Loading...
HomeMy WebLinkAboutCOMMISSION_MINUTES_2005-08-25Park and Recreation Commission Meeting Minutes August 25, 2005 Meeting Called to order: 1. Roll Call: Present: Kroeger, Kunz, Palm, Silvis, Aukee Kunza, Absent: Long Staff Present: Lee, Dazenski, McIntyre Approval of minutes from the July 28, 2005 meeting – The minutes stated that Greenfield Park was not included in the listing of City Parks on the City’s web site. At the July 28 meeting, the Commission directed Staff to add Greenfield Park data to the web site. Information was forwarded on to the City’s web administrator, but has not had time to add it. Staff will follow up. Minutes for the May and June meeting have not been created. Commissioner Kroeger will create the minutes if the videotapes are available. Motion to approve: Silvis 2nd: Kunz Motion passed unanimously 3. Unfinished Business: Greenfield Park Play Equipment - The dedication plaque was mounted onto a rock that was donated from a local cemetery There were two temporary picnic tables at the dedication. Permanent tables will be installed soon. An American’s with Disabilities Act (ADA) swing will be installed. Remove this item for “Unfinished Business” Groveland Park Building Replacement. – On July 25, 2005 the City Council denied Resolution 6587 to award a contract for the Groveland Park Building Replacement Project. The estimated cost of $330,300 was the over riding factor. Commissioner Kroeger inquired regarding the status of contacting the low bidder for this project and determining if extending the construction time frame would have been a factor on the amount of the bid that was submitted (i.e. extending the contract for the entire 2006 construction season). Staff has contact the low bidder and is currently awaiting a response. Since the last Park and Recreation Commission Meeting, information on the option to relocate the Golf Course Clubhouse has been compiled. This data is included as a separate document, of which portions were read. Commissioner Aukee had questions regarding the doors (entry and interior) of the Golf Course Clubhouse. The interior doors are hollow wood doors and would be susceptible to damage – especially in a warming house setting with ice skates. Commissioner Aukee inquired regarding the trees and landscaping on the golf course. Dazenski commented that they are probably too big to relocate. Commissioner Aukee commented that of the Golf Course Clubhouse is not a park building type of structure. The timing of moving the Clubhouse was discussed. It would most likely need to occur in the next few months. Discussed two park locations that could be considered as sites to relocate the clubhouse – Groveland Park and Random Park Discussed how the clubhouse could be physically located on the Random site. The Random Park building is currently scheduled for replacement in 2013. Originally in was in the City’s Capital Improvement Program (CIP) as being replaced in 2007, but was moved back due to budget restraints. The Commissioners discussed the possibility of developing a committee comprised of Commissioners and City Council members to review this matter. Since the City will need to remove the Groveland building at some point in time regardless of whether it is replaced, should the demolition costs be removed for the overall costs? Commissioners Kunza stated that the City should have a meeting room type facility that everyone can use. There are three possible bid revision options: 1.) Revise the plan – are there items the can be altered or removed. 2.) Increase the construction timeframe by revising the specifications to allow for construction any time during the 2006 construction season. 3. ) Increase the number of potential bidders – develop an information campaign and target smaller bidders who typically do not use the Construction Bulletin to know of potential projects and those contactors who do not typically bid on government projects. Commissioner Palm stated that the Commission needs to show and prove to the City Council that the Commission has reviewed and thoroughly considered all options regarding the Groveland Park Building issue. The legal issue regarding having a volunteer group or vocational school or college build the Groveland Park Building must be addressed. Dan Spah of Heritage Building Companies LLC introduced himself. He is a builder whose friend lives across the street from the Groveland Park Building. Mr. Spah suggested that there maybe ways to reduce the bid for the Groveland Park Building by changing the specifications of various materials. Mr. Spah offered to review the plans and specifications. Staff will provide these items to Mr. Spah. The Commission asked about meeting with TKDA to discuss ways to reduce the cost. Look at alternate materials list or alternate specifications. There was a consensus from the Committee not to loose any amenities in the building at this time. A motion was made to direct staff to work with TKDA and have them provide recommendations on how to reduce the cost of the Groveland Building Project. Motion made by: Kroeger 2nd: Kunz Motion passed unanimously Aaron Backman, the City’s Economic Development Coordinator, was present at the meeting. Aaron spoke regarding costs of relocating the clubhouse and contract schedules with Medtronic. There are three general options regarding the fate of the clubhouse: The clubhouse is demolished by Medtronic – no expense to the City. Remove the clubhouse and relocate it somewhere within the City – the Commissioners should provide recommendation as to the preferred site and identify any associated issues. Remove the clubhouse and sell it– is there a salvage value? WHERE WOULD BE THE BEST LOCATION TO RELOCATE THE GOLF COURSE CLUBHOUSE? The Commission unanimously recommended that should the City retain the clubhouse that it be relocated to Random Park. A motion was made to direct staff to develop cost estimates to relocate the Golf Course Clubhouse to Random park. These cost estimates should include the removal and transport of the clubhouse, the demolition and removal of the existing Random Park Building, and the site preparation work at Random Park. Motion made by: Aukee 2nd: Silvis Motion passed unanimously Backman stated that moving expenses of the clubhouse may be Tax Increment Financing (TIF) eligible. He will continue to look into this possibility. It was discussed and concluded that it would not be economically feasible to move the Random Building to Groveland Park. City Hall Rehabilitation Project - As separate issue, the City Hall Rehabilitation Project was discussed. The plan is to move City Hall operations to the Community Center for six (6) month (October 1, 2005 to April 1, 2006). The Commission meetings would also be relocated to the Community Center during this time. The issue is that televising the meetings live will be difficult due to the lack of equipment and resources at the Community Center. The plan would be to tape the meetings and then re-broadcast them. The Commissioners found this to be acceptable – given that there few alternatives. Facility Guide Update – No new action was taken. This item is on hold until issues associated with the Groveland Park Building Replacement Project and the Medtronic contract is resolved. The Commissioners wanted to look at delaying the printing to late fall of this year. YMCA Committee Update – The Committee met on August 15, 2005. Items discussed included: City Hall Relocation Plan Temporary Part-time Help during City Hall Project Community Center Building Security Showing of the Banquette Center to potential renters RecWare Update Other Use and Maintenance Issues The use of several rooms as part of the City Hall relocation plan at the Community Center was discussed. The cleaning of the Community center during the period of the City Hall Project was discussed. City staff will recommend hiring a part time worker to assist. The YMCA quarterly report was submitted to City Council. Oakwood Park Renovation Project – Tabled – to be discussed at a future date. County Road 10 Corridor Improvement Program – Design Theme Subcommittee Update – This was read: “The Design Theme Subcommittee last met on July 20, 2005. The City’s engineering consultant will be providing the City Council a project status update at the September 6, 2005 City Work Session.” 4. New Business: Groveland Park Field Are the Commissioners interested in creating an athletic field in the northwest corner of Groveland Park. A field 95 feet in width and 210 feet in length is available. It would be a simple matter of striping it. There is a need for it. To make it usable if simply needs to be striped. The consensus of the Commission was that it should be striped. And used as a practice field. Trailway Program Look at definition of a trail. Does a street shoulder area qualify as a trail? Staff to send out copy of Comprehensive Plan to the Commissioners – or- perhaps, just the trailway section of the Comprehensive Plan. Is this available on-line? Review Parks Needs Analysis Tabled – to be discussed at a future date. 5. Commissioner/Staff Reports: Groveland Park Tennis Courts. Residents contacted a Commissioners member expressing their dissatisfaction with the surface conditions of the courts. A contractor was out recently to review the several park surfaces (tennis courts, basketball courts...). Their recommendation for the Groveland Park Tennis Courts is to “replace” the pavement. A simple “resurfacing “ would not be sufficient / cost effective because the surface is so deteriorated. Staff will get cost estimates and bring this information back to the Commissioners. Discussed conducting a meeting September 15th, if needed, to work on the Groveland building issue. 6. Request for future agenda items/other business Possible Items for September 22nd Agenda Review Needs Analysis Trailway Plan Announced that the Next regular scheduled meeting will be September 22, 2005. Motion to adjourn: Kunz 2nd: Aukee Motion passed unanimously Adjourned 9:10 PM Respectfully submitted by: Greg Lee NOTE: Following the meeting, Commissioners Aukee requested some minor revisions to the agenda format. These included: Add a public comment section to the beginning of the meeting – Item #3 – after roll call and approval of minutes. Place YMCA Advisor Committee as Item #4. This way Marta / or other representatives of the YMCA will not need to stay for the entire meeting. Move short discussion items to the beginning of the meeting – saving the bigger / more in depth discussion items for last.