. Commissioners and staff discussed the preliminary numbers for the Badger Park plans. Mangold stated once those numbers are provided, it will be the Commission’s role to see if we can work with those numbers and make a recommendation to the Council. Kjolhaug stated as it stands now, our official recommendation is what is on the CIP. Commissioners discussed decisions which can be made while they wait for a final decision on the design. Kjolhaug discussed the importance of keeping alternative sources of funding at the forefront. Nielsen stated staff is looking at sources right now. He stated they are also talking to the Watershed District as an additional funding source. Kjolhaug stated he would like to get started on the Freeman and hockey rink discussion as early as possible, February for example. Quinlan asked if the information is available to begin discussion on Freeman. Nielsen stated there are options that need to be looked at such as what would need to be done to the parking lot should a portable rink be utilized. We would need to find out what would need to be done, could Public Works do the work, etc. He stated it could be moved up but he was concerned about loading up the February meeting. Kjolhaug suggested the discussion could begin in February and be carried to the March meeting. He believed it would be useful to hear from the user groups. He stated somehow we need to reach out whether it is having them at a meeting or get their written input on what they want to see. In response to a question from Hotvet, Quinlan stated smaller maintenance items do not show up on the work program. Nielsen stated parking lot striping generally shows up in the Public Works work program. He noted last year was a bad year as Public Works was very short staffed. Mangold asked about the status of the roofing and whether it should be a CIP item for us. Nielsen stated he will get a response. Mangold stated it is important for the Commission to know the schedule for what is going on at the parks. Quinlan suggested considering more standards be developed. Nielsen stated he would get the Public Works work schedule for the Commission. He stated there has been discussion about having one Public Works employee responsible for park landscaping. PARK COMMISSION MINUTES TUESDAY, JANUARY 14, 2014 5 PAGE 4 OF Dietz asked if the dog park discussion will be on the work plan. Nielsen stated it would be discussed in February with the skate park. Dietz stated the dog park decision is dependent on the master plan for the skate park. Quinlan stated that is the discussion for February. Mangold stated he would like to see the lighting schedules be a discussion item. Nielsen stated the lighting is based on what has been signed up for. There has been discussion about some remote control system so they can be turned on/off for an unscheduled use. Mangold believed the Commission should discuss how and when the fields will be lit. Nielsen stated there has also been discussion about requiring a deposit for users. Mangold also suggested the rink lighting be discussed. 5. SUMMER EVENTS Commissioners discussed the list provided of summer events which occurred in 2013. Quinlan asked if there are any major changes planned. Grout noted that no one signed up for kids’ yoga. Quinlan noted it was very helpful to have the number of attendees added to the list. Grout discussed the popularity of some of the programs. Edmondson asked if the Commission could suggest the movie this year. Grout will provide a list. Commissioners reviewed the list and attendance levels. They also suggested additional programs. Hartmann noted there is an education person on staff at the Watershed District who could be utilized. Nielsen suggested checking for programmers at Minnewashta Elementary. Commissioners reviewed costs. Quinlan noted there was a deficit of about $850. He asked if it should be absorbed or if registration fees should be increased. Grout noted there was a donation of $1000 to Music in the Park in Excelsior. Quinlan stated he was disappointed with the lack of recognition for Shorewood. Hartmann noted Excelsior wants to add another band but they didn’t make money in 2013. Edmondson discussed his concern about Shorewood’s involvement. Quinlan suggested this be a topic for the next park summit meeting. Mangold suggested we move forward with this list as is. The Commission concurred. Nielsen asked if any details were provided on accounting of the Excelsior music event. Hartmann stated she would like to know how many people showed up. Quinlan wondered how many Shorewood residents attended the event. Kjolhaug asked if the costs would remain the same in 2014. Grout indicated they would. Edmondson suggested trends be provided which would show whether there was an increase in attendance or a decrease. Commissioners discussed attendance numbers for the movie and the hoedown. Commissioners discussed the kayaking and standup paddle boarding which is staffed by Three Rivers Park District, story time at Manor Park, Kid Power, events at Freeman Park which are typically for younger kids, and geocaching. Commissioners discussed programming for seniors. Grout noted pickle ball is offered at Badger Park. PARK COMMISSION MINUTES TUESDAY, JANUARY 14, 2014 5 PAGE 5 OF Commissioners discussed the success of the Step to it Challenge. 6. NEW BUSINESS Quinlan noted his term is up in February, and he has decided not to renew his term on the Park Commission. He stated this will be his last meeting. Commissioners thanked him for his years of service. Commissioners discussed the snow sculptures at Badger Park. Edmondson stated this year’s snow is not in the best condition. Mangold stated the access needs to be barricaded to prevent vehicle traffic. 7. STAFF AND LIAISON REPORTS/UPDATES A. City Council B. Staff In response to a question from Kjolhaug, Nielsen updated the Commission on the Cathcart warming house. He noted it took some time to get the light back, and the warming house is open now. Mangold asked if rink attendants are providing the attendance numbers at the warming houses. Grout stated she would provide those numbers. 8. ADJOURN Edmondson moved, Kjolhaug seconded, to adjourn the Park Commission Meeting of January 14, 2014 at 8:50 p.m. Motion carried. RESPECTFULLY SUBMITTED, Clare T. Link Recorder