Parks Commission Meeting Agenda June 4, 2019
City of Minnetonka Beach
Park Commission
Members:Joe Pagano (Chair), Chris Dovolis, Dan Forbes, Harlan Lehman, Katie Norman, and Patty Rezabek
Staff: Heidi Honey, City Clerk
Council Liaison: Tracey Breazeale
Mission: To Protect, Maintain and Improve the parks and public lands of the City of Minnetonka Beach for the safe use and enjoyment of its residents.
Tuesday, June 4, 2019 ~ 5:15 p.m.
1. Administration
1.1. Welcoming Comments
1.2. Approve Agenda – June 4, 2019
1.3. Approve Minutes – May 7, 2019 Park Commission meeting – p.2 2. 2019
2.1. Review Budget to Date
2.2. Review Administrative Calendar – p.5 2.3. Review Operations Calendar - p.7 3. Five Year Plan – Q2
3.1. Administrative - p. 10 3.2. Operations
4. Misc.
4.1. Vice Chair Nominations 4.2. Friends of the Neighborhood
5. Adjournment (6:45)
Unapproved Park Commission Meeting Minutes
Page
1
of
3
Park Commission Meeting Minutes May 7, 2019
City of Minnetonka Beach
Park Commission Meeting Minutes
May 7, 2019
Members Present: Chair Joe Pagano; Commissioners: Chris Dovolis, Dan Forbes, Harlan Lehman, and Katie Norman
Absent: Commissioner Patty Rezabek Staff Present: City Clerk Heidi Honey Council Liaison: Tracey Breazeale
Chair Pagano called the meeting to order at 5:15 pm.
1.
Park Commission Administration1.1. Welcoming Comments
Pagano will send a note of appreciation to Sean Woerner for the benches and skate assists he made for his Eagle Scout project at Ray Peters Park.
1.2. Approve the May 7, 2019 Meeting Agenda
A motion was made by Commissioner Dovolis and seconded by Commissioner Forbes to approve the May 7, 2019 meeting agenda. With all members voting in favor, motion carried.
1.3. Approve Minutes – April 2, 2019 Park Commission Meeting Minutes
Pagano asked to update the Bartlett tree removal bid to $2,660 which includes $500 for stump removal.
A motion was made by Commissioner Norman and seconded by Commissioner Forbes to approve the April 2, 2019 meeting minutes as amended. With all members voting in favor, motion carried.
2.
20192.1. Review Administrative Calendar
Pagano reviewed the Administration Calendar. Most items are related to the Five Year Plan.
2.2. Review Operations Calendar
Pagano reviewed the Operations Calendar. They are on track to have the highlighted items completed by the end of May. Lehman recommended keeping the skate park at one park so it doesn’t get damaged moving it back and forth. That will be discussed later with the recommendations of hard assets. The Wortman and Boschwitz trees will be selected this month. Rezabek will discuss pine tree treatment at the June meeting. The updated Abdo garden design from Garden Gate is in the packet. The gardener
recommended one bench. Bob Abdo was pleased with the updates. Commissioners also liked the plan.
2.3. Review Budget to Date
Pagano and Honey audited year to date expenses and planned future expenses. Of the $32,800 budget, $27,000 is committed to be spent. It’s too early to allocate some of the additional funds toward warming house updates because other things may come up. They will discuss it later in the year.
2.4. CIP Update – Additional Considerations
At the April 2 meeting, the commissioners approved the following 2020-2024 CIP requests: • 2020: Playground Equipment - $30,000 and Utility Vehicle and watering system - $12,000 • 2021: Recommend moving Phase 11 Access Paths to 2021
• 2024: Add EAB treatment - $8,000
Unapproved Park Commission Meeting Minutes
Page
2
of
3
Park Commission Meeting Minutes May 7, 2019
Pagano recommended the following additions based on findings from the asset inspections:• 2020: Pavers at the Swim Beach for $10,000
• 2021: Extending Rip Rap at the swim beach for $10,000 (requested by council member Myers) • 2021: Upgrading to LED lighting at Ray Peters for $5,000 (requested by PW Berent)
Pagano explained that the rip rap extension would be from the swing to the curved area of the shoreline that was cleaned out near County Road 15. It is less than 1,000 square feet so a permit would not be required from the DNR. Rocks would also go near the culvert. Dovolis recommended moving the LED lighting to 2020. He will contact Xcel to see if they have rebates. Commissioners supported that. Honey will forward information she received from Xcel about the lighting upgrade.
A motion was made by Commissioner Forbes and seconded by Commissioner Lehman to approve the 2020-2024 CIP as approved previously and with the following additions: In 2020 – pavers at swim beach for $10,000 and updated lighting at Ray Peters for $5,000. In 2021: rip rap extension at the swim beach for $10,000. With all members voting in favor, motion carried.
2.5. Vice Chair Nominations
Pagano asked commissioners to consider serving as Vice Chair and they can discuss it at the June meeting if they are interested. Forbes described potential responsibilities. Pagano and Boschwitz divided work equally between them.
3.
Five Year Plan – Q23.1. Hard Asset Evaluation Update
Dovolis, Forbes and Lehman inspected hard assets and their overview is in the packet. Generally, most assets need maintenance that can be done by Berent or volunteers. Based on the volume of work, it will need to be spread out over time. Dovolis and Forbes conducted an additional inspection of the Dahl Library and there may be a few additional items to address with the contractor. No upgrades in heat or electric are needed at this time. The flower boxes are deteriorating and they need to consider new ones or having Berent try to fix them. Pagano reminded them that up to $3,000 was approved for the library improvements. Current planned work is under budget and they can spend up to that. Lehman stated that most things are maintenance issues and asked how that is paid. The Park budget covers miscellaneous items and materials. Berent also has a small budget for parks. Pagano stated that they need to look at the list, determine what maintenance items Berent can do now, and prioritize the remaining items. They need to determine who will do the work, the cost to do it, how it will be funded and when it will be done. Forbes, Dovolis, and Lehman will talk with Berent and submit recommendations to Norman by May 22.
3.2. Green Asset Evaluation Update
Pagano stated that their recommendations will follow the hard asset recommendations because some green assets are screening for trash and other items. They identified three items: update the city’s tree inventory, (which was last done in 2008), develop a fire lane policy, and a develop a rain garden policy. These items are in the Comprehensive Plan and will be calendarized for 2020 and 2021. They will explore the cost of an EAB evaluation for the city because trees are being treated but some trees are still dying. They will hold off on additional plantings at the Dahl Library and Northview wall until updates are completed.
3.3. Five Year Plan Deadline Review
Assessments and recommendations are due to Norman by May 22. After that, the next step is to prioritize the list of work, determine when it will be done, the cost to do it and how it will be funded. Norman will have a preliminary summary for the June 4 meeting. Breazeale commended Pagano how well organized the commission is and how well they are following their timeline.
3.4. Friends of the Neighborhood
Pagano stated that Rezabek would like to increase volunteerism in the community with parks. He
established a connection with the Three Rivers Park District and found they have ideas to improve things
Unapproved Park Commission Meeting Minutes
Page
3
of
3 Park Commission Meeting Minutes May 7, 2019
along the trail such as adding more trash cans if the city requests it. Commissioners discussed doggie bag stations. Pagano will get more information from Three Rivers for the June meeting. He also met with Jillian Moriarty and she committed to a revolving list of three projects that Civic will discuss at their meetings for them to complete. Moriarty was enthusiastic about commitment to volunteering. Commissioners then discussed that there is a lot of trash on the trail and more cans may help.Pagano then stated that the bench at the Dahl library belongs to Three Rivers. He is exploring the idea of replacing it with one of the Abdo garden benches because he thinks it fits the architecture and look of the library. Pagano will get more information on trash cans, doggie bags and the bench from Three Rivers. The commission will need to identify potential items, get public input from residents, and make a recommendation for council.
Pagano and Norman will meet to discuss the formatting of the Five Year Plan.
Forbes mentioned the gutter selection for the library. Dovolis is strongly in favor of using a half round copper gutter because he thinks it is more in style with the building. They work the same as the k- gutter. He will research the costs for the next meeting. He will also research if additional reinforcement is needed prior to installing the gutters. Forbes and Dovolis will work with All Star Construction on this.
Pagano summarized that Dovolis and Forbes will re-evaluate the library work and give an update and recommendation to Parks at the June meeting. They can explore re-allocating the misc. budget funds to the library if costs will be over $3,000 and there is a compelling reason.
4.
AdjournmentA motion was made by Commissioner Forbes and seconded by Commissioner Lehman to adjourn the meeting. With all members voting in favor, motion carried.
Chair Pagano adjourned the meeting at 6:12 pm. Signed the sheet: none
Next meeting: June 4, 2019 at 5:15 pm.
Respectfully submitted,
_________________________________________
Heidi Honey, City Clerk
Page 1 of 2
2019 Activity Schedule - Administration
Mission: To Protect, Maintain and Improve the parks and public lands of the city of Minnetonka Beach for the safe use and enjoyment of its residents. updated 6.4.19
January February March April May June July August September October November December
ADMINISTRATIVE
MEETINGS
1st Tuesday - 5:15 pm 1/8/19 3/5/19 4/2/19 5/7/19 6/4/19 7/9/19 8/6/19 9/10/19 10/1/19 12/3/19 Council Updates (annual 2/11) 2/11/19 7/8/19-JP
Civic Events Skating Newcomers Progressive Picnic Natl Nite Out Halloween Tea & Toddies
Civic Events
Civic Meeting 6/12/19-JP
5 YEAR PLAN
Hard and Green Asset Update 5/7/2019
Recommendations due 5/22/2019
Present outline to Cmmsn 6/4/2019
Final recommendatins due 7/2/2019
Commission review/approve priorities, year, funding 7/9/2019
Prelim Five Year Plan Draft review 8/6/2019
Final Five Year Plan approval 9/10/2019
Five Year Plan presented to City Council 10/9/2019
CIP
Determine city infrastructure needs for
next year X
CIP discussion Parks X
CIP approval by Parks X
Council approves CIP X
BUDGET
Final previous year review X
Mid Year Audit X
Year End Audit X
Discuss Proposed next year's Budget X
Approve proposed next year's budget for council X
Council adopts preliminary budget X
Council adopts final budget X
PARK COMMISSION
Monday Fun Days
Page 2 of 2
2019 Activity Schedule - Administration
Mission: To Protect, Maintain and Improve the parks and public lands of the city of Minnetonka Beach for the safe use and enjoyment of its residents.
January February March April May June July August September October November December TERMS
Terms: 2019-Lehman, Pagano; 2020-Dovolis, Forbes, Open; 2021-Rezabek, Norman
Nominate Parks Candidates X
Appointment by Council X
Oath of Office X
Elect new officers X
Review Rules of Procedure X
SPOCs
Reivew of Assignments X
PARK COMMISSION
Page 1 of 1
2019 Activity Schedule - Operations
Mission: To Protect, Maintain and Improve the parks and public lands of the city of Minnetonka Beach for the safe use and enjoyment of its residents.
January February March April May June July August September October November December
PROTECT - MAINTAIN - IMPROVE
CONTRACTS/ARRANGEMENTS
Beach Cleaning - Lifes a Beach contract
presented and approved-JP X
Gardener - Garden Gate contract presented
& approved - HH & JP X
Crab apple treatment-Bartlett contract
presented and approved-PR X
EAB/Ash-Bartlett contract presented &
approved - PR X
EAB Treatment- even years, $8,000 CIP
EAB reforestation (Plant & remove)-odd years, $2,000 budget
Buckthorn-Prairie Restorations contract proposed/approved - PR X Garlic mustard-Priaire Restorations contract proposed/approved - PR X Skate Park - Brian Move to City Hall even years, Ray Peters odd years - BB X
Ray Peters - Brian inspect warming house heater - BB X
Biffs (beach/Ray Peters:Mem-labor days) - HH Out -Rink IN-beach&RP OUT-beach&RP In-rink
Temaca reminders - HH X X
Trees
Crab apple treatment date X X
EAB/Ash treatment date X
Tree/shrub Planting proposed - PR & JP X
Tree/shrub Planting Proposal vetted (visit locations) X
Tree/shrub Planting plan approval X
Tree/shrub Planting -actual planting month X X
Tree trimming plan proposal - PR X
Tree trimming plan approval X
Tree trimming - actual trimming month X X
Invasives
Buckthorn treatment date X
Garlic mustard treatment date X
EQUIPMENT
Berent equipment inspection and report to Parks - BB X
Updated 6.4.2019
PARK COMMISSION
Addendum to Activity Calendar
January February March April May June July August September October November December Work Plan Details Committed/Budgeted 2019:
Library updates approved X
Library updates completed X
Wortman Tree selection approval X
Wortman Tree planted X
Gerry Memorial Tree approval X
Gerry Memorial Tree planted X
Tree stump removal policy X
Tree stump removal policy approval X
Policy for Memorials X
Add 2 planters with annuals at swim beach X
Library Gutters X
Library other upgrades/planters X
Playground Mulch BB X
Sand Replacement BB X
Additional 2019 Requests Not Budgeted
Warming House Updates X
Lake shore landscaping (ask Brian?/ask Lakeshore Restoration?) X Pine tree treatment at Lafayette Park (Bartlett) X
Remove or enlarge swim beach garden X Transfer hostas and trim lower branches across from Half Moon X
Bench-Abdo cast iron/cedar plank 1 2019 Stain slats
Pavers-Abdo flat limestone 1 2019 Power wash, reset Pavers-Crear flat limestone 1 2019 Power wash Pedestal-Crear stone 1 2019 Reset, power wash Bench - Crear stone 1 2019 Power wash Asphalt playground rec area surface 1 2019 fill, seal coat, paint Asphalt playground Four square 1 2019 fill, seal coat, paint
Swing four person 1 Paint swing set frame - blue? Skateboard park skateboard ramps 1,5 repair decking
Tether ball pole / rope / ball 1 2019 replace ball, paint, grass Bench-playground bench - cedar 1 2019 repair base, straighten Fence split rail fence sw corner of city hall1 2019 repair broken sections Trash bin trash recepticle 1 2019 lid?, power wash, stain Porta potty shelter cedar 5 2019 repair 2019
Surface Asphalt, includes 4 square 5 2019 fill, seal coat, paint Fence screen for trash cans 5 2019 power wash, stain Posts - Half Moon posts around exterior of park - wood7 2019 repair tops of posts
Updated 6.4.2019
5 YP - Administration
Project
Year
Update Plan 2021, 2023
Firelane Policy 2020
Rain Garden Policy 2020
Guard Rail Discussion 2020
Park Usage Discussion 2020
Annual Inspection of Assets 2020-2024 Trash can replacement Discussion 2020
5 YP - Operations
Project
Year
Cost
CIP Items
Playground Equipment - City Hall 2020 $ 30,000.00
Beach Pavers 2020 $ 10,000.00
Beach Rip Rap 2021 $ 10,000.00
Ray Peters LED Lighting 2021 $ 5,000.00
Lafayette Park Drainage 2021 TBD
Other Items
Dahl Library Garden 2020 $ 800.00 Lafayette Ridge Sign - stain 2020 $ 100.00
Tree Inventory 2020 $ 7,500.00
Warming House Updates 2020 TBD
Library Updates TBD TBD
Backboard Replacement 2021 TBD
Bench replacement - city hall park 2021 TBD Replace rubber border-city hall park 2020 TBD Replace Ray Peters Porta Potty Shelter 2021 TBD
Replace Park Signs 2020 TBD
Remove or Replace Zipline 2020 TBD
Lafayette Park Drainage 2020 explore options
Replace all trash cans citywide discussion 2020
Five Year Plan Q2 – Asset Assessment
STEP THREE: KNOW YOUR DEADLINES
•
May 7: Hard and Green Asset Update
o
Where are you at with your work?
o
Do you need help?
•
May 22: Assessment Forms due to Katie Norman
•
June 4: Preliminary Summary presented to Commission
–
Katie Norman
•
July 2: Final recommendations due to Katie Norman
•
July 9: Commission reviews/approves
•
Priorities
•
Year
•
Funding
o
Budget
o
CIP
o
Grants
o
Donations
•
August 6: Preliminary Five Year Plan Draft presented to Commission
•
September 10: Final Five Year Plan Draft approval
•
