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031417 Park Minutes CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MARCH 14, 2017 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, Rock (arrived at 7:10 p.m.), and ; BarrCity Council Liaison Labarie; City Planner Nielsen; Public Works Director Brown; Finance Director DeJong Absent: Kobs B. Review Agenda Mangold moved to approve the agenda as amended: Mangold stated he would like to talk about the park liaison from the Public Works Department and his possible attendance at the park tours. Vassar seconded the motion. Motion carried 3-0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 28, 2017 Barr moved to approve the minutes of the February 28, 2017 meeting as written. Mangold seconded the motion. Motion carried 3-0. 3. MATTERS FROM THE FLOOR There were none. 4. REVIEW MAINTENANCE STANDARDS Nielsen discussed the maintenance standards created two years ago and its purpose to establish maintenance levels at every park in Shorewood. Levels of service were established depending on the kind of park. Brown stated there are a lot of differences between what Public Works does and what a level of service entails. He stated they do not dedicate one person to work in the parks. He stated there is a park lead person. He stated there are a number of areas that are maintained surrounding the parks. Most of it involves mowing, weed whacking, and general maintenance. They mow ball fields twice a week as weather allows. Other areas are mowed once a week. Exceptions include city-owned lots which are often mowed once every two weeks rather than weekly. He discussed herbicide applications done by an outside contractor. He discussed vandalism to restroom facilities and the need for daily cleaning. He stated the parks are a representation of the city, and he stated the residents notice the overall aesthetics. With the addition of a new employee, it is hoped the upkeep can continue at a high level. PARK COMMISSION MINUTES TUESDAY, MARCH 14, 2017 4 PAGE 2 OF Mangold discussed ballfield maintenance. Brown stated it may be possible that some ballfields don’t need to be maintained as often. He indicated he would like the opportunity to revise the list and have input. Mangold stated there needs to be level of services, but they don’t need to be complicated. He stated he would like to identify areas that should be priorities. Vassar agreed there is need for prioritizing the standards. Rock believed maintenance-free installations should be considered. Mangold believed that would be a long- term win for the city. Nielsen stated weather impacts all decisions on maintenance. When Public Works has other priorities, that is also a concern. Budget is the third concern. Mangold stated moving forward, it would be important to get guidelines from Public Works. Brown stated he would like to revise the levels of service and bring the list back for review. He discussed areas in parks that are used more frequently than others. Vassar asked for identification of levels for each use. Nielsen stated that was the intent to have that information in place by the time the park tours take place. He discussed the timing of the park tours and the importance of scheduling them later in the season. Mangold discussed the goal to have standards that meet everyone’s needs and identify what is expected in the parks. He stated there is also a need to identify areas that won’t continue to be a problem for the Park Commission during every annual tour. He would like the levels of service identified which relate to what is being done now. He stated he would also like to see what the practices are for tree removal. Brown stated that will be addressed as part of the newly-adopted tree management plan. Nielsen stated staff will try to have feedback and mapping for the next meeting. Public Works – Park Liaison Mangold stated the Commission would like to have a Public Works employee who is dedicated to parks. Brown stated the Public Works Department will be restructured, and there is now Brett Bauman the new lead supervisor who will be this contact. He can be reached by e-mail, and he is responsible for delegating the work. Nielsen asked if he could come on the park tours. Brown stated Bauman could certainly attend the park tours. Mangold discussed the importance of keeping the maintenance of Badger Park at a high level. Brown stated we are not that far off from entering into next year’s budget cycle and have discussed adding an additional Public Works employee or seasonal employee. He stated right now there is one, usually two employees, dedicated to Parks. PARK COMMISSION MINUTES TUESDAY, MARCH 14, 2017 4 PAGE 3 OF 5. REVIEW/UPDATE CIP DeJong stated there is a discrepancy between the cost of completing Phase I of Badger Park and what is in the CIP. Reserve funds will be transferred into the Park Improvement Fund to cover this overage. He stated there also won’t be enough money to fund the second phase of the park improvements. Mangold stated the City Council is very open to meeting with the Park Commission to discuss this issue. He asked if we also need to be concerned for the other two parks in the CIP. DeJong stated that is a question for the City Council as Parks are not the only items of concern. He discussed problems with roadway improvements and reconstruction. He also discussed the need for an increase in the annual amount budgeted for the Park Fund. Nielsen stated something always comes up that is not included in the CIP. When something comes up that is nowhere on the radar, one of the questions that needs to be asked is where the money is coming from. The ideal way would be to include the item in the CIP. Nielsen suggested a joint meeting with the City Council be held sometime in April. Mangold stated that would need to be done before a City Council meeting. Staff will confirm a date with the City Administrator. Mangold stated the mainstay project, Badger Park, should not be set aside and short changed. Commissioners discussed projects earmarked for 2018 and whether they can be postponed to free up funds for Badger Park. Nielsen stated if it is a new project, maybe we need to find funding for it. Barr suggested the tot lot at Cathcart and pickle ball be postponed in the 2018 schedule. Mangold stated the tot lot needs to be done before 2020 and suggested a true inspection of the current equipment. 6. SOUTHSHORE COMMUNITY PARK – PICKLE BALL Nielsen reviewed a quote for installing a 10’ fence around a pickle ball court. The quote was $20,000 for chain link and $30,000 for black vinyl. The court would cost $37,000 for building the court which ends up $7,000 over budget. Vassar asked how much taller the court would need to be to include tennis. Nielsen stated it would need to be 20’ x 20’. He also suggested fencing only three sides. He stated there would be more quotes coming, but the one received tends to be the lowest. Mangold suggested tabling this item for now and bring it back to a future meeting. Nielsen stated we were hoping to get started on this project. It could be brought back to the April meeting. Mangold asked when the skate park would be removed. Brown stated there is a party interested in it who will take all the equipment out by May 1. PARK COMMISSION MINUTES TUESDAY, MARCH 14, 2017 4 PAGE 4 OF 7. MOVIE IN THE PARK Commissioners discussed options for the Movie in the Park in September. Mangold stated one of the newer movies should be selected. Mangold moved, Barr seconded to recommend Sing as the movie selection. Motion carried 4-0. 8. NEW BUSINESS None 9. STAFF AND LIAISON REPORTS/UPDATES A. City Council Mangold updated the Commission on the previous night’s meeting. Labarie stated it is important for the City Council and Park Commission to get together more than once a year as information gets lost. Labarie stated the City Council discussed the lacrosse wall and the concern that the material would be too porous and would be a problem for graffiti removal. Staff was asked to provide alternative surfaces before a motion was made to approve the Park Commission’s recommendation. Brown discussed the problems with graffiti removal, materials, and costly removal. B. Staff None 10. ADJOURN Rock moved, Vassar seconded, to adjourn the Park Commission Meeting of March 13, 2017 at 8:29 p.m. Motion carried 4-0. RESPECTFULLY SUBMITTED, Clare T. Link Recorder