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091316 PK Min CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, SEPTEMBER 13, 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 Vassar, Kobs, Rock, and BarrCity Council Liaison Woodruff; Finance Director Bruce DeJong; City Planner Nielsen Absent: None B. Review Agenda Kobs moved to approve the agenda as written. Rock seconded the motion. Motion carried 5-0. 2. APPROVAL OF MINUTES 2. Park Commission Meeting Minutes of August 23, 2016 Rock moved to approve the minutes of the August 23, 2016 meeting as written. Kobs seconded the motion. Motion carried 5-0. 3. MATTERS FROM THE FLOOR There were none. REVIEW UPDATES OF CIP 4. DeJong reviewed the updated CIP created as a result of discussions at the August 23 meeting. He noted $400,000 has been added for Badger Park Phase 1. $10,000 was added for the Freeman Park south parking lot for a total of $60,000. Nielsen stated the estimate for the parking lot is $85,000. DeJong stated money was added to the Cathcart tot lot in 2018. Badger Park Phase 2 will be in 2019 with the current engineer’s estimate for improvements. The Freeman north playground equipment was moved to 2020 at $100,000 and Cathcart hockey rink at $150,000 in 2020. He indicated the net effect doesn’t change a whole lot. There will be deficit in 2019 when the Badger Park Phase 2 improvements are made. DeJong stated the City Council would consider transferring some of the general fund surplus into the CIP in 2019. He also discussed proposed transfers which could begin in 2018 and will be discussed with the City Council in the spring of 2017. He asked the Park Commission for their input. In response to a question from Woodruff regarding the Mattamy fees, DeJong indicated where those fees are indicated in the CIP. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 13, 2016 4 PAGE 2 OF In response to a question from Mangold, DeJong explained how the park amenities could be included in the CIP for better projections. Mangold stated he would like to see us get to a point where there is a suggested replacement date, and nothing gets pushed out to a later date. Kobs agreed with Mangold’s suggestion. He believed a full inventory would be a valuable tool. DeJong stated you can run into some nasty surprises when equipment does and something needs to be done right away because it hasn’t been part of a regular replacement schedule. Mangold stated it’s easy to do that moving forward with new equipment but not so easy when you don’t know when a piece of equipment was installed. He stated it appears that a lot of items are lumped together. He stated we need to find a way to phase replacements. Nielsen discussed the difficulty of replacing playground equipment on a schedule. He stated when equipment is still in good shape, it is foolish to replace it even if it is scheduled for replacement. Vassar asked if we need to have a plan before we check out grant possibilities. Nielsen stated there definitely needs to be a plan, the more detailed, the better. He discussed current funding opportunities. Vassar suggested setting a timeline for plan preparation. Nielsen stated we should look at next year’s budget, determine funding availability, and develop plans before we apply for a grant. Woodruff stated grants are uncertain. He suggested creating a budget, put them on a schedule, and determine where internal funding might come from. He stated funds come and go. Rock suggested obtaining competitive bids for items in the next year’s budget. Woodruff asked if any of the equipment is part of a state contract. Nielsen stated he was sure they were. Woodruff explained the state contract. Mangold stated he believed we need to step back, determine what parks are in need of replacement, and move ahead with replacement. 5. CATHCART TRAIL REVISION Nielsen stated staff is working on a graphic for the trail and have been working on a cost estimate. Once it is completed, the Commission can determine when to go back to Chanhassen. Nielsen discussed the ownership and maintenance of the park. Nielsen suggested another graphic to show Chanhassen might be one showing how many residents from each city use the park. Mangold didn’t think this was a priority right now. Vassar suggested it be moved to 2018 with the Cathcart playground placement. Nielsen stated the trail isn’t on the CIP right now. 6. FREEMANPARK A. South Parking Lot Pavement Mangold noted the City Engineer has provided a quote for $85,000 for the parking lot while we have budgeted $60,000. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 13, 2016 4 PAGE 3 OF A member of the audience stated the parking lot raises a lot of dust and dirt. She stated she has a petition from 62 units in the area who woud like to see the lot paved. Park users are also in support of the parking lot pavement. Mangold asked if there are dust control measures being done now. Nielsen stated there is not. Woodruff discussed the use of an asphalt mix that can be laid on the current gravel which controls the dust. He indicated it is very inexpensive. Woodruff discussed the use of calcium chloride which is a pollution issue. Mangold stated the next step would be to request quotes for treatment and paving. Commissioners discussed any additional costs/permits that might be required. Woodruff discussed problems with drainage in the park. He indicated the City Engineer would state the paving would not have any impact on the drainage. Mangold suggested the trail be patched up as long as the parking lot was being paved. Vassar asked if it would still be done this year. Nielsen stated the CIP has it as a 2017 project. He also indicated the City Engineer didn’t think it could be done yet this year. Vassar asked if a plan could be voted on. Woodruff stated the Council is waiting for a Park Commission recommendation. B. Grading/Lighting for Future Rink Nielsen stated there was discussion about a reduced-size hockey rink in the area of the north parking lot. He stated the parking lot would need to be leveled off, and the cost would be between $7500 and $9500 for an outside contractor. The estimate to move the lighting from Badger to Freeman would be close to $50,000. The Building Official is looking at the cost of a partition wall between the warming house and the concession area. He stated the hope is to have Public Works do the work. Mangold stated we will be without hockey at Badger Park this year. He asked if there is some way to have ice at Freeman with or without lighting. Nielsen believed the grading and wall could be done before this year’s season if it was acceptable to do it without lights. Vassar asked if temporary lighting could be rented. Nielsen stated staff could look into that. Mangold asked if the question is whether we should sit on this for a year. Vassar stated she would like to get it moving for this year. Rock agreed, stating we should try it this year and see if a larger size would be warranted. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 13, 2016 4 PAGE 4 OF Commissioners discussed the grading and lighting timetable. Mangold stated it would be a great idea to have it available by Arctic Fever. Vassar stated she had suggested the sculptures be moved there and possibly lighting up the trees. Mangold stated the cost of the grading would certainly be an amount that would be reasonable. He asked how quickly the electrical could be added. Nielsen stated a different contract would erect the light poles. He stated he could get a bid on the wiring or have it subcontracted. Woodruff suggested staff determine whether Public Works can grade the parking lot and, if not, get a quote for the work. Staff will confirm with Public Works if they can do the work, get a quote as a backup, and review the quote at the next meeting. Staff will also start the process on the light installation. Rock suggested the area be measured to determine where the lighting should be installed. Nielsen noted the lighting that would be installed would be for a much larger rink than this proposed area. Vassar asked if one light would be enough. Nielsen stated we have two. 7. NEW BUSINESS None 8. STAFF AND LIAISON REPORTS/UPDATES A. City Council Woodruff updated the Commission on recent City Council actions. He also reported there was direction to negotiate a contract for a new administrator. B. Staff Nielsen stated on September 26, there will be a ribbon cutting for the play field at Badger at 6 p.m. 9. ADJOURN Vassar moved, Kobs seconded, to adjourn the Park Commission Meeting of September 13, 2016 at 8:29 p.m. Motion carried 5-0. RESPECTFULLY SUBMITTED, Clare T. Link Recorder