101309 Joint PK CC AGPAGENDA
1. CONVENE JOINT PARK COMMISSION AND CITY COUNCIL MEETING
2.
3.
4.
5.
A. Roll Call
CITY COUNCIL:
Mayor Liz&
Woodruff
Turgeon
Bailey
Zerby
PARK COMMISSION:
Chair Norman
Davis
Robb
Edmondson
Trent
Quinlan
DeMers
B. Review Agenda
PRESENTATION BY MINNETONKA HOCKEY ASSOCIATION FOR
HENNEPIN YOUTH SPORTS PROGRAM GRANT — (Att.-#2)
REVIEW AND DISCUSS PARK GOALS AND OBJECTIVES — (Att.-#3)
OTHER BUSINESS
ADJOURN
CITY OF
SHoREwOOD
CQ" 5755 Country Club Road e Shorewood, Minnesota 55331 ! 952 - 474 ®3236
Fax: 952- 474 -0128 a www.ci.shorewood.mn.us 9 cityhall(e &i.shorewood.mn.us
To: Mayor and City Council Members
Park Commission
From: Kristi Anderson — Community Rec Resources
Twila Grout — Park Secretary
Date: October 7, 2009
Re: Presentation by Minnetonka Hockey Association for Hennepin Youth Sports Program Grant
Hennepin County has announced that they have $2 million dollars in grant money for developing facilities
for amateur sports or recreation. This grant is funded by the Twins ballpark sales tax, which was approved
back in 2006. The program encourages local government applicants and non -profit youth organizations to
create partnerships. The timeline is short for the first grant cycle, which is November 2, 2009. Awards will
range from $10,000 up to $400,000. Matching funds and in -kind contributions are encouraged and will be
a factor when being considered for the grant award. Also, attached you will find information regarding the
grant program for your review.
Mr. Lance Nelson and Mr. Tim Jenzer from the Minnetonka Hockey Association met with City
Administrator Brian Heck, Park Coordinator, Kristi Anderson and Park Secretary,Twila Grout last week.
The hockey association proposed installing two refrigerated outdoor ice rinks at Freeman Park. A
refrigerated rink can start around mid November and go into March (all weather dependent). Flooded rinks
normally start around the middle of December to around the 14 of February (these dates are also weather
dependent). Attached is a rough draft of the cost for installation and maintenance /running of two
refrigerated rinks. These are estimated amounts that were received from St. Paul. The association is
working on getting more precise figures to provide at this meeting.
Due to the short timeframe for this grant cycle, it was determined that it would be beneficial for the hockey
association to provide a presentation to both the Park Commission and City Council at this joint meeting
regarding the refrigerated rinks.
Once it has been determined if staff should go forward with the grant, the grant amount that will be
requested is $400,000. The hockey association mentioned that they would donate $150,000 towards the
project.
The Park Commission will also be discussing the proposal from the Hockey Association and the grant at
their Park Commission meeting.
#z
03'• • .•
Hennepin County is seeking local units of government interested in developing
facilities for amateur sports or recreation. Legislation authorizing the building of the
new Twins stadium allows Hennepin County to grant up to $2 million dollars each
grant cycle to Hennepin County communities to assist with developing these facilities.
These grants will be made through the Hennepin Youth Sports Program.
Purpose
The purpose of these grants will be to allow municipalities, park districts or school
districts to create, expand or improve sport or recreational facilities to enhance
opportunities for athletics and recreation.
No grant awards may be used for ongoing expenses, such as programming services or
operating and maintaining the facilities.
Criteria
These criteria will be among those considered in evaluating grant applications:
• Need for the facility, including recognizing that many changes in youth sports
and activities have occurred in the more densely populated cities of Hennepin
County
• Equitable distribution throughout the county
• Leveraging non - Hennepin County funds and in -kind contributions
• Sustainability, including ongoing operating funds
• Inclusion of environmental improvements
Examples
The following are examples of potential projects:
• Baseball and softball fields
• Soccer, football and lacrosse fields
• Skate parks
• Disc golf courses
• Trails
Partnerships
The Hennepin Youth Sports Program is intended to encourage cooperation between the
local unit of government applicants and non-profit youth organizations. The program
seeks to create partnerships between the end-users and the owners of facilities in order
to maintain high quality facilities for the future.
Awards will range from $10,000 up to $400,000. Respondents are encouraged to provide
matching funds or in-kind contributions. Matching amounts will be a factor considered
in grant awards.
Grant Administrator
The Hennepin County Board of Commissioners will make the grant awards to
respondents. The Board has contracted with the Minnesota Amateur Sports
Commission to administer the application process.
Updates
The latest updates can be found at httL):ZZwww.nu-isi2orts.org/grant 12rogram.htm.
Fs �-Z W
All proposals must be received by 4:00 PM Monday November 2, 2009.
Contact
Prospective responders who have questions regarding this RFP may contact:
Minnesota Amateur Sports Commission
1700 1051h Ave NE
Blaine, Minnesota 55449
Stephen Olson, Program Director
solson((Pnscs
763-785-3639
Lynda Lynch, Grant Administrator
llynchOrnrisports.org
763-785-5631
Application Documentation
Provide three copies of all items listed below.
Resolution of Local Government Unit
The respondent is required to execute a resolution which authorizes filing of the
application and execution of final agreements with Hennepin County.
An example of the required resolution is attached. All portions must be followed
exactly as shown in this example.
Geographic Location Map
Prepare a geographic location map which clearly indicates the location of the proposed
sport or recreation site. Include on the map the following items:
• Project name and date submitted,
• Main roads and secondary streets leading to the site clearly labeled,
• North arrow and scale.
If possible, the map should be 8.5 x 11 inches. A photocopy of a county highway map or
a city street map may be used, providing it meets the above criteria. For large cities, the
site should also be shown on a district -level map.
Site Plan
Clearly identify the proposed sport or recreation site and the surrounding area. Also
identify any existing facilities and park acreage as well as any developments
contemplated for the future. The following items must be included in the site plan:
• Indicate all existing sport and recreation support facilities,
• Show all adjacent county roads, city streets, highways, etc., and label with their
names and numbers,
• Show city names, corporate limits, and section lines or corners,
• Indicate all lakes, rivers, streams, and wetlands and label with their appropriate
names, and
• Identify all environmental intrusions.
Please prepare the maps neatly and legibly. Plans which do not reflect quality mapping
will be returned to the respondent, If possible, the site plan should be mapped on one
sheet not exceeding 24 x 36 inches.
Environmental Intrusions Statement
List and describe all environmental intrusions. Prepare a mitigation statement for each
intrusion, explaining how the effects of the intrusion will be moderated.
Environmental intrusions refer to all man -made developments on, above, or below the
site. This includes, but is not limited to, buildings, utility poles and lines, roads,
driveways, pipelines, power lines, sewer lines, and rail road tracks.
Agreements and Arrangements
Include a copy of any legal agreements or arrangements with other organizations or
government agencies participating in this project. An example would be a Joint Powers
Agreement for operations and /or maintenance funds with a non - profit sports
association or private foundation.
Operations and Maintenance Statement
Briefly describe the plan for operations and maintenance of the facility. Indicate:
• Agency responsible for operations and /or maintenance,
• Source(s) of operations and /or maintenance funds, and
• Length of time facility will be open on a daily, weekly and seasonal basis.
Note: No grant awards may be used for programming, operations and /or maintenance
of the facility. Grant recipients are prohibited from converting any portion of the project
to non - public or non -sport uses or transferring ownership of the property without the
approval of Hennepin County. Recipients may contract or lease operations to a non-
public entity, but ultimate ownership and operational responsibility must remain with
the original local government unit.
Comprehensive Plan Compatibility
Demonstrate that the proposed facility:
• is consistent with the local comprehensive plan,
• does not duplicate any existing facility in the area,
• will be a complement to the existing infrastructure of facilities in the community,
and
• fits into the current park and recreation plans of the community.
Do not submit the actual Comprehensive Plan.
Produce an estimate of the frequency and types of uses by Hennepin County,
Minnesota, and national participants.
Local Matching Funds
Respondents are encouraged to provide matching funds or in -kind contributions.
Matching amounts will be a factor considered in grant awards.
If matching funds or in -kind contributions are a component of the application, provide
either documentation of local matching funds raised or a written plan on how the
respondent intends to raise the funds, including fundraising methods and timelines. If
possible, include evidence of past fundraising efforts in communities similar to the
respondent's community.
If the respondent intends to use a local bond issue over local government funds,
indicate the date of the intended bond issue referendum or local government unit board
vote.
Budget
Submit a complete capital budget and pro forma operating budget for the proposed
project.
Timeline
Submit a proposed timeline of the start, major segments, and completion of the project.
Economic Impact Analysis
The respondent has the option to demonstrate the economic impact implications of the
proposed facility. The applicant should outline a typical annual schedule of events with
corresponding economic impact, emphasizing non - Hennepin County participants and
spectators.
Application Form
Respondents are required to complete the attached Application Form, containing the
following elements:
1. Legal name of the local government unit responsible for the project.
2. Name of the project. If the application is for the continuation of a previously
approved, publically- funded project, use the same name as the original project.
3. Primary contact person who will have direct responsibility for the day -to -day
activities of the project and to whom project inquiries can be directed.
5. Signature of official(s) of the responsible local government unit as authorized by
resolution.
All 3 copies of the Application Form must be dated and bear the original signature of
the authorized official(s).
Evaluation Criteria
The Hennepin County Board of Commissioners will review and make final
determinations of grant awards.
By Resolution No. 09- 0320R3, these criteria will be among those considered in
evaluating grant applications:
• Need for the facility, including recognizing that many changes in youth sports
and activities have occurred in the more densely populated cities of Hennepin
County;
• Equitable distribution throughout the county;
• Leveraging non - Hennepin County funds and in -kind contributions;
• Sustainability, including ongoing operating funds; and
• Inclusion of environmental improvements
The Board may also evaluate the grant awards according to the following criteria:
Partnerships
Hennepin County will favor proposals that create and enhance partnerships between
public entities and private organizations. Operating agreements that expand hours and
programs, bring new users to the facility and provide opportunities that do not
currently exist in the community will be preferred.
Demonstrated Ability to Perform
Respondents who have a demonstrated history of operating and maintaining sports and
recreational facilities will be preferred.
Numbers of People Served
Projects that involve significant numbers of participant users on an annual recurring
basis will be preferred.
Sample Resolution cal Government Unit
Required form of resolution authorizing filing of application and execution of
agreement to develop sport or recreation facilities under the provisions of the Hennepin
Youth Sports Program:
WHEREAS, Hennepin County, via its Youth Sports Grant Program, provides for capital
funds to assist local government units of Hennepin County for the development of
sport or recreation facilities, and
WHEREAS, the (local government unit, hereinafter LGU) desires to
develop a (name of project, hereinafter PROJECT) for the purpose of
NOW, THEREFORE BE IT RESOLVED BY THE
of the
(LGU):
(authorizing board)
I. The estimate of the total cost of developing PROJECT shall be $
and LGU is requesting $ from the Hennepin County Legacy Grant
program and will assume responsibility for a match requirement of $
II. LGU agrees to own, assume one hundred (100) percent of operation costs for
PROJECT, and will operate PROJECT for its intended purpose for the functional life of
the facility, which is estimated to be years.
III. LGU agrees to enter into necessary and required agreements with Hennepin
County for the specific purpose of constructing a sport or recreational facility and long-
term program direction.
IV. That the
(authorized representative) and /or
(LGU) is authorized and directed to execute said application and
serve as official liaison with Hennepin County or its authorized representative.
CERTIFICATION
I hereby certify that the foregoing resolution is a true and correct copy of the resolution
presented to and adopted by the (authorizing board) at a duly
authorized meeting thereof held on the day of 2009, as shown by the
minutes of said meeting in my possession.
Its
Hennepin County Legacy Grant Program Application For
Local Government Unit (legal name)
Local Government Unit Official
Mailing Address
City, State, Zip Code
Telephone Number
Email Address
Minnesota Tax ID Number
Federal Employee ID Number
Name of Project
Authorized Representative
Mailing Address
City, State, Zip Code
Telephone Number
Email Address
EXECUTION
IN WITNESS THEREOF, the respondent has caused this application to be executed on
the day of 2009.
Legal Name of Respondent
ENDORSEMENT
U-
Its
I hereby certify that the local government unit identified hereby is willing and able to
undertake the project as described in this application.
M
Date
Its
Application Checklist:
❑ Resolution of Local Government Unit
❑ Geographic Location Map
❑ Site Plan
❑ Environmental Intrusion Statement
❑ Agreements and Arrangements
❑ Operations and Maintenance Statement
❑ Comprehensive Plan Compatibility
❑ Estimate of Users
❑ Local Matching Funds
❑ Budget
❑ Timeline
❑ Economic Impact Analysis (optional)
❑ Application Form
Componants for Rinks
Rink #1
Rink #2
Ice Rink Chiller
$275,000
$125,000
Concret floor system with rebar
$55,000
$55,000
Dasher Board System
$35,000
$35,000
Lighting System
$25,000
$25,000
Excavating / Site prep
$10,000
$10,000
Used Zamboni
$30,000
none
Cost per rink
$415,000
$250,000
Yearly Costs
Rink #1
Rink #2
Electricity based on 4 1/2 months
$9,000
$9,000
Rink Attendent
$7,290
$7,290
Misc. Costs (fuel, water, insurance)
$?
?
Cost per rink
$16,290
$16,290
CITY OF
SHOREWOOD
Un@ 5755 Country Club Road ® Shorewood, Minnesota 55331 ® 952 -474 -3236
Fax: 952- 474 -0128 e www.ci.shorewood.mn.us ® cityhall a ci.shorewood.mn.us
To: Park Commission
Brian Heck, City Administrator
From: Kristi Anderson, CRR
Twila Grout — Park Secretary
Date: October 7, 2009
Re: Proposed CIP Schedule for Shorewood Parks
During its September meeting, the Park Commission reviewed the proposed 5 -Year CIP Schedule for parks.
Assuming the City Council continues to contribute $45,000 annually to the Park Fund, it was determined
that the Commission could schedule planned improvements of up to $80,000 per year over the next five
years without depleting its ongoing CIP fund.
With these figures in mind, and the Park Commission's stated priorities, staff re- positioned the schedule of
improvements to reflect the primary goals utilizing this budget plan.
In addition, the revised CIP schedule reflects modifications to allow the city to capitalize on a cooperative
partnership with the hockey association in order to pursue the Hennepin Youth Sports Grant program.
Although the potential grant request may be nearly $400,000, with an additional $150,000 coming from the
hockey association (as well as an ongoing maintenance commitment), it would be proposed that the City
contribute a mere $50,000, with added in -kind services.
As a guideline, the CIP provides a vision for future planning, in this case, TKDA had proposed rinks at
Freeman, given the opportunity to finance this endeavor in the near term, staff took the liberty of
redistributing the 5 -year schedule to accommodate the project.
im
Proposed the le for Shorewood Parks
City of or o
Park Coordinator: Kristi Anderson
T ennis court overlay $ 6,000
Shelter design &
phased in $ 50,000
Pond options $ 2,000
lace plav eaui
econ struct Pa rkin g lot
ntral lawn /amphithetre
Cathcart
nnis court overlavi $ 6,000
50,000
wing set replacement $ 2
shelter /warm house $ 50,000
Replace hocky lights $ 50,000
ew rink /synth boards $ 55,000
xpanaireaesign pKing
$ 75,000 1
IBadaer
Tennis court overlayl $ 6,000
arm house spruce up $ 3,500
Install rustic trail $ 7,500
Picnic shelter /warm
nd overlook /benches $ 7,500
construct
square /remove rink
Skate Park
small shelter $ 16,000
drinking fountain $ 7
Comm Garden sign $ 150
blcktp strip of
surface $ 4,200
add directional sign $ 150
TOTALS: $ 58,600 $110,250 $ 82,740 $ 83,000 $80,500 $50,000 $ 125,000