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041409 PK AgPCITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, APRIL 14, 2009 6:00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Davis DeMers Norman Trent Quinlan Robb Edmondson B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of March 10, 2009 — (Att- #2A) 3. MATTERS FROM THE FLOOR 4. REPORTS A. Report on City Council Meetings of March 23 and April 13, 2009 B. Update on Garden Proposal — (Att. - #413) C. Update on Online Survey/Newsletter Insert/Public Input — (Att. - #4C) • D. Update on Summer Activities 5. REPORT ON MEETING WITH SOUTH TONKA LITTLE LEAGUE REGARDING MAINTENANCE OF FREEMAN BASEBALL FIELDS — (Att. - #5) 6. REVIEW REVISED DONATION PROCESS / ACCEPT DONOR REQUEST FORM, ACCEPTANCE & INDEMNIFICATION AGREEMENT AND MEMO AGREEMENT - (Att. - #6) 7. ACCEPTING QUOTE AND AWARDING CONTRACT FOR EDDY STATION FACILITY REHAB AT FREEMAN PARK — (Aft.- #7) 8. REVIEW QUOTE FROM DERMCO- LaVINE FOR RESURFACING SILVERWOOD AND CATHCART COURTS - (Att. - #8) 9. CONSULTANTS TKDA PRESENTATION — (Att. - #9) 10. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON MAY 26, 2009 11. NEW BUSINESS 12. ADJOURN • Council Liaison for April 27 City Council Meeting - Pk Commissioner DeMers CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, MARCH 10, 2009 5735 COUNTRY CLUB RD SOUTHSHORE COMMUNITY CENTER 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Norman convened the Park Commission Meeting at 7:00 p.m. A. Roll Call Present: Chair Norman; Commissioners Davis, DeMers, Trent, Quinlan, Robb, and Edmondson; City Council liaison Woodruff; Park Coordinator Anderson B. Review Agenda Item 3, Matters From The Floor, was removed and replaced with item ,5, Review Proposal for Community Garden. Item 4F, Report on Eddy Station Painting Project was added to the Agenda. Davis moved, DeMers seconded, approving the Agenda as amended. Motion passed 7/0. C. Introduction of New Park Commissioners Chair Norman welcomed both Commissioner's Edmondson and Robb to the Park Commission. • Commissioner Edmondson thanked the Commission stating that he had great interest in politics and considered this to be a labor of love for Shorewood. Always a strong and dedicated volunteer, he stated that he had taken an opportunity to review the past several months of Minutes as well as the Master Plan and was anxious to jump in. Commissioner Robb thanked the Commission commenting that, while he had no single pet project in mind to focus on, he was looking forward to getting involved and giving back to the community. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 10, 2009 Davis moved, Quinlan seconded, approving the Minutes from the February 10, 2009, Park Commission Meeting as presented. Motion passed 7/0. 3. REVIEW PROPOSAL FOR COMMUNITY GARDEN Community Victory Garden Representatives Mary Donohue, Patricia Hauser, and Sandy Ahlstrom presented their garden proposal to the Commission. Representative Hauser stated that the group would prefer an alternate site to the one proposed by the City at Freeman Park. She suggested the City consider allowing them to place a smaller 25X50' plat near the public works and public safety site where the Garden would be exposed to more direct sun light, have • easier access to water, and soil conditions might be more condusive to a raised or flat bed. Hauser explained that the garden group would be responsible for amending the soil and adding manure or other improvements if the public works staff could merely lift the sod or help mark the spot. #2A PARK COMMISSION AGENDA TUESDAY, MARCH 10, 2009 PAGE 2 OF 5 Woodruff suggested the garden members have their donors run their donations thru the Park Foundation • so that their donations are tax deductible. Ahlstrom reported that the City of Excelsior has a 40 plot community garden behind the Garden Patch store that rents out 15X40' spots at a $20 annual fee. She mentioned that the City supplies the water and asked if the City of Shorewood would consider supplying the community garden with up to 6 rain barrels and fill them from time to time. In addition, Ahlstrom pointed out that the City of Minnetonka also has a beautiful community garden near Purgatory Creek made up of 50 plots measuring 20X20' each that rent for merely $12 annually, though they do not supply additional water than what is available to gardeners from the creek. She stated that neither City reported any issues with regard to vandalism. Anderson stated that she would consult with Public Works Director Brown to determine whether the Public Works site is possible or propose an alternative. Quinlan moved, Davis seconded, directing staff to determine costs and a location for the Community Garden and present those findings to the City Council for their endorsement that the project be carried forward under the Park Commission's umbrella of summer programming at a participation cost not to exceed $250. Motion passed 7/0. 4. REPORTS A. Report on City Council Meeting " Woodruff reported that the City Council held a Work Session the previous evening to discuss the fate of • the Southshore Community Center, which cont►nued"during the Regular City Council Meeting. He explained that the Friends of the South Shore Senior Center dissolved suddenly in February and was replaced by the South Shore Senior Partners who rents the facility by day. Woodruff stated that the joint city members have met to discuss the facility's future and the Shorewood City Council agreed to take the lead on administrative tasks thru April while options are considered. He noted that the LMCC has approached the member cities with an offer to purchase the building, ideal for their purposes. Shorewood City Council, however, has an option to buy out the other member cities for their original investment of approximately $311,000. Woodruff stated that, in fact, he made said motion that the City does just that, but the motion failed 2/3. He stated that he believed running the facility would be much more straight forward if just one, rather than five, city councils were involved and owned it. Woodruff stated that the Planning Commission reported to the City COUncil that they unanimously denied the little league request for a zoning amendment to allow advertising on the fences at Freeman Park. Other items of interest included the potential rental of the city owned house behind City Hall and that the annual deer hunt took place with fewer deer taken this year compared to previous years. He noted that the Council suggested they take a year off and postpone any hunt for 2009. B. Report on February 12 Parks Foundation Meeting Woodruff reported that the last Foundation meeting had been cancelled and that they would be meeting the following evening. 0 PARK COMMISSION AGENDA TUESDAY, MARCH 10, 2009 PAGE 3 OF 5 • C. Report on Kick -Off Meeting and Park Tours with Consultants Chair Norman reported that representatives of TKDA joined city staff, himself, and Vice Chair Davis for a kick -off meeting and park tour last week. He noted that they took copious notes and everyone shared some good observations. He asked staff to have TKDA try to supply the Commission with some of the basics for their presentation in advance for their April meeting to allow Commissioners an opportunity to review their proposals and prepare comments. Anderson stated that she would ask TKDA to supply their reports in advance of the meeting. She interjected that the tours were very useful, even as the group trudged thru the snow, new ideas were discovered and potential redesigns imagined. D. Update on Summer Programming Anderson reviewed the summer calendar of events with the Commission, May thru August. She pointed out that virtually every available Friday activity was filled, in addition to other activities. Anderson stated that staff may also be considering a Stages Theatre camp sometime this summer and would report back. She shared the Garage Band Jam poster with the Commission and encouraged the Foundation liaisons, Woodruff and Davis, to obtain a financial donation. Edmondson stated that he had made a few calls to some of his contacts in order to recruit judges. Anderson stated that Edmondson agreed to contact Tino's pizza to see if Tino's might consider donating • pizza for the Safety Camp lunch in exchange for the exclusive warm food sales at the Garage Band Jam in July. E. Report on Meeting With Adopt -A- Garden Volunteers Discussed as Item 3. F. Report on Eddy Station Painting Project Anderson reported that upon notifying the contractor of his award, Koehnen Painters indicated that, unfortunately, he had since gone out of business and would not be able to complete the project. Anderson asked the Commission to make a new motion allowing staff to send out a new proposal for painting quotes for both the Eddy Station and Freeman picnic shelter. She explained that Public Works Director Brown agreed that a new proposal should include both the Eddy Station building and picnic shelters for painting improvements. Davis moved, Edmondson seconded, approving staff s recommendation that a new painting project proposal form be sent out for Freeman Park Eddy Station and the Freeman Park Picnic Shelter. Motion passed 7/0. 5. DETERMINE DATES FOR PARK TOURS The Commission set May 12` and June 9"' as the Spring Park Tour dates, meeting at City Hall on both dates at 5:45pm. The meeting following the tour on May 12` will continue at City Hall as opposed to is Freeman Park. If TKDA chooses to make their presentation on May 12` a second meeting in May may be scheduled for the Park Tour. PARK COMMISSION AGENDA TUESDAY, MARCH 10, 2009 PAGE 4 OF 5 6. REVIEW ON -LINE SURVEY QUESTIONS Anderson reported that she and Secretary Grout had developed both a spring and summer online survey for their review. She pointed out that several questions will remain standard each quarter, though others will change to focus on various initiatives. For instance, the spring survey will provide valuable information for the park planning process and master plan update with the consultants. The summer emphasis will focus on Shorewood Park Events. The Commission recommended a few minor changes, such as a `check all that applies' directional, a space for residents to type in their email, an area to identify parks they use most and age groups within their families, before making it available online. In addition, the Commission asked Anderson to not only provide a link on the homepage for the survey, but also insert a hard copy in tile upcoming newsletter for residents who are not computer savvy to complete and drop off. 7. REPORT ON MAINTENANCE OF PARK Anderson summarized the history of the Donor Policy which was created in 1997 to clarify ownership of items and infrastructure placed in the parks. She pointed out that', recently little league approached the city to ask to be allowed to place advertising on Freeman fencing in an effort to raise money for scholarships and to keep overall costs down for everyone. The maintenance piece only came to light during this process. She stated that the `safety concerns' mentioned by the little league had never been brought to the City's attention until this point. As in other cities, she stated that there has always been a base level of service provided by the City, mowing, dragging the fields, etc., and that certain higher • levels of TLC are handled by the organization. Having held conversations with Administrator Heck, Public Works Director Brown, and STLL President Heitkamp, Anderson asked that the Commission allow staff time to bring all of the interested parties together to have an informal conversation to clarify where the maintenance responsibilities should fall. In an effort to alleviate some of the burden little league has been under, she suggested the City take a look at where certain .maintenance pieces belong without rising to the level of a formal agreement. She noted that Heitkamp stated that, overall, he was satisfied with the level of service the City provided but looked forward to meeting to discuss responsibilities and expectations further. She cautioned setting a precedent with regard 'to maintenance, stating that this could open a new can of worms if staff were to develop a detailed formal document with each organization outlining their expectations of what the city should be doing. She stated that each organization has different opinions and requirements and that Public Works staff does an excellent job managing their duties. She feared that if a higher level of service was mandated of staff, user fees would have to go up to cover the added maintenance. Chair Norman expressed his desire for further definition and requested that staff develop a document which references whose responsibilities are who's with regard to maintenance. Woodruff concurred, stating that the City should have a baseline agreement of who is responsible for what. He asked how the Donor Policy had ever been executed between the City and little league, as it was never formally adopted. Trent interjected that lie believed the Commission was making a `mountain out of a mole hill' with regard to establishing a formal maintenance agreement with the organizations. He stated that public • works staff has done an excellent job for many years catering to and caring for facilities without the PARK COMMISSION AGENDA TUESDAY, MARCH 10, 2009 PAGE 5 OF 5 agreement and feared over- bureaucracizing the maintenance piece could be a little bit dangerous and • unsettle a lot of things, possibly relationships. Woodruff asked who should be responsible for replacing back stops and fencing. If the Donor Policy is followed, lie stated that the City should be stepping up and caring for what they agreed could be put in. He recognized that if the organizations want a higher level of service than what ends up in the agreement, then they should do it themselves. Davis urged staff to sit down with all parties, figure out what needs to be done and what each one's perspective and expectations are and write up a proposal Anderson stated that she would propose the roundtable discussion, as she had already suggested, and seek out the holes, identifying who is responsible for filling them and write up what is proposed for review. 8. NEW BUSINESS Davis shared an off leash request for Freeman Park with the Commission. The Commission stated that it is against City Ordinance but is typically enforced on a complaint basis. 9. ADJOURN Quinlan moved, Davis seconded, adjourning the Park Commission Meeting of March 10, 2009, at • 9:07 p.m. Motion passed 7/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson • CITY OF n u SHOREWOOD 5755 Country Club Road * Shorewood, Minnesota 55331 •952- 474 -3236 Fat: 952- 474 -0128 • www.ci.shorewood.mn.us • cityhallaci. shore wood. mn.us To: Park Commission From: Twila Grout J � Parks Administrative Assistant Date: April 8, 2009 Re: Garden Proposal Attached you will find an updated e -mail that Kristi Anderson of CRR sent to the garden committee that has proposed a community garden. Kristi will update the Park Commission at the meeting on the status of this proposal. :7 • #4B Page 1 of Twila Grout From: commrecrescurces @mchsi.com Sent: Tuesday, April 07, 2009 12:12 PM To: phauser @mchsi.com; sandyahlstrom @earthlink.net; nsmulhern @hotmail.com Cc: Twila Grout; Larry Brown Subject: Garden Update... Patricia et all, It was good seeing you at the Shorewood Meetings last night. I understand you will be out of town the next few days. That being said, I encourage you to share this email and discuss your options with the other garden committee folk when you return. As you are aware, the Community Garden has been evolving for several months. From the Park Commission & City perspectives it has moved too far from what was originally envisioned, a demonstration Community Garden teaching kic about gardening, to a Community wide project providing plots for distribution. While a worthwhile endeavor and goal - the Commission is not prepared to commit to this outcome at the present time. That is not to say a demonstration garden out of the question, nor that locating an appropriate spot for a community garden with leased plots is not a long -term goa It is merely that, together, we.feel we need more time to identify the ideal long -term community garden site and begin with a demonstration garden this year, 2009. Having considered numerous locations for the demonstration garden, the City would propose one of two sites. Either the western end of the Southshore Skate Park (along Highway 7) or the original site prposed at the southern end of Fre n Park. With the intent that the Garden Committee continue to work closely with the City to identify other locations0 2010 to host the community garden plots. (Or remain at one of these sites with the potential option to expand to include handful of plots for future lease.) I would be open to meeting with the Garden representatives next week, upon your return, to determine what direction or steps you'd wish to take. It would be a shame to lose the momentum created altogether, you are a vital group with grand ideas - is it possible to take a step back to the original demonstration concept and look to the future expansion over the fall? Thank you for your consideration. Kristi Anderson Park Coordinator CRR/City of Shorewood • 4/8/2009 u • ✓ ✓ CITY OF SHOREWOOD 2 5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236 IUQ Fax: 952 -474 -0128 • www.ci.shorewood.mmus • cityhall a ci.shorewood.mmus To: Park Commission Fro Twila Grout — Park Secretary Date: April 9, 2009 Re: 2009 Spring Survey Feedback The Spring 2009 survey is out on Survey Monkey and is also on our website and went in the April Shore Report. For your review you will find the feedback from Survey Monkey (Attachment 1) and from those that mailed, faxed or dropped off their surveys (Attachment 2). The Survey Monkey can only be printed in response summary form. Other options are being reviewed to see how we can print this form. I will keep you updated on the feedback from the surveys. If you have any questions please let me know. #4C SurveyMonkey - Survey Results Page 1 of 5 Surv Logged In as "morex4" Log Off . because knowledge is everything Home Create Survey I My Surveys I Address Book I My Account I Need Help? You have a basic account. I To remove the limits of a basic account and get unlimited questions, upgrade now! survey title: Shorewood Spring 2009 Park Survey edit Title design survey l View Summary I current report: Default Report Add Report f c3i Browse Responses Response Summary Filter Responses Crosstab Responses : � Download Responses Page: Spring 2009 Park Survey i -� Share Responses • collect results Total Started Survey: 17 Total Completed Survey: 17 (100 %) 1. Please tell us about your most recent visit to our park. Response Count view 11 answered question 11 skipped question 6 2. What parks do you visit most? Response Response Percent Count Badger Park 0 25.0% 4 Cathcart Park 31.3% 5 Freeman Park 50.0% 8 South Shore Community Park o 0.0 /0 0 (Skateboard Pk) Manor Park 43.8% 7 Silverwood Park 0 25.0% 4 answered question 16 skipped question 1 1 U 3. What age ranges in your household visit the parks? http:/ /www.surveymonkey.com/MySurvey_ Responses. aspx ?sm= ghGK %2blwOHar9OcDcK... Attachment 41 SurveyMonkey - Survey Results Page 2of5 Response Response Under 5 5 -12 0 13 -17 0 18 -24 0 25 -44 0 45 -64 65+ Percent Count 12.5% ` 2 43.8% 7 25.0% 4 12.5% 2 43.8% 7 56.3% 9 0.0% C answered question 16 skipped question 1 4. What activities do you and/or a member of the household use when you visit the park? Check all that apply. Response Response • • 5. So that funds are best utilized what additions or improvements do you feel would be considered priority. Rate from 1 -5 with 1 being highest priority. Response • 1 2 3 4 5 Count http:// www. surveymonkey. com/ MySurvey _Responses.aspx ?sm= ghGK %2b 1 wOHar9OcDcK... 4/9/2009 Percent Count Playground Equipment 0 37.5% 6 Picnic Tables / Grills 12.5% 2 Picnic Shelter 0.0% 0 Tennis Court 0 50.0% 8 Volleyball Court 18.8% 3 Baseball Field 0 12.5% 2 Warming House 0 31.3% 5 Ice Skating Area 62.5% 10 Multi -Use Building 0.0% 0 Paths / Trails 62.5% 10 answered question 16 skipped question 1 • • 5. So that funds are best utilized what additions or improvements do you feel would be considered priority. Rate from 1 -5 with 1 being highest priority. Response • 1 2 3 4 5 Count http:// www. surveymonkey. com/ MySurvey _Responses.aspx ?sm= ghGK %2b 1 wOHar9OcDcK... 4/9/2009 SurveyMonkey - Survey Results Page 3 of 5 11 10 8 13 10 11 10 15 2 6. Are there any amenities that are not currently offered that you would like to see? Check all that apply. r � Response Response Drinking fountains Restrooms ❑ Trails Recycling Bike Racks C� Picnic tables /Grills ❑ Community gardens view Other (please specify) Percent 63.6% 9.1% 9.1% 9.1% 9.1% Renovate tennis courts (7) (1) (1) (1) (1) 30.8% 10.0% 20.0% 10.0% 20.0% 40.0% Update lighting at rinks (1) (2) (1) (2) (4) skipped question 25.0% 12.5% 25.0% 12.5% 25.0% Add picnic shelters (2) (1) (2) (1) (2) 7.7% 30.8% 38.5% 15.4% 7.7% Add restrooms /drinking fountains (1) (4) (5) (2) (1) 20.0% 10.0% 10.0% 30.0% 30.0% More community events (2) (1) (1) (3) (3) 18.2% 27.3% 18,2% 27.3% 9.1% Playground equipment updated (2) (3) (2) (3) (1) List the parks that you would like to see the above items for. view answered question skipped question Page 3 of 5 11 10 8 13 10 11 10 15 2 6. Are there any amenities that are not currently offered that you would like to see? Check all that apply. r � Response Response Drinking fountains Restrooms ❑ Trails Recycling Bike Racks C� Picnic tables /Grills ❑ Community gardens view Other (please specify) Percent Count 30.8% 4 15.4% 2 46.2% 6 30.8% 4 30.8% 4 7.7% 1 23.1% 3 30.8% 4 answered question 13 skipped question 4 7. Parks in General: • I Response Agree Disagree Neither Count http: / /www. surveymonkey.coni/My Survey _Responses.aspx ?sm= ghGK % l wOHar90cDcK... 4/9/2009 SurveyMonkey - Survey Results Park signs are visible 62.5%(10) Lights are working properly 73.3%(111) Parks are well groomed 92.9%(13) Picnic shelters are clean 78.6%(11) Play equipment is in good condition 85.7%(12) The sports fields are level and in 14 7.1 %(1) 60.0%(9) playable condition 0 Parks are easy to locate 71.4%(10) Page 4 of 5 18.8%(3) 18.8%(3) 16 20.0%(3) 6,7%(1) 15 0.0 %(0) 7.1 %(1) 14 0.0%(0) 21.4%(3) 14 7.1 %(1) 7.1 %(1) 14 13.3%(2) 26.7%(4) 15 7.1 %(1) 21.4 %(3) 14 answered question 16 skipped question 1 8. Are you interested In volunteer opportunities in Shorewood Park events such as Arctic Fever, Adopt -A- Garden? Response Response Percent Count Yes Q 11.8% 2 No 88.2% 15 If yes, please add e-mail address view 2 answered question 17 skipped question 0 9. Would you like to be added to Shorewood's e-mail list to learn about upcoming events? Response Response Percent Count Yes 1 52.9% 9 No 47.1% 8 E -mail Address: view 9 answered question 17 skipped question 0 0 Anti -Spam Policy Terms of Use Privacy Statement Opt Out/Opt In Contact Us Copyright x1999 -2009 SurveyMonkey.com. All Rights Reserved. No portion of this site may be copied without the express written consent of • SurveyMonkey.com. 37 http:// www. surveymonkey. com/ MySurvey _Responses.aspx ?sm= ghGK %2b 1 wOHar9OcDcK... 4/9/2009 SHOREWOOD SPRING 2009 PARK SURVEY Please tell us about your most recent visit to our park. • We live at the Ponds (must be over 62 years old). We walk on path trail often. The ball players and there • families keep it clean! No reason not to let them have advertising on fences if it will help them get money to keep up ball fields. They (ball players) are the only kids in shape. What is wrong with our thinking!!!!! • Freeman Park — Wonderful Park! Great trails! Great swings! — I would be joyous to see the addition of some simple old- fashioned teeter - totters, more swings (large ones), and old - fashioned merry -go- round! What parks do you visit most? 2 Badger Park 8 Cathcart Park 12 Freeman Park 1 South Shore Community Park(Skateboard Pk) 5 Manor Park 4 Silverwood Park What age ranges in your household visit the parks? 3 Under 5 6 5 -12 3 13 -17 1 18 -24 4 25 -44 7 45 -64 1 65+ What Activities do you and /or a member of the household use when you visit the park? Check all that apply. 8 Playground Equipment 5 Baseball Field 6 Picnic Tables / Grills 5 Warming House 4 Picnic Shelter 6 Ice Skating Area 7 Tennis Court 3 Multi -use Building 1 Volleyball Court 8 Paths / Trails • 1 Added Slidding 1 2 0 1 So that funds are best utilized what additions or improvements do you feel would be considered priority. Rate from 1 -6 with 1 being highest priority. 1 2 3 4 5 6 Renovate Tennis Courts 3 0 2 1 1 3 Update Lighting at Rinks 1 0 0 2 1 0 Add Picnic Shelters 2 0 1 0 1 2 Add Restrooms / Drinking Fountains 5 3 0 0 0 1 More Community Events 3 0 1 2 0 1 Playground Equipment Updated 3 2 0 0 1 3 Comments: • Simple yet safe old- fashioned teeter - totters, high swings, & merry -go- rounds Are there any amenities that are not currently offered that you would like to see? Check all that apply. 5 Drinking Fountains 6 Bike Racks 6 Restrooms Picnic Table / Grills 1 Trails 4 Community Garden 5 Recycling 1 Other Comments: . • Recycling next to trash cans would be good (Maybe there already are some in certain areas ?). Community vegetable garden would be a good thing! — I am unaware if there are any available at this time. Maybe a certain day and /or times of days where upon there could be "off- leash" dog walking in Freeman Park! • Skating rink at Silverwood and water park at Silverwood like Oak Park in SLP. AttachYnent #2 Parks in General: Agree Disagree Neither Park Signs are visible 10 4 Lights are working properly 8 5 Parks are well groomed 11 2 Picnic Shelters are clean 10 1 1 Play equipment is in good condition 9 2 The sports fields are level and in playable condition 9 4 Parks are Easy to Locate 10 4 Are you interested in volunteer opportunities for Shorewood Park Events such as Arctic Fever, Adopt -A- Garden? Yes 4 No 10 Would you like to be added to Shorewood's e-mail list to learn about upcoming events? Yes 6 No 6 Comments: Parks are in pretty good shape. Manor Parks tennis court not perfect, but sure works. Bathrooms always nice put porta potty in at parks in emergency. We all should cut back -not spend. Here's a thought: Shorewood buys the Center. Center becomes part of the parks system — a win win for all! We built our home in 1972. We have lived in Shorewood for a good many years. I would be happy t volunteer in anyway. We live on Enchanted Point. Enchanted Point was dug up to put sewer in. We dRW not have black top ever since. We have been assessed like everyone else. For roads, storm sewer, we pay extra for dry hydrant and extra for underground phone and electric. We are getting calls all the time for the center rental. Plus our taxes go up 20% every year, like everyone else, I hope. Thank you for the survey. P.S. I am glad we like nature and live in a residential neighborhood. With out a commercial yacht club next door. Thank -you for all you do for these wonderful parks! Cathcart play equipment is a huge danger to young children. It is too high of a tower with NO side rails to protect a small child from falling. Please go there and see for yourself. I have seen and helped kids from falling. It needs to be replaced! ASAP. is MEMORANDUM TO: Park Commission Brian Heck, City Administrator FROM: Kristi Anderson, CRR DATE: April 7, 2009 RE: Maintenance of Park Improvements /Donor Policy /Mtg with STLL Reps Below is a summary of the General Maintenance Conversation held between representatives of STLL, Shorewood Public Works, and staff, on Wednesday April 1", 2009. Attachment 1 provides the background given to STLL prior to the meeting with a request that they also, outline expectations and responsibilities of maintenance for discussion at the meeting. • Present were : STLL representatives Kyle Heitkamp, Grant Leum, Tian Jenzer; Shorewood representatives Public Works Director Larry Brown, Charlie Davis, and Kristi Anderson. The meeting was cordial as STLL thanked Public Works for their ongoing support and maintenance of the Parks. Public Works staff acknowledged the successful and informal relationship that the two bodies have shared over the years. Anderson explained that the Park Commission and City Council liaison had directed staff to set a meeting at which the two parties could meet to discuss the potential of creating a living document which outlines maintenance responsibilities within the parks. She asked what more, above the general level of maintenance which includes mowing the grass, dragging the fields daily, lining the fields, and ensuring that safety concerns are addressed, the city could do to assist the organization with their maintenance needs. Public Works Director Brown gave a brief history on how maintenance has been handled by Public Works and how the Donor Policy was created. Both STLL representatives Heitkamp and Leum stated that, oftentimes, what the organization wants done is above and beyond what the City does or should be responsible for. For instance, the organization purchased a mower which allows them to mow the fields much shorter than the city's machines can. In addition, they chose to purchase another machine that can drag the fields between games and paint the lines on the fields. • #5 Representative Jenzer stated that, at other times, `mother nature' has a different idea of field maintenance altogether and that he would not want to get to a level at which a written contract between the parties was necessary. • While the ongoing understanding has worked well over the years, Leum stated that it is their intent to continue to train their volunteers on good habits for care and maintenance. He felt `nothing was broken' and that it would be unrealistic to try to hold the city responsible for the extra measure of maintenance they `desire'. Heitkarnp, Leum, and Jenzer stated that they would be happy to attend an upcoming Park Commission Meeting to explain their position and /or write a letter of support for the general level of care they have been provided. They stated that they appreciated the opportunity to have a face to face meeting with staff responsible within the city. Anderson suggested they attend the upcoming Park Commission Meeting and present their opinions. In addition, she suggested the group continue this dialogue by committing on an annual basis to review safety issues and maintenance items that should be addressed by either party. To that end, STLL representatives presented a Field Duties list they created and supplied to their Grounds Crew (which employs youth players). In addition, they shared their 2009 Project List and asked for staff comment or recommendations with regard to participation with the maintenance items listed below: > Items included fence maintenance and repair at Freeman 1 and 3, bottoms • have curled breaking ties that hold them. — STLL has obtained three quotes — Brown stated the City should take on the fencing repair. Luehm stated that they would prefer to get the work done by April 12 since play begins the following week. In order to speed the process, he indicated that the LL may complete the repair work and ask to be reimbursed. y STLL stated that they would like to purchase either framed free standing sock netting to protect and minimize impacts behind home plate fields 1 and 3 or protective fence matting to be installed by April 12"' (Which would also screen home plate from public scrutiny) Public Works agreed that the matting would be a good addition, as compared to a free standing box that could be stolen or vandalized. r The sprinkler control box at Freeman 3 had sunk and may now be a tripping hazard. Brown acknowledged that this is not something that the City installed, but stated the City could raise. 0 ➢ STLL stated that they would also be patching the outfield fence protector . at Freeman 3 as part of the fence quote ➢ Filling in the left field corner of Freeman 3 to bring up the bottom of the fence was another concern. Brown stated that Public Works would attempt to drop the pole at the corner and investigate raising the grade, which has been completed.. ➢ Repairing the batting cages to include asphalt at fields 1 and 3. Preferably installing turf drop down mats on black top. Brown stated that the Commission had approved improvements to the cages several years ago but it was never completed by LL. STLL stated that they would like to purchase the asphalt and work with public works staff to lay it. STLL requested that the city change the sign off of Eureka Road which states Freeman fields 1, 2, 3, when the real entrance to field 3 is where the rest of the fields are. Anderson suggested two signs which direct people into the other entrance and straight ahead as opposed to turning right towards Eddy Station. ➢ Under general maintenance, which Public Works staff agreed to attend to, was vandalism in dugout 3 from spray paint and fecal matter. ➢ Piping repair above the dugout at Freeman 1, a fence post has come loose and will be repaired with the fencing quote mentioned earlier. ➢ Public Works agreed to raise the concrete, which had sunk over the years, under the benches at field 1 using mud jacks. STLL stated they will replace the practice pitchers mound at field 1 • ➢ A necessary evil - In an effort to control the ag lime piles near the concession stand, STLL suggested they be allowed to place two 4X4' bins which will contain the ag lime and dirt used for field maintenance Finally, there was a discussion with regard to the removal of the Shed near the concession stand. Minutes of the May 11, 1999 Park Commission Meeting clearly state that it is the removal of the shed near field 3 that was required with the installation of the newer larger shed at the time. Anderson re -read the motion and the minutes and stated that she, too, recalled the discussion surrounding the older shed. The STLL representatives pointed out that it would be their preference that they be given back their shed by the concession stand and the other shed be removed as originally intended. They did note that the shed currently blocks electrical boxes near field 3 which may be a safety hazard when the shed is removed. Recommendation Staff recommends approving the reimbursement to STLL organization the Expenditure of Funds for field Maintenance and Repair at Freeman fields. PARK COMMISSION MINUTES TUESDAY, JUNE 13, 2006 PAGE 5 of 5 5. DISCUSS PARK TOURS • The Commission agreed that the immediate needs included lighting and tile options for Badger. Chair Davis urged staff to create a laundry list of other priorities that the Commission could discuss and make recommendations for at its next meeting. 6. CONSIDERATION OF SHELTER AT FREEMAN PARK FOR SOUTH TONKA LITTLE LEAGUE Brown explained that a new larger shed to store equipment in has been donated to the STLL and they wish to replace the existing shed with this and are locating a spot which meets setbacks. He suggested the Commission make a recommendation to help staff with the placement of the shed. Westerlund moved, Moonen seconded, to recommend approval of the request for the auxiliary equipment shed, subject to staff recommendations and removal of the existing shed. Motion passed 5/0. B. WATERSHED NEW BUSINESS UPDATE As an informational update, Westerlund stated that an RFP has been sent out for interpretive signs to be posted throughout the watershed. This would include three signs within Gideon Glen, one Wetland Sign, a Big Woods designation sign, and Nurp Pond sign. She indicated that at some point, the Commission may be asked to review the proposed signs prior to installation. 7. LIAISON FOR JUNE 26 CITY COUNCIL MEETING Since the Commission would be meeting earlier with the Council, the Commissioners could stay if necessary. 8. ADJOURN Young moved, Westerlund seconded, adjourning the Park Commission Meeting of June 13, 2006, to Work Session at 8:15 p.m. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder PARK COMMISSION MINUTES TUESDAY, MAY 13, 2008 PAGE 2 OF 6 • - The back side of the tennis court back board needs to be painted to match the entire board - Swing set needs to be replaced or removed - DeMers stated courts are used quite a bit, but in need of repair - Neighbors have voiced desire for shelter or covered picnic area - Repaving of park trail is necessary - Consider adding a row of pines mixed in with the buffer of trees on the south side to add aesthetic appeal and separation - Rink lights are in need of replacement - Speak to Chanhassen about sharing the expenses to make park improvements - Consider rearranging park and putting in a warming house - Update park signage Chair Davis suggested the courts be removed and the park be rearranged as discussed with the addition of a picnic shelter and /or warming house. 4. FREEMAN PARK At the suggestion of a resident, the Commission stopped along Shorewood Oaks Drive to follow a path to Freeman where it ends in a wet drainage area behind the little league fields on the south end of the park. Brown explained that the path leading between the homes was installed to act as a drainage area in an effort to direct runoff away from the quote muddy and well worn. Brown pointed out that, as a high traffic area, the City could use a red rock base to • continue the trail to the parking lot, though it might be costly to do so. Ile indicated that he would check into trail options and the expenses associated with each to report back. As the Commission made their way towards the little league fields, Brown acknowledged the addition of the scoreboards and batting cages, which are well used. Continuing on, the Commission requested that staff urge the association to clean up the area around and behind the concessions stand which was cluttered with debris , wheelbarrows, and other items not needed for upkeep. It was also noted that the old shed near field 2 was to have been removed with the construction of the new shed at that site. As the Commission headed towards the picnic shelter near field 2, Brown pointed out that roof work, sealing and staining were necessary to maintain this shelter. He commented that this shelter is highly used and rented most of the summer. As the Commission entered the north end of Freeman Park, Brown pointed out where the proposed prairie grasses would be planted at the top of the hill near the back parking area. He pointed out the fire pit installed near Eddy Station as the Commission walked the plaza area. Brown explained that Council member Woodruff suggested the $100 Badger Park grant given to the volunteer gardeners to maintain each of the park gardens be shared amongst the other gardens this year, since the City Hall project will interfere with their efforts at Badger • Park this season. Chair Davis suggested that each of the volunteer gardeners be contacted to determine whose need is the greatest this year for the additional finds. She indicated that Cathcart garden PARK COMMISSION MiNUTES TUESDAY, APRIL 13, 2004 PAGE 3 OF 6 Mr. Kelsey stated that, as a parent, he would like to see a pay phone available for use at the park so that kids could call for rides if they wish to leave or for emergency use. . Chair Arnst explained that the Commission had investigated the potential of placing a pay phone at the site and found it to be cost prohibitive, with the advent of cell phones, and a subject of vandalism. She thanked the Kelsey's for their efforts and asked if the Commission could contact them with questions as they formulate a plan based on the City's budget. Mr. Kelsey asked what the budget for new equipment was set at. Brown indicated that $8,000 was set aside for Skate Park improvements. He noted that the City had considered anchoring down the fun box at the outset; however, the kids liked the flexibility of moving it around, until someone absconded with it. Brown suggested the City might look into building a box, finding a center ramp, and adjusting the height of the grind rail. Gilbertson asked whether it was worth it to resurface or change the pitch of the lot if those improvements would eat up the entire budget. Brown stated that, since the lot is an old rest area, the City used the surface that was there with a MnDOT overlay after the Highway 7 road project was completed. Although he would prefer to see money spent on new equipment, Brown indicated that he would work up a cost estimate to see what could be done. Mr. Kelsey suggested that the tilt could be offset with minor leveling efforts leading up to and • including each piece of equipment, rather than tearing up and resurfacing the whole lot. By mitigating the approach to the equipment and squaring up the pieces themselves, the costs could hopefully be contained and a solution found. 6. DISCUSS PROPOSAL FROM LITTLE LEAGUE REGARDING ARTIFICIAL TURF IN THE BATTING CAGE AT FREEMAN PARK (Tim Beduhn) Tim Beduhn explained that, 6 months ago, Little League put a bid in for astro turf from the Metrodome and recently found out that they got it, which they hoped to install in their large batting cage at Freeman Park between fields 1 and 2. He indicated that it would be their intent to remove the grass and junk within the cage and replace it with the turf this fall. Chair Arnst asked what the surface of the smaller cage was made of. Beduhn stated that the slab of concrete is covered with indoor /outdoor carpet. Davis asked how long the astro turf was expected to last. Beduhn stated that, if tacked correctly, he was told that the life expectancy was 12 -15 years. Chair Arnst asked how they'd keep the surface level and who else uses astro turf. Based on recommendations from engineers with the Metrodome, Beduhn indicated that they • would dig down and fill the cage with 6" of ag lime and lay the astro turf on top of that. The turf would have a cleaner appearance than the overgrowth of grass in the batting cages that currently exists. He pointed out that both Eden Prairie and Plymouth use some astro turf. PARK COMMISSION MINUTES TUESDAY, APRIL 13, 2004 PAGE 4OF6 • Davis stated that she felt this was a good idea and would defer to Brown to figure out the particulars. Brown stated that, out of ignorance, he would need to get answers to several questions, including where the moisture will drain, whether a wet season would wreak havoc on keeping the turf clean, whether timbers along the base of the batting cage might become unsightly and a safety hazard, etc. He indicated that he would contact Plymouth and Eden Prairie to get their feedback. Since the installation would not be slated until fall, Chair Arnst recommended Beduhn submit a plan to the City and allow staff time to research their questions. She added that, in her opinion, the piece of carpet in the smaller batting cage should be removed, as well as the dirt piles near the concession stand. Beduhn stated that it is their intent to move the piles of ag lime and dirt within the fenced area. He stated that he would pass along the names of his contacts at the Metrodome, Plymouth, and Eden Prairie to Engineer Brown. 5. REPORTS A. Report on City Council Meeting of April; 12, 2004 Lizde reported that the Council adopted many items on the Consent Agenda and appointed Julie Westerland as a new Park Commissioner. Lizde expected Westerland, an employee with the DNR, to be a good fit and asset to the Commission. Brown distributed a memorandum assembled by Administrator Dawson, and approved by Council, which delineates the Roles /Responsibilities of the Park Commission and Shorewood Parks Foundation. While there are a number of issues yet to be resolved, including how the two entities interact with one another, Brown suggested that the Commissioners take the time to review the document at home for future discussion. Brown urged the Commission to recognize that, although there are differences in philosophies, once the roles and responsibilities are laid out the two groups can move on with the clear direction they've been looking for. Brown reminded everyone that each group is made up of volunteers, who've come together for the purpose of the parks, and encouraged the Commission to be mindful of this as they reviewed the document. With regard to the legal question, Brown stated that staff believes an opinion to be forthcoming, as the City Attorney has yet to respond. B. Report on Park Foundation Meeting There was no formal report, as the roles and responsibilities memo was touched on in the previous section. C. Update on Water Garden Brown stated that WSB has expressed their enthusiasm and is working on a proposal, as well as grant suggestions, which he hoped to present at the next meeting. • D. Update on Music in the Park Chair Arnst pointed out the press release in the packet and indicated that the Committee is currently compiling a number of potential groups. PARK COMMISSION AGENDA TUESDAY, FEBRUARY 14, 2006 PAGE 2 OF 6 C. Update on Freeman Park Wetland Project Brown stated that he had learned just recently that the City of Mound has approximately $60,000 in Wetland credits which it must use and would like to partner with the MCWD to locate a basin project in Shorewood. While the Freeman wetland project is an option for the funds, Brown explained that the funds could also be used to improve the drainage issues and complete a clean- up project off of Wedgewood and Amlee Road. As this has been a problem site for many years, it occurred to staff that this might be a good concept or solution to improve this public piece of land and possibly provide a connection to the LRT. Westerlund asked whether the low lying parcel was already a wetland site. Brown stated that this was not necessarily the case. He asked for Commission comment indicating that the funds could provide the opportunity for a trail extension and resolve an ongoing drainage issue for the City. He stated that, with Commission support, he would like to explore this concept further as a way of enhancing a shoddy looking area. Westerlund stated that her question was whether the Freeman Park Wetland Project would ever get done or whether it was simply a `pie in the sky' concept, as the necessary funding would likely never become available. Although she understood the rationale for using the available funds to complete a small scale project such as this, she questioned whether the City would ever be serious about the Freeman project. Brown stated that, certainly, the Freeman Park Wetland Project would be a huge undertaking and that, perhaps, the $60,000 could be used with a matching grant of some kind to begin completion • on phase one for the Freeman Park project. D. Update on Astro Turf for Batting Cages Between Fields 1 and 2 at Freeman Park Brown reported that Little League owns the Astro turf; however, are waiting for the Babe Ruth league to raise the funds for the installation. 5. COMMUNITY REC RESOURCES YEAR END REPORT Anderson, of Community Rec Resources (CRR), summarized the 2005 Year end Report for Park Coordinator Services for the city of Shorewood. She mentioned that two additional Sports Organizations, Minnetonka Lacrosse Assoc. (MLA) and Twin cities Men's Baseball enjoyed access to Shorewood Parks in 2005; that a new documentation collection process streamlined the collection; and that little or no parking issues were experienced in 2005. Anderson indicated that all organizations complied with timely requests for documentation and that spring sports schedules were distributed at the spring meeting. In addition, an online weather notification system enabled sports organizations to learn of timely field cancellations and via ongoing communications between CRR, city staff, and the Community Center alleviated most if not all parking issues. Though the fall sports information meeting was well attended, the Hockey organization continues to be absent from those talks and relies on individual coaches to reserve ice time. Anderson . explained that this continues to fly in the face of the processes established several years ago and asked for Commission comment and support. In addition, TFA, the football organization, faces ongoing field condition issues as bare spots cause safety hazards for players and lighting concerns need to be addressed. • MEMORANDUM TO: Park Commission Brian Heck, City Administrator FROM: Kristi Anderson, CRR DATE: April 8, 2009 RE: Process for Accepting Donations The Park Commission created a Donor Policy in 1999 which accepted Donations from users and groups. It has become apparent that a process was never established to evaluate Donation requests, as well as, the obligations the City and Donor has to one another. Staff will review the new and revised documents with the Commission. To that end, the Donation Request Form was created as an application to initiate the • Process for evaluating donations. Once a Request Form has been submitted, it is presented to the Commission for review. If the improvement/donation is approved, the Park Commission executes the Acceptance and Indemnification Agreement with the Donor user /group and moves this on to the City Council for their final approval. Going forward, all improvements, as well as, their base level of General Maintenance will be acknowledged within the Revised Memorandum Agreement which is executed with each sports organization at the outset of each season. Staff Recommendation: Upon review, staff recommends that the Park Commission support the proposed process and documents including the Donation Request Form, Acceptance and Indemnification Agreement, and Revised Memorandum Agreement for accepting donations and providing general maintenance guidelines to City Council for their approval. is #6 E xceft" sil m CITY OF SHOREWOOD DONATION ACCEPTANCE, INDEMNIFICATION, & GENERAL MAINTENANCE REQUEST FORM Process for Creating a Successful Partnership between the City of Shorewood and its User /Donors 1) Communicate: User /Groups will meet with Representatives of Shorewood Park /Rec to discuss proposed improvements to Parks.Upon review, and with City Council Approval, the Park Commission will execute the Acceptance & Indemnification Agreement. 2) Recognize Supply & Demand: A Donation will be Considered if it Serves a Population or demand that is not currently being met. Once Approved an Improvement/Donation will become the sole Property of the city of Shorewood and under their care. 3) Field 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, mo ving the grass, dragging fields daily, lining fields, aerating and fertilizing fields annual) 4) Ask Questions: Understand the Limitations and responsibilities placed upon an Organization or Donor providing the Improvement (See Statement of Facts within the Acceptance and Indemnification Agreement 5) Once the Acceptance and Indemnification Agreement has been approved and executed by each party, it shall be in force from Date of execution and automatically renew annual) Company or Group Name Contact or Individual Name Address City State Zip Code Work Phone Home Phone E -MAIL ADDRESS I /We would like to make the following donation /im prove ment/contribution: Quantity Description Unit Price Total Price • • • The uses and expenditures of these funds shall be consistent with the City of Shorewood policies and ordinances. • Donor or Donor Representative City of Shorewood Director of Public Works City of Shorewood City Administrator Date Date Date 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 474 -3236 Fax: 952 - 474 -0128 • www.ci.shorewood.mn.us • cityhall @ci.shorewood.mn.us :7 CITY OF SHOREWOOD ANNUAL ATHLETIC FACILITIES . MEMORANDUM AGREEMENT THIS MEMORANDUM AGREEMENT, entered into this day of , 20 , by and between the , hereinafter called the "Athletic Association ", and the City of Shorewood, a Minnesota Municipal Corporation, hereinafter referred to as the "City"; 1) The City agrees to provide to the Athletic Association the use of the facilities located at (the facilities) for those date and times specifically set forth in the schedule approved by the City. The Athletic Association shall submit a `sports data request' schedule form to the Park and Recreation Coordinator which serves as agent for the City for field scheduling. The schedule should show a 15 minute break between games or warm -up sessions. Such submission shall be made within five days of execution of this agreement, or prior to the Sports Information Meeting. Said `requested' schedule shall be reviewed by the Park and Recreation Coordinator who may change the dates and times and amend the `requested' schedule as it deems in the best interest of the City. After approval by the Park and Recreation Coordinator and the City, the schedule shall become `final', and no changes shall be made without written notice to the Park and Recreation Coordinator and the City. The Athletic Association shall contact • the Park and Recreation Coordinator if it moves, postpones, and cancels and event if it reasonably appears that damage to the facility will result from its use. The City shall have the right to require that an event be moved, postponed, or cancelled if it spears that damage to the facility might result from its use due to inclement weather or other unsuitable conditions. 2) The Athletic Association shall use the fields in the manner in which the fields were designed and for their intended purpose only. If the Athletic Association wishes to use additional fields other than previously scheduled times for practices, tournaments, or any other event, it will contact the Park Coordinator for approval before using the fields. 3) The Athletic Association shall be solely responsible for any required markings, or lining of field facilities. It shall also be responsible for the proper parking of spectators cars in designated areas and for proper crowd control; no cars or vehicles shall be permitted to park on grassy areas, in `no parking zones', or to obstruct/ interfere in any way access to any City building /property in case emergency vehicles are called out. As outlined in the Facility Use Agreement. 4) After each use of the facilities, the Athletic Association agrees to clean up all trash and rubbish and leave the premises in a clean and orderly condition. • • 5) The Athletic Association shall file a copy of a liability insurance policy naming the City as insured in the amount of $500,000 with the Administrator, together with a signed copy of this agreement and a copy of the approved schedule before using the facilities for any purpose. 6) This agreement shall be in existence for the balance of one year subject to its being revoked on 10 days notice. In case of vandalism, of lack of control of the spectators, or violation of any terms of this contract by the Association, the City shall be entitled to revoke use of the field by the Athletic Association with a written notice. The Association has the right to appeal to the City Council if it so desires during the 10 day notice period from date of this notice. 7) Tournaments without special consideration may be approved by the Park Coordinator, although any change on Park property requires written authorization by the City. All policies, rules, and regulations for City parks will be in effect. The sponsors will be entirely responsible for the operation of the tournament, and will be expected to assume financial responsibility in case of damage, loss, etc. 8) If the Athletic Association wishes to hold a tournament, it shall comply with the tournament policy by submitting a tournament application detailing the • field(s) or rink(s) requested, tournament dates, tournament times, events, participants, insurance coverage, responsible party /contact (name /address /phone -work and home), availability of medical assistance, and any other pertinent information to the Park Coordinator. The Park Coordinator will verify with the City if tournament date(s) requested conflict with any other City event(s) before approval is given. The Athletic Association must provide a final schedule of events to the City one week prior to the tournament. 9) Any use of the facilities by the Athletic Association other than that authorized herein shall result in an immediate forfeiture of further rights to use the facilities. 10) The Athletic Association shall review the restrictive provisions of this agreement with each of its coaches and provide them with copies thereof. 1 1) Communication: Use /Groups will meet Annually with the Park Coordinator. and /or Public Works, to discuss safety concerns /improvements of previously donated improvements to the parks. 1?) City commits to providing a Base Level of Service — for example: Maintaining Fields which includes, but is not limited to, mowing the grass. • dragging the fields daily. lining fields, aerating and fertilizing fields annually. CITY OF SHOREWOOD ATHLETIC ASSOCIATION 0 Title: C Title: • ACCEPTANCE AND INDEMNIFICATION AGREEMENT This Acceptance and Indemnification Agreement th Agreement (the Agreement" ) is made as of , 1999, by the CITY OF SHOREWOOD, a municipal corporation organized under the laws of the State of Minnesota (the "City "), in favor of Minnesota ( "Donor "). a nonprofit corporation organized under the laws of the State of Statement of Facts A. Donor desires to donate to the City the following park improvements which have been constructed at /installed at /provided in connection with Park, in the City: �nerernarter, the " Donation"). B. The City at its regular council meeting on _, adopted a resolution (the "Resolution ") accepting the Donation (a copy of such resolution is attached hereto as Exhibit A). C. As evidence of the City's acceptance of the Donation and intent to indemnify Donor, the City desires to enter into this Agreement. NOW, THEREFORE, solely in consideration of the Donation, the City and Donor • declare, covenant and agree as follows: 1.) Acceptance The Donation was formally accepted by the City pursuant to the Resolution. 2.) Donor's Representation Immediately preceding the City's adoption of the Resolution, Donor owned the items included in the Donation free and clear of all encumbrances, claims and liens. 3.) Indemnity The City shall forever indemnify, defend and hold Donor harmless from any loss, damage, expense or cost, arising out of or incurred by Donor as a result of the use, maintenance, ownership or operation of the Donation (excluding any such loss, damage, expense or cost arising out of a misrepresentation by Donor of the representation provided in Paragraph 2 above). - For Example, General Maintenance level for fields include, but is not limited to. mowing the grass, dragging the fields daily, lining fields, aerating and fertilizing fields annually. 4.) Miscellaneous This Agreement is made and delivered in, executed with respect to, and shall in all respects be construed pursuant to and governed by • the laws of the State of Minnesota. This Agreement shall bind City and its successors and assigns and shall inure to the benefit of Donor and its successors and assigns. w IN WITNESS OF THE FOREGOING, the City has caused this Agreement to be executed as of the above date. CITY: CITY OF SHOREWOOD By: Its: Mayor By: Its: DONOR: Its: 7/27/99 data /parks /resolution /donoragmnt r� L MEMORANDUM TO: Park Commission Brian Heck, City Administrator FROM: Kristi Anderson, CRR DATE: April 1, 2009 RE: Accepting Low Quote and Awarding Contract to Successful Low Quoter Attachment 1 is the Quote Tabulation for the 2009 Eddy Station Facility Painting project at Freeman Park which were opened and tabulated on April 1, 2009. In 2009 we will be Painting the exterior of the Eddy Station building and the Freeman Park Picnic Shelter including: • 1. Power washing & cleaning outside surfaces of the building 2. Stripping /sanding structure including siding, trim, eaves, & doors 3. Re- Painting /Staining trim, doors, eaves, and siding 4. Resealing all surfaces mentioned above 5. Providing 1 gallon of additional top coat for owner touch up in sealed container The low quoter is Eclipse Painting in the amount of $3,800.00. Based on other quotes received, it appears that the cost for this project is quite reasonable. This project will be funded by the Parks and Recreation Capital Budget which has $3,000 budgeted for 2009. Although the quote is more than budgeted, the budget anticipated that Public Works staff would be performing the labor rather than having a professional service provider do the job. The Commission will remember that it awarded the Eddy Station contract in February, however, the bidder had since gone out of business and the Commission moved to re -bid the project to include the smaller free standing Freeman Picnic Shelter in March. Recommendation Staff recommends the contract for the 2009 Eddy Station Facility and Freeman Park Picnic shelter Painting Project be awarded to Eclipse Painting in the amount of $3,800.00. Iii City of Shorewood Quote Tabulation Eddy Station Rehab City Project No. P09 -01A Quotes Opened: April 1, 2009, 11:00 A.M. City of Shorewood Park Coordinator: Kristi Anderson No Quoter Quote 1 Eclipse Painting, Inc. $ 3,800.00 2 Vision Painting & Design, LLC $ 5,897.00 3 Boon Painting, $ 11,748.00 4 Lakeside Painting no submittal 5 Dennis Haggerty Painting no submittal 6 I Morkrids Painting & Home Maintenance no submittal 7 8 9 10 11 12 13 14 15 • • • 0 MEMORANDUM TO: Park Commission Brian Heck, City Administrator FROM: Kristi Anderson, CRR DATE: April 6, 2009 RE: Added bid estimate from DermCo LaVine for Cathcart & Silverwood Parks As you will recall, in 2009 we are resurfacing Manor and Cathcart Tennis Courts. Based on the low quote received in January, Public Works Director Brown suggested the Commission consider having DermCo LaVine provide the City with estimates for coating both the Silverwood half court basketball /tennis practice court and Cathcart basketball court/magic square surfaces. The Commission made the following motion at their January • 13, 2009 Park Commission meeting: Davis moved, DeMers seconded, awarding the Tennis Court Resurfacing projects for Cathcart and Manor Parks to the low quoter, DermCo Lavine in the amount of $8,760., and asking DermCo Lavine to provide the City with separate quotes for coating the half courts and /or magic square at Cathcart and Silverwood Parks, and to accept the added services, provided they do not exceed $13,000. Motion passed 5/0. DermCo Lavine has provided the City with the following estimate, based solely on the same square yard pricing as was provided for the tennis courts, barring any unusual circumstances, he felt this to be a fair estimate, as he would be unable to visit the site due to a family emergency at the time. Cathcart Park: $1707.00 Silverwood Park: $1368.00 Which includes: ➢ Washing & cleaning surfaces as needed ➢ Patching low areas and filling cracks ➢ Applying a 4 coat color system ➢ Re- stripe with 2" white lines ➢ Clean up site • • Recommendation Since the combined totals for the added work equates to $13,688.00, which is in excess of the self imposed limit of $13,000 for the combined projects by the Commission, staff recommends the Commission reconsider its original Motion to offset the difference or deny the submittal.. • is CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236 Fax: 952 -474 -0128 • www.ci.shorewood.mmus • cityhall tcci.shorewood.mn.us To: Park Commission From: Twila Grout — Park Secretary / Date: April 9, 2009 Re: Consultants TKDA Presentation Consultants TKDA will be present at the Park Commission meeting on Tuesday for a presentation on the concept plans that they have designed for the parks. Kristi e-mai led the plans to the commissioners for review prior to the Park Commission meeting. These designs are also attached. 0 • :01 3'rc 11 City of Shorewood 4 "A,#�Z-z Picnic Picnic Picnic wlRestrooms Mechanical est. warming Picnic wlRestrooms & Warming Conceptual Park Shelter Concept `A' T ,r 2M �fdiERS A(iTk l�L COMM. N 0014:ISR.ObO C of Sh orewoo d r Mechanical Warming serving Conceptual Parr Shelter C on can `B' :� APR[L200H . ` coz�ua ruai . _ _. �- Picnic w /Restrooms Picnic w /Restrooms & Warming of Shorewood I 0 45' 90' r Preliminary Parks Master Plan City of Shorewood I so t rPliminary Parks Master Plan Badger Par - Concept `A' rp DA a ao' sa, �,: City of Shorewood 0 35' 70' r fit Shorewooda 0 60' 120' - + ----i-