Loading...
020805 PK MINCITY OF SHOREWOOD PARK COMMISSION MEETING 5755 COUNTRY CLUB ROAD CITY HALL TUESDAY, FEBRUARY 8, 2005 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Davis called the meeting to order at 7:01 p.m. A. Roll Call Present: Chair Davis; Commissioners Gilbertson, Young, Farmok, Westerlund, and Wagner; City Council liaison Liz6e; and City Engineer Brown Absent: Commissioner Meyer B. Review Agenda Item 4.5, Park Foundation Plaque Review, was added to the agenda. Gilbertson moved, Westerlund seconded, approving the Agenda as amended. Motion passed 6/0. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of January 11, 2005 Page 3, paragraph 1 under Item 6, line 4 was revised to read that "... Chanhassen has committed somewhere in the neighborhood of $25,000 to the dog park... ". Young moved, Wagner seconded, approving the Minutes of the January 11, 2005 Park Commission Meeting as amended. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meeting of January 24, 2005 Brown reported that the City Council established May 21s' as Spring Clean -Up Day. 4.5 B. Park Foundation Plaque Review Ken Dallman, of the Park Foundation, and Peter Knoll, of the Garibaldi Fundraising Group, presented wording for the fieldstone plaque to be placed at the juncture of the two meandering paths near the Freeman Park Plaza for the Commission's comment. Dallman stated that the Garibaldi family would be hosting a family reunion and 3-on-3 basketball tournament on April 9cn and hoped the dedication could coordinate with their events, as many family members would be present. Dallman asked for the Commission's approval to place the plaque at the park, noting that the final grade would be completed with the final landscape design. In addition, he mentioned that the Foundation would like to install a smaller wooden sign near the plaza recognizing the efforts of the Park Foundation and other fundraisers. PARK COMMISSION AGENDA TUESDAY, MARCH 11, 2003 PAGE 2 OF 2 Brown pointed out that, if the Foundation wished to install the plaque on the stone for April 9th, they would need to have the large stone delivered before road restrictions take affect. Knoll commented that they would be meeting with contractor to beat the impending restriction dates. The Commission examined the proposed wording for the approximately 12"X18" plaque, as well as, the minor revisions proposed by the Foundation. Council member Lizee suggested that the dedication dates be publicized in the Shorewood News for those who would wish to attend. Wagner moved, Young seconded, to approve the Park Foundation plaque and revised wording, to be placed on the rock which is to be moved to its location by March 1st, 2005. Brown reiterated that the City does not issue weight restriction waivers; therefore, if the Foundation wishes to have the dedication with the plaque and rock on April 9th, the rock must be delivered by March 1st Knoll felt confidant they could meet the deadline. Motion passed 6/0. COMMUNITY REC YEAR END REPORT Kristi Anderson, of Community Rec Resources (CRR), presented Community Rec Resources year end report, noting that the bulk of CRR's time was spent monitoring and communication. While parking proved to be a minor issue, weather related cancellations posed difficult situations for the sports organizations, as well as, the City. Via ongoing communication with the sports organizations and City staff, CRR was able to manage the cancellations. Anderson reported that scheduling was successful. Though no tournaments were held in 2004, she pointed out that the City already anticipates a tournament in June of 2005. Looking ahead, Anderson stated that Lacrosse and an adult baseball team have both expressed interest in field use for 2005, with the much anticipated sports information meeting to be held at the City Hall Wednesday, March 16, 2005, from 7-8 p.m. Anderson thanked the City and Park Commission for their continued support and looked forward to a rewarding 2005. Brown recognized CRR for providing steady ongoing good communication with the sports organizations, which he noted lacked prior to CRR due to the incredible amount of time required to do so. He noted that the feedback from the sports organization representatives has been positive as well. Wagner asked whether the City might consider examining its user fee schedule. Brown indicated that, due to the controversy surrounding the implementation of the user fees and the subsequent raising of those fees, the City Council has made a commitment to maintain the fees at this level at this time. Young asked whether Brown was aware of how large the gap between revenues from the parks and operating costs were. PARK COMMISSION AGENDA TUESDAY, MARCH 11, 2003 PAGE 3 OF 2 Brown estimated that the park operating cost budget was approximately $224,000 annually, of which the user fees make up a very small percentage, or about $15,000. Although other recreational facilities charge for their use, Brown pointed out that, surprisingly, Shorewood continues to be one of the only communities that charges user fees to offset expenses; though he anticipated many other communities following suit in the near future. 6. CONCESSION OPERATIONS A. Review Numbers and Plans for Upcoming Season Brown reported that Mr. Qualle, the 2004 concessionaire, has indicated that his daughter, who also ran the concessions this past year, would be interested in operating the concession stands during the 2005 season. Brown indicated that staff would recommend two Commissioners meet with the Qualle's to formalize the agreement for the 2005 season. Davis asked what the operator's profit and loss statement stated from the past year. Wagner indicated that the gross margin was approximately 50% of the $9200 taken in. Gilbertson indicated that he could join staff at the meeting with the Qualle's. He suggested that the Commission consider charging a flat rental fee, as opposed to getting wrapped up in the concessions operator's balance sheet, he asked for the other commissioner's perspective. Gilbertson questioned what the original intent of the concession operation was for, as a service to the community or a money maker for the Commission. Chair Davis stated that she would like to see the Concessions provide parks with a revenue stream, even on a small scale. Wagner pointed out that, in order to establish a fair rental agreement, the City must determine its costs in running or maintaining the facility. Since the City is providing the operator with the facility, the schedule of when to expect customers, he felt the City should receive its piece of the business. Though he did not wish to see the Commission micromanage the concessions, Wagner suggested the Commission give thought to whether it wishes to be in the concessions business or not. Young encouraged the subcommittee to approach the concessionaire with caution, since the City did not have a great deal of interest originally upon soliciting for operators. Westerlund acknowledged that, if the concession operation proves to be a profit center, then the City may find it in the position of concessionaires vying for the space. Brown asked who would join him and make up the subcommittee. Gilbertson volunteered, as did Chair Davis and Wagner, if their schedules permitted. 7. PARK SIGNAGE Brown reported that MnDOT declined the City's signage request for Freeman Park signage along Highway 7. Brown presented a map which highlighted the placement for enhanced signage for the various parks. He recognized Wagner for pointing out the cities signage deficiencies and indicated that the city's sign budget would likely cover the custom, as well as, generic sign production. He asked the Commissioners for their comments. PARK COMMISSION AGENDA TUESDAY, MARCH 11, 2003 PAGE 4 OF 2 Wagner suggested that a second sign be placed on Church Road marking Cathcart Park. He asked if new signs would be made for Freeman. Brown stated that he would need to get permission from the City of Chanhassen to put a sign on Church Road. In addition, he noted that new park signs and rules signage would be made for Freeman Park and that the Minnesota League of Cities insurance company suggested that additional safety signage be placed at Silverwood and the Skate Park. Brown noted that, if the Commission found these suggestions to be acceptable, they could direct staff to come back with pricing or move forward accepting the plan as laid out. Young moved, Gilbertson seconded, to recommend that the City Council approve the park signage plan as proposed with the additions as amended. Motion passed 6/0. Wagner asked that the Commission be given an opportunity to see what the rules signage will look like. MUSIC IN THE PARK A. Meeting with Park Foundation Chair Davis reported that she had met with the Park Foundation and that they were excited to help with the $3,500; however, they preferred to raise the money themselves, rather than in addition to the Commission. She pointed out that they would be meeting in the next two weeks and should have an answer for the Commission once they've evaluated their funding. B. Selection on Bands Chair Davis stated that staff has already found that several of the bands are booked for engagements this summer. She asked if the Commission had interest in reserving the Big Walter Smith Band or the Barbary Coast Dixieland Band. Brown asked if the Commission found the rainout plan adequate, or whether they would prefer to reserve the Church gymnasium for rainouts. Wagner stated that he would prefer the City's standard policy to reserve the band for the next year if the weather is a rain out for an event during the current year. Brown concurred, recommending that staff negotiate with the band for a reduction in its fees if there is a rain out. Wagner moved, Westerlund seconded, to book Barbary Coast Dixieland Band for August 12t", and Big Walter Smith Band for July 15t" after negotiating a fee not to exceed $1,000 for the event. Motion passed 6/0. Farmok suggested that Park Secretary Grout create a tracking document of who've the Commission contacted and their feedback. 9. RECOMMENDATION OF CHAIR AND VICE CHAIR FOR 2005 Westerlund moved, Gilbertson seconded, to nominate Sue Davis as Chair. Motion passed 5/0/1— Davis abstained. PARK COMMISSION AGENDA TUESDAY, MARCH 11, 2003 PAGE 5 OF 2 Young moved to nominate Gilbertson as the Vice -Chair. Gilbertson declined the nomination. Young withdrew his motion. Gilbertson moved, Farniok seconded, to nominate Julie Westerlund as Vice -Chair of the Parks Commission. Motion passed 6/0. 10. DETERMINE LIAISON FOR MARCH 28TH CITY COUNCIL MEETING Chair Davis 11. NEW BUSINESS Gilbertson urged staff to put together the revenue numbers from the concessionaire in order for the City to assemble a rent request. Brown stated that he would calculate out what it costs to run the facility and negotiate the rent fees based on the profit and loss statement provided. Gilbertson requested that staff explore the potential of remote attendance at Park Meetings. As a frequent business traveler, Gilbertson indicated that there are many opportunities in which he could attend a meeting from his hotel room. Brown stated that the City had asked the Attorney for his opinion in the past and were told that remote attendance violates the open meeting law. He indicated that he would go back and ask the City Attorney for a refreshed opinion on the topic. Wagner stated that remote attendance would benefit him as well, and suggested Brown investigate discussion rights without voting rights. Westerlund asked if her presentation on water quality would be slated for the March meeting. She indicated that, originally, her interest focused on the pond at Manor Park; however, she was willing to make a presentation on various water quality issues. Young stated that he would like to broaden his understanding of water quality issues overall. The other Commissioners concurred. Westerlund acknowledged that the Commission could do minor things to improve water quality, but would need an expert to come in and present a recommendation that would be specific for the Manor Park pond. Brown felt this timeline would be effective, since the presentations and recommendations would be well timed to incorporate into the budget process for 2006. He suggested they bring back the Freeman Park Pond Plan and discuss why and what will be done there, and how to avoid the same things from happening to that pond. Brown indicated that he had received a phone call from Mayor Love the evening before urging him to present an interesting opportunity to the Commission. True Ride Skate Park in Plymouth had recently gone out of business and the operators were liquidating the million dollars in valuable skate equipment for a fraction of the cost, about $75,000 for the ramps, equipment, and fencing. Wagner asked whether the City could purchase certain pieces. PARK COMMISSION AGENDA TUESDAY, MARCH 11, 2003 PAGE 6 OF 2 Brown indicated that the City of Plymouth wished to sell the entire package. He informed the Commission that the set was made for indoor use; however, he had been told that the pieces could be sealed for outdoor use. Brown asked for any additional comments, as he promised the Mayor that he would perform the initial fact finding mission. Familiar with the wear and tear that the outdoor equipment endures, the Commission was reluctant to commit to the purchase of indoor equipment to carry the burden. Chair Davis asked whether Brown had ordered the skate park equipment as approved last year. Brown stated that he would be placing the orders in the spring. 12. ADJOURNMENT Young moved, Wagner seconded, adjourning the February 8, 2005, Park Commission Meeting at 8:48 p.m. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary