083004 PK SP AgPt
CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD
PARK COMMISSION SPECIAL MEETING CITY HALL
MONDAY, AUGUST 30, 2004 5:15 P.M.
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AGENDA
1.
CONVENE PARK COMMISSION SPECIAL MEETING
A. Roll Call
Davis
Gilbertson
Meyer
Young
Farniok
Westerlund
Wagner
B. Review Agenda
2.
REVIEW PARK FOUNDATION PROPOSAL FOR FREEMAN PARK PLAZA
DRAWING (Att. - #2)
3.
REVIEW AND APPROVE REVISIONS TO POLICIES AND PROCEDURES FOR
RECOGNIZING DONATIONS TO THE PARKS (Att. - #3)
4.
NEW BUSINESS Council Liaison:
September:
5.
ADJOURNMENT October:
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To: Park Commission 1
From: Twila Grout
Date: August 27, 2004
Re: Park Agenda Item #3
Attached are plans for the Freeman Park Plaza for your review. A representative from the
Park Foundation will be present at the meeting to answer any questions.
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4" TOPSOIL 4" TOPSOIL
PLAYGROUND
SURFACE TREATMENT
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6" CONCRETE PAVEMENT
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( # 4 BARS 12" O.C.E.W. )
EQUIPMENT
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1. Edge areas to be restored with 4" of topsoil and re– vegetated with sod
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2. This detail / specifications are minimumn requirements, additional design
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may be required depending on existing sub–grade soil conditions.
3. All materials shall conform to MOOT specifications dated YR 2000
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4. No. 4 BARS shall be 60,000 psi in accordance with MOOT SPEC No. 3301
Saw Cuts not greater than B feet on center
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6. Concrete colored areas are through color and not surface.
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PICNIC TABLE SPECIFICATION
Textured Concrete Picnic Tables 6000 # psi welded rebor per cut sheet attached
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4" TOPSOIL it° 4" TOPSOIL
SURFACE TREATMENT
6" CONCRETE PAVEMENT
{ # 4 BARS 12" O.C.E.W. )
24" SELECT GRANULAR BORROW
GEOTEXTILE FABRIC
CONCRETE PAVEMENT
TYPICAL
NO SCALE
NOTES:
1. Edge areas to be restored with 4" of topsoil and re— vegetated with sod
2. This detail / specifications are minimumn requirements, additional design
may be required depending on existing sub —grade soil conditions.
3. All materials shall conform to MOOT specifications dated YR 2000
4. No. 4 BARS shall be 60,000 psi in accordance with MOOT SPEC No. 3301
5. Saw Cuts not greater than B feet on center
6. Concrete colored areas are through color and not surface.
PICNIC TABLE SPECIFICATION
Textured Concrete Picnic Tables 6000 # psi welded rebor per cut sheet attached
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DONOR POLICY
0 1. DONOR RECOGNITION
The City of Shorewood seeks to recognize donors who wish to support the City's park
system through distinguished effort or substantial gift.
This policy determines procedures, for a fixed period or indefinitely, for recognizing
donated amenities or projects, also noted in this policy as a "Substantial Gift ", found
within Shorewood parks.
For the purposes of this policy, "Substantial Gift" is defined as at least 50% of the
estimated cost of:
(a) new construction, remodeling, or renovation;
(b) developing a new real property, i.e. park buildings, structures, real
estate, etc.; or
(c) replacement of an existing, unnamed facility or landmark that
requires substantial renovation at the time of the gift.
. items found in this policy include park structures (pavilions, warming houses, shelters,
plazas, etc); real estate to be used for parks, trails, or open space, interpretive areas, or
active recreation; or other large -scale projects as discussed with the Park Commission
and City Council.
2. DONORS AND DONATION
"Donors" or "Donation" as defined in this policy means a substantial financial
contribution toward the cost of an amenity or project. This contribution is defined as at
least 50% of the total estimated cost of stated amenity or project.
Recognition may be in honor of individuals, groups of individuals, or corporations.
a) Donors or donor representatives must sign a donor agreement that
delineates terms of the contributions, unless donor wishes to remain
anonymous. The Donor Agreement will include the following:
(1) In the event of demolition or deconstruction of a structure, its
recognition or any part of it shall be subject to new
recommendations.
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(2) The style of recognizing structures and facilities should be
consistent with the City's visual standards, or adhering to any
City ordinances. 0
(3) The Director of Public Works or designated staff person is
responsible for overseeing compliance with policy
requirements, including completion of consultations and
approvals, securing signatures on donation agreements by
donor, donor representative, and City of Shorewood.
(4) Groundbreaking, dedication, or other ceremonies relating to
gifts, shall be reviewed by the Park Commission and approved
by the City Council.
(5) The City Council may rescind a donor's recognition for just
cause.
* *Method of donor recognition must be agreed upon and formally approved by
City Council rip or to signing the donor agreement.
(b) The nature of the donation will assist in determining the type of
recognition.
(c) A plaque, or other negotiated signage, may be placed on a building, room,
or facility to recognize a Donor. The design, wording, size, and location
of the plaque require the approval of the City Council.
(d) A donor recognition or memorial plate may be affixed to routine furniture
items. The City shall specify the size and location of the donor plate and
the donor will pay for the plate and engraving. The City shall approve the
wording of the donor plate and affix the plate to the furniture.
(e) Plaques or markers will not be placed for routine tree donations.
(f) Donations of a routine nature (e.g., trees, park benches and other furniture)
shall be reviewed by the Public Works Director and/or the Park
Commission.
(g) The donor shall pay for the delivery and installation of the amenity and/or
donor recognition plaque or plate.
(h) The option of funding the amenity for life of said amenity is negotiable
and would require assurance of sufficient funding. There is no exclusive
right to sole recognition in cases of expansion or other structural
modifications.
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Recognition carries no power of direction to the City on matters of schedule, design,
furnishing, or priority of use.
3. PROPOSALS
Proposals must have the written approval of the person or corporate representative for
whom the recognition is to be given. If the person is deceased, the approval of the family
or designated representative should be obtained. If the person is deceased and there is not
family or a designated representative, recognition can proceed through the submission
process.
4. PROCESS AND PROCEDURES FOR SUBMISS OF PROPOSAL
Any proposal for recognition shall be made through a formal submission process to the
Park Commission. The Park Commmission will make a recommendation on the proposal
to the City Council.
Procedures governing approval of recognition proposals are set forth below and may also
be supplemented by such operational guidelines as the City of Shorewood may adopt
from time to time. Exceptions from policy requirements must be authorized by the City
Council in advance of the donation.
Step One A Schematic design and details will be submitted to the City of
Shorewood and shall include the following elements:
(a) A scaled architectural drawing or plan drawn to scale to be
completed by a landscape architect or civil engineer, registered in
the State of Minnesota, and would include:
1. site plan
2. architectural details
3. landscape plan
4. tree preservation plan
5. sign or memorial detail
Please note: The Schematic design phase of the submission process will be overseen by
the appropriate departments of the City of Shorewood according to established
procedure.
Proposed recognition should be designated at the time of submission of schematic design,
as found in Step One, a5. Recognition may not be allowed after the amenity is
operational except by Council review and approval.
Step Two: After submission of the schematic design, the individual, group, or
corporation will formally present their request to the Park Commission. The Park
Commission will then make a recommendation to City Council.
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Step Three: Upon approval by City Council, the Donor Agreement will be signed and
kept on record with the City of Shorewood. 0
5. METHOD OF PAYMENT AND RESPONSIBILITIES OF DONATION
Donation associated with recognition proposals can be made by the donor with financial
assurity or cash escrow for the full amount of the donation and shall be submitted to the
City prior to the commencement of construction of amenity or project.
Individual donors may gift a portion of their contribution through an irrevocable trust or a
contractual bequest mechanism.
Should the donor renege on any payment once the project has commenced and the donor
agreement has been signed, the City shall be allowed to keep any portion of the donation
already paid, and recognition shall not apply.
Should the City fail to use the funds for the stated purpose in the Donor Agreement, the
funds shall be returned to the donor.
6. NAMING
The City of Shorewood will commemorate long -term service to the community or to a
distinguished person, and such recognition is contingent upon Council review and
approval. 0
The City of Shorewood will consider naming opportunities for outstanding contributions,
such as a parcel of land or new donation outside the geographic confines of the existing
park system.
The City prefers not to name facilities within its park system that are made possible with
donations.
Naming a building in honor of a person who has given extraordinary distinguished
service to the city will not normally be considered until after his /her substantive formal
relationship with the city has ended.
The name used should normally be the family name, or in the case of a corporate entity,
the shortest possible narne. Unless the City Council determines otherwise, a name may
be used only once.
7. STEWARDSHIP
Stewardship requires that the City of Shorewood honor the expectations of donors and
abide by gift agreements, including recognition provisions. Recognition is generally
expected to last the lifetime of the building, facility, unit, program, or other endeavor.
There may nonetheless be extraordinary circumstances that justify cessation of the use of •
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a recognition, or "renewed recognition," such as change in use, substantial renovation, or
demolition of an existing building, facility, or part thereof, major programmatic changes,
failure of a donor to meet the financial commitment of the donor agreement, or other
situations unforeseeable at the time of the original recognition. In all cases, the City
Council must approve the renewed recognition.
The City of Shorewood sincerely wishes to thank all donors for contributions made to the
City.
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