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011216 PK MINS CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, JANUARY 12, 2016 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Mangold convened the meeting at 7:00 p.m. A. Roll Call ; Present: Chair Mangold, Commissioners Hartmann, Stelmachers and VassarCity Council Liaison Labadie; City Planner Nielsen Absent: Dietz B. Review Agenda Stelmachers moved to approve the agenda as written. Vassar seconded the motion. Motion carried 4-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 8, 2015 Stelmachers moved to approve the minutes of the December 8, 2015 meeting as written. Vassar seconded the motion. Motion carried -0. 3. MATTERS FROM THE FLOOR There were none. 4. DISCUSS 2016 WORK PROGRAM Nielsen stated the work plan on Badger field is being held up for the most part because of the need for direction from the City Council on Badger Park. He stated financing is also a major concern. He stated something needs to be done there. There will be more direction following the Council work session on February 5. He stated we did get a large grant for the field at Badger. We got $200,000 which is 2/3 of what was asked for. Nielsen stated the work program is sparse, but there are things we need to talk about. In March we will be looking at two new members. We’ve been directed to talk about the hockey rink at Freeman at the same meeting. A meeting is scheduled for February 2 with Tonka United to talk about the upcoming season. Tonka United stated they could reduce the tournament length. The Council was determined in past years that shuttling services be added. Hartmann asked if they could advertise the road closures in advance. Commissioners discussed publicizing road closures. There is a need for better communication from the City. Nielsen stated policing of all the events in the city is a real issue. Mangold stated he didn’t know for sure what tournament fees were. He believed the fees should be reviewed and changed in March. Hartmann stated other cities’ fees should be reviewed in advance. PARK COMMISSION MINUTES TUESDAY, JANUARY 12 , 2016 4 PAGE 2 OF Nielsen stated we need to talk about the skate park in April. If there wasn’t going to be a skate park there, we need to start thinking about other uses. Stelmachers suggested donating the usable stuff to Chanhassen to garner good will. Mangold stated there were some items on the list that could be moved to later dates. We need to revisit landscape standards and the review and update of the CIP. They could both be revisited after the park tours. Hartmann suggested Brown be available in February for the landscape standards discussion. Mangold hoped there would be something that could be implemented this spring. He also thought the tennis court conversation needed to be moved up in the year. Nielsen suggested it be brought up to March. Mangold agreed and noted hockey could be moved to later in the year. Hartmann asked if there was some way to find out what other grants were available. Mangold stated there was a national website which listed grants. Mangold suggested Cathcart be discussed. He stated the goal was to go back to Chanhassen with a plan and request for funding. He believed it needed to happen before the park tours. Nielsen stated he would try to get it in February or March. Nielsen added Cathcart to April. 5.UPDATE ON PARK INVENTORY AND PRIORITY NEEDS ASSESSMENT Mangold stated there were some items that were being followed closely on the CIP and some that were not. He questioned whether a time change was needed, the item needed to be moved, or the item needed to be removed. Nielsen stated the hockey rink in Cathcart was low; it was marked for 2015 replacement, and the amount marked was ½ of the replacement cost. He suggested ranges be used for replacement rather than an indicated replacement year. For example, a range of 25-30 years rather than a specific year could be indicated. He noted the trailer at Cathcart was in very bad condition. He suggested an estimate for a new trailer was a priority. Nielsen discussed new overlays for tennis courts, excluding Badger Park. He stated the perimeter trail at Cathcart was added. Mangold stated he believed the tennis court signs and little league field maintenance needs might need to be removed from the list. Nielsen stated the tennis court signs were a note for all the parks. He stated he didn’t think there was a fence at the field. Hartmann stated the hockey rink at Freeman was close to the one at Cathcart. She stated the question was whether there was a need for two so close. She suggested two small rinks at Freeman. Vassars stated the rink at Cathcart was surprisingly full for the most part. Mangold stated we need an amount for the trailer replacement. Hartmann suggested putting something with an actual bathroom at Cathcart. Mangold agreed we should discuss what was needed since we are working off an old list. Mangold suggested there should be benches around the rink. Commissioners discussed keeping better track of the number of rink users. Nielsen moved on to discussions of Freeman Park. Hartmann indicated there was a drainage issue in the fields. Mangold stated the fence needs work on all the fields. The fences curled on the bottom. Mangold asked that a column be added which showed the date of last review. Vassars suggested the document be used as part of the park tours. Notes could be made then of when the next review could occur. Nielsen stated the batting cage should be replaced by Little League. He stated it should be replaced every fifteen years, and replacement was long overdue. Mangold stated the one on field #3 was installed recently. The one over at field #2 wasn’t as new. Nielsen stated he would verify dates with Brown. Fencing was also discussed. Nielsen stated he would get replacement costs. PARK COMMISSION MINUTES TUESDAY, JANUARY 12 , 2016 4 PAGE 3 OF Mangold stated the trail was a conversation piece for resurfacing, and this needed to be included in the CIP. Commissioners and staff discussed trail replacement. Hartmann stated something needed to be done especially because of proximity to senior housing. Nielsen stated the volleyball court replacement was marked for 21 years. He also discussed Eddy Station maintenance. The hockey rink would be discussed in March. The picnic shelter was reroofed in 2009. We should look at the grade and columns. All the picnic tables were replaced. Tot lot replacement costs are shown lower. Nielsen stated tot lot replacement would be re-evaluated after the park tour. Nielsen noted the skate park would be discussed in April. Commissioners discussed maintenance at Manor Park. Nielsen stated a rain garden idea was abandoned at Manor. Hartmann stated it was discussed putting up gutters. Nielsen stated he would check with Engineering. Hartmann asked if the soggy area near the community tree would be discussed. Nielsen stated the entire area is part of a proposed drainage fix. 6. NEW BUSINESS Nielsen stated we did get approved for a $200,000 grant for Badger Park. He stated he met with lacrosse representatives to find the needed funding to cover the entire cost. It was decided there needed to be bids to determine much of a gap existed in order to know. Given what lacrosse and football have planned to contribute, we could be close. He stated it could be completed this summer. Vassars asked if the snow sculptures could be done next year. Nielsen stated he recommended it not be done. They could at some point in the future be placed along a walkway. Commissioners discussed timing and the bidding schedule. Mangold asked if the Park Commission would get to see the final bids. Nielsen stated it would come back to the Commission. Nielsen stated the Eagle Scout who had offered to build a flag pole has withdrawn his offer. 7. STAFF AND LIAISON REPORTS/UPDATES A. City Council Labadie updated the Commission on recent City Council actions. The Council thanked the Parks Commission for all their hard work to get the grant. B. Staff No further report. 8. ADJOURN Hartmann moved, Stelmachers seconded, to adjourn the Park Commission Meeting of January 12, 2016 at 8:09 p.m. Motion carried 4-0. RESPECTFULLY SUBMITTED, Clare T. Link PARK COMMISSION MINUTES TUESDAY, JANUARY 12 , 2016 4 PAGE 4 OF Recorder