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031009 PK AgP• • CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, MARCH 10, 2009 5735 COUNTRY CLUB RD SOUTHSHORE COMMUNITY CENTER 7:00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Davis Young Norman Trent Quinlan Robb Edmondson B. Review Agenda C. Introduction of New Park Commissioners 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 10, 2009 — (Att-#2A) 3. MATTERS FROM THE FLOOR 4. REPORTS A. Report on City Council Meeting B. Report on February 12 Parks Foundation Meeting (Council Member Woodruff) C. Report on Kick -Off Meeting and Park Tours with Consultants . D. Update on Summer Programming — (Pk. Coord. Kristi Anderson)(Att. - #4D) E. Report on Meeting With Adopt -A- Garden Volunteers — (Park Commissioner Davis) 5. REVIEW PROPOSAL FOR COMMUNITY GARDEN— (Att. - #5) 6. DETERMINE DATES FOR PARK TOURS — (Att. - #6) 7. REVIEW ON -LINE SURVEY QUESTIONS — (Att. -#7) 8. REPORT ON MAINTENANCE OF PARK TMPROVEMENTS/DONOR POLICY — (Att. - #8) 9. NEW BUSINESS 10. ADJOURN Council Liaison for March 23 City Council Meeting — Pk Commissioner Davis n U CITY OF SHOREWOOD 5735 COUNTRY CLUB RD PARK COMMISSION MEETING SOUTHSHORE COMMUNITY CENTER TUESDAY, FEBRUARY 10, 2009 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Norman convened the meeting at 7:00 p.m. A. Roll Call Present: Chair Norman; Commissioners Davis, Y DeMers; City Council liaison Woodruff; Planning Director Nielsen. B. Review Agenda Davis moved, DeMers seconded, approving the rent, Quinlan, and r` Anderson: and bmitted. Motion passed 7/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of January 13, 2009 Davis moved, Quinlan seconded, ,approving the Minutes of the January 13, 2009 Park Commission Meeting as presented. Motion passed 7/0. B. Park Cornmssian Special Session Minutes of January 20, 2009 Davis moved;'DeMers 's January 20 2009, as su the Special Session Park Meeting Minutes of sed 7/0. C.. Park Commission Special Meeting of February 4, 2009 Davis moved, DeMers seconded, approving the Minutes of the Park Commission Special Meeting of February 4,2009, as presented. Motion passed 7/0. 2.1 MATTERS FROM THE FLOOR Mary Donahue and Patricia Hauser, Shorewood residents, were present to submit a request for a Community Garden Program for consideration. Hauser shared their concept plan for a Community Garden program designed for children to run throughout the summer months accommodating approximately 40 kids 5 -14 years old. • Hauser explained that, while they would prefer a plot in Freeman, they were hoping the City could provide a space up to 100X100 for the garden and prepare the soils accordingly. The children would be the gardeners supervised by Mary Donahue and the produce would be given to local food shelves or sent home with the kids to share with their families. =I PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 PAGE 2 OF 2 The Commission complimented the pair on their well thought out program and indicated that they would follow -up with staff and public works to determine where the garden could potentially be placed as well as discuss other details of the plan. Anderson suggested they consider focusing on `kids of all ages' for the program, especially if the garden is planted in Freeman where Shorewood Ponds seniors might enjoy bringing their grandchildren or working the gardens themselves. Davis stated that she would follow -up with staff, as well as, check how the Arboretum runs their community garden program at their children's learning center. 3. REVISION TO ZONING ORDINANCE / SIGNS IN PARKS — (Planning Director, Brad Nielsen) Planning Director Nielsen explained that STLL representative Kyle Heitkamp had submitted an application for amendments to Shorewood's Zoning Code that would allow adve sing signs to be placed on the ball fences at Freeman Park. He reminded the Commission that they had reviewed this proposal informally at the end of last year. Although the Commission had voted unanimously to not recommend such amendments, the STLL group decided to pursue a formal application. Nielsen stated therefore that is why,the, submission has been rerouted back to the Commission for a formal recommendation. He in'dtcated that the Planning Commission would be holding a public hearing on March 3 rd and would like to hear from the Commission prior to that date. Heitkamp explained that the league is getting close critical mass, 500 players strong, and that the need for financial assistance is greater this year than in the past. Heitkamp maintained that it is their intent to sell sponsorships of the signs to help keep costs for all players down and to add, to the scholarship fund overall. He reviewed some financial burdens and expenses incurred by the organi zation with regard to repair%, maintenance, and equipment. He stated that he was unfamiliar-with what the Commission had decided at the end of 2008. Chair Norman asked how the Ctty could continue to work with the little league group in a way that might alleviate some of their burden besides the fence billboards. Though he felt Heitkamp had done a fine job presenting little leagues case, Young stated that he hated to undo an ordinance that had a solid foundation such as this. Anderson interjected and read passages from the November Park Commission Meeting and the final recommendation to deny the request at the December meeting for review. She asked for further clarification with regard to the maintenance items and safety related issues referenced within the application. Davis stated that in reviewing the budget supplied to the Commission, she saw mixed budget • messages and places the budget could be trimmed. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 PAGE 3 OF 3 • Trent stated that he would urge the organization to pursue other avenues or explore other financing options open to them. Woodruff reminded Heitkamp and the Commission that, had the organization applied for a variance, the City does not consider financial hardship a valid reason to grant variances thus the little league decided to undertake the ordinance amendment request instead. Nielsen stated that, if the City Council ends up determining the application move forward, he would suggest looking at a conditional use permit instead. Hensley stated that he was really concerned that, if the Commission supported such a request, it would be precedent setting. As an attorney he would view this as a definite change in direction from what the city has decided in recent years. Hensley addedthat, as a resident, he would not want to look at signs in the public park anyway. Chair Norman concurred, stating that the City has gone to felt this to be a `slippery slope' and questioned where thin organization contact the Park Foundation and ask them to' scholarships. He stated that he believed the city would be has with the sports organization in order to: lighten their k fixes normally performed by the little league ltseif. Heitkamp stated that members of the other they had no intent to pursue such measures Anderson pointed out that Bach wrot&that they at this time but she uesti q oned how the Commi the park and not the other or for `one organizati themselves. lengths to regulate signage. He ald stop. He suggested the with fundraisers or financial aid to examine the relationship it consider making some of the letters attached stating that not pursue advertising boards themselves vould regulate allowing signs at one end of not another as the application presented Chair Norman questioned whether there was a formal document or agreement that identified who cares for what with regard to maintenance. He asked what the user fees cover for the users and whether there were'items the city could take upon itself. He asked staff to investigate. Anderson stated that, to ler knowledge, there was no formal agreement between the city and the little league but that, typically, when an improvement is made or donated to the parks it becomes the properly, as well as, the responsibility of the City. Woodruff was surprised to hear there would be no formal agreement with regard to maintenance. Quinlan pointed out that, if little league estimates they will make $20,000 in sponsorships, perhaps the City should consider how it can offset some maintenance costs rather than allowing the signage. However, he noted that the purchase of a new mower and rakes to mow the infields • and care for the ag lime are specific to the organization and this application only and may not necessarily even be city maintenance items. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 PAGE 4 OF 4 Heitkamp stated that he did not wish to jeopardize the good working relationship the little league • had with the City; however, he maintained that costs are rising and they are searching for solutions or will have to start cutting things. He pointed out that many local businesses have expressed an interest in advertising on the signs. Anderson suggested the Commission give consideration to private versus public spaces in which advertising is or is not currently allowed. Chair Norman concurred, stating that he found it difficult to consider putting private messages in our public spaces which are currently clutter free. Norman believed this:to be a larger issue than allowing little league to raise money. He felt the city should keep private interests out of public open spaces and that the ordinance is well written to do so. Trent agreed, stating that the bigger issue is to keep the a commercial free park experience. within the parks for Woodruff suggested the Commission investigate whether the city should provde;nore support than it has in the past and encouraged the little league'to, investigate whether there are other answers than signage out there to help with the financial piece of things. Davis moved, Young seconded, to recommend denial of the request by STLL for Amendments to the Shorewood Zoning Code that would allow advertising signs to be • placed on ball field fences in Freeman Parkwith the recommendation that staff review our current agreement with SILL and investigate other avenues for support that would help offset some of the maintenance costs. Motion sassed 7/0. 4. REPORTS A.. Report on Woodruff reported that the City Council appointed new members to the Planning Commission, as well .as; wo new Park Cominissioriets, Thomas Robb and Bob Edmundson. on Aarctic Fever Event on January 17, 2009 Chair Norman reported that attendance was estimated between 500 -800 people in Shorewood. He noted that the sliding hill" was very popular and would encourage staff to build a giant sliding hill every season. Norman stated that the pond hockey sponsor has already committed to 2010 and the planning groups will be meeting soon to discuss where they want to head going forward. Norman indicated that the library coloring contest also went well and that everyone was very pleased with the numbers in attendance at all events this year. C. Update on Consultant Services Anderson reported that the City Council voted unanimously to move forward with the Park is Consultant Planning Services recommended by the Commission with negotiations to begin soon. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 PAGE 5 OF 5 • Woodruff interjected that he was particularly excited and looking forward to having items placed on a long range plan to be phased in over the next 5 -10 years. He suggested the Commission consider having the consultant's landscape architect include a landscape plan for City Hall as it presents sketches for each park and monument signs that coordinate and identify all amenities in the parks. D. Report on Summer Programs Anderson reported that the summer program schedule was filling in nicely with Fridays in Freeman, as well as at other parks, and was in fact taking on a life of its own. Friday activities include tennis at Badger in June and July, the DNR FiN program Zoomobile, REI PEAK program, Garden Art, and Kayaking at Crescent Beach. She explained that 3 rd Lair would be open to running a camp in June with a refundable deposit if the registrations don't fill up and asked the Commission if they'd like to move forward with P Lair. The Commission agreed. With regard to Music in the Park, Anderson stated ftt" Big W and that the Garage Band Jam (GBJ) was moving forward,on, the initial poster and asked Davis to contact the Park Foundati ask them if they would be willing to be a sponsor for the even; grand prize, in return the bands would of • tax deductible donation to participate. In donation than the $500 proposed. Anderson stated that the Communication Coordi to participate on the plat GBJ. She asked if anyor might wish to be a'spoii them about his boys had., the t2 it for the °even Additional was scheduled "for July 10 th , 24 She shared a mock -up of of which she is a member, and J contribute up to $500 for a rds the Park Foundation as a will be making a much smaller sted of herself, Park Secretary Grout and asked if other members of the Commission might like Both Davis and Quinlan volunteered to assist with the City,could obtain sound equipment or someone who d equipment we would need and that he would talk to having one of them operate it for the evening. xssed and eliminated from the mix included the Three Rivers Park district climbing wall activity; Mad Science for now due to budget constraints, Dazzling Dave the yo -yo expert for $30O -and Nancy Edie & Friends who will not be performing this summer. E. Report on Recycling for the Parks Anderson explained that it would soon be a City wide initiative to expand recycling to the parks, that being said, she presented photos of overflowing trash cans full of recyclables from Freeman and Cathcart Parks last summer. She also distributed pictures of various styles of recycling containers and asked for style input from the Commission. Anderson explained that Coke will • supply up to five free bottle shaped recycling containers without advertising, with additional containers available at a cost of $54 each. Finally, Anderson asked for support to allow staff to PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 PAGE 6 OF 6 apply for a grant with Coke that would supply the city with up to 10 free recycling bins for the • parks and passed around a photo of this more general style. The Commission encouraged staff to proceed to get all of the free recycling containers that could be found and that consideration would be given to the purchase of additional bins at a later date. 5. COMMUNITY REC YEAR -END REPORT Anderson shared the Community Rec Year End Report with the Commission highlighting certain elements for their reference, including the fact that, thanks to ongoing mistakes in over and under paying by organizations were caught early on. In addition, thanks in part to monitoring and to CRR's relationship with the concession operator, CRR discovered a scheduling oversight by MGSA at Freeman which mistakenly failed to utilize numerous designated field assignments on their schedule. Anderson suggested the Commission give thought to how they wish to re- allocate field space when it is not being utilized by the original applicant. It is.CRR's opinion that `paying' to reserve a space is inadequate when it is not being used, especially in light of the fact that other organizations are often looking for additional space allocations. Anderson thanked the Commission for their ongoing support and expansioi of the park coordinator service agreement this year. 6. REVIEW REQUEST FOR CH I AT MANOR PARK . Anderson pointed out that a bench had already been placed at the `site last fall by public works. • Young left at 9:20 p.m. alnidst ma :,thanks for his numerous years of service on the Commission. 7. ACCEPTING QUOTE AND AWARDING CONTRACT FOR EDDY STATION FACILITY REHAB AT FREEMAN PARK Hensley moved, Davis seconded, recommending approval of the contract for the 2009 Eddy Station Facility Exterior Rehab Staining and Painting project be awarded to Koehnen Painting in the amount of $5,560.00 Motion passed 6/0. Anderson pointed out that the contractor had supplied the Commission with an estimate for refinishing the second shelter at Freeman in the amount of $1,530. She suggested they submit a change order, similar to that proposed with the tennis court resurfacing, if the Commission chooses to move forward with this piece later. The Commission agreed, and asked staff to find out from public works what additional work should be done with regard to the roof or whether the contractor can strip, paint and stain this shelter similar to the Eddy Station job. Woodruff questioned who would be eating the difference between the budgeted amount and the • final bid. He questioned whether this would constitute a CIP or maintenance item since public works was originally slated to perform the labor. PARK COMMISSION MINUTES TUESDAY, FEBRUARY 10, 2009 PAGE 7 OF 7 • 8. CREATE ONGOING ON -LINE SURVEY Anderson explained that she and Commissioner Quinlan had discussed the idea of linking an ongoing on -line survey to the city website in order to collect immediate feedback from residents and park users. Quinlan stated that this feedback mechanism would be available 24/7 online to provide immediate feedback from users and could be revised to obtain feedback quarterly. Davis thought it could be useful to obtain feedback on events and i Trent cautioned the Park Commission that this could be a 1, immediately to users or if the items are deemed in need of i Anderson stated that it would be staffs intent to check the on] done in the past, collect the feedback, and supply the' Commi see how much it is used. She indicated that a generic messag( respondent immediately thanking them for taking the time to had an item of immediate concern they would be urged to col explained that the survey could be updated quarterly and tied feedback. VICE does not respond survey daily, s, ' imilar to others n with a reporttein monthly to )uld be generated for the Zplete the survey and that if they t city hall directly. Anderson events at the city to collect inting Chair Norman as the 2009 Park Commission Davis as Vice -Chair for 2009. Motion nded, adjourning the February 10, 2009, Park Commission n "passed 6/0. His last meeting, the Commission thanked Hensley for his service to the Park Commission. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder C May 2009 Monday Tue May 2009 June 2009 S M T W T F S S M T W T F S 1 2 1 2 3 4 5 6 3 4 5 6 7 8 9 7 8 9 10 11 12 13 10 11 12 13 14 15 16 ' 14 15 16 17 18 19 20 17 18 19 20 21 22 23 21 22 23 24 25 26 27 24 25 26 27. 28 29 30 - 28 29 30 31 Wednesday Thursday Friday Sdt/Sun 12 19 261 Tenni Block I f 241 MVWTwila Grout 1 3/5/2 OQQ Twila Grout 1 .i /S /LUUV b:Lb AM ( U11 U r UU 1 LJULJ r LU I I IUIXU U I IUI I ILj I UI y UUl UUI IU : ;;.3 ^Z 1� Ready to show that y ou are the best ?"' 1st Prize: $250 Cash Prize and 4 -hours recording at Sanctuary Studio 2nd Prize: $150 Cash Prize and perform at School of the Wise 3rd Prize: $100 Cash Prize All performers receive a Band Survival Kit! 0 - All entrants must send a demo CD of 2 songs by June 26 to: Shorewood Garage Band Jam 5755 Contry Club Road Shorewood, MN 55331 Guestions? 952.474.3236 or tgrout5ci.shorewood.mn.us Please include: Band Name and Member Names Contact Person, Address, Phone and Email Type of Music Friday, 3 - 9 M NON R� *Entry fee: $40 in pledges raised for Shorewood Parks Foundation. All donations are tax deductible. CITY OF r SHOREWOOD Uq2 5755 Country Club Road • Shorewood; Minnesota 55331 •952- 474 -3236 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mn.us To: Park Commission From: Twila Grout — Park Secretary Date: March 4, 2009 Re: Community Garden Project Park Commissioner Sue Davis met with the volunteers that have adopted gardens at the parks on February 28, 2009. Also discussed at the meeting was the community garden project that Mary Donohue and Patricia Hauser would like to pursue. Attached is a copy of the revised proposal for the community garden for your review. Mary Donohue and • Patricia Hauser will be present at the Park Commission meeting to discuss and answer any questions the Park Commission may have. After review and discussion please advise how staff should proceed with this project. • Community Garden Project: Revised Proposal for a Multi- Generational Garden Learning Experience for Children 5 ummary Proposed: 1 000- 1 200 sq ft garden to 6e placed at the south end of Freeman Park Off the Ponds /Little League field area where the road was closed off from Hwy 7 Audience: Kids 8 and up Gir %P)oy Scout Troops 5eniors hosted 6 Mary Donohue and Patricia Hauser ( "the Gardening Team ") Additional regular (cyclical) assistance from troop leaders, area Master Gardeners, parents, interested parties 0 runding.. Donations in kind to 6e secured 6 the Gardening Team from merchants in the community, request for funds from the 5korewooi Parks 0 Foundation, and if necessary, the 5horewood Park Commission and the 5horewood City Council City Participation will 6e limited to 6ed preparation. They will excavate the 6ed and remove the compacted fill and replace it with the composted topsoil and or mulch to 6e provided 6 the gardening team. (`/`/e do not know what is under the sod there and are assuming it is road construction fill, thus contaminated soils, and will have to 6e removed.) All soil and supplies must 6e secured 6 the gardening team through donation or purchase and will not 6e provided 6 the city. The city's participation will 6e limited to excavation and Providing the water truck (schedule and supervision to 6e arranged 6 the gardening team). Council and Pu6lic Works firmly state that if the garden 6egins looking run down and unkempt they will remove it without notice. • Need to Do: Form a partnership with seniors at the Fonds in Particular but also reaching out within thejouth Lake Area to Provide the senior • component of the Gardening E_xperience Form a core of senior "assistants" for the Team who can provide the ongoing supervision of the kids and the regular daily care and security that the garden will require. Number and frequency will 6e based on their willingness and ability to get over there daily. Cost out everything that you need. Muck of your equipment can 6e donated 6 individuals but we can all propose merchants with whom to partner (Cu6, True value, the Garden Center, Linder's, etc) for the rest of it. Frepare a written request to 6e mailed out and plan to do personal follow up (phone or in person). Twila Grout, the Fark secretary, and Kristi Anderson, the park liason, can assist with procurement once you have an accounting of these expenses. ne ready to bring this to the • arch 10 commission meeting. You are already on the agenda and the commission and council are looking forward to a pilot project this summer. We assume that your greatest expense will 6e the soil supplementation. The second expense will 6e the temporary enclosure. You should have no problem getting anything else. Schedule: Frepare a detailed work calendar starting with your meetings, working through when you would like the city to do the excavation and have the new soil delivered when you would obtain your equipment, seeds and starter plants the introductory meetings (need to have a location), your planting schedule and a daily work calendar throughout the growing season so your supervisory team can sign up for their work schedule and the parents will know there will 6e adults on the premises all the time when • the first meeting takes place. We would like to see 1 adult for every 5 kids. CITY OF • SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236 Fax: 952- 474 -0128 • www.ci.shorewood.mn.us • cityha11 @ci.shorewood.mn.us To: Park Commission , From: Twila Grout — Park Secretary Date: February 17, 2009 Re: Determine Dates for Park Tours The Park Commission in the past has set aside two dates to tour Shorewood City Parks. Attached is the draft agenda's for your review. Please review and advise if staff should proceed with these agenda's. • • Wj ;r CITY OF SHOREWOOD 2009 PARK TOURS The Shorewood Park Commission has set aside two days for touring the parks. The first tour is scheduled for: Tuesday, May 12, 2009 at 6:00 p.m. Meet at City Hall at 5:45 Tour Badger Park Crescent Beach Cathcart Park Continue at Freeman Park A meeting will follow at Freeman Park Eddy Station at approximately 7:30 p.m. to discuss the park tours. Majority of the City Council May be Present. No Action Will be Taken. • 0 • CITY OF SHOREWOOD 2009 PARK TOURS 0 The Shorewood Park Commission has set aside two days for touring the parks. The second tour is scheduled for: Tuesday, June 9, 2009 at 5 :45 p.m. Meet at the Skate Park at 5:45 p.m. Tour Skate Park Manor Park Silverwood Park A regular meeting will follow at City Hall at approximately 7:30 p.m. to discuss the park tours. Majority of the City Council May be Present. No Action Will be Taken. 0 CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mn.us To: Park Commission From: Kristi Anderson — Park Coordinator Twila Grout — Park Secretary Date: March 4, 2009 Re: On -Line Survey Questions At the last Park Commission meeting the commission discussed an on -line survey to collect feedback from park users. Kristi and I met and worked on developing questions for the spring season and summer season. There will • be a different survey for spring, summer, fall and winter as the activities vary for each season. The following questions "What Activities do you and /or a member of the household use when you visit the park ? ", "Are you interested in volunteer opportunities for Shorewood Park Events such as Arctic Fever, Adopt -A- Garden ?" and "Would you like to be added to Shorewood's e-mail list to learn about upcoming events ?" will be on all surveys. Attached are surveys for spring and summer for the Park Commissions review. Please advise if staff should proceed to have these surveys put online. • SHOREWOOD SPRING 2009 PARK SURVEY We hope you enjoyed your recent visit to Shorewood parks. To help us better serve you, please complete the following survey. If there is an immediate concern in a park or public space please contact City Hall directly at 952- 474 -3236. We hope you enjoyed your visit to one of Shorewood's parks. Please tell us about your most recent visit to our park. What Activities do you and /or a member of the household use when you visit the park? ❑ Playground Equipment ❑ Baseball Field ❑ Picnic Tables / Grills ❑ Warming House ❑ Picnic Shelter ❑ Ice Skating Area ❑ Tennis Court ❑ Multi -use Building ❑ Volleyball Court ❑ So that funds are best utilized what additons or considered priority. Rate from 1 -5 with 1 being 1 2 Renovate Tennis Courts ❑ ❑ Update Lighting at Rinks ❑ n Add Picnic Shelters ❑ ❑ do vo t.;,feel would be _ ". 4 5 List ❑ ❑ Add Water/ Sanitary Sewer for Restrooms / Drinking Fountains ❑ ❑ ❑- F-1 n More Community Events ❑ p „ ❑ ❑ p Playground Equipment Updated ❑ ❑ Li, . ❑ Are there any amenities that, are not cu • Drinking Fountains • Restrooms • Trails • Recycling u would like to see? o Bike Racks ❑ Picnic Table / Grills ❑ Community Garden Parks in Generale Park Sgns:are visible Agree ❑ Disagree ❑ Neither ❑ Lights are working properly ❑ ❑ Parks are well' groomed ❑ ❑ ❑ Picnic Shelters are"clean ❑ ❑ n Play equipment is in good condition ❑ ❑ F-1 The sports fields are levet and in playable condition ❑ ❑ C] Parks are Easy to Locate ❑ ❑ n Are you interested in volunteer opportunities for Shorewood Park Events such as Arctic Fever, Adopt -A- Garden? Yes ❑ No ❑ Would you like to be added to Shorewoods e-mail list to learn about upcoming events? Yes ❑ No ❑ Comments: • • SHOREWOOD SUMMER 2009 PARK SURVEY We hope you enjoyed your recent visit to Shorewood parks. To help us better serve you, please • complete the following survey. If there is an immediate concern in a park or public space please contact City Hall directly at 952- 474 -3236. We hope you enjoyed your visit to one of Shorewood's parks. Please tell us about your most recent visit to our park. What Activities do you and /or a member of the household use when you visit the park? ❑ Playground Equipment ❑ Baseball Field ❑ Picnic Tables / Grills ❑ Warming House ❑ Picnic Shelter ❑ Ice Skating Area. ❑ Tennis Court ❑ Multi -use Builditi ❑ Volleyball Court Have you attended or participated in Shorewood coi What events have you attended? ❑ Music in the Park ❑ MCE Sufii ❑ 3rd Lair Skateboarding Camp ❑ Arctice ❑ Childrens Summer Program Are there other programs that you would like to see If yes, what would you like to see offered: How do you most often hear about Shorf ❑Newsletter ❑Website ❑Flyers ❑N What activities listed • Playground Equipm • Ice Skating Area • Magic Square • Picnic Shelters..,__ • Volleyb� • Football ❑ Wlz}8i a • S Mmm • Arctic F What recre Freeman: Cathcart:_ Manor: Silverwood: Badger:_ Skate Park: Yes ❑ No ❑ feel are important to have in the Shorewood Parks? ©.,,Baseball Fields ❑ `Picnic Table / Grills ❑ Tennis Court ►Basketball Court o Soccer Fields ❑ Trails ❑ Skate Board Ramps ❑ Music in the Park ❑ Children's Summer Programs above would you like to see at the listed parks: Are you interested in volunteer opportunities for Shorewood Park Events such as Arctic Fever, Adopt -A- Garden? Yes ❑ No ❑ ❑ No ❑ Rec P,roaram At Would you like to be added to Shorewoods e-mail list to learn about upcoming events? • Yes ❑ No ❑ r ,..... CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mn.us To: Park Commission From: Kristi Anderson — Park Coordinator Date: March 4, 2009 Re: Maintenance of Park Improvements /Donor Policy At the Park Commission meeting on February 10, 2009 the commission asked that staff review the current agreement with South Tonka Little League. What is in place is the Donor Policy. This policy is used when there is a park improvement. Once the donor is done constructing or installing the item, it is then donated to the city. The agreement is attached for your . review. n U � l� CITY OF SHOREWOOD DONATION AGREEMENT FORM Company or Group Name Contact or Individual Name Address city State Zip Code Work Phone Home Phone I &MAILADDRESS I/We would like to make the following 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 Date City of Shorewood Director of Public Works City of Shorewood City Administrator Date Date 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 474 -3236 Fax: 952 - 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mn.us 09/28/05 • ACCEPTANCE AND INDEMNIFICATION AGREEMENT This Acceptance and Indemnification 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 , a nonprofit corporation organized under the laws of the State of Minnesota ( "Donor "). 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: (hereinafter, 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). 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. • IN WITNESS OF THE FOREGOING, the City has caused this Agreement to be executed as of the above date. CITY: DONOR: CITY OF SHOREWOOD By: Its: Mayor By: Its: 7/27/99 data/parks /resolution /donoragrm nt Its: 0 n 4�ahcta4 WHO WANTS TO BE A GARDENER? (Community Gardening for Kids, ages 9- 14 yrs.) C� 1 Z, � Ever wonder what happened to a carrot or pickle I before it got the grocery store? How did it grow? How do farmers do that? What would it take to grow your own food from seed? Would you like to know how to grow food for your family's table or for the local food shelf? This is your opportunity to do it! WHERE: Freeman Park .. OLAW1 'r'"` is `'' WHEN: June, July, August (with whole group Saturday meetings in May) Mondays, Wednesdays or Fridays (one morning a week) 9:00 - 11:00 A.M. 9 • WHO: Limited to 40 Excelsior & Shorewood kids, ages 4" 14 yrs. Teacher- seasoned Shorewood gardner, Mary Donahue, who worked in the Victory Gardens of WW U. COST: $5.00 PURPOSE: First: Learn how to grow food by learning what's done, how it's done & what to do with it. Second: Share the bulk of this produce with a local food shelf, however, participants will be able to take home some samples. EXPECTATIONS: Must be willing to learn, get your hands dirty, pull weeds, solve problems, show up on your morning each week for 3 months of the summer (exceptions made for family vacations and emergencies), work, be on time, be curious, share the produce, be cheerful, be patient, be surprised —OH YEAH —and have fun! C] PROPOSAL FOR "COMMUNITY GARDENING FOR KIDS is SUMMARY: "Community gardening for kids" would be part of this summers park board program. It would run from Saturday May 16 until the end of the harvest. The plot would be prepared as soon as the frost is out of the ground. The park board would provide the preparation of the plot (tilling, digging out old soil, putting in new soil, etc.) and Mary Donahue would supervise and be gardener -in- residence for this operation. The kids would be the gardeners. Other gardeners and supervisors would be on hand to support (not take over). The majority of the produce grown would be given to the local food shelf. Some would be sent home with the kids. NEEDS: 1. Plot. approximately 100' x 100'- preparation will be needed 2. Water source (elevated rain barrels preferred) 3. Garden tools: s-f a�.�- i l �• J h.ctJ� �1:c.,t:u� a. 2 rakes cn �, _ �S'' ,- s (LL b. 2 spades -ice c. 2 hoes d. 12 trowels e. a netting enclosure f. seeds: heirloom carrots, beans, cucumbers, beets, lettuce, cabbage, squash, radishes, onions, corn, swiss chard g. plants: heirloom tomato and green and red pepper h. 200' of hose & 2 metal hose nozzles L soil amendments i. sand - a yard ii. peat moss - 6 bales iii. manure - a load iv. black dirt - 6 yards SUPPLY SOURCES: 40 1. Mary Donahue will supply seeds & plants 2. Park Board will supply: -the land - spot on Freeman Park? -rain barrels (city will fill them when there's not enough rain) - gardening tools & hoses (ask for donations in city newsletter) -soil amendments (seek donations) netting enclosure PEOPLE: Gardeners, supervisors, volunteers, students PLAN: 1. Put add in Shorewood newspapers papers (mid April) for interested Shorewood & Excelsior kids 2. Ask for $5.00 commitment fee (or going rate for summer event /class) 3. Sign up at city hall or park board 4. Get & organize volunteers PROPOSED TIME LINE: APRIL - get plot ready - get supervisors and volunteers - sign up kids MAY - lst (Saturday) orientation for whole group (kids, gardeners, supervisors and volunteers) - 16 (Saturday) begin planting - schedule weekend weeding sessions until school is out JUNE - AUGUST - begin weekly summer gardening schedule CITY OF SHOREWOOD 5735 COUNTRY CLUB ROAD • PARK COMMISSION SPECIAL MEETING SOUTHSHORE CENTER WEDNESDAY, FEBRUARY 4, 2009 3:00 P.M. MINUTES 1. CONVENE SPECIAL PARK COMMISSION MEETING Chair Norman convened the meeting at 3:00 p.m. A. Roll Call Present: Chair Norman; Commissioners Davis, liaison Woodruff; Park Coordinator A. Absent: Commissioners Young and Hensley B. Review Agenda 2. INTERVIEW FIRMS FOR PARK CONSUL` Each of the three consultants was supp� O'th a list of for. Below are those questions and the firm's an_.in • 3:00 - 3:30 Chair Norman welcorppip anion Far er (DF) interview and invited, em to begin s th their Whitlock explained ; City Council CES prior to the meeting to prepare ives Whitlock and MacLeod to the made up of a collaboration of briefly att ,Wate a case study that you think aligns with Shorewood's situation. Wha was the situation, Opportunity for Improvement, Walls or s to implemeng changes, and eventual outcomes? Example provrjed .was Bryce square Park in Minneapolis. The existing park did not meet the evolvin needs o e co g ftiaty and funding was limited. DF provided analysis of existing park and provided enhan including flexible spaces. 2) Almost fully developed, Shorewood has little opportunity for impact/development money for Parks & improvements in the future. How would you address this financial constraint while making your recommendations to improve the parks? Challenges of funding are common to all communities. Must be addressed in the design and funding of improvements. Set priorities and phase in improvements. Funding can come from a • variety of sources City Budgets, Grants, public /private partnerships, in -house improvement potential, and donors. 3) Why do you feel we need your services? What differentiates you from other consulting . firms? Build long term relationships with clients balancing creativity and practicality. Work collaboratively with City and its citizens. Small office insures you receive great service and attention from the principals. 4) What percentage of your firm's business is related to municipal park planning? Will any of your work be performed by sub - contractors? If so, which task? 25% of work is park planning. Team with Miller Dunwiddie Arc,, Lure for park structures. Number of projects ancortrt mA rir �yztt urban spaces. Examples on Boards: Mankato Rt amp hi ire, Chanhas en'town Square, Towne Greene Maple Grove and has been y' 1 xperie in incorporating community feedback into the overall i of the parks ve been fired to review? What would you expect some of those h _ities and cha ges facing a community like Shorewood to be? Have used many 2ethods to gain community input including fliers within existing city communications de s "' P ig � 'blic input at meetings, web surveys, etc. Will provide pros and cons related to various idea ;:and make recommendations. 3:45 - 4:15 TKDA Representatives Buss and Gray were in attendance and gave a brief intro. Buss stated that she would act as meeting facilitator and Gray was the municipal and facilities planner, who would conduct the design building piece. • 1) Please briefly articulate a case study that you think aligns with Shorewood's current situation. What was the situation, Opportunity for Improvement, Walls or Barriers to implementing changes, and eventual outcomes? Presented examples from Newport's Loveland Park and Victoria, similar to Shorewood in that • they were fairly built out. Needed to set priorities for long term growth, present the City with ideas and act as the resources providing concept plans for their review. 2) Almost fully developed, Shorewood has little opportunity for impact/development money for Parks & improvements in the future. How would you address this financial constraint while making your recommendations to improve the parks? Strive to develop the ultimate goals despite the present finances so t resources can be made and as finances become available other prig Examine redundancies you might have in parks, maybe too manyri you provide added value to the parks. 3) Why do you feel we need your services? What firms? TKDA will put real structure to the process, bre W g down the facilitate meetings and planning. Determine what i' qsions net move the process forward, even finding common grout ie 4) What percentage of your firm' of your work be performed by • Don't have percentage. Everything can be contractors as they have__lr a a'if Brent a no need for sub Will provide reports' ad issues focusing in on the S main parks, including graphic formats and CAD, if necessaryut more often communities like picture sketches of park layouts including buildings and playgrounds that can be slipped into the master plan. Also, will provide templates for park buildings, an updated master plan, element options and cost estimates, a phasing plan and timeline. Could also develop a matrix for initiatives in each park and look at economies of scale. an intelligent use of s can move forward. or other things, how can other consulting s into realista' .:..feces to be made and hotiv do we enough to move forward. related to nicipal park planning? Will any = If so, w tasks? 7) Could you provide us with some examples of specific `mixed use' projects that you have • been a part of that blend the best of parks with urban spaces? Provide sample projects that have crossed traditional parks environment with elements of urban plaza -style space where people want to gather. Harriet Island Pedestrian gateway and plaza area, Northfield Riverside Commons linear • meandering park, State Fair walking paths and gathering area. 8) In your proposal, you reference working on projects that share property with a surrounding community and have experience handling issues that may need to be addressed in this situation. Please provide some specific situations, what issues surfaced, and how they were resolved. Gave two examples and indicated they had assisted in renegotiating the agreements between the parties. One, the city of Corcoran shares a park with the school dis , 'two, Prior Lake and Spring Lake Township share interest in a park. 4:30 — 5:00 SRF current situation. What was the HAd",,gyentual tion, Oppor'` ' for Improvement, Walls or Barriers to implementing char outc%s? 4) What percentage of your firm's business is related to municipal park planning? Will any of your work be performed by sub - contractors? If so, which tasks? Find a balance of needs in the parks thru the City and educate users. Three main contacts from the firm and have a large pool of staff to consult with, but use HCMArchitects to get to a new • level of designs and architectural elements for certain work. 5) In your previous park projects, how much involvement was typically needed from the City Staff, Park Commissioners, and residents? . Lay loose options out there, brainstorm, develop min -max use formulas and dollars needed based on general park improvement estimates. 6) What will specifically be delivered? Under deliverables, each firm mentions giving us something in `electronic format'. What does that specifically refer to for each piece delivered? For instance, maps, design guides, specs, etc., our preference would be AutoCAD — what format do you work in? Please bring examples. After quick site assessments, will provide concept sketches for final design plans to scale in PDFform. Also will provide a m elements, while AutoCAD would be available at the next level: 7) Could you provide us with some examples of been a part of that blend the best of parks witl crossed traditional parks environment with" people want to gather. Amphitheater in Blaine, as well as, the Heritage P Minneapolis. spaces? Provii of urban plaza revise and present tde cost booklet of that you have les that have ace where and open space area in 10) Who;Kiparticular, wi be the Architectural consultant working on the prototype for the Beyond the in -house "itect designers, members of HCM, (Hagen, Christensen, and Mcllwain architects) would be available too. 11) Once again, when delivering the final report in pdf format, will we receive anything in CAD format that the city can use? CAD format would be deliverable in the next level of engineering. 0 3. REVIEW AND MAKE RECOMMENDATION OF PARK CONSULTANT SERVICES Upon departure of the final firm, the Commission took time to discuss their strengths and weaknesses. There was consensus among the Commissioners that TKDA did the best job presenting itself and expressing their ability to think at the same level as the Commission. ,'Though they did not appear to have as much municipal experience as first thought, members felt TKDA understood the Commission's vision, had the ability to get the job done and provided in the most concrete terms what it was that would be delivered to the city. Based on price only, DeMers stated that he would be m ed to stated that he preferred the drawings and concept co St _ first and the elimin A of hours " comfortablef6commem staff hours. 0 Woodruff stated that DeMers moved, D contract with TKD electronic and hard support ,, However, DeMers provided as" _ q pies by TKDA. tg the number of meeting there to be more `wiggle' ie details with TKDA. nded, reommendirtt irk cx City Council direct staff to negotiate a �ttant servic�jto include deliverable items such as s he p i 5 f01r5- parks with a phasing matrix, costing O "17, wing template, element options as updates to insert into the of options for parks to be phased in over the next ten years. V ex thru negotiations, that the price will fall well below pion of 'ments and tasks from the original RFP that the new Park hous otion passed 510. .m. C] 5. ADJOURN Davis moved, Chair Norman seconded, adjourning the Park Commission Special Meeting at 6:35p.m. Motion passed 4/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder