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111808 PK AgPCITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, NOVEMBER 18, 2008 5735 COUNTRY CLUB RD SOUTHSHORE COMMUNITY CENTER 7:00 P.M. • AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Davis Youn Hensley Norman Trent Quinlan DeMers B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of October 14, 2008 - (Att.42A) 3. REPORTS A. Report on City Council Meeting of October 27 and November 10, 2008 B. Update on Arctic Fever — (Park Commission Jeremy Norman) - Determine Captain for Volunteers C. Review Goals and Objectives — (Att. -#3C) 4. MATTERS FROM THE FLOOR 5. MR. FRANK KUZMA OF SOUTH TONKA LITTLE LEAGUE WILL BE PRESENT TO DISCUSS SIGNAGE ON BASEBALL FIELD FENCES — (Att. - #5) 6. REVIEW CHANGES TO THE RFP FOR CONSULTANT SERVICES 7. REVIEW APPLICATION FOR THE SAFE ROUTES TO SCHOOL (SRTS) GRANT - (Att. - #7) 8. DISCUSS TENNIS COURT RESERVATION POLICY / FEE — (Att. - #8) 9. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON NOVEMBER 24 10. NEW BUSINESS 11. ADJOURN • CITY OF SHOREWOOD 5735 COUNTRY CLUB RD PARK COMMISSION MEETING SOUTHSHORE COMMUNITY CENTER TUESDAY, OCTOBER 14, 2008 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Acting Chair Norman convened the Meeting at 7:03 p.m. A. Roll Call Present: Late arrival Chair Davis; Commissioners Hensley, and DeMers; City Engineer Lan Wellens Absent: Commissioner Trent B. Review Agenda Landini added Grants to New Busin Hall: A2, Tennis Court Reservation Young moved, Norman; 5/0. app Items A 1, oung, Quinlan, tv;_Council liaison property next to City as amended. Motion passed utes of September 16, 2008 roving the Minutes of the Park Commission itted. Motion passed 5/0. City Council Meeting of September 22 and October 13, Landini reported thaf the LMCC gave their annual report, in addition, many planning items were discussed, and new park dedication fees will be obtained for a development off Suburban Drive. An award was also granted for painting the water tower off of County Road 7. At the October 13 Meeting, the City Council voted to appeal the upper Minnetonka Yacht Club decision and the Minnewashta Elementary school parking lot conditional use permit extension was approved. Landini noted that there was also discussion regarding the proposed fees for the tennis courts, during which time the Council questioned the necessity for fees. Council member we 11 PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2008 PAGE 2 OF 6 Wellens stated that Council would like more definition regarding public versus private use. 0 Norman stated that, it is his understanding presently, that the general public can reserve tennis courts at no fee, but the organized use or for profit use, as referred to in the priority policy, is fee based. While there isn't specific language in the policy with regard to percentages of use for public versus private, he believed this should be more clearly defined for situations such as the one proposed by Mr. Carlson from Wayzata Country Club. Chair Davis arrived at 7:15pm. Landini indicated that he would check iii'with P wing Director''Nielsen and relay her questions and suggestions to him. 1. CITY OWNED HOUSE TO THE REAR OF CITY HALL Landini stated that Couripl will "be discussing the future of the property to the rear of the City Hall building and was ceftalt whether :the Commission would like to retain the property fa'>rse I t lot if the,tennis courts are expanded or for parking. Norpi commented th4*t half an acre and to the rear, there is a lack of continuity to the rest of the bark. Hensley asked' ther the'would be access from the current parking lot, stating that there may be altert'�tc p�,©perties throughout Shorewood which could be purchased that might be better suited for a tot lot than this. If the property could be sold and the funds put towards space for a tot lot where one is lacking, this might be a better use of money and space. Chair Davis agreed, but submitted the idea for additional parking. Landini stated that the land could potentially be used as staff parking. 2. TENNIS COURTS Norman asked what type of policy they should consider for tennis courts. PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2008 PAGE 3 OF 6 • Landini stated that if Carlson and a representative of the Commission attends the next Council meeting with an explanation of their proposal, this might more clearly define the parameters for a tennis court policy that could be enacted with Council input. B. Update on Arctic Fever Norman was pleased to report that Cub Foods is on board as a sponsor and that plans are moving forward. He noted that general fundraising will be a bit more difficult than last year due to the economy, but noted they are working with Three Rivers Park District and REI to add more events. In addition, Norman pointed out that a „Pond hockey tournament may be added to the festival on Excelsior Bay. Chair Davis interjected that the day of Arctic Fever is Norman stated that he would be meeting with the repres tournament this week and that they have stated that spots per week promoting the tournament, which in,con be a huge promotion for the overall event. C. Update On Badger Landini stated the poles are up and should .1 • 4. MATTERS FROM TAE FLOOR There were none. in Minnesota. 5. VE 112A pAY HO N'O'VEMBER 11- NEED TO DETERMINE IIRATE FOR N�VEMBR PARK COMMISSION MEETING November 1,t2008, was cli± sen for the alternate date. 6. APPOINT, NEW CHAIR FOR REMAINDER OF 2008 Due to conflicts, Landlrii explained that Chair Davis had asked to step down as Chair for 2008. Quinlan moved, Hensley seconded, appointing Norman as the Chair for the Park Commission for the remainder of 2008. Motion passed 6/0. 7. REVIEW CHANGES TO THE RFP FOR CONSULTANT SERVICES Chair Davis presented the draft RFP for the Commission's consideration. Though well . written, she acknowledged that the RFP still does not mention the need to develop a prototype template for our parks and buildings. PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2008 PAGE 4 OF 6 Norman suggested that within item two the verbiage be expanded to call out this need. Chair Davis stated that she'd also like to see a request for their work, samples of Consultants work, or ideas they would present. In addition, she did not feel there was a need to state the amount of money the City has to spend up front in the RFP. Landini agreed that, typically, they don't send out a price when they send items out for bid, for instance, when they send out bids for lighting they do not put a price on it but ask for prices for the work proposed. Norman asked whether they should post a not exceed limit within the RFP. Wellens questioned why, with the parks already asking for a design plan now. Chair Davis stated that what they want is a Wellens asked why they must all be the same in the frsi Commission merely look at some web pages of shelters Chair Davis stated that the Commission�would liko.sor pointed out that, at minimal cost, the City could h6V& s of Parks and Recreation forum happening rght°now at back ideas for the Cornri issi*;5 ut the City refused to Landini acknow conference. out, e,Commission is buildings He suggested the d some they like. ntmuity in the parks. She r to the National Association z she could have brought her. nothing in t ie:budget to allow someone to attend a Hensley dated that th would more to it than building shelters, including design elemels; restrooms, siglage, etc: to be 'incorporated into the parks. j In recognition pf the highest and best use, Norman acknowledged that they are lacking in amenities for` e�ilprs; a contractor may make additional suggestions they are not aware of One suggestion could be tn' ovide a scope of services and ask a contractor what could be provided for rou 9 $20,000. Chair Davis felt the RFP was still too general. Norman and Chair Davis reiterated that the RFP must be made more specific. The RFP should ask Consultants to identify significant gaps, review infrastructure, ask for specific ideas and additions to the parks via a design template, a 20 year vision, and address amenities that are lacking. • 0 ` PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2008 PAGE 5 OF 6 Quinlan suggested that each person share their plans with Josh Trent within a specific time frame, say in the next week, in order to get the revisions made and gain approval at the next meeting. Hensley summarized that it sounds as if they should basically phrase the RFP as if the City is looking for their best bid and their freshest ideas within this scope of services. Landini questioned, with the holidays approaching, the timing of the RFP and suggested they pre- advertise the bid process to begin work in 2009. Norman volunteered to write a memo to attach to the UP explaining to the Council what it is the Commission is trying to do with the RFP and accomplish within the parks. Though the Commission believed Trent was on track withthe docuiept, the Commission agreed to have their detailed changes to him within the next day or so Sri' order to have a document on hand for approval at the November;, 1 , 8 th meeting since timirig, was of the essence. 8. MANOR PARK BENCH Hensley intgrjeote:d that the'eagle scouts arecurrently looking for additional projects and questioned whether th1S= ouldpot�ntially be something they participate in, as opposed to having Public Works nefform the lri tallation. Norman suggted staff send the gardeners a memo thanking them for their idea which the Commissl�n Will revistf February while it undertakes the design planning process it has begun at this tbne.. 9. PREPARE ADDITIONS TO THE PARKS MASTER PLAN The item was tabled until the RFP is complete. 10. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON OCTOBER 27 Norman volunteered to act as liaison at the next meeting. 0 PARK COMMISSION MINUTES TUESDAY, OCTOBER 14, 2008 PAGE 6 OF 6 11. NEW BUSINESS Landini reported that the City is applying for two grants. The first, the Cynthia Krieg grant, through the MCWD (Minnehaha Creek Watershed District), would award $5000- 6000 to fund the installation of a small rain garden at Freeman Park to catch runoff from Eddy Station. Due October 27 staff will be providing a 100 -200 sf sketch to submit for the grant which would include 3 years of maintenance as well. Hensley moved, Chair Davis seconded, to authorize staff to apply for the grant for the rain garden at Eddy Station Motion passed 6/0. The second grant, Safe Routes to School (SRTS) created by the,Federal Surface Transportation Act is also due directly after the next Cornmissloii;,meeting. Landini stated that this grant could be used to initiate safe routes to school along`Sriithtown and /or County Road 19. Hensley stated that this grant would be a good tie'in with the new County Road 19 with a portion of it running down Smithtown Ro Chair Davis moved to authorize staff to move 12 JOURN to the school. for the SRTS grant. Chair Davis ?pptoved, Norman seconded, adjourning the Park Commission Meeting of October 14, 2608 at 8:27p:m. Motion passed 6/0. RESPECTFULL Kristi B. Anderson Recorder I • CITY OF • SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityhall &i.shorewood.mn.us To: Park Commission From: James Landini — City Engineer f(. Date: November 12, 2008 Re: Agenda Item 3C.-- Goals and Objectives Attached you will find goals and objectives listed for the parks for 2007 / 2008. Below is the response to the City Administrator on how the attendance has been improved for Music in the Park and Arctic Fever. Music in the Park — The past two summers we had the Blues and barbeque event. Instead of having more than one event the Park Commission wanted to put all the energy into a blues and • barbeque event. We usually only had one or two events for the kids during the day. This past summer we had the fun Fridays for the kids. The programs offered were the Zoomobile, Nancy, Eddie and Friends puppet show, REI Peak Program, Garden Art program, Nature Discovery, DRN FiN program. Three of the programs were free. MCE also has their activity at Freeman. To promote these activities we had the flyer that goes into the newsletter, the website, Plymouth also listed the blues and barbeque event on their web site, and Julie also put the activities in the newspapers and I believe she sent a notice before school was out for the kids packets that they take home once a week, we take flyers to the Southshore Center, have flyers up front at the counter here. Arctic Fever - This year we have pond hockey which they are promoting Arctic Fever and REI is joining in the fun. Tonka Bay joined in last year. Letters were sent to the business of Shorewood to see if they would be interested in sponsoring Arctic Fever. Tonka Bay also sent out letters this year. LMCC helps promote the event, Julie puts the event in all sorts of magazines and newspapers. I think with pond hockey and REI this year we will attract a lot of people. The Park Commission will also need to start brainstorming the goals and objectives they would like to work on for the 2009 / 2010 year. 0 SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -320 FAX (952) 474-0128 ^ www.ci.shorewood.mmus ^ cityhaII @ci.shorewood.mn.us MEMORANDUM TO: Larry Brown , James Landini r FROM: Brian Heck, City Administrator, DATE: November 12, 2008 SUBJECT: Goals and Objectives 2008 Please provide me with a progress report on the goals and objectives listed below so I can prepare a brief report to the council. Some of these items were found in the December 2007 memorandum to Council providing an update on these projects. I also want you to outline a few goals you have for 2009 / 2010. Parks • Resolve Tennis court issue — resurfacing, rebuilding, etc. • Badger park master plan. • Silverwood park study. • Improve "Music in the Park" attendance etc. • Improve the quality and attendance at Artic Fever. Public Works / Engineering • Storm water management plan and projects. • Complete items in 2008 CIP. • Pavement management plan. • Lift station # 15 rehab. • Woodhaven well demo. • Radio read water meter project and ROI. • Comprehensive I/I plan. • Sanitary Sewer connection ordinance amendment. • Water use restrictions ordinance. • Fleet acquisitions. • Arsenic in wells. • • ITS, i 1$ PRINTED ON RECYCLED PAPER -2— November 12, 2008 • • Problem drainage areas • Lake Mary. • Christmas Lake surface use. • ROW Ordinance. �a CE42�`Z•�vel�n� -G �'r� • • CITY OF • SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 •952- 474 -3236 Fax: 952 - 474 -0128 • www dshorewood.mn.us • cityhall @ci.shorewood.mn.us To: Park Commission From: James Landini — City Engineer ` `-- Date: November 12, 2008 Re: Agenda Item 5 — South Tonka Little League — Signage on Baseball Fences Mr. Frank Kuzma from South Tonka Little League met with City Administrator Brian Heck and Mayor Chris Lizee regarding advertising on the fences of the baseball fields. It was suggested that Mr. Kuzma attend the park meeting to discuss with the Park Commission what options are available, if any. Mr. Kuzma and City Administrator Brian Heck will be attending the Park Commission meeting to discuss with the Park Commission. n U *1 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: James Landini —City Engineer Date: November 12, 2008 Re: Agenda Item 7 — Safe Routes to School Grant This item will be forthcoming via e-mail on Monday and as a handout at the Park Commission meeting Tuesday night. After researching the grant and a previous study on easement acquisition along Smithtown Rd, staff recommended to Council to pursue a non - infrastructure safe routes to school grant. Staff compiled ideas from the school and the non - infrastructure grant will apply for two post mounted radar speed signs and additional pavement marking of school zone painted on the street. • 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: James Landini —City Engineer tY g Date: November 12, 2008 Re: Tennis Court Reservation Policy / Fee At the last City Council meeting, council reviewed the tennis court reservation policy and fee. After much discussion, the Council has asked the Park Commission to incorporate the use of reserving the tennis courts for for -profit businesses into the Park Priority policy. Staff has listed three options that the Park Commission may want to consider. • 1. The first option is the one that the City Council discussed at their meeting. Under the Park Priority policy, Category 2 and 3, Priority 2 could be revised to include tennis courts. A time limit could be set for, for - profit groups to 15 -20 hours a week and residents would still have first priority. Attached is the Park Priority Policy for your review. 2. Another suggestion would be for staff to collect the registration fee and keep track of the reservations. This would be like what we have done in the past with 3` Lair for the skatepark camp. With 3` Lair we split the revenues, 3` Lair received 80% and 20% to the city. We filled out a contract with 3` Lair. 3. The third option would be for staff to administer it as our program and contract with the tennis group. After the Park Commission has had a chance to review, staff will update City Council at their next meeting. • City of Shorewood Park Priority Policies The City of Shorewood is very proud of its parks system and works enthusiastically to maintain and • enhance park facilities. To that end, the City utilizes a number of policies to help guide implementation of park goals, directives, and ordinances regulating park usage for all residents. The intent of this policy is to grant all users the opportunity to utilize facilities within a managed and predictable manner, thereby allowing all residents an optimum park usage experience. 1. DEFINITIONS The Park Priority Policies utilize a number of definitions for clarity to allow objective use by all park users. Following is a list of definitions found throughout the Park Priority Policies. Designated Representative: Each organization or group requesting priority field or facility use shall designate and file with the Park Coordinator the name, address, and contact information of the individual who shall serve as the sole contact for the City of Shorewood. This individual shall serve as the liaison for all matters between the City of Shorewood and the sports organization or group requesting field use. Facility Use Equation: An equation which assists the Park Coordinator in allocating facility use for organized sporting events. This equation (described further in this document) sets forth the maximum allocation of facility time available to each organization for all athletic events. Organized Park Users: Any group desiring dedicated field time and /or space within the Shorewood parks system for an activity with ongoing use throughout the sporting season. Groups • fitting this definition would be required to submit the required user packet, attached to the back of these policies, including certificate of insurance, rosters and full payment of all user fees, in accordance with the Maximum Field Use Equation outlined in this policy. Any group wishing to secure dedicated field time /space for a single use, such as a tournament, would also submit the appropriate application for that activity along with the user packet, and would also be governed by the city permit regulations applicable for that request. Preseason Coordination Meeting. A meeting, hosted by the City of Shorewood, prior to the anticipated seasons of activities between the City Staff, City of Shorewood Park Coordinator, and, sports organizations, nonprofit groups and non - organized groups who are requesting dedicated use of facilities. The purpose of this meeting is to outline polices and regulations for requests and scheduled use of the facilities, and to address questions, concerns, or issues associated with field use or schedules. All organizations or groups requesting dedicated facility usage shall have a representative at the preseason Coordination meeting. Failure to attend this meeting shall result in loss of dedicated field time for the season. It is anticipated that Preseason Coordination meetings will be conducted as follows: ♦ Spring and Summer Events: March preceding the spring sporting season. ♦ Fall and Winter Events: July preceding the fall sporting season. • ♦ Other preseason coordination meetings may be conducted, should event schedules dictate. Sports Organization: An Organization registered with the City of Shorewood Park Coordinator and has successfully filed with the City of Shorewood a copy of the bylaws with which they are governed, appropriate certificates of insurance, fees, and team rosters, prior to any field use. Tournament Permit: Permit required for all activities involving a succession of activities falling within a defined period outside of the normal game or practice times allocated for the organization. This permit must be approved by the Park Coordinator or City Staff at least 60 days prior to tournament date. 2. CATEGORIZATION OF FACILITIES The City of Shorewood owns and operates athletic, non - athletic, and passive use type facilities. To assist with the administration of these facilities, each one has been placed in a category shown below. Category 1 Facilities: Athletic Facilities Little League ball diamonds Babe Ruth ball diamonds Softball diamonds Soccer fields Football fields Hockey rinks Free skating rinks Tennis courts • Volleyball courts Skate park facilities Category 2 Facilities: Non Athletic Facilities Park Shelters and Multi -Use Buildings Playgrounds City of Shorewood Parking Lots Category 3 Facilities: Passive Use Open Park Space for events 3. AVAILABILITY OF FACILITIES Facility Description Available From To Softball Fields April 1 October 20 Babe Ruth Field Aril 1 October 20 Little League Fields April 1 October 20 Soccer Fields April 1 October 20 Football Fields August 1 October 31 Hockey Rinks December 20 February 15 Free Skating Rinks December 20 February 15 Open Spaces Year Round Year Round Playgrounds Year Round Year Round Skate Parks May 1 October 31 Park Shelters Year Round Year Round Volleyball Courts May 1 October 31 Tennis Courts May 1 October 31 Parking Lots Year Round Year Round 4. PRIORITIZATION OF FACILITY USE REQUESTS As stated, the intent of this policy is to grant all users the opportunity to utilize facilities within a managed and predictable manner. Facility allocations shall be evaluated first by the type of request (or need) received, in accordance to the "Category of Facility" outlined previously within this document, and then by the prioritization schedule listed below. Prioritization for Category 1 Facilities Note: Throughout the priority schedule, organized user activities shall take precedence over scheduled tournament activities. ♦ Priority 1: Field resting time. ♦ Priority 2: Organized users' activities within the predetermined time allocations. ♦ Priority 3: All other organizational requests, such as church picnics, family reunions, School District 276 Groups or Programs (examples curriculum programs, interscholastic team practices, etc.), and other athletic tournaments, shall be considered on a first come first serve basis. Prioritization for Category 2 and 3 Facilities: ♦ Priority 1: „ Resident request on first come first served basis. ♦ Priority 2: Organized activity previously registered with the City of Shorewood Park Coordinator. • • ♦ Priority 3: Non - resident request on a first come first serve basis. 0 5. MAXIMUM FACILITY USE EQUATION The intent of this equation is to provide allocations of time for Category 1 facilities in a uniform and nondiscriminatory manner. Therefore, the City of Shorewood has compiled an equation to determine the maximum time that is to be allocated to any organization for initial facility assignments for seasonal use. The maximum number of initial Facility Time Periods (MTPs) available to any team is based upon the following equation. Variables: Equation: P = Average Number Kids Per Team in Organization T = Total Pop. Vying for Field Use TS = Time Slots MTP = PITS per Wk)( #of Teams in Org) T While using the Maximum Facility Use Equation as a starting point, the Park Coordinator has the authority to increase the MTP for any one organization, providing that a separate organization has indicated that an equivalent amount of their allocated time is not going to be utilized. This equation is based upon the following assumptions: ♦ All turf areas are to be "rested" the equivalent of one day per week. • ♦ Facility Time Periods are based upon 1.5 -hour time periods. ♦ Times may be further limited based upon the occurrence of limited parking or other facility demands. ♦ The Maximum Facility Use Equation will arrive at a decimal equivalent as to the maximum time allotted per activity. The final maximum time slots shall be rounded down. ♦ The Maximum Facility Use Equation is evaluated "Per Activity." The Park Coordinator has the authority to adjust scheduling based upon compatibility between two events occurring simultaneously, or other facility limitations. 6. Process for Requesting Field Use for Each Season The City of Shorewood welcomes all persons interested in utilizing park space and/or field usage. In order to establish an objective non - discriminatory manner in which all parties interested in using the City's parks can be facilitated, it is important to follow the listed procedures below. 1. Notify City of interest in requesting field use Contact the City of Shorewood Parks Secretary, Twila Grout, at 952.474.3236. 2. Depending on group needs and at the direction of City Hall Staff, contact the Park Coordinator For the 2004 -2005 Sporting Seasons, please contact Community Rec. Resources at 612.743.4124, for further information regarding documentation needed by the City prior to field usage of any kind. Complete appropriate documentation If a group is classified as an organized user, the following documentation should be completed, submitted, reviewed and approved by the Park Coordinator, prior to any park usage: • Certificate of insurance for the year the organized user activity will occur • Facility Use Agreement • Memorandum Agreement • Organizational Data Sheet If group is a sports organization the following additional information must also be submitted to the City prior to field usage of an kind: • Complete rosters of all participants within the organization utilizing City park facilities Sports Data Sheet User fees paid in full Should the requested documentation not be made available to Community Rec. Resources prior to the designated deadline for completion, absolutely no field usage shall take place until such time as completed documentation has been received and approved by Community Rec. Resources Staff. 4. Submit appropriate documentation to Community Rec. Resources at: Community Rec. Resources 1408 Baldur Park Road Wayzata, MN 55391 Or online at: commrecresources@,juno.com Receive confirmed field schedule City Hall Staff or Community Rec. Resources Staff will notify applicant in writing of park usage times allotted for activity. Modifications to that allotted time may be made at the sole discretion of City Staff or Community Rec. Resources Staff at any time based on the Prioritization of Facility Use Requests section and in accordance with the Maximum Facility Use Equation, if applicable, as described earlier in this document. L� 6. Enjoy the parks Any questions regarding this process should be directed to Community Rec. Resources Staff members Kristi Anderson or Sally Keefe at 612.743.4124. • The City of Shorewood enforces these policies for the benefit of all park users, and wishes to thank you in advance for making application to the City of Shorewood for park usage. The City of Shorewood wishes you all the best in maximizing your park experience! If approved, all documentation found in the user packet (specifically detailed in Item 3 above) would then be attached to these priority policies. • • • 0 1 fall Safe Routes to School ASR The SRTS program created by the Federal Surface Trar J Act, is a grant program providing communities with the �! to improve conditions for bicycling and walking to s6 h4 LJ Projects that are eligible for SRTS funding include trail bike racks, signing, pavement marking and striping, ani monitoring for infrastructure projects. Non- infrastructu could include bikelwalk to school days, training, and d( ` of wsafe routes plan. This program provides 100 percei rtunity ,walks, d jeots �ment no matching funds needed. Mr. James Landini, City Engineer City of Shorewood 5755 Country Club Road Shorewood, MN 55331 -8926 • • • • Request for Proposals For Consulting Park Planning Services The City of Shorewood is soliciting Requests for Proposals (RFP) from qualified consultants to assist in the validation of our current park infrastructure, and to make recommendations on future planning considerations as we prioritize our upcoming capital expenditures. OVERVIEW The City of Shorewood, Minnesota park system contains number of smaller areas that provide additional recreatio system contains approximately 100 acres of usable recTe, Given the fact that the City is not expected to see signific; and the fact that few vacant land parcels remaixr in the expected to add new park sites and intends to ensure N and enhancement of these parks to continue serving' 0�k are considered adequate in size and lop on to meet thee' Shorewood residents are generally wel11.se exception of a few islands on Lake Minnet( a '/2 to one -mile radius of neighborhood p park planning will be on" develbping existi: tax forfeiture, vacani! of publi right -of -N examined for possible i sion in the park the major park facilities and a IppoTtunities. The park land.' additional residential growth mmunity, Shorewood is not I invest in the Aevelopment amunity. The existing. parks - e needs of the community. system. With the a, trust areas of the community are within facilities. 'As a result, the focus of future parks. As land becomes available through donations and/or other means, it will be stem but this is generally not anticipated as part of our master plan The list below repreerat, the cunt park designations and their approximate size. CAcart Park 4.8 acres Freeman Park 67.8 acres Badger Park (including City Hall) 10.2 acres Crescent leach use with Tonka Bay) .4 4 acres Manor ParkF' 4.5 acres Silverwood Park 8.1 acres South Shore Community Park 3.4 acres Merry Lane Access .5 acres Total 99.7 acres SCOPE OF SERVICES The City of Shorewood Park Commission is looking for a consultant to assist in the • design, future vision and feasibility analysis in optimally utilizing our budgeted capital • dollars towards park improvements. The scope of this RFP is intended to identify a consultant who can provide insight and analysis around the following three areas: PROPOSAL-FOiVIAT ' Please mclude the following in`your proposal submission: i Stg a in clear terry% -our understanding of the proposed project and describe in naOUive form the roach which the firm plans to use to complete the stated Scope of &rvices. .r 2. Qualifications and, Experience — Describe the background, experience and 3 qualifications of tie principal contact and individual team members proposed to be involved 41he design and concept plans of the projects. Provide three (3) client references regarding the firm's performance. The references shall include the firm's name, contact name, title and phone number of each of the references. 3. Present a schedule or time line for completion of the entire project 4. The proposals shall include the principal contact person or who will be the initial point of contact for all matters. 5. Clearly articulate the format in how you will deliver your findings to the City and Park Commission. It is expected that there will be a written report and at least one • oral presentation to the Park Commission as part of your proposal. • • 6. Confirmation and acknowledgment of your ability to deliver this project within the parameters of our fixed price budget. 7. Include any other information believed to be pertinent, but not specifically mentioned in this RFP. FIXED PRICE This phase of our planning and analysis is being solicited as a fixed fee project with costs not to exceed $20,000. It is okay to outline additional phases along with cost estimates for subsequent projects, but this phase of the project will be limited to the $20,000 cap. INSURANCE The selected organization will be required to provide coverage's: a) Professional and or Errors and Omissions b) Liability insurance in the amount of actions and operations of the organization c) Automobile Insurance and Workers C6mi Liability insurance coverage shall name the City of officers, and employees as additional ittues. The and cancellation clause. BASIS OF AWARD Proposals will be The provider who their findings in a business DEAMJNE FOR A selection team co will review alb the p supply the City proposals and subse will be made no latf following schedule: MONTH, DAY, YEAR MONTH, DAY, YEAR MONTH, DAY, YEAR a cor the i ALS following insurance cover all Minnesota, its agents, Ll contain a 30 -day notice .ions, and consultant's hourly fees. of experience, vision and report of this RFP will be awarded the d & the'City of Shorewood Park Commission and City Staff l ' The selection team shall select the firm they feel will t`I''most complete effort. Selection will be based on the Jral interviews, if needed. The selection of a qualified firm DATE. The evaluation of proposals shall proceed on the Deadline for questions Proposals received at City Hall Interviews, if necessary • MONTH, DAY, YEAR Select consultant and prepare agreement 0 Please furnish five copies of the proposals to the following: Attn: James Landini City of Shorewood 5755 Country Club Road Shorewood, MN 55331 _. All proposals must be clearly marked on the outside "Consulting Services for Shorewood Parks ". Any and all Proposals arriving after said time shall be returned unopened to the firm submitting the proposal. Questions with regard to the proposal` may be addressed via e-mail at 'landini c ci.shorewood.mn.us or by telephone at 9 during normal business hours. 1�1