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100901 PK MIN CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, OCTOBER 9, 2001 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING A. Roll Call Present: Chair Arnst; Commissioners Puzak, Callies, Dallman, Meyer, and Young. City Engineer Brown and Finance Director Burton Late Arrivals: Commissioner Bix and City Council Liaison Lizée B. Review Agenda Chair Arnst asked to remove item #9, Review of the CIP, and add item 7C, a report on the Smithtown Road Project by Engineer Brown. Dallman moved, Callies seconded to approve the agenda as amended. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of September 11, 2001 Chair Arnst revised report item #4D, line 5 to read “...act as a one time facilitator...”, and line 6 to read “...liaison at an additional charge...”, and finally, the last line of the report to add “...Turgeon pointed out that the Council will be appointing an MCES...”. Young moved, Dallman seconded to approve the Minutes of September 11, 2001 as amended. Motion passed 6/0. B. Park Commission Meeting Minutes of September 25, 2001 Dallman pointed out that under Report #4B the Park Foundation has sold one brick so far. Dallman moved, Young seconded to accept the Minutes of September 25, 2001 as amended. Motion passed 6/0. 3. MATTERS FROM THE FLOOR There were none. 4. DISCUSSION OF SPORTS ORGANIZATIONS USER FEES AND RECOMMENDATION FOR INCREASE Finance Director Burton referred to the enclosed memorandum which recommends both an increase in the Sports User Fees and a streamlined approach to charging the teams/leagues instead of relying on rosters to arrive late in the season. Burton reviewed the status of both the Operations and Capital Improvement Budgets. These indicate that most of the revenue the city will receive on behalf of the Parks over the next PARK COMMISSION MINUTES TUESDAY, OCTOBER 9, 2001 Page 2 of 5 several years will be dedicated to debt service to pay the costs of the construction of the Eddy Station building in Freeman Park. She then asked the Park Commission for their comments and feedback, encouraging them to discuss alternative funding sources like Liquor Store revenues etc. Chair Arnst asked Burton if staff recommends the Commission look at a per player increase, a percentage increase, or what specifics they felt were necessary to examine. Burton recommended all avenues be evaluated and that a balance be reached that organizations are comfortable with. Engineer Brown suggested looking at historical data, and based upon the number of registrants this year, make a projection into the future, recognizing that fluctuation will occur. Discussion over the cost of participating ensued. Burton indicated that invoices could be sent out to groups like East Tonka Little League, who refused to pay this year but used the fields nonetheless, based on an estimated number of participants. Chair Arnst agreed that these groups which do, in fact, appear on the MCES scheduling roster be required to pay before they are allowed on the fields. Bix maintained that if they play they must pay. Brown reported that staff is spending a great deal of time tracking down teams and rosters and asked if there might be a more efficient way of doing this. Puzak questioned how delayed the organizations were in turning in their fees. Brown indicated that in several instances 90 days notice was sent and still staff was having to contact these organizations. Brown suggested a billing process which gets away from the use of rosters and simply uses the historical numbers to send out an invoice on an assigned date, due within the normal parameters of general accounting. Puzak maintained that this is difficult to achieve early in the year due to constant roster changes and that volunteers are simply not able to pay within the first 30 days after registration. Lizée noted that TUSA, for example, knows in general what numbers they project for the season by February. Bix asked why organizations don’t include the sports user fee on the invoices that registrants fill out at the beginning of the year. Lizée said that TUSA did include the user fee on their registration. With this in mind, Bix proposed billing the organizations based on last year’s numbers, before they use the fields, and if the numbers differ, adjustments can be made. Callies questioned how to hold the organizations accountable if the numbers vary and more sign up at a later date. Puzak voiced his concern that the budget shortfalls of the Park Commission are due to Park Foundation shortfalls for Eddy Station and its concessions. He maintained that the shortfalls were no fault of the sports organizations, which he felt were getting the brunt of the blame here. The Commission acknowledged his concern and reiterated the need to obtain lists of registrants for 2002 and further investigate other funding opportunities. Chair Arnst suggested that staff and Engineer Brown make contact with several sports organizations to ask for their feedback and comments in order to make this process work. By soliciting their input and developing policies together that organizations can be expected to comply with from the beginning, the whole process should be easier for all involved. 5. REPORTS A. Report on City Council Meeting of October 8, 2001 Council liaison Lizée reported that the Shorewood Economic Development Authority, SEDA, was passed. She went on to report that following the regular meeting, a study session with Dave Hutton, of WSB, to discuss improvements at Smithtown Road was held. During which, Lizée said Engineer Brown shared a map of the improvements and layout, which will be presented to the state in order to obtain funding for the project. Brown indicated that approval has been given for pavement reclamation and overlay to reshape the road. Further, the state will consider a plan with some widening in it, allowing for a two-foot shoulder on one side PARK COMMISSION MINUTES TUESDAY, OCTOBER 9, 2001 Page 3 of 5 and four foot on the other. Lizée reminded everyone that while right of way issues will need to be addressed, as in any road project, this far less invasive proposal may gain support easier than any other presented thus far. Lizée then asked the Commission to consider and give their input on the installation of sidewalks or trails at this time. Chair Arnst noted that a trail walk had occurred roughly two years ago, along with an open house for the neighbors to gather their input. At that time, the support for trails along Smithtown was split 50/50, and the issue was deferred until a road upgrade would occur. Brown indicated that there would be a public open house held and the Park Commission could piggyback the trail option to gain opinions at that time. Puzak highly recommended the Park Commission be involved, especially since the Park Commission told people two years ago that they would come back with a compromise to present to the neighbors as the road is redeveloped. Bix felt the presentation was a very promising proposal to offer people. Brown shared more information from the findings put together by staff in regard to owner interest, easements, roadway dedication, and prescriptive rights. He indicated that state aid will allow Shorewood to do a right of way acquisition contract, however, with several other roadway projects going on it will be important through the public process to find out if this project is palatable to people. Dallman asked if the current proposal is delaying the inevitable rebuild down the road. Brown believed the plan would offer a twenty-year solution and provide an acceptable compromise for the community. B. Report on Land Conservation Environment Committee Commissioner Callies reported that no meeting has taken place. C. Report on Progress of Informal Gathering of South Lake Park Commissions Chair Arnst reported that she and Commissioner Meyer will be organizing the gathering, but have nothing to report at this time. D. Report on Vending Machine Profit at Eddy Station Brown reported that the partial June numbers reflected in the budget of $115 are low and hopes to share quarter end profits at the next meeting. E. Update on Minnetonka Community Education Services Brown shared that the next forum will be a round of Mayors Meetings again with MCES. He believed it important to gather input from other communities as to their opinions of MCES before a list of issues can further be presented. He went on to caution the Commission that Shorewood could possibly be the only City experiencing these difficulties with MCES and a game plan may need to be considered in that event. Chair Arnst noted that if that’s the case, it is merely because Shorewood offers the premier parks that many communities kids use. 6.MASTER PLAN REVIEW - STEP 2 Chair Arnst reported that the Park for review this evening would be Cathcart Park and began by questioning what the Commissioners see the current emphasis of the park to be. Brown pointed out, although actually in PARK COMMISSION MINUTES TUESDAY, OCTOBER 9, 2001 Page 4 of 5 the City of Chanhassen, there has always been an understanding that the care of most of the physical requirements of the park be maintained by Shorewood. Commissioners noted that the park has many attributes. It acts as both a neighborhood park and organized use facility for many groups of people. The park contains a little league field, free skating area with a portable warming house in the winter, as well as a hockey rink, tennis courts, magic square, and basketball hoops. The question was asked what improvements or changes could be made. Puzak noted that the dense row of trees along the one side need to be trimmed or thinned. He even suggested moving several to other areas in the park. Meyer brought up the idea of roller blade hockey or picnic areas. Chair Arnst reminded Commissioners that this park contains the least amount of open space and questioned whether a picnic shelter would fit the park layout, as is currently shown in the plans. Puzak did not recommend encouraging any additional use or construction and maintained that the current little league field remain just that, a little league field. He continued that while the park may be small it serves a large number of people. What deficiencies the park possesses was addressed next. Callies and others questioned the use of the tennis courts, while Brown pointed out that they are expensive to maintain. It was suggested that advertising to encourage their use may help, but further data collection may be necessary to identify usage. Bix brought up the idea of featuring a park in each issue of the newsletter starting in 2002. The articles could share the history of each park, their strengths and weaknesses, and encourage their use within the community. Puzak further added that each feature be concluded with a survey or questions about usage, asking for input from the community. Chair Arnst suggested these issues be tackled first, the dense foliage, parking issues, and removal of the shelter from the plans. Dallman pointed out that it would be beneficial to find out more about the agreement or understanding that Shorewood has with Chanhassen regarding this park. Chair Arnst agreed, asking Brown to investigate this further to find out about any written agreement, or take the initial steps to make one. She noted that the City of Shorewood has invested a great deal of money to improve this park and it would be in our best interest to protect ourselves. Brown added two final notes. First, by focusing on the tennis courts, if they are not in use, we need to consider how to use them to make up for other park deficiencies. Deficiencies of users like seniors, for example. It was brought up that tennis lessons could be taught at Cathcart, similar to Badger. The second issue Brown identified had to do with parking. He questioned the difference between parking as an issue or scheduling overuse of the park at certain times making it an issue. 7. BEGIN LAKE LINDEN TRAIL PLANNING PROCESS WITH NEIGHBORHOOD A. Review of Neighborhood Request, Trail Fund Balance and MSA Sidewalk Standards B. Status of Setting Date for Trail Walk with Neighborhood Chair Arnst reported that the Planning Commission hosted an Open House with the neighbors of Lake Linden Drive and obtained exceptional support for the proposed road changes and potential trail development. At the open house, Brown presented a design of the straightened out road to the residents. The residents were enthusiastic to move forward and schedule a trail walk this fall. The Commission identified two dates for a potential walk, Saturday, November 3rd at 9 A.M. is the first choice, followed by Saturday, November 10th. PARK COMMISSION MINUTES TUESDAY, OCTOBER 9, 2001 Page 5 of 5 Brown reiterated that the residents at the Yellowstone intersection are very enthusiastic and currently passing around a petition and written piece encouraging neighborhood support for the changes. 8. EDDY STATION A. Discuss Security Remedies: Consider Reward, Tip Line, Publicity and Prosecution Liaison Lizée asked the Park Commission to consider security measures for Eddy Station. Brown reported that staff is looking into some videotaping equipment for both Eddy Station and warming houses. He continued that the City was finally able to come to an agreement with the South Lakes Police Department to have them lockup Eddy Station at night, and open and close it on the weekends. This added police presence will hopefully deter additional vandalism. Brown went on to say that the articles included in the newsletters have prompted many calls and helped to create an awareness in the community that just wasn’t there before. The City and police department will also be able to provide a tip line. B. Status of Paint Cans Found in Garbage Cans Callies suggested offering a deposit for returned paint cans, rather than continue to remind TUSA to dispose of them properly. Bix maintained that the clean up bill be sent to organizations who continually disobey the warnings to deposit them elsewhere. C. Make Recommendation to City Council Brown reported that prosecutions will be taking place for the earlier incidents. The opportunity for community service will be pursued. It was suggested that articles be printed thanking people for their input and calls, and to encourage the public to continue to police their parks. 9. REVIEW OF CIP - Removed from the agenda. 10. NEW BUSINESS - There was none. 11. ADJOURNMENT Puzak moved, Bix seconded, adjourning the Regular Park Commission Meeting of October 9, 2001 at 9:52 P.M. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson RECORDING SECRETARY