101309 PK AgPCITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, OCTOBER 13, 2009 7:00 P.M.
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AGENDA
CONVENE PARK COMMISSION MEETING
A. Roll Cal[
Davis
DeMers
Norman
Trent
Quinlan
Robb
Edmondson
B. Review Agenda
APPROVAL OF MINUTES
A. Park Commission Park Minutes of September 8, 2009 — (Att.42A)
MATTERS FROM THE FLOOR
MANOR POND MAINTENANCE — (Att.- 94)(Public Works Director, Larry Brown)
REPORTS
A. Report on City Council Meeting
B. Recycling in the Parks - (Att.45B, Memo from Comm un ications/Recyc I ing
Coord., Julie Moore)
C. Update on Arctic Fever -(Park Commissioner, Sue Davis)
D. Update on Silverwood Park Shelter -(CRR, Kristi Anderson)
E. Update on Manor Park Warming House - (Att.- #5E)(CRR, Kristi Anderson)
F. Report on Meeting with City of Chanhassen Regarding Cathcart Park- (Att. -
#5F)(CRR, Kristi Anderson)
DISCUSS AND WORK ON PRIORITIZING MASTER PLAN FOR CIP FOR
NEXT 5 YEARS — (Att. - #6)
DISCUSS HOCKEY ASSOCIATION AND YOUTH GRANT (Att- #7)
REVIEW REVISED DONOR POLICY AND PARKS FOR PLACEMENT OF
MEMORIAL BENCHES — (Att.48)
REVIEW DEMONSTRATION COMMUNITY GARDEN GUIDELINES (Att.49)
DETERMINE LIAISON FOR CITY COUNCIL MEETING ON OCTOBER 26,
2009
NEW BUSINESS
ADJOURN
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CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
• TUESDAY, SEPTEMBER 8, 2009 7:00 P.M.
MINUTES
1. CONVENE PARK COMMISSION MEETING
a
Chair Norman convened the Meeting at 6:57 p.m.
A. Roll Call
Present: Chair Norman; Commissioners DeMers, Trent, Quinlan, Robb, and
Edmondson; Park Coordinator Anderson; late arrival City Council liaison
Bailey.
Absent: Commissioner Davis
B. Review Agenda
DeMers moved, Edmondson seconded, approving the Agenda as submitted. Motion passed 6/0.
2. APPROVAL OF MINUTES
A. Park Commission Park Minutes of August 11, 2009
Edmondson moved, DeMers seconded, approving the Park Commission Minutes of August
11, 2009, as presented. Motion passed 6/0..'
is 3. MATTERS FROM THE FLOOR
There were none.
4. REPORTS
A. Report on City Council Meeting
Robb reported that the City Council approved the purchase of the bike racks for the parks with
the caveat that the Public Works department install them as time permits. In addition, the Council
approved little league advertising signs on the fences in Freeman Park with no license fee
beginning in May 2010 on a 3 -2 vote.
Council member Bailey arrived at 7:15 pm.
B. Update on South Tonka Little League Signage on Baseball Fences
Bailey added that the Council approved the advertising signs on fences in Freeman after some
debate and that he felt it was a good show of support of the communities youth sports groups..
C. Update on Signage for the Parks
Anderson stated that the original contractor, Arrow signs, had gone out of business since they
last met leaving many current customers with incomplete installations. She indicated that she had
• been contacted by the designer just prior to the Commission's last meeting stating that he would
be moving to another company. It appeared to Anderson that Arrow had reorganized under
possibly two new names and had already contacted her to begin anew; however, knowing the
2A
PARK COMMISSION MEETING
TUESDAY, SEPTEMBER 8, 2009
PAGE 2 OF 5
condition previous customers were left and the fact that the Commission was not impressed with
the sample provided at the last meeting she declined to continue the relationship. With that in
mind, Anderson stated that she would be beginning from ground zero, using some of the original
drawings that the Commission had seen early on to pursue new contractors.
The Commission concurred that they would prefer to begin anew than make a costly mistake.
D. Manor Pond Update
Prior to the Park Meeting, several Manor Park area residents stopped by to see if the item were
on the agenda in greater detail. Anderson explained that both she and Public Works Director
Brown had made attempts to contact the DNR and MCWD over the past several weeks with little
success in getting the process going. She stated that she had communicated with MCWD member
Julie Westerlund who had hoped to attend the meeting this evening, but was detained. Anderson
noted that water testing would be happening over the coming weeks to determine what options
might be considered to aid in the pond maintenance.
E. Manor Warming House Update
Anderson reported that she had spoken to Building Inspector Joe Pazendak about the potential
remodel of Manor Warming House. She indicated that Pazendak had reviewed the condition of
the pad and that the addition of the bathrooms was possible either udder the current shelter with
some repair work to the cracked pad or to the rear of the building by adding to the existing pad.
Anderson noted that while a CUP was deemed unnecessary to add to the building, contact with
the stated would be required for the needed plumbing work. Although architectural drawings
would not be required, she stated that she would be meeting with Pazendak to determine what
and who would be best to assist with the plans and assessing actual costs. She asked the
Commission if she should continue this path.
The Commission was pleased the remodel would be possible, as it would be substantially less
than building an entirely new structure. Chair Norman encouraged Anderson to continue and to
assess other elements to give the facility a facelift, roof, color, etc.
5. UPDATE ON SUMMER ACTIVITIES AND 2010 SUMMER ACTIVITIES IN
THE PARKS
Anderson reviewed the Summer Programs with the Commission reporting both on successes,
such as the Garage Band Jam and Safety Camp, as well as, those worth reconsidering such as the
3` Lair Skate Camp and Tennis with Dan Carlson. While the weather didn't always cooperate,
Anderson stated that kayaking and REI were well received.
Edmondson suggested staff investigate when the 10,000 Lakes Festival takes place in 2010
before choosing the date of the Garage Band Jam, as many very good bands participate in this
event thus pre - empting them from joining our event.
The Commission was pleased with the overall participation of the community events and urged
staff to continue to grow the Friday activities, as well as, consider adding some evening 0
activities, such as the movie nights mentioned in the report. Though sign -ups versus
participation did not always add up, the Commission suggested staff give consideration as to how
to ensure those that sign up, show up.
PARK COMMISSION MEETING
TUESDAY, SEPTEMBER 8, 2009
PAGE 3 OF 5
Anderson said that staff would brainstorm added programming ideas, as well as, strive to
increase actual participation numbers. Though always difficult, she was unsure at this time other
than requiring sign -ups and potential no show fees how to ensure people show up who sign up.
6. REPORT ON SILVERWOOD PARK NEIGHBORHOOD MEETING AND
REVIEW AND APPROVE PLANS FOR SILVERWOOD PARK CANOPY
PICNIC SHELTER
Anderson reported that two people attended the neighborhood meeting regarding the Silverwood
shelter, and several others emailed in support of the shelter. The couple that attended stated that
they did not object to the shelter, but would not support the proposed rustic trail around the
perimeter and thru the woods because it may encourage delinquency.
Anderson explained that if the Commission accepted the proposal and recommended approval to
the City Council the item would move on to a public hearing before the Planning Commission
next week before Council views the item.
Anderson presented the shelter design for the Commission's_ review along with the additional
estimated costs associated with the site preparation, grading, fill, and restoration which totaled
approximately $23,500. Anderson shared the color choices and asked for direction.
The Commission questioned whether this was the design they wished to proceed with as the
model for all parks and discussed the color choices. Edmondson recommended using a theme
that could be carried forward in the park signs and new or updated shelter, such as taupe and rich
dark brown posts.
Anderson interjected that the same color choices could be echoed in the Manor Park warming
house remodel.
Chair Norman reminded the Commission that some of the branding of our parks will come when
the entrance signs are also changed. With regard to some neighborhood concerns, some of the
brush would be cleared to place the shelter.
Anderson pointed out that the parking lot at Silverwood is also scheduled to be redone in 2010
on the CIP, which will likely require the removal of a large cottonwood tree that has uprooted
many of the parking bollards and curbing along the edge of the parking lot creating tripping and
safety hazards near the lot. If this tree is removed and the parking lot resurfaced, a handicapped
accessible walkway could be added to directly access the shelter.
Bailey stated that he would be a big fan of the shelter and that one could even argue that if the
pathway eventually gets cleared out it might discourage kids from making it a hangout.
Edmondson moved, Quinlan seconded, to recommend the City Council adopt staff's
recommendation to award the contract to Midwest Playscapes for the shelter design,
installation, grading, and site restoration for Silverwood Park not to exceed $23,500.,
• preferably meeting the $22,880.85 total. Motion passed 6/0.
7. APPROVE MASTER PLAN FOR CITY COUNCIL TO ADOPT
PARK COMMISSION MEETING
TUESDAY, SEPTEMBER 8, 2009
PAGE 4 OF 5
Anderson explained that the typical process followed when updating a Master Plan is to
recommend to the City Council that the updated Master Plan be adopted before recommendations
based on its content ensue. She asked the Commission to discuss whether they wished to adopt
the version supplied by TKDA as presented or make changes or omissions to it.
DeMers stated that lie would recommend they omit the changes proposed to Badger Park.
Trent explained that, in his opinion, the new Master Plan was a vision of what the Commission
wants to see happen in the parks in the coming years.
Bailey interjected that the City Council would not adopt this updated Master Plan as presented.
He stated that no City Council is going to commit to spending $4 million dollars on park
changes.
Chair Norman suggested the Commission consider how the document could be used as an
appendix or guideline of how the parks may be developed. As a working document that could be
incorporated into the current plan, if and when funding becomes available, this appendix could
be a wish list of items to accomplish by bits and pieces over the years.
Quinlan stated that the Park Commission could make some modifications to the plans TKDA
presented. For instance, as a road map, we know we'd like to place a shelter in Silverwood Park
but rather than following TKDA's recommendation which cost $100,000 we found a
manufacturer to complete the installation for under $25,000.
Robb suggested the Commission consider pulling out the costing piece altogether and move it
forward to the City Council as a vision or guideline for the parks.
Bailey reiterated that it would be irresponsible of any City Council member to adopt this master
plan as proposed. He indicated that the plan does not: necessarily need to be adopted at all if it is
going to be used as a reference piece for its larger vision.
Chair Norman believed it should be incorporated into the Master Plan, less the costing estimates,
in some form as potential opportunities arise that the Commission would like to pursue, when
funding allows.
Bailey stated that a Master Plan exists and this item could be referenced as an appendix piece
Chair Norman stated that he would present this position to the City Council as liaison at the next
meeting.
8. DISCUSS AND WORK ON PRIORITIZING MASTER PLAN FOR CIP FOR
NEXT 5 YEARS
Having assembled information from several previous documents and discussions over priorities
in recent months, Anderson presented a larger 5 -Year CIP plan for the Commission to consider.
She noted that Public Works Director Brown would have a list of additional playground
equipment safety concerns that must be addressed to incorporate into the CIP in the near future.
Anderson explained that the current CIP total is approximately $250,000. With that in mind, the •
Commission proposed their top 5 priorities which would commit nearly $90,000 of those funds
for 2009 -2010, leaving $160,000. The Council will be making a $45,000 contribution at the end
PARK COMMISSION MEETING
TUESDAY, SEPTEMBER 8, 2009
PAGE 5 OF 5
of the year which will bring the remaining total back up to $205,000. Anderson stated it would
be fair to assume the Council will continue to make this annual contribution as budgets allow.
Anderson urged the Commission to keep in mind that few remaining large scale park dedication
fee based projects lie in their future. If one were to consider priorities over the next five years
without depleting these funds entirely, Anderson, with the assistance of Council member Bailey,
suggested the Commission in essence ration their spending to approximately $80,000 per year,
which would leave a small balance of a bit more than $50,000 going forward 2015 and beyond.
The Commission directed Anderson to get hard numbers for the Manor Park warming house
renovation for the next meeting to ensure that the estimates are accurate. In addition, the
Commission suggested omitting the central lawn /amphitheatre item from Manor Park for 2015
and the additional tennis courts at Cathcart Park for 2015. The little league re- roofing project was
moved forward to 2010.
Based on the fact, that the CIP will need to be presented to the City Council at their October 26 "'
meeting, Anderson was directed to revise the CIP document and schedule by redistributing the
expenditures to fit this spending scenario and bring it back for approval by the Commission in
October, along with hard numbers for Manor Park, to be passed along to Council for their
support.
9. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON SEPTEMBER 14,
2009
Chair Norman volunteered to liaison for September 14.
10. NEW BUSINESS
DeMers requested that staff have the picnic table at the Skate Park moved near the parking area
and new equipment to serve the needs of the parents who tend to sit in their vehicles.
11. ADJOURN
Trent moved, Robb seconded, adjourning the Park Commission Meeting of September 8,
2009, at 9:03 p.m. Motion passed 6/0.
RESPECTFULLY SUBMITTED,
Kristi B. Anderson
Recorder
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CITY OF
SHOREWOOD
5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236
FAX (952) 474 -0128 • www.ci.shorewood.mn.us • cityhall @ci.shorewood.mn.us
MEMORANDUM
TO: Park Commission
FROM: Larry Brown
Director of Public Works
DATE: October 9, 2009
RE: Discussion of the Pond at Manor Pond
Manor Park is located at 20600 Manor Road. This park includes a pond that is approximately one acre
in surface area. Attachments 1 and 2 are a site location map and topographical map of the subject area.
• As the Park Commissioners are aware, this pond has been the subject of much discussion. During hot
summer months the pond enters "full bloom" with algae, lily -pads and other plant matter.
In 2005, the Park Commission partnered with the Minnehaha Creek Watershed District (MCWD) to
perform sampling and testing of the water to determine what specific plant species were present and
what may be the least invasive and cost effective means of treating the various plant growths.
Attachment 3 is the minutes from the October 11, 2005 Park Commission meeting where various
alternatives for the site that were discussed. Unfortunately, the testing that was performed was
inconclusive as to the plant species and appropriate treatment.
Lacking any other data, the options that have been discussed previously are:
Chemical Treatment: Would need to be completed on an annual basis, and is expensive.
Biological Treatment: Options such as crayfish were considered. Concerns were raised that such
biological treatments may migrate to Lake Minnetonka.
Bacterial Solutions: One such method that has potential that is cost effective and easily implemented
is the use of bags of barley straw. The bacterial growth associated with the decomposition of this type
of straw digests some of the plant matter. Ease of implementation and low costs may make this a
viable option. However, this would again involve annual treatment.
• Aeration: Aeration has a very limited impact immediately around the aerator. Based on observations,
it is unlikely that an aerator alone will have much impact, due to the density of the growth.
®�0 PRINTED ON RECYCLED PAPER
Physical Solutions: This involves dredging of the pond to remove sediment and create sufficient
depth to avoid some of the shallow depth invasive plants. The pros of this approach is that this is a
long term solution. The cons of this is that the costs are estimated at $80,000 to $90,000. r
Discussions have also taken place with regard to what is the proper classification of this basin. To
date, this pond has been classified and has been acting as a stormwater basin. Despite the issues of
aesthetics, the pond is actually performing its duty to clean the water prior to discharge downstream to
Lake Minnetonka.
An excerpt from the Minnesota Storrnwater Manual, 2006 states
"Ponds rely on physical, biological, and chemical processes to remove pollutants from incoming
stormwater runoff. The primary treatment mechanism is gravitational settling of particulates and their
associated pollutants as stormwater runoff resides in the pond. Another mechanism, for the removal of
pollutants (particularly nutrients) is uptake by algae and aquatic vegetation. Volatilization and chemical
activity can also occur, breaking down and assimilating a number of other stormwater contaminants such
as hydrocarbons. "
Certainly, this is not meant to dismiss the aesthetic issues associated with the algae and other plants within
this pond, located within a park. However, this stormwater pond is actually functioning as it should, as a
stormwater basin.
Trying to look at all possibilities, staff examined if this basin could be converted to a high quality wetland
or other aesthetic feature without having a stormwater component, as part of this basin. Unfortunately
equivalent land would have to be acquired to construct a similar pond within the same watershed, in •
addition to relocation of stormwater piping systems. This does not appear to be financially feasible or
practical.
Therefore, assuming that the stormwater component of this basin remains, how can the basin be improved
over the long term, to bring some aesthetic qualities to the basin to exist within the public park? After
considerable discussion of the alternatives, staff believes that dredging of the pond is the most practical
solution. This solution provides a long tern solution, and provides an opportunity to create varied depths
of water to provide the proper environment for various plant species that can be managed.
Staff will present this item in detail at the Park Commission meeting on Tuesday, and will discuss what
steps may be available to the Park Commission, should you decide on modifying this basin.
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ATTACHMENT I
SITE LOCATION MAP
PARK COMMISSION AGENDA
TUESDAY, OCTOBER 11, 2005
PAGE 2 OF 4
. 5. MANOR PARK POND WATER QUALITY TESTING - (Park Conunissioner
Westerlund)
Westerlund presented the Manor Park Pond water quality monitoring results from the sununer. To
review, the Commission had visited the site during its annual park tour and agreed that the pond's
water quality should be addressed via monitoring over the summer. At the outset, the Commission
believed that the pond suffered from algae blooms and free floating green algae, which blocks the
suns rays from reaching the bottom of the lake and decomposes at the bottom using up the little
oxygen that exists for the plant life and forming muck. In an effort to measure the total
phosphorous, both dissolved and particulate, chlorophyll a, and the amount of free floating algae in
the water, Westerlund agreed to collect samples over the sununer.
The samples Westerlund collected would check water clarity, how thick the algae growth was, and
the dissolved oxygen at the top and bottom. Westerlund shared slides from the various testing
dates; June 2" the lake was fairly clear with Illy pads and duckweed, though difficult to measure
water quality due to the thick growth of macrophytes, weeds. On 7/14/05, Westerlund pointed out
that mats of filamentous algae had begun to form covering the top in a green slimy algae. On
8/6/05, the entire surface of the pond was covered with the filamentous algae and decomposing
algae covered with gas bubbles.
Westerlund stated that she presented these facts to the Linuiologist, who deduced that the pond was
not suffering from a green algae problem, as first thought, but from a filamentous algae problem,
or macrophyte problem.
A difficult problem to solve, Westerlund presented several options. First, she proposed a chemical
fix, which is often costly and requires toxic herbicides. Next, is a biological solution using crayfish
to rid the pond of the macrophytes, but these may creep into the watershed, thus creating a new
problem. A bacterial solution using bags of barley straw could prove to be cost effective and easily
implemented. Finally, a physical solutions such as dredging, an expensive alternative; aeration,
effective only near the aerated area; or shading, a cheap and relatively easy way of dying the water
in order to shade out the growth.
On slides from 8/31105, Westerlund pointed out that there were several nice stands of native plants
around the shoreline of the pond. However, she also shared slides of the excessive geese fecal
material in and around the children's plays area, which poses a public health threat. She suggested
that the Commission pursue its original plan to plant native vegetation as a buffer between the play
area and the pond in order to deter the geese. This barrier of plants would be helpful. As the
phosphorous is already in the sediment of the pond and reloads it, Westerlund asked the
Commission for their thoughts on the proposed solutions.
Hensley asked what the goal for the pond was.
Westerlund stated that, initially, the Conunission chose to address the water quality issue, but also
wished to use the native plantings buffer as a lakeshore restoration example.
Chair Davis asked how the new development would impact the stormwater volume
• Brown stated that there would be ample pretreatment at the development site. He pointed out that
the outlet to the pond would be improved as the City brings a watermain past the pond. While there
is not a great deal of capacity in a 3' deep pond, filtering options are necessary to improve the
stagnant waters and quality.
ATTACHMENT 3
PARK COMMISSION MINUTES
PARK COMMISSION AGENDA
TUESDAY, OCTOBER 11, 2005
PAGE 3 OF 4
Hensley conunented that, to him, it sounded as if the pond was striving to become a wetland, as
opposed to a pond at all. 0
Loheit asked if the health issues could be treated hand and hand with the water quality and
aesthetics.
While separate issues, Westerlund maintained that each could be addressed simultaneously.
Young stated that he would like to see a treatment plan to attack each of the options for spring
2006.
Chair Davis agreed that planting a buffer would both deter the geese and improve aesthetics and
could be done so with a limited investment.
Westerlund believed that, with an expert's assistance, the planting project could be completed for
just a few thousand dollars.
Brown stated that the Kcstral Group put together a plan for the Gideon Glen project and could be
approached to do so for Manor Park.
Hensley stated that he believed barley straw bags might be the best options for the City, as an
inexpensive alternative, to the others out there.
Young moved that the Commission endorse Westeriund's explorations of plantings, collection
of estimates and proposals for those, as well as, barley straw bales, and report back to the
commission to resolve the Manor Park Pond issues for spring 2006. Loheit seconded. Motion Is
passed 6/0.
Brown suggested that Westerlund put together a brief article for the newsletter, as the study and
proposals for the Manor Park Pond are both interesting and informative.
6. BUCKTHORN BUST EVENT
Saturday, November 5` 2005, from 9 am — 12 pm. Brown reported that 7 people had signed up so
far, in addition to Conunissioners and White. He noted that the weed wrenches had arrived and
would be available for use after the event. Commissioners Davis, Farniok, and possibly
Westerlund and Loheit promised to attend the event.
7. PARKS FOUNDATION ART IN THE PARKS VOLUNTEER SIGN UP
Young stated that the Foundation was looking for additional assistance, though he would be
volunteering for the event, also scheduled for November 5`
8. DETERMINE DATE FOR NOVEMBER PARK COMMISSION MEETING
Brown indicated that he would investigate the opportunity to hold the meeting at the Southshore
Community Center on November 15`
Brown reported that the Concessionaire has expressed interest in ruining the Concessions for i
2006, noting that the city received $1500 for the 2005 concessions.
0
Memo
To: Park Commission
From: Julie Moore, Communications /Recycling Coordinator
CC: Twila Grout, Kristi Anderson
Date: 10/2/2009
Re: Recycling in the Parks
As you might already know, as of January 1, 2010, the Shorewood recycling contract will be held by
Allied Waste. As part of the contract, they will be offering recycling services to all of the Shorewood
parks.
Although we will have limited service initially due to the weather and park usage, we will make sure that
all warming houses and skating rinks have recycling bins beginning in January. We will then expand
the service to all tennis courts, baseball diamonds and other fields, playgrounds and shelters beginning
in early spring. We will be watching the usage of the bins to determine how often collection will need to
occur. Based on our bin at Cathcart Park in 2009, we anticipate that most bins will only need collection
once per month.
The carts that will be provided by Allied Waste will be 68 -95 gallons with a hole for beverage cans cut
out of the lid. We had great luck with little contamination at Cathcart Park last summer with a similar
cart. The carts will be secured to prevent theft.
We are not limited on the number of carts we use, so if we find that we need more or less we can
adjust the number as we see fit. We do not have to pay for this extra service, as it is part of our new
recycling contract.
I will be working with Larry Brown of the Public Works Department to make sure that our park staff
understand the program and have contact information for Allied Waste personnel in case they have a
problem, question, or suggestion. If you have any suggestions on how to enhance our park recycling
efforts, please let me know! My phone extension is 952.960.7906, or email
imoore(a
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CITY OF
40
5755 Country Club Road • Shorewood, Minnesota 55331 e 952- 474 -3236
Pat: 952 -474 -0128 • www.ci.shorewood.mn.us • cityhall aci.shorewood.mn.us
To: Park Commission
Brian Heck, City Administrator
From: Kristi Anderson, CRR
Twila Grout — Park Secretary
Date: October 7, 2009
Re: Manor Park Warming House Improvement Update
At it's September meeting, the Park Commission directed staff to investigate remodeling options for the
Manor Park warming house, to obtain general pricing, and to begin the process of discovery to determine
what steps would need to be taken in order to bring water and sewer (ie restrooms) to the warming house,
• give it a facelift, and upgrade the facility.
Having met with both Building Inspector, Joe Pazendak and Public Works Director, Brown to discuss this
item further, I made an appointment with an architectural firm the city has worked with in the past, Luken
Architecture.
Ellen Luken met me at the site and made several interesting observations and recommendations based on
the Commission's desire to add on to the facility to include restrooms and update the structure. She
encouraged the City to take its time to get the right answers to several key questions she raised that should
be addressed before proceeding with a project of this potential magnitude.
Due to the fact that all of the engineering costs, including the need for mechanical, civil, and electrical
come into play, the cost of the remodel will multiply in order to bring water to the warming house. Luken
estimated that nearly 20% of a project can oftentimes be spent on those items. She recommended that
several questions be addressed before the city proceeds, including, to what level is the current facility
insulated in the walls and roof, does it sit on footings, foundation, slab, expansion joints etc, and what depth
is the concrete block — answers to which will be forthcoming in follow -up meetings with Joe Pazendak. In
addition, Luken pointed out that the current facility is Code deficient, in that it is not ADA accessible with
stoops, ramps, or accessible parking spots.
If the facility is to incorporate restrooms into the interior, other utility and heating issues arise. Although it
would likely be cheaper to use wood to work from the existing structure, Luken questioned the vandalism
levels that might be contended with. She estimated that the project could run up as high as $350 per square
foot for concrete construction. The allotted $50,000 remodel could grow as high as $150,000 in a hurry.
Another option Luken and I discussed was to have a firm design build a plan including electrical and
mechanical which would enclose the pavilion shelter end of the facility, placing the bathrooms within this
end and come out to either side with a new canopy shelter, preferably the pond view side, contingent on
setback requirements. 0
She indicated that she would try to put together some additional questions and rough price estimates to be
shared at the meeting Tuesday.
Staff Recommendation:
Based on these recent conversations, staff would recommend taking the time to come up with the
right answers to assure proper planning and a final product that the Commission and City will be
proud of. The Commission could either form a committee or direct staff to have a preliminary design
study done which would include accurate estimates, design, code deficiencies, and phasing plans to
divide up the work to be done over a period of time in conjunction with the 5 year CIP. This type of
study can be performed for approximately $4,500, and may prove a worthwhile investment when
looking at a project of this magnitude.
•
1]
CITY OF
SHOREWOOD
5755 Country Club Road e Shorewood, Minnesota 55331 • 952- 474 -3236
Fax: 952- 474 -0128 • www.ci.shorewood.mn.us • cityhall @ci.shorewood.mn.us
To: Park Commission
Brian Heck, City Administrator
From: Kristi Anderson, CRR
Twila Grout — Park Secretary
Date: October 6, 2009
Re: Meeting with City of Chanhassen regarding Cathcart Park
City Administrator Brian Heck and myself met with Chanhassen representatives Todd Hoffman, Park and
Recreation Director, and Todd Gerhardt, City Manager, on Thursday, October 1, 2009 to discuss the future
of Cathcart Park.
• While the City of Chanhassen was supportive of the overall vision the City of Shorewood and its Park
Commission has for Cathcart Park, they stated that they do not have interest in revising the current contract
between the two cities nor can they afford to partner on any projects in the park.
Hoffman and Gerhardt indicated that they have nearly 34 parks of their own in which to finance
improvements, and with recent budget cuts, assisting Shorewood is of no interest. They indicated their
willingness to take back the mowing responsibilities for the park.
Anderson asked for further comment on the TKDA plans, to which the representatives stated they would
not support the addition of community gardens in the park abutting the neighbor's back yards. While they
liked the proposed concepts, they questioned whether many revisions were necessary, since they viewed the
parks current status as very good. Anderson pointed out that the plan contained a warming house with
restrooms, and urged Chanhassen to be mindful as development in the area continues that we would like to
bring water to the park. Chanhassen indicated that they would do so, but questioned whether the cost
exceeded the benefit to bring restrooms indoors. They mentioned that of the 34 or so parks they provide,
only two contain interior restrooms, the rest use satellites.
•
CITY OF
SHOREWOOD
5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236
Fax: 952 -474 -0128 • www.ci.shorewood.mmus • cityhall Cq cishorewood.mn.us
To: Park Commission
From: Kristi Anderson, CRR
Twila Grout — Park Secretary
Date: October 7, 2009
Re: Discuss and Work on Prioritizing Master Plan for CIP For Next 5 Years
Please refer to the information attached to the joint meeting packet.
•
•
• � CITY OF
SHOREWOOD
5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236
Pas: 952 - 474 -0128 • www.ci.shorewood.mn.us • cityha11 @ci.shorewood.mn.us
To: Park Commission
From: Kristi Anderson, CRR
Twila Grout — Park Secretary
Date: October 7, 2009
Re: Hockey Association and Youth Grant
Please refer to the information attached to the joint meeting packet.
L�
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CITY OF
0
SHOREWOOD
5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 474 -3236
Fax: 952- 474 -0128 • www.ci.shorewood.mn.us • ciq- hallCa ci.shorewood.mn.us
To: Park Commission
Brian Heck, City Administrator
From: Kristi Anderson, CRR
Twila Grout — Park Secretary
Date: October 1, 2009
Re: Revised Donor Policy
The Park Commission, at it's July meeting, approved revised changes to the Donor Policy. Since that time,
there has been further discussion regarding donation of memorial benches within the parks and Southshore
Community Center. The bench could be purchased through Midwest Playscapes (the City of Chanhassen
• also uses this bench for their memorial bench, and work with Midwest Playscapes). The bench does come
in a variety of colors, if gray is not the preferred color.
A revised Donor Policy along with a listing of designated placement of the benches within the parks is
attached for the Park Commissions review and discussion.
Staff Recommendation:
Upon review, staff recommends that the Park Commission support the proposed changes to the
Donation Request Form as well as, a listing of designations for bench placement, and send the item
onto City Council for their approval.
•
a.? x}99 -3q -09
CITY OF SHOREWOOD DONOR RECOGNITION
POLICY
Table of Contents
Section:
1)
Pur ose
2)
Definitions
3)
Recognition Methods
4)
Process for Donation & Recognition Submittals
5)
Donor Agreement Guidelines
6)
Methods of Payment — Donor Responsibility
7)
Nainin
8)
Stewardship
•
0
(,-2 4)99 -30 -09
• 1. PURPOSE FOR DONOR RECOGNITION
The City of Shorewood seeks to recognize donors who wish to support the City through
distinguished effort or substantial gift. These guidelines have been developed to give
staff a benchmark when individuals or business' approach the City and would like to
provide a gift or donation.
This policy determines procedures for recognizing financial contributions, donated
amenities or projects, also noted in this policy as a "Substantial Gift ", found within
Shorewood.
2. DEFINITIONS
For the purposes of this policy, "Substantial Gift" is defined as a contribution of at least
50% of the estimated cost of an amenity or project for:
(a) new construction, remodeling, field improvements or renovation of
facilities within City parks or infrastructure;
(b) developing new real property, i.e. park buildings, structures
(pavilions, warming houses, shelters, plazas, etc.), architectural
• elements, real estate, etc.; or
(c) replacement of an existing, unnamed facility or landmark that
requires substantial renovation at the time of the gift.
3. RECOGNITION METHODS
Recognition may be in honor of individuals, groups of individuals, or corporations
* *Method of donor recognition must be agreed upon and formally approved by
City Council p rior to signing the donor agreement.
(a) The nature of the donation will assist in determining the type of
recognition.
(b) A plaque, or other negotiated signage, may be placed on a building, room,
or facility to recognize a Donor. The design, wording, size, and location
of the plaque require the approval of the City Council.
(c) A donor recognition or memorial plate may be affixed to routine furniture
items. The City shall specify the size and location of the donor plate and
the donor will pay for the plate and engraving. The City shall approve the
• wording of the donor plate and affix the plate to the furniture.
2
4-' 22 - 4 -09
(d) Plaques or markers will not be placed for tree donations.
(e) Donations of a routine nature (e.g., park benches and other furniture)
•
shall be reviewed and approved, if appropriate, by the Public Works
Director and /or the Park Commission.
(e) 1. Memorial Bench
A memorial bench rnav be ded in the donator's ► ark
of choice or the Southshore Community Center.
The d can choose frorn the specifi site plan within a.
park Whi des ignates the be
13enches be constructed f rom a c oncret e mat eria l and
be of a high quality design I'he bench N ill be secured in a
concrete pad by the City and /or its contractor.
Fora p l q recognit refer to 3(c).
No additional mement e.g. vases, statu etc. shall be
permitted at the location of the bench.
r The cost of ., a memorial bench is $1000. A bench is
guar for a. minimum of 10 ve<rr
r See attached ic ture o b ench
(f) The donor shall pay for the delivery and installation of the amenity and /or
donor recognition plaque or plate.
(g) The option of funding the amenity for life will include a built -in is
maintenance reserve of up to 50% of said value to be put in an endowment
for the ongoing care, upkeep, and maintenance of said amenity.
(h) There is no exclusive right to sole recognition in cases of expansion or
other structural modifications.
Recognition/Donation carries no power of direction to the City on matters of
schedule, design, furnishing, or priority of use.
4. PROCESS FOR DO NATION RECOGNITION SUBMITTALS
Any proposal for recognition and donation shall be made through a formal submission
process via the Donation Acceptance and Indemnification Request Form to the City.
Proposals must have the written approval of the person or corporate representative for
whom the recognition is to be given. If the person is deceased, the approval of the family
or designated representative should be obtained. If the person is deceased and there is not
family or a designated representative, recognition can proceed through the submission
process.
6b= l499 -09
Procedures governing approval of recognition proposals, of anon- routine nature, are set
• forth below. Exception's from policy requirements must be authorized by the City
Council in advance of the donation.
Step One: A Schematic design and details will be submitted to the City of
Shorewood and shall include the following elements:
(a) A scaled architectural drawing or plan drawn to scale to be
completed by a landscape architect or civil engineer, registered in
the State of Mimiesota, and would include:
1. site plan
2. architectural details
3. landscape plan
4. tree preservation plan
5. sign or memorial detail
Please note: The Schematic design phase of the submission process will be overseen by
the appropriate departments of the City of Shorewood according to established
procedure.
Proposed recognition (ie. plaque or nameplate) should be designated at the time of
submission of schematic design, as found in Step One, a5. Recognition may not be
allowed after the amenity is implemented except by Council review and approval.
• Step Two: After submission of the schematic design, the individual, group, or
corporation will formally present their request to the City.
Step Three: Upon approval by City Council, the Donor Agreement will be signed and
kept on record with the City of Shorewood.
5. DONOR AGREEMENT GUIDELINES
Donors or donor representatives must sign a donor agreement that delineates terms of the
contributions, unless donor wishes to remain anonymous. The Donor Agreement will
include the following:
(1) In the event of demolition of a structure, its recognition or any
part of it shall be subject to new recommendations.
(2) The style of recognizing structures and facilities should adhere
to City ordinances.
(3) The Director of Public Works or designated staff person is
responsible for overseeing compliance with full policy
requirements.
•
11
f 3 0-0()
(4) Plans for groundbreaking, dedication, or other ceremonies
relating to gifts, shall be reviewed by the Park Commission and •
approved by the City Council.
(5) The City Council reserves the right to decline a donation for
any reason.
(6) Improvements will be considered and evaluated based
on ongoing maintenance requirements that accompany the
request: A base level of service will be provided — (Example;
maintaining fields, which includes, but is not limited to,
mowing the grass, dragging fields daily, lining fields, aerating
and fertilizing fields annually). Additional ongoing care and
maintenance or funding the amenity for life requires an
accompanying endowment.
6. METHOD OF PAY MENT AND RESPONSIBILITIES OF DONATION
Donations associated with recognition proposals can be made by the donor in whole (if a
tangible donation) or have cash escrow for the full amount of the donation and shall be
submitted to the City prior to the commencement of construction of amenity or project.
Individual donors for tangible items may be required to gift a portion of their contribution
through an irrevocable trust or a contractual bequest mechanism to be applied for the •
ongoing maintenance and care of said donation in perpetuity.
Should the City fail to use the funds for the stated purpose in the Donor Agreement, the
funds shall be returned to the donor.
7. NAMING
The City of Shorewood reserves the ability to commemorate long -term service to the
community or to a distinguished person, if desired, and such recognition is contingent
upon Council review and approval.
The City of Shorewood will consider naming opportunities for outstanding contributions,
such as a parcel of land or new donation. Donations of this nature will follow all city
ordinances and guidelines from an operations perspective.
Naming a building in honor of a person who has given extraordinary distinguished
service to the city will not normally be considered until after his/her substantive formal
relationship with the city has ended.
The name used should normally be the family name, or in the case of a corporate entity,
the shortest possible name. Unless the City Council determines otherwise, a name may
•
6-2 X99-30 -09
be used only once. Shorewood City Council has final approval on any naming
• designations.
Thank you for your donation.
•
•
R
Designated Placement of Benches within the Parks •
Badger Park
❖ Bench by Football Field / Pond viewing area
❖ Southshore Community Center
❖ Bench angled for tennis viewing and playground
Cathcart Park
❖ Bench angled for tennis viewing and playground
❖ Bench under tree line near activities such as Bocce, Shuffle board games
❖ Bench by baseball field
Freeman Park
❖ Benches located by wetland and along trails
❖ Bench located at the south end of park near access closure •
❖ Bench along soccer area
Manor Park
❖ One or two benches around pond
❖ Bench by Tennis Court/ Trail
Silverwood Park
❖ Benches throughout rustic trail/ sledding hill
❖ Two benches by pond
South Shore Community Park
❖ Bench by skateboarding
•
•
BB72GC
HEAV - DUTY BENCHES
The G( line of benches is designed to withstand the
abuse often p resent 111 public a «Tulle 111(aintal.11111CY
an eve-catching appearance.. Decorative grooves 111
the white Mini etch seat. and back convey the effect of
heavy wood bean -is whi the solid exposed aggregate
legs have a sculptured look. `Fhese are Also available
with a polished seat and back. benches are a
popular choice along walking paths and 111 parks and
other recreational areas,
�vI "uv
•
-7 r-, T 71
•
SHOREWOOD
U 13�i P9 5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236
Fax: 952 - 474 -0128 a www 6shorewood.mmus • cityha11 @ci.shorewood.mn.us
To: Park Commission
Brian Heck, City Administrator
From: Kristi Anderson, CRR
Twila Grout — Park Secretary
Date: October 1, 2009
Re: Community Garden Plot Guidelines
As the Park Commission will recall, an enthusiastic group of Gardeners has been operating the
Demonstration Community Garden project at the South Shore Community Park over the course of the
summer. Based on observations and comments from the garden team itself, staff has been creating concept
• guidelines for the Commission's review in order to allow for the expansion of this multi - generational
garden learning experience for all ages as part of the summer in the parks series 2010 to include plots.
At the request of the garden team, staff will be meeting with its members later October into the first half of
November to evaluate participation, success /failures, and potential expansion to rental plots. Prior to that
meeting, staff would like the Commission to consider its position with regard to this potential expansion.
Once again, the Park Commission has considered numerous locations to place community garden plots. The
South Shore Community Park has proven a suitable destination for this endeavor. Staff encourages the
Commission to consider expansion at the present site or suggest alternates for a minimum 80' X 100'
rectangular garden site — which would allow for up to ten 8' X 10' garden plots near the west end of the
South Shore Community Park. Staff has created guidelines by which the garden plot applicants would
operate in conjunction with the Garden Team/Board. Staff welcomes your comment and review of this
draft.
The intent continues for this program to operate as a community garden promoting sustainable and organic
gardening techniques via ongoing lessons and demonstrations. The City has received no complaints to date
from neighbors or gardeners with regard to the current demonstration project, and in fact, has received 2 -3
wait listed names for garden plots in 2010. In addition, the ICA Foodshelf has welcomed the abundance of
fresh produce donated from the garden site which we would continue to support. I encourage
Commissioners to consider the future of the community plot gardening effort, evaluating the commitment
and community interest displayed by those involved thus far, and funding for this ongoing effort.
• Recommendation:
Staff is not looking for a recommendation at this time, instead direction and feedback as to the fixture of the
program, its guidelines, and location would be welcomed.
` OAJij: o su
r „' oit Conlnnun t ar�enin tinrolt n promo sustainable and or
g am
l y g g g p g am g
gardening teeluniques via a City plot gardening effort.
PROPOSED: 10 Total — 8' X 10' rectangular shape garden plots to be placed at the South
Shore Community Park (Skate Park, 55355 St. Alban's Bay Rd, off hwy 7)
AUDIENCE: All ages welcome; as a participatory and informative project
for citizens who want to garden and /or want to learn to garden.
PURPOSE: 1) To teach people how to grow their own vegetables and herbs by
participating in a structured garden system featuring Master Gardeners.
2) To promote charitable giving by encouraging participants to donate a
portion of their produce to the ICA Food Shelf
3) To encourage residents to try growing food even on a limited scale and to
bring neighbors together to foster a sense of community
HOSTED BY: Community Garden Board of Representatives (a core board of members wis
will establish bylaws for the perpetuation of the project, maintenance, and
member tenure /duties) to be reviewed and approved by the city.
Founding Initial Board made up of `Gardening Team' members:
Patricia Hauser: 952- 470 -0132 phauser @mchsi.com
Sandy Ahlstrom: 952- 474 -6483 sandyahlstrom @earthlink.net
Nancy Mulhern: 952- 401 -7550 nsmulhern @hotmail.com
Additional regular (cyclical) assistance from troop leaders, area Master
Gardeners, parents, interested parties
City of Shorewood Contacts: Twila Grout — Park Secretary 952- 960 -7902
t rg out_gci.shorewood.mn.us
Park Coordinator Kristi Anderson 612- 743 -4124
commrecresources(i mchsi.com
FUNDING: Donations in kind to be secured by the Garden Team from merchants in the
community, request for funds from the Shorewood Park Commission and
Park Foundation.
L�
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COMMUNITY GARDEN APPLICANT WILL:
- Prepare soils and plant/seed materials by May 31 2010.
- Maintain gardens — keep weeds to a minimum, maintain surrounding areas, keep
tools picked up, contain and tend to `garden waste' and compost pile, and dispose
of trash/litter in trash receptacles
- Agree to use only certified organic weed and pest control methods. All
soil /mulch/manure, seeds, and supplies must be secured by the applicant
- Participate in End of Season Fall `clean -up', winterizing plot — removing all garden
produce, fencing, refuse and stakes, so fall plowing under can take place
- The Garden Team must provide a fencing plan for the entire (80' X 100') area and
apply for a Building Permit to allow fencing on City property. The Park
Commission asks the City Council to waive the permit fees. (See Zoning
Regulations, fence not to exceed 6' etc.)
The Garden team will continue to track volunteers /visitors for workshops and
lessons, providing classes over the growing season
If an applicant must abandon their plot for any reason, they will notify the garden
• - leadership committee immediately to reassign and/or maintain plot.
Agree Not to bring pets to the garden and will supervise & safeguard all children
brought to the garden ensuring they, too, abide by the garden rules
Plant tall crops where they will not shade neighboring plots
AGREE TO HOLD HARMLESS THE COMMUNITY GARDEN COMMITTEE, CITY
OF SHOREWOOD INCLUDING STAFF AND PUBLIC WORKS, ITS COMMISSIONS,
& CITY COUNCIL FOR ANY LIAIBILITY, DAMAGE, INJURY, VANDALISM, LOSS
OR CLAIM THAT OCCURS IN CONNECTION WITH USE OF THE COMMUNITY
GARDEN PLOTS LOCATED AT THE SOUTH SHORE COMMUNITY PARK.
THE CITY'S PARTICIPATION: Will be limited to bed preparation at the outset and close of
each season. Public Works staff will excavate the bed and remove the topsoil, rototil, and
replace it with composted topsoil /manure /mulch in the spring of 2010.
- Public Works (PW) staff will place 4 Rain barrels at the garden plot — 2 on the
north east corner and 2 at the south east corner
- While `mother nature' will provide the rain water for the barrels, PW will fill
barrels when dry conditions persist
- PW will assist with the installation of `fencing' (provided by the Community
• Garden Board) around the garden (Fencing must be approved by City/Park staff)
- The City will provide a park sign, similar to the current brown park signs, which
identifies the site as the `Demonstration Garden, City of Shorewood'
- The City will provide notification to one `point of contact' within the board if any
unkempt or rundown conditions are noticed.
. crnm?.SSIcn, . - =,c??, Waif, a1 t'n? C p�T - ks fi:,nly state 'hot if the gar-'en plies begin
1 `run wwn' u.�lce npt, excess ve wEe ?s, t=s left tt, dEad/a%7iE up plants; they will
e I l � 1
Who W nC�liy � 1E apnlicant 1?nriEC la'eely iha. the
l aVE .1'E WEEK C-earl � o — li u - 0on ne sec nd noF if CaF�._,? � C C� _� ICnS are ilot acdressed
within one week, the Garden team may reassign the unseemly plot.
The City is not responsible for lost/stolen items, gardeners are responsible for the perpetuation
of the site, as well as, those working the site. Gardeners will be expected to supervise their
children/volunteers on site. Nor is the City responsible for impacts from `mother nature',
damage from hail storms and inclement weather, or from pests and deer.
COMMUNITY GARDEN PLOT REGISTRATION FORM 2010
PHONE: (H)
(C)
ADDRESS:
EMAIL:
ONE 8' x 10' Garden Plot ($30.00) per household p er season: •
By registering you agree to follow the Guidelines for 2010 Garden Plots contained therein:
• Please submit a garden plot registration form and appropriate payment (checks payable to
City of Shorewood) to:
• Garden Plots
City of Shorewood
5755 Country Club Road
Shorewood, MN 55331
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a
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The 2009 Shorewood Demonstration Garden was a huge
success! Many baskets of food were taken to the ICA food
shelf as a result of volunteer efforts!