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031108 PK AgPr • CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, MARCH 11, 2008 7:00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Davis Young Hensley Norman Trent Quinlan DeMers B. Review Agenda C. Introduction of New Park Commissioner Travis DeMers D. Introduction of City Engineer James Landini 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of February 12, 2008 — (Att-#2A) B. Park Commission Work Session Meeting Minutes of February 12, 2008 (Att.4213) 3. REPORTS A. Report on City Council Meeting 4. COMMUNITY REC RESOURCES MEETING WITH MINNETONKA COMMUNITY EDUCATION ON USER FEE PROCESS — (Att. - #4) 5. REVIEW PARK PRIORITY POLICY — (Att. - 45) 6. DETERMINE LIST OF PARK RELATED QUESTIONS TO INCLUDE IN RESIDENT SURVEY - (Att.- #b) 7. DISCUSS AND DETERMINE MEETING ATTENDANCE AND PARTICIPATION STANDARDS — (Att.47) 8. DETERMINE LIAISON FOR CITY COUNCIL MEETING ON MARCH 24 9. ADJOURN , i CITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, FEBRUARY 12, 2008 7:00 P.M. MEETING 1. CONVENE PARK COMMISSION MEETING Chair Davis called the meeting to order at 7:00 p.m. A. Roll Call Present: Chair Davis; Commissioners Young, Norman, Quinlan,, and late arrival Hensley; Public Works Director Br d''City Coun liaison Wellens Absent: Commissioner Trent ,B. Review Agenda Chair Davis moved, Norman seconded, approving the a s submitted. Motion passed 4/0. • 2. APPROVAL O UTES A. Pa o ion Meeting Minutes of December 11, 2007 Norman moved, You gcon d approving the Minutes of December 11, 2007, as presented. Motion pass 3. REPORTS x Commissi*r Hensley arrived at 2 p.m. rReport on City Council Meeting Council member Wellens that two new members were appointed to the Park Commission. He noted that the Council discussed changing the number of Park Commissioners which make up the Commission but did not choose to make any changes at this time. Wellens stated that the Council looked forward to receiving requests for more bold action on behalf of the Park Commission this year. B. Report on Donation from Minnetonka Lacrosse Association Brown recognized a donation given by the Minnetonka Lacrosse Association of $750 in • appreciation for field use, support by the City of Shorewood, and anticipation of field time in 2008. r PARK COMMISSION MINUTES TUESDAY, FEBRUARY 12, 2008 PAGE 2 OF 2 Young felt this was a very generous donation based on the size of the organization. • Quinlan asked what field use they've seen in the past and what can be expected in 2008. Kristi Anderson, of Community Rec Resources (CRR), stated that, over the past two years, Lacrosse has been played at Manor Park, though CRR anticipates moving Lacrosse back to Badger Park now that its field improvements have been completed. B. Report on Arctic Fever Event on January 19, 2008 Chair Davis stated that although frigid weather was a huge factor; attendance was high. In fact, she believed the numbers might have been overwhelming had it been a pleasant day. She was confident that going forward the City would have an even more solid plan for the future of this event and its participants. Norman concurred, stating that there was a grea out considering the negative 15 degree weather. Wellens questioned how and whether Tonka Bay con ted to the event financially. Norman stated that Tonka Bay had a grate erience as w d aid for their own ci wide activities with any residual dollars front tiler $500 budg sed for advertising to • support the entire Arctic Fever event Chair Davis pointed Ca ommittee would be writing up the advertising dollars a bit differently nex d co imented Quixllan on his fabulous job recruiting many reliable volunteers for ven s vear. Quinlan ' ; �D the many wonderful recruits that Dartici ed in the e 4. W SUM PROGRAMS Minnet a Community Ed. Summer Activities Meg Low and C e ;t, from Minnetonka Community Education (MCE), presented their ideas for summ rorams in Shorewood and asked for comment. They noted that there were 80 kids o participated in last years Tues /Thurs programs, with a waitlist, and hoped to add a Wed to the playground program, as well as, another night of T -Ball. Chair Davis asked whether they could use Manor Park for the program in order to provide activities for children on that side of town. l- Low was concerned whether there was adequate shelter if inclement weather occurred, and if there was water for their activities. 0 lkk�' PARK COMMISSION MINUTES TUESDAY, FEBRUARY 12, 2008 PAGE 3 OF 3 • Brown stated that, while there was a satellite, there were no restrooms or running water. In addition, he pointed out that there was an enclosed shelter and picnic shelter as well. Young asked what the demographics were for the program last year. Low stated that the program attracted largely younger kids, of which 80 -90% were Shorewood residents. But she also indicated that they divided up the age groups for various activities since there were a majority of ages. Norman stated that he had no particular objections since it was hi oal to promote outdoor activity, and the Commission's goal to promote a `no inside' philosophy. Hensley asked if MCE was a non - profit entity as part t schoo ct. Low pointed out that MCE was a non - profit, fee ,based and levy support ogram in the district. Young asked whether financial assistance was providedor offered by the district. Low stated that financial assistance in is available aid offered in both the catalog and on the website. She explain t holarship'`pt6gram offers one is scholarship per child per year worth $50 dit q. ° �.° ewards course offerings. Hensley requested that, MCE't t the Commis ' on know it appears that there are a number of Shorewood kids tha��c�n't particip due to money issues. He did not wish to Y . see any kids left out tha�w�ould 11ke to par . , ue to the cost of the program. Best also at MCE offers a leadership training program for some of the older youth/ s to particl - n, whlchtrains and then matches teens up with volunteer Anderson, o yfielde that, while the programs are a welcome addition to the Shorewood g off —peak hours, she cautioned giving up additional field space to t -bme -time, at Cathcart park, when the City already has high demand for ports organizations. Anderson pointed out that, based on the Park Pri, ding another night of use could be problematic, taki ng into consideration the equation itself as well as the prioritization level of this activity. Best stated that they used Cathcart last year on Wednesday evenings at 4:15pm, 5:15pm, and 6:15pm for their games and not only had a wait list for t -ball, which feeds into the other organizations, but also heard from parents that they wanted more and later time periods. Norman recognized that this could be problematic given the attention that had been dedicated to creating the Park Priority Policy and establishing the current relationship PARK COMMISSION MINUTES ,�- TUESDAY, FEBRUARY 12, 2008 PAGE 4 OF 4 with the sports organizations. He urged MCE to enter into the process of field requests • with CRR and see where that takes them. Young asked where the proposed sand volleyball program would be offered. Brown stated that both Freeman and Manor Parks have sand volleyball courts. Chair Davis reiterated her desire to offer programming beyond Freeman Park by utilizing Manor Park's amenities. Norman moved, Hensley seconded, that the Park Commission' move forward on it's partnership with MCE to create summer programming melt�ding t -ball with the input of CRR, sand volleyball at Freeman or Manor, anti an enhanced playground program at Freeman Park. Motion passed 510. B. 3 Lair Skateboarding Brown stated that the 3` Lair Skateboarding Cam re for the weeks of June 23- 27 and July 28- Aug 1. In addition, Brown noted that air wondered whether the City would like to participate in it's Surnmer,Series skatebo ntests. Norman stated that he felt this would not be a wise mvestmen reginner Shorewood, given the • fact that Shorewood's skate board park lsgeared,towards the; boarder and not exhibition quality. Chair Davis conc , ointin t that the grade of Shorewood's facility is not competitive and typica hat has observed,s that younger kids move on to more advanced parks after have 'lieved they should give it another year to evaluate the park. overall. the Chair Davis pbinted out that ,Blues and Bar -B -Que was scheduled for Friday, July 1 1 1 , with Big Waltel~. ,, She noted�t�lat after having evaluated the solicitations received from artists wishing to `participate in the series, Davis felt the Commission should focus on bringing in more of the children's events to compliment their MCE partnership. Norman suggested the city connect with the library to find out where they recruit performers from for their events. Brown agreed that the City should bump up their children's offering to at least twice during the summer. Quinlan encouraged the Commission to consider providing a children's event on the weekend. v PARK COMMISSION MINUTES TUESDAY, FEBRUARY 12, 2008 PAGE 5 OF 5 • While acknowledging the weekend as a good opportunity, Anderson stated that they would have to consult the sports schedule or consider adding an event after most seasons have wrapped up for the spring /summer. Norman agreed a weekday, as well as, weekend offering might be beneficial. Chair Davis suggested CRR contact MCE to explain the process the City uses to request field space. If the program is growing, Davis felt CRR should sit down and tell MCE how the fee structure works and get their reaction and feedback to this. Anderson stated that she would contact MCE and explain the proces She cautioned the Commission against unraveling what has been built, if exceptions to the Policy are made and MCE becomes the only organization not paying for field space during prime -time others will begin to question the subject of equity. At .l0 per playeUer season, Anderson could not predict MCE's feedback. Hensley asked what the user fees cover. Brown stated that the fees barely scratch the surface Henley stated that while he did not wish to ; MC it partnership from expanding and growing, he felt the City neededl 'Stand by th olicy. Norman believed the proposed, day camp programming"could be deemed as a Park Commission initiative, where, the t -ball evening offering would be viewed more as something that falls under the pq rity planning: process. Anderson con ed, acknowledging that; the evening field space request somehow crosses t igin ` -ark Commission initiative to create and provide progr . ing in the during those hours that parks are underutilized and rises to the ley k priority m ment Brown dire' ; RR to co ct MCE, propose the fee process, get their feedback, and report back to ommis n at the next meeting. In addition, Brown stated that he would bring the p icy back for the Commission to review at that time. 5. COMMUNITY REC YEAR -END REPORT Anderson indicated that she was available for questions with regard to the year end report. She pointed out that since the last Park Commission meeting at which time the Commission discussed action with regard to the (TFA) Football Associations failure to turn in their rosters and user fees, the Association immediately turned in the missing items. The Association apologized for their lack of response indicating that their • representative had taken a short leave to resolve personal issues and the issue had fallen between the cracks. Anderson thanked the Commission for their support during the previous meeting and stated that it was CRR's feeling that this was an isolated incident PARK COMMISSION MINUTES TUESDAY, FEBRUARY 12, 2008 PAGE 6 OF 6 on behalf of TFA. In fact, Anderson reported that TFA was delighted by the completion of the Badger Park improvements and enjoyed a successful fall season. In addition to fall activities, Anderson noted that the hockey association was pleased to begin their rink use earlier than usual due to good weather conditions. Despite the relentless cold, the teams have been enjoying a long season thus far. Chair Davis complimented CRR on its ability to handle these issues and availability to share their observations with the Commission. 6. DETERMINE STATUS OF WELL AT SKATE P. Brown reported that Council member Woodruff felt the abandoned since the advent of water main was located i Hensley moved, Norman seconded, accepting staff s obtain quotes for proper abandonment of thesubjeo Community Park. Motion passed 4/1, Young dissent Young indicated that he felt the rem was unneces Brown stated that staff would obtain qu s LL jz them bai&io the Commission. AND that Da %$ remain Chair for 2008. Motion Norman remain as Co -Chair for 2008. R CITY COUNCIL MEETING ON liaison for the February 25, 2008 Council meeting Norman moved, Young seconded, adjourning the Regular Park Commission Meeting of February 12, 2008, to Work Session at 8:08 p.m. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recorder • • • • CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION WORK SESSION SHOREWOOD CITY HALL TUESDAY, FEBRUARY 12, 2008 IMMEDIATELY FOLLOWING REGULAR MEETING MINUTES 1. CONVENE PARK COMMISSION WORK SESSION MEETING Present: Absent: Chair Davis; Commissioners Young, Qt Public Works Director Brown; and City Commissioner Trent Council member Wellens stated that th the spring and encouraged the Commiss questions they would like to include in it. With regard to Park need of some special , and Norman; City Wide survey in of park related ed tat there were three things that U —ch she indicated that each park was in park funding as a necessary tool g parks into the future would be an issue that the future configuration of the parks, and outside the parks as a desired outcome. that the cities of Orono, Shorewood, and arhead a trail project from Smithtown to Orono in County Regional Trail, Dakota Trail system, and 3 Rivers • Hensley interjected fiis disappointment regarding the poor decision not to put a better trail down Smithtown Road. He shared his frustration with the City and neighbors for failing to come to an agreement on a trail for the betterment of the community and safety for school children, and residents negotiating this treacherous roadway. He asked what it would take to add an additional 1 -2 feet of shoulder on either side of the street and restripe the roadway to make this safer for passage. In addition, Hensley felt the other issue he felt should be addressed was the need for tennis courts, and whether it was worth the investment to update those at Manor and Cathcart Parks. Young felt the greatest need for the City in 2008 was to continue to build the alliance with MCE by adding daytime programming which gets kids outside and in the parks. He r'd was pleased to see this being accomplished as indicated this evening. Chair Davis convened the Work Session at 8:11 p.m. PARK COMMISSION AGENDA TUESDAY, FEBRUARY 12, 2008 PAGE 2 OF 4 Quinlan stated that, he too, had issue with the Smithtown trail, or lack thereof. While this fired him up, he also saw it as a charged issue even though he was not present for the planning phases. The other thing that he wished to see accomplished in 2008 was to obtain more feedback, via the proposed spring survey, of just how the parks are used and what the residents hope for their future. In addition, he felt the City should provide a way for residents to provide immediate feedback via the website Chair Davis mentioned that the City could place a question of the day on the website. Norman agreed that the City wide survey would be a very useful to o f for the Commission to provide feedback of what the city's residents were looking fo Quinlan suggested the Commission consider assigning ea issioner a particular park to visit monthly and act as the first point of contact when see issues arise that staff need to be made aware of Chair Davis stated that there was an odd attendance was too unpredictable. 1� Norman stated that he viewed infrast ture as definite Nwasild that needs a focus, for instance the lighting issues at the r d other sa that need attention must be addressed. He felt that, if the goal o ssio active use, updates to the park amenities were necessary. In itio by future funding for the parks. in adds n to the tennis courts and lighting to see occ a stated that this was an opportunity e C ncil via its priorities. d cost to bring water to Manor Park. connect to Later main, $50,000. He p d out ti Chair Davis asked .ter n nearby, the costs to install sanitary sewer and well as install a small restroom, would be approximately he building was in need of some updating as well. idea for the lighting as well. Brown.stated that hockey lighting at both Badger and Cathcart Parks were due, and based on earlier bids done when Badger football field lighting was completed, the rough estimates were another $45,000 per rink. While the tennis court improvements were estimated at nearly $100,000 each. as far as Brown could recall. Hensley asked how many people actually used the tennis courts per year. • Brown agreed that an analysis of the cost to use ratio would be beneficial. He felt the community wide survey could give the Commission its chance to gauge community interest by tailoring question to determine whether the tennis courts are actually desirable. PARK COMMISSION AGENDA TUESDAY, FEBRUARY 12, 2008 PAGE 3 OF 4 Anderson, of CRR, pointed out that during their monitoring of the parks, it has observed that Badger Park tennis courts are highly used; whereas, the Cathcart and Manor courts are seldom used. CRR could not be sure whether this could be accredited to the level of interest or a product of the poor court conditions. Hensley asked whether the Badger court system could be expanded in lieu of rebuilding the courts at Cathcart and Manor Parks. He would support adding courts to Badger and bringing water to Manor Park as initiatives for 2008. • Norman questioned whether the Commission should wait for an overall Badger Park.and City Hall master plan to be completed before the Commission pro oses additional courts, new lighting, and tot lot improvements for the area. Brown pointed out that Public Works house. court removals in warming house facility at talk to Chanhassen about any proposed Norman asked w as a cost sharing measure. consider a rink e they o an lmate to improve the tennis courts at Manor Park to r decisi 'f the Commission chooses to remove the court due to costs. to the equipment at the Skate Park were necessary. Brown stated that pi es were added to the equipment at the Skate Park last year. In addition, Brown noted that the tot lots were all in pretty good shape too. He did however point out that the old swing set at Cathcart needed to be replaced with a newer safer version. Quinlan stated that park signage could stand to be updated, cleaned up, and replaced with • new more identifiable signs. Chair Davis asked when the Commission needed to supply the City Council with a laundry list of improvement items for 2008. PARK COMMISSION AGENDA TUESDAY, FEBRUARY 12, 2008 PAGE 4 OF 4 Wellens stated that the sooner the better, noting that the survey would be going out likely in May. He urged the Commission to pose some provocative questions to residents. Quinlan reiterated the need for a permanent online survey, as well as, the need to make the spring survey an online survey altogether, as people are more likely to respond to an online survey than to a long paper survey that they need to mail in as oppose to click and send. Hensley agreed that response would be higher to an online survey. Brown stated that he believed the Commission had identified be used to put together a new capital improvement plan. Hensley stated that he would not be able to attend the although he would like to see the agenda information that his comments may be included in the next mee Brown stated that he would make the informs as possible, though he could make any promises. goocnuts and bolts that can Work Session was adjourned at 9:18 p.m. • 0 community rec. resources Date: 3/01/08 To: Larry Brown, Park Commission, Honorable Mayor, and City Council CC: Administrator Dawson From: Kristi Anderson and Sally Keefe RE: Report on Follow -up Conversation with MCE As a follow -up to the Park Commission's request at the Meeting of February 12, 2008, Kristi Anderson of CRR spoke with Christine Best of MCE on Thursday February 14, 2008, to discuss the application process for Shorewood park use during high demand or peak hours. While MCE had presented it's proposal for summer park use at the meeting, a piece of this program requested field space for t -ball during evening peak hours which • CRR pointed out would conflict with the park priority policy process already in effect. By rising to the level of active organized sports use this would require MCE to apply for field space as any other sports recreation organization. Anderson explained to Best that, although it is a Park Commission initiative to grow the relationship with MCE via community recreation programs offered during daytime hours, organized evening activities fall under the park priority process structure and require an accompanying fee of $10 per player per season. Best stated that MCE understood the demands placed on park facilities and would prefer to look at their own school districts field availability before proceeding with their request for Shorewood fields for evening t -ball. As there are no fees attached to their school facility space, Best indicated that if she could not find adequate housing for in -house t -ball I would hear back from her. To date I have not heard back. She appreciated the opportunity to work with Shorewood on all of their proposed activities and was sorry that t -ball could not be incorporated into the evening program at this time. Community Rec. Resources Kristi Anderson and Sally Keefe 612.743.4124 • 10 V-# CITY OF 0 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: Twila Grout — Park Secret Date: March 10, 2008 Re: Park Priority Policy At the prior Park Commission meeting the Park Commission asked that the Park Priority Policy be brought back for review. Attached is the Park Priority Policy for your review and discussion. • 0 45 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. f a 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 Shelte -id Multi -Use Buildings Playground.. 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 Aril 1 October 20 Babe Ruth Field April 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 9 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. e v ' 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: P = Average Number Kids Per Team in Organization T = Total Pop. Vying for Field Use TS = Time Slots Equation: MTP = ( EXTS 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 0 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. Notify City of interest in requesting field use Contact the City of Shorewood Parks Secretary, Twila Grout, at 952.474.3236. 2. Depending on groM 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 a park usage: • Certificate of insurance for the year the organized user activity will occur • Facility Use Agreement • Memorandum Agreement • Organizational Data Sheet If Rroup is a sports organization the following additional information must also be submitted to the City prior to field usage of any 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 d ocumentation to Communitv Rec. Resources at: Community Rec. Resources 1408 Baldur Park Road Wayzata, MN 55391 Or online at: con=ecresources@juno.com 5. 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. 9 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. Y 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! is If approved, all documentation found in the user Packet (specifically detailed in Item 3 above would then be attached to these priority policies LJ • CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236 FAX (952) 474 -0128 • www.ci.shorewood.mmus • cityhall @ci.shorewood.mn.us MEMORANDUM TO: Park Commission FROM: Larry Brown, Acting City DATE: March 11, 2008 Administrator RE: Draft Questions Regarding Parks for Resident Survey The Shorewood City Council has had preliminary discussions regarding the preparation of a resident survey that will provide an opportunity for residents to provide feedback on the services and amenities that they receive, or other services that are not being provided that are desired by the citizens of Shorewood. Based on this, staff is recommending that the Park Commission begin to generate questions that the Park Commissioners would like to see included in such a survey. Staff will kick off the discussion at Tuesday's Park Commission meeting, and begin to put together a list of questions based upon feedback by the Park Commission. • +,F PRINTED ON RECYCLED PAPER ,r CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD - SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236 FAX (952) 474 -0128 - www.d.shorewood.mmus - cityhall @ci.shorewood.mn.us MEMORANDUM TO: Park Commission FROM: Larry Brown, Acting City Administrator DATE: March 11, 2008 RE: Attendance Policy for Park Commissioners It has been suggested in the past that the Park Commission put in place recommendations for an attendance policy for the Commission. Clearly, this topic is a sensitive issue. Everyone realizes the countless hours that Commissioners of • all types donate to the City. This issue is not meant to minimize the good will effort put forth by any Commissioner. Having stated that a as a premise, there have been times where good intentioned individuals have signed up for a term on a commission, and has become over committed. In turn, the have routinely missed meeting after meeting. As staff liaison, I have heard many times the issue of having to re- review issues with the entire Commission to bring members who were absent up to date. This has been perceived as a waste of time for those Commissioners who were present for all of the meetings. At present, there is nothing in place to indicate a desired goal for attendance or participation. Thus, theoretically, if I were a resident, I could sign up for a commission opening, attend one meeting, and continue to claim to be an active member of that commission. There is nothing for staff or the Commission to use as a gauge for lack of performance. One suggestion that has been kicked around anecdotally is that two thirds of the regularly scheduled meetings are to be attended. Certainly, extenuating circumstances would be reviewed by the Commission. Therefore, come prepared on Tuesday to discuss this issue and bring to the table any suggestions . you may have regarding a policy or goal statement that you would like to see put in place, if at all. is t « * PRINTED ON RECYCLED PAPER CHAPTER 202 PARK COMMISSION Section 202.01 Purpose 202.02 Commission created, membership, term of office 202.03 Organization 202.04 Powers and duties 202.01 PURPOSE. The city does now operate and maintain public parks for the benefit and pleasure of its citizens, and the city has in the past expended monies for capital improvements and maintenance of these parks. It is the'desire of the city to establish a Park Commission for the city as an advisory body to the City Council to aid that Council in the expenditure of monies so that the greatest benefit may be obtained from the use and maintenance of the parks. (1987 Code, § 202.01) (Ord. 84, passed 6 -23 -1975) 202.02 COMMISSION CREATED, MEMBERSHIP, TERM OF OFFICE. • A Shorewood Park Commission is created which will serve as an advisory body to the City Council. Subd. 1. Membership in the Commission. a. Membership shall consist of up to seven residents of the city appointed by the City Council. Terms of all members shall be for three years, and the terms shall be staggered. All appointments shall be made by resolution. Terms of appointment commence on March 1 and terminate on the last day of February, or until the vacancy is filled. b. Exception: those appointments made in January, 1999, shall be effective immediately upon passage of the appointment resolution. 202 -1 2006 S -1 • 202.02 Shorewood - Boards and Commissions 202.04 c. The City Council shall designate one of its members as its liaison to meet with the Park Commission, and it shall direct the Park Commission to designate one member of its body as a liaison person to meet with the Planning Commission, and the Planning Commission shall designate one member of its body as a liaison to meet with the Park Commission. Subd. 2. Removals. The City Council shall have the power to remove any member of the Park Commission for cause as defined in the Shorewood Personnel Policy, and after a public hearing with two weeks published notice, by a two- thirds vote of the entire City Council. (1987 Code, § 202.02) (Ord. 84, passed 6 -23 -1975; Ord. 264, passed 1 -11 -1993; Ord. 278, passed 8- 23 -1993; Ord. 317, passed 12 -4 -1996; Ord. 349, passed 1 -25 -1999; Am. Ord. 406, passed 9 -13 -2004) 202.03 ORGANIZATION. Subd. 1. Officers. The Chair and Vice -Chair of the Park Commission shall be selected by the members of the Commission, and those persons shall serve in their respective positions for a period of one year. The Park Commission may appoint a Secretary from among its members. Subd. 2. Meetings. The Park Commission shall meet at least monthly, and all meetings shall be open to the public. Subd. 3. Rules of order and business. The Park Commission shall adopt rules and regulations governing the conduct of its meetings. A majority of its membership shall be required to conduct official business. (1987 Code, § 202.03) (Ord. 84, passed 6 -23 -1975; Ord. 102, passed 8 -14 -1978; Ord. 317, passed 12- 4 -1996; Am. Ord. 407, passed 9 -27 -2004) 202.04 POWERS AND DUTIES. The Commission is designated the following responsibilities: Subd. 1. Consider, review, report and advise on all matters which the Council may refer to the Commission; Subd. 2. Plan, on a long -term basis, for the future park and recreational needs of the city and recommend to the Council a feasible means of financing the long -term requirements; Subd. 3. Recommend to the Council operating policies and procedures for use of existing parks; • 202 -2 2006S-1 202.04 Park Commission 202.04 Subd. 4. On or before July 15 of each year, develop and refer to the Council a recommended • operational and capital improvement budget for parks for the ensuing year; Subd. 5. Submit to the Planning Commission comments on any proposed subdivisions, as the same may or may not affect the city's park and playground requirements. (1987 Code, § 202.03) (Ord. 84, passed 6 -23 -1975) is 202 -3 0 2006 S -1