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010901 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, JANUARY 9, 2001 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:30 P.M. A. Roll Call Present: Chair Arnst, Commissioners Puzak, Themig, Dallman and Berndt; City Engineer Brown; Council Liaison Zerby. Late Arrival: Commissioner Bix Excused Absent: Commissioner Young B. Review Agenda Chair Arnst asked to add 4D, a report on the City Council Meeting of January 8th, 2001. She also amended item 7 to appoint Park Liaisons for 2001 City Council Meetings. all Themig moved, Berndt seconded, to approve the Agenda as amended. Motion passed 5/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 12, 2000 (Att.-#2A Draft Minutes) Berndt requested the word “potential” be removed from Report item 4B the last line as it references the phosphorous lawn fertilizer ordinance. Themig moved, Dallman seconded, approving the Minutes of December 12, 2000, as amended. Motion passed 5/0 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on Land Conservation and Environment Committee Activities (Commissioner Berndt) Commissioner Berndt reported that the LCEC meeting scheduled for earlier this evening had been cancelled and there would be no new report until the February 13, 2001 meeting. BReport on Park Foundation Meeting of December 20, 2000 (Commissioner . Dallman) Dallman reported that without a quorum they were unable to make any motions, however, they did discuss fundraising via a raffle. They also discussed Mayor Love’s suggestion to change the by-laws as it pertains to membership. While no action could be taken, the Foundation plans to meet Wednesday, January 10, 2001 to further discuss their options. Themig inquired whether they had addressed the focus of the organization and the possibility of adding people to the mix with fundraising expertise. Puzak noted that in the past, since sports organizations have not proven to be eager participants, the Foundation might need to realign themselves and focus attention on new members who will direct their efforts towards fundraising. Puzak suggested recruiting volunteers by publishing articles in the paper, which highlight the past/future efforts and accomplishments of the Foundation including the trails and Eddy Station. C. Update on Skate Park Equipment Brown reported that he should be able to present the proposals he’s received to the Commission at the next meeting. D. Report on City Council Meeting of January 8, 2001 (Council member Zerby) Council member Zerby reported that the City Council Liaison position would be filled on a rotating basis. The Council members will be rotating quarterly as liaison. Commissioner Bix arrived at 7:41 P.M. 5. PRESENTATIONS FROM VENDORS FOR EDDY STATION CONCESSION STAND Engineer Brown reported that they have not received any response from the RFP request. Only one gentleman from the Wedgewood/Smithtown area who runs his own concession program stopped in to pick up an RFP. Brown encouraged him to attend tonight's meeting but he has not called back with any interest as of yet. Themig inquired whether sports organizations had showed any interest in the concessions. Dallman noted that in the case of Little League, Gordon Lindstrom indicated they would not have enough volunteers to run the concessions. Puzak questioned whether the open discussion over field #5 and its mound might have deterred little league from wanting to proceed and run this concession. Bix noted that from the numbers, it seems other organizations, such as girl’s softball, are growing. Bix felt the current concession scenario may only be a temporary situation. Brown agreed, saying that the answer may lie in resolving the scheduling issues. Although this may take longer than the Commission might like, once the numbers are there they may want to consider redefining the RFP to make it more desirable to those organizations and advertise it again. He also suggested that, with Councils approval, staff go out and speak to potential vendors to figure out what would interest them and why the present RFP does not. Chair Arnst asked if the opportunity exists for vending machine access. Themig cautioned that without proper supervision of the building and its vending machines, vandalism might occur. Brown brought up that if the building is not run for concession, other issues such as maintenance, opening and closing needs will have to be addressed. Chair Arnst encouraged Brown to find the gentleman he’d spoken to about the RFP and have staff speak to vendors in an effort to get feedback and/or someone here at the next meeting. 6. PRELIMINARY DISCUSSION ON FREE STYLE SKATING RINK AT FREEMAN PARK FOR THE WINTER OF 2001 - 2002 Chair Arnst brought up the discussion over a Free Style Rink at Freeman. She felt although the money does not exist at this time, there was no reason they could not discuss the potential rink. Brown mentioned that grading would be necessary, however, the more sensitive issue might revolve around the lighting of the rink. At times, neighbors take issue with outdoor lighting. Brown continued that the cost for outdoor lighting often runs about $10,000 - $12,000. He mentioned that during recent conversations with Frontier Electric, they discovered they might have some shoebox lighting available at a slightly lesser cost. Brown then asked City Planner Nielsen if Rinks fall under the permitted park use or whether a conditional use permit would be required, to which Nielsen replied that rinks are a part of the master plan and most certainly a permitted use of the park. Themig pointed out that, as mentioned before, you could just flood the rinks and have them open during peak hours. Berndt agreed, commenting that for a free style rink you don’t need a lot of light, and could make due with the building lights. Puzak asked about the floor covering inside the Eddy warming house. Brown said the floors are already rubber coated but he would need to put together a better estimate of what it would cost to light and staff the rink. Dallman asked if Brown could look into the cost of two lights for the Freeman Park Rink for the 2001-2002 season. 7. APPOINT PARK LIAISONS FOR THE 2001 CITY COUNCIL MEETINGS Chair Arnst asked for volunteers to cover the upcoming City Council Meetings for the Park Commission. Based on Commissioner Themigs term expiring this evening and due to the absence of Commissioner Young, the Commission decided to appoint 2001 Liaisons at their next meeting in February. Commissioner Dallman will act as liaison for the January 22, 2001 meeting. 8. OLD BUSINESS Zerby asked how the 50/50 trail plowing on Smithtown trail was working out. Brown reported that public works was currently trying to determine the best and most economical way to plow the trails. Brown then reported that Eddy Station is nearly at the point of substantial completion, and a walkthrough date will be planned within the next week or so. Brown invited the Park Commission to meet at Eddy Station at 7 P.M. on February 13, 2001 before their regular meeting to take a look at it. All agreed. 9. NEW BUSINESS Chair Arnst relayed an inquiry from Mayor Love posed after last nights Council meeting asking what criteria the Park Commission uses when they weigh adding a request from Sports Organizations to the future plans. For instance, in the case of little leagues request for irrigation. While Chair Arnst could not pinpoint specific criteria how the Park Commission decides to add something to the CIP, she felt this should be further studied at the next Commission meeting. Brown replied that in the past, the Park Master Plans have been instrumental in viewing where they are and what direction future parks will take. He felt the Commission and Council have accomplished a great deal over the past five years, however, it might be time to take out the Master Plans once again to evaluate what is left for the parks, the vision guiding the parks and setting a tone for the future. Zerby added that with the new open space plans, Skate Park, and linear parks to consider, these additions will impact the Parks Master Plan in a whole new way. Chair Arnst suggested having a two-part meeting on February 27th. The first, a vision or goal setting meeting where the Commission look over the Master Plans at a pizza party from 6-7 P.M., followed by a meeting with the City Council at 7:30P.M. to share those goals and see what additions the Council have. Zerby shared some information about a new Shorewood/Excelsior Partnership Exploratory Committee designed to bring a broader vision or planning aspect to parks and recreation. The Skate Park is a good example of working together with our neighboring communities to maximize our resources, financially and recreationally. Other ideas discussed include the use of beach parking passes or decals, which enable users to visit both community’s resources, as well as, the opportunity to pool certain public works items. Since he is not reapplying to the Commission, Themig took a moment to thank public works for their plowing efforts, the City Council for their appreciation dinner, and the other members of the Park Commission. He complimented everyone on the Commission for their commitment, and said how much he’s enjoyed working with them the past three years. Chair Arnst relayed the Commissions appreciation of his contributions, his insight and quick thinking as well. Brown encouraged Themig to join them for the final walk-through of Eddy Station on February 13th in order to take a moment to appreciate the “fruits” of his labor . 10. ADJOURNMENT Dallman moved, Puzak seconded to adjourn. Motion passed 6/0. The meeting adjourned at 8:55 P.M. RESPECTFULLY SUBMITTED, Kristi B. Anderson RECORDING SECRETARY