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110304 PK MINCITY OF SHOREWOOD CITY HALL PARK COMMISSION MEETING 5755 COUNTRY CLUB RD NOVEMBER 3, 2004 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Davis called the meeting to order at 7:03p.m. A. Roll Call Present: Chair Davis; Commissioners Meyer, Gilbertson, Young, Farmok, Wagner and Westerlund; City Engineer Brown. Absent: City Council Liaison Zerby. B. Review Agenda Item 45, New Business, selection of the Council Liaison, was moved to follow Item 43, Matters From The Floor. Gilbertson moved, Farniok seconded, to approve the Agenda as amended. Motion passed 7/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of September 28, 2004 Meyer moved, Gilbertson seconded to approve the minutes of September 28 as submitted. Motion passed 7/0. 3. MATTERS FROM THE FLOOR There were none. 10. DETERMINE LIAISON FOR NOVEMBER AND DECEMBER COUNCIL MEETINGS November 8: Meyer December 13: The Park Commission does not meet until December 14 so there will be no one in attendance at the December 13 Council meeting. January: Davis PARK COMMISSION MEETING TUESDAY, NOVEMBER 3, 2004 Page 2 of 8 4. MN PARK AND RECREATION — Michelle Snider Michelle Snider, director of the MN Park and Recreation Association addressed the Commission and gave a brief history of the Association. The MN Park and Recreation Association is a membership -based organization that began in 1937 and includes professionals, agencies, corporate members, students and retirees. The Association provides educational training and roundtable discussions throughout the year as well as facilitates recreational sports. Ms. Snider addressed the questions that the Park Commission had forwarded to her. 1) 2005 focus areas (water quality, signage and vandalism): Snider noted that they did not have specific information on these topics however, they can send an email to their membership to get feedback from cities or agencies that are dealing with any of these similar issues. The Association recently had a natural resources workshop on water quality and can connect the City with the guest speaker for more ideas and information. Also they can connect the City with member cities or corporate members who have had issues or ideas on matters regarding signage and vandalism. 2) MN Park and Recreation future insight for the park system: Snider reported that she contacted Greg Ingram, President of Ingram and Associates and a highly regarded consultant in the area for his thoughts on trends. She stated a major trend is creating multi- purpose facilities that can be modified to several uses. Also developing partnerships with other communities to share funds to create parks and recreation centers. 3) Trends in program development: A recent trend is to offer a series of short sessions and programs allowing people to choose an option that better meets personal time constraints. 4) Raising money through the grant process to develop and/or enhance parks: Snider stated that raising large volumes of project money are typically achieved through bond referendums. Smaller sources are available as grants through the State DNR. The State Lottery has limited funds as well as federal sources that have matching fund programs. Several corporations and civic groups may provide sponsorships of parks. Many cities also have park dedication fees generated from new housing development. 5) Trends in park renovation and development: Snider noted that there is a shift to small group activities and creating community gardens, along with an increase in trail use. Themed playgrounds, mini golf parks and art exhibits are another popular trend. 6) Nature/horticulture preservation trends: Snider stated that there is shift toward developing or preserving natural areas to create a habitat for wildlife and birds as well as rain gardens which help manage storm water. Meyer asked if conferences and summits are open to the public or members. Snider stated that the conferences are predominately open to members and a list is available on the website and through the quarterly newsletter. Davis asked if membership in the MN Park and Recreation Association affords the City membership in the National Recreation and Parks Association. Snider stated that the Associations are separate with regard to membership. Gilbertson asked if the Park Commission Members could get copies of the MN Park and Recreation newsletter. Snider noted that she would confirm that the City is receiving the newsletter. Brown stated that he would ask Twila to make copies of the newsletter for the Commission packets. The website for the MN Park and Recreation Association is MNRPA.org. The National Association's website is NRPA.org. Snider distributed the annual conference brochure that included a list of educational sessions. PARK COMMISSION MEETING TUESDAY, NOVEMBER 3, 2004 Page 3 of 8 Westerlund inquired about the registration fees for the classes. Snider noted that the class fees are listed in the back of the brochure. Wagner asked what the process was for getting grant money. Snider indicated that there are several sources and they all have a slightly different application process. The Commission thanked Snider for her time and information. 5. COMMUNITY RECREATION RESOURCES A. Quarterly Report Sally Keefe presented the Community Recreation Resources (CRR) second quarter activity report noting it was a quiet season. Keefe noted that the Public Works Department kept the fields in excellent condition throughout the season. Fall schedules were released on August 14. Keefe also reported that there were no parking issues with Badger Park this year and the CRR staff kept the lines of communication open with the Southshore Senior Community Center to monitor their parking concerns. Wagner asked if a comparison from past years would prove this year typical. Keefe stated that this is their second full year so there was not much to compare to at this stage. Brown reported that the trail around Freeman Park is near completion and believes the trail will be plowed this winter. B. 2005 Process Change On behalf of the Community Recreation Resources (CRR) Keefe proposed some changes to the Park Priority Policy's language to enhance park usage and clarify the process. Keefe noted that teams are lax in returning their rosters and user fees. The CRR has trouble getting complete documents, rosters and user fees in before the season starts. The CRR had to make repeated contact with the sports organization representatives to remind them to get their documentation submitted. Keefe believes the benefits from the suggested policy revisions will streamline the process for CRR, the sports representatives, and eventually reduce the City staff time. Keefe presented a comparison of the current process with the proposed process. The annual meeting was typically held in December because the sports organizations wanted the meeting early so they could gauge what their field space would be. Keefe stated the CRR developed a preliminary schedule based on previous years, however, once they collected all the rosters they needed to spend additional time and calculations to create the schedules. This year's proposed collection process will be to send a letter detailing the meeting date for mid -March, and explaining the new process and the change. The sports organization representative would receive an email containing the complete packet of requirements and a request that the sports data sheet is returned two weeks prior to the CRR mandatory meeting. The representative can email the data sheet back to CRR helping to streamline the process and taking Twila out of the loop. Attendance at the meeting is PARK COMMISSION MEETING TUESDAY, NOVEMBER 3, 2004 Page 4 of 8 required along with submittal of the complete documentation and fees in order to receive the field schedule. Keefe noted that there have been questions regarding how a new sports team can be organized. CRR can contact the new organizations directly as well as place a notification in the newspaper regarding the meeting date and contact person. Wagner asked if the information regarding the process was on the City website. Keefe responded that she did not believe it was but that the information could be posted on the City website. Brown noted that the CRR was given the charge to make revisions to the Park Priority Policy since they are dealing directly with the organizations and process. Westerlund stated that representatives should be notified of the mandatory meeting as soon as possible. Gilbertson asked if the required documents could be submitted via email. Keefe noted that they can email the documents early but a representative needs to attend the meeting. C. Proposed Changes For The Park Priority Plan Keefe addressed the definition section to get clarification between organized users versus non -organized users. Brown stated, in his opinion, an organized group or user has a focus on sports, needs to submit a certificate of insurance and the City is committing field time to the group. A non -organized group or user does not have to submit certificate of insurance and the City does not commit field time to the group. Brown noted that the City has a document for one-time park use for events like tournaments The Commission agreed to define organized and non -organized groups as organized and non -organized users. Keefe clarified the definition of an organized user based on the feedback to include; An organized group, requiring a certificate of insurance and a user fee in accordance with the equation, dedicated field time, a roster, a reoccurring and pre -planned event. All other users are non -organized users. Gilbertson stated that there should be some reference in the organized and non -organized user definition to the tournament policy. Keefe noted that the tournament permit definition should include a notation that the park coordinator or City staff requires permit approval 14 days prior to the tournament. Brown noted that there is a fee structure for all the park facilities in the City. PARK COMMISSION MEETING TUESDAY, NOVEMBER 3, 2004 Page 5 of 8 Regarding availability of facilities, Keefe suggested the park facility schedule should reflect the actual usage. The Commission concurred. Prioritization of use was discussed and the Commission agreed that there would be three priority categories. Priority 1: Field resting time. Priority 2: Organized users, which will take priority over tournament users. Priority 3: Non -organized users will encapsulate all other groups outlined in current definition 3,4,5 and 6. Westerlund suggested the definition of a non-profit group be removed from the definition section. Young asked if any group would be pushed aside because another group has a higher priority. Brown noted that once the group is committed to field time they would not be bumped to accommodate a higher priority. The scenario in which to consider priority comes into play if there are two groups that apply simultaneously for field time. Keefe stated that one of the first questions regarding priority for groups after the March meeting is which group had all their documents in first. Keefe reported that her goal is to attach all the required documents to the end piece of the policy so that an interested party can be given the required documents and city staff could direct them to contact CRR. Keefe stated that she inserted the year (2004-2005) in the policy document and noted that by having the year inserted as part of the process causes the CRR to go back and look at the document each year to update. The Commission agreed. Farniok asked who would enforce the policy and if it warrants having language to clarify who is responsible for enforcement. Farniok suggested inserting language denoting the City of Shorewood is responsible for enforcing the policy and ensuring there will be no field use without prior approval. The Commission agreed the enforcement language should be inserted prior to the last sentence of item 5. Keefe noted that there is one Council meeting in November and one in December and Council must approve of the policy changes prior to putting then in place. Keefe noted that they would like to have the document wrapped up before year-end. Keefe proposed that the she make the revisions, as discussed, and email the revised Policy to each Park Commissioner for feedback. If there are significant changes, Larry will be notified and it will be placed before the Park Commission again in January. If there is consensus with the revisions Keefe will present the document to Council in December for approval. Brown noted that a point of procedure would be to accept the draft Policy based on the changes discussed and then it would proceed to Council for approval. Farniok moved to accept the draft of the document as noted with changes, with the contingency that the Commission will see the final Policy prior to City Council approval. PARK COMMISSION MEETING TUESDAY, NOVEMBER 3, 2004 Page 6 of 8 Young felt that the Commission clearly expressed the changes and the proposal should be made that Commission's recommendations go to Council. Farniok withdrew her motion. Young moved, Wagner seconded the motion that the Commission accepts the draft Policy with the revisions included and recommend Council approval. Motion passed 7/0. Westerlund had to leave. 6. REPORTS A. Report on the City Council Meeting of October 11, 2004 and October 25, 2004. Brown reported that on October 1 Ph the Council set the annual appreciation event for Friday, December 3, 2004 at the Minnetonka County Club to start at 6:00p.m. Brown noted that a report was given by Mr. Tad Shaw, representative for the City of Shorewood to the Minnetonka Community Education Services (MCES) Advisory Council regarding the recent reorganization of MCES. One of the concerns voiced regarding MCES was that the group consists of 45 members. The Mayor volunteered to contact the MCES and request they attend the October 25th meeting to present a report. On other matters the City Council discussed the issue of the drainage -way and trail that is being constructed in the walkway from Shorewood Oaks Drive to Freeman Park. Brown reported that on October 25th Council recognized Pat Arnst as Park Commissioner and Deborah Borkon and Donna Woodruff as Planning Commissioner. On other matters, Tim Litfin is the new director of the MCES and assured the Council the large group will be productive. The large group ensures that everyone is represented at the MCES meetings. Brown noted that the trim around the plaza at Freeman Park is being completed. The decorative borders and centerpiece have also been poured. There was some damage from construction equipment but that will be repaired. Brown spoke with the skate park supplier and locked into quotes for equipment but is negotiating the delivery of the equipment in the spring to avoid any damage it may get from snowplows if it has to sit in the City parking lot through the winter season. 7. DISCUSS POTENTIAL CONTRIBUTION FOR OFF -LEASH DOG PARK AT LAKE MINNEWASHTA REGIONAL PARK Chair Davis distributed a letter from Marty Walsh, Park Director for Carver County Parks and asked the Commission members to read the letter prior to discussion. Davis stated that she emailed Lenny Schmitz regarding the possibility of additional land for the dog park. Davis noted that the portion of the park under consideration is not family -friendly due to rough terrain and wet areas and thought it would be beneficial to claim more land for pets before residential PARK COMMISSION MEETING TUESDAY, NOVEMBER 3, 2004 Page 7 of 8 development claims the land. She stated that if Shorewood considered creating a dog park within the City, the cost would be greater than contributing to a shared dog park at Minnewashta. Wagner stated that his concern is more related to fiscal policy than the park, in that Cities are contributing to a fund that is a County institution. He believes that there is a process for County Parks to get the funds through a user basis or some other mechanism than asking Cities. Davis noted that Chanhassen and Victoria have already contributed towards the park fund, however she would like to see a plan prior to considering any contribution. Meyer noted that she sees the dog park as an investment and that it has been a priority for the Commission for some time and this seems to be an inexpensive way to get a dog park. Farniok agreed that there is no space within Shorewood for a dog park and there is not a better alternative available to the City. Gilbertson asked if the possibility exists for the City to consider an amount of $5,000 to the dog park. Davis noted that it is possible to make a financial contribution but it has not been agreed upon. Farniok noted that the County is moving ahead with the plan regardless of any contribution from Shorewood. Wagner stated that he is comfortable with supporting the concept in principle, but is not comfortable contributing money until he understands where they are going with the project. Young asked what the Commission was waiting for before financial contribution is considered. Davis stated that she would like to see a tentative plan with regard to how the money is to be allocated. Brown suggested that Davis send Larry Schmitz an email noting that there is support for the project and the Commission would like to see financial plans. The discussion will be tabled until January. Meyer asked if they should address Council about providing funds. Brown noted that Council was supportive of such a park, but any contribution would come out of the park fund. Davis asked if there was any way to send a direct mailing to the dog owners of the City to gauge whether they would support the dog park. Wagner noted that the Commission should be sensitive to the fact that they are not funding money to a special interest group. Brown reiterated that the time and cost associated with maintaining this type of facility could be extensive. PARK COMMISSION MEETING TUESDAY, NOVEMBER 3, 2004 Page 8 of 8 Davis stated that the Commission would continue discussion on this matter in January. 8. CONCESSION STAND REPORTS AND OPERATIONS The Commission reviewed the concession stand reports. Brown noted that the City would start negotiations in January regarding the 2005 season for the concession stand. The Commission concurred that the reports provide good information on retail sales and is a good tool for negotiations. 9. DISCUSS SIGNS FOR THE PARKS Brown asked for clarification on the goal regarding the park signage. Davis noted that the idea was to update the signage and create consistency throughout the parks and City. Wagner reported that a Freeman Park sign is still standing along Highway 7 and the entry is closed. Gilbertson suggested photos be taken of the current park signs and presented to the Commission for review at a future meeting so a decision could be made with regard to replacement or improvement. Brown will have staff pull together concept costs and viable sign options for the Commission to review. 10. DETERMINE LIAISON FOR NOVEMBER AND DECEMBER COUNCIL MEETINGS This item was moved to follow Matter From The Floor, Item 43. 11. NEW BUSINESS Davis asked if the Commission wanted to have "music in the park" in 2005. If that is the desire, consideration should be given to bands and creating a direct mail piece. 12. ADJOURMENT Gilbertson moved, Wagner seconded, to adjourn the Park Commission Meeting of November 3, 2004, at 9:42 p.m. Motion passed 7/0. RESPECTFULLY SUBMITTED, Shelley Souers Recording Secretary