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111203 PK AgPCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL WEDNESDAY, NOVEMBER 12, 2003 7:00 P.M. • AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Arnst Callies Davis Gilbertson Meyer Young B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of September 9, 2003(Att. -#2A Draft Summary) B. Joint Park Commission and Park Foundation Meeting Minutes of September 11, 2003 (Att. - #2B Draft Summary) 3. MATTERS FROM THE FLOOR 4. REPORTS A. Report on Feasibility of Wetland Area in Freeman Park— (DavisBailey)(Att. -#4A) • B. Update on Lake Linden Drive Trail Project C. Park Commission Seminar of October 14, 2003 • Define Next Steps D. Update on Freeman Park • Parking Lot and Closure • Trail Paving 5. REVIEW TOURNAMENT POLICY (Att.- #5) A. Discuss Changes and Recommend Changes in Policy and Fees to City Council 6. DISCUSSION OF NEXT STEPS WITH FRIENDS OF THE SOUTHSHORE CENTER AND ANNUAL EVENT A. Review and Discuss Level of Park Commission Commitment 7. REVIEW CONCESSIONAIRE CONTRACT FOR 2004 (Att. -#7) A. Discuss Clarifying Language B. Discuss Level of Expectation for Services C. Consider Expanding to Sundays 8. DETERMINE LIAISON FOR NOVEMBER AND DECEMBER CITY COUNCIL MEETINGS 9. NEW BUSINESS Council Liaison November: 10. ADJOURNMENT December: CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING CITY HALL • TUESDAY, SEPTEMBER 9, 2003 7:00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING E D RAF A. Roll Call Present: Chair Arnst; Commissioners Young, Davis, and Callies; City Engineer Brown; Technician Bailey; and City Council liaison Garfunkel Absent: Commissioners Meyer, Palesch, and Gilbertson B. Review Agenda Brown added items 4E, a Park Damage and Vandalism report, and 4F, CIP Report. Chair Amst renamed item 7 as, a Discussion of Next Steps with Friends of the Southshore Center and Annual Event Davis moved, Young seconded, Approving the Agenda as amended. Motion passed 4/0. 2. APPROVAL OF MINUTES • A. Park Commission Meeting Minutes of June 10, 2003 Page 2, line 1 of section 4C, John Gurban was the representative of the Minnesota Park and Recreation Association mentioned in the report. Young moved, Davis seconded, to approve the Minutes of the June 10, 2003, Park Commission Meeting as amended. Motion passed 4/0. B. Park Commission Park Tours Minutes of July 8, 2003 Davis moved, Young seconded, Approving the Park Commission Park Tours Minutes of July 8, 2003, as submitted. Motion passed 4/0. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on Year -End Concession Stand Brown reported the end of year financial summary results and Daily Cash Totals for. the concession stand supplied by Finance Director Burton. He pointed out that the City's portion of the Concession stand Net Profits of $4,407.28 was approximately $1,101.82, acknowledging that this offset the cost of equipment purchased for the concession operations. He was pleased to point out that the concessions met the City's goals, which were to break even and provide the public with a good experience. In fact, Brown believed it to be a positive statement that the concession operation was able to offset equipment expenses its first year. Brown questioned bullet point five of the Financial i PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 2 OF 10 s Recap that indicated the operation yielded a net loss for the year based on the equipment purchases, . since the Commission dedicated the cost of the equipment from its budget. Chair Amst concurred, stating that the Park Commission had set aside $1,200 from the CIP for the purchase of equipment and expenses; therefore, she argued that the concessions operated a positive cash flow. She believed the operations met and exceeded the goal to break even and provide an amenity to the park. Brown explained that, while the Park Commission had recommended the purchase of the equipment and the City Council approved it, accounting semantics reflect the net loss. Brown commended Charlie Davis, the concession operator, and Jeff Bailey, of MGSA, for their efforts in making the concessions a success. He acknowledged Jeff Bailey for his time, commitment, and effort that he and his team of volunteers contributed to the operation of the concessions to provide a `good positive experience' for the kids and families who frequent Freeman. Brown relayed Davis' feedback that the public seemed to enjoy the service provided by the concessions, as indicated by numerous comments he received during the course of a week. Brown was pleased to report that Davis would continue to run the concession operation during the 2004 season; however, stated that during the weekends someone else might have to step in to assist with concessions. Jeff Bailey, of the Minnetonka Girls Softball Association, stated that the concessions provided an amenity to the park which worked great for everyone this year. Bailey believed that the concessions added to the lively spirit of the sports outing for the entire family and that it gave him and his volunteers a good feeling to provide this service. He commented that, since the equipment costs had now been covered year one, year two should be a win/win situation for the parks. Bailey acknowledged that it would be beneficial to provide the concessions during weekends. Since MGSA uses the fields on Saturday and Sundays, Bailey stated that he could provide Mr. Davis with volunteer support staff to help over weekends if the prep work could be done ahead of time. He indicated that MGSA would be willing to volunteer their services again next year, thanked the Commission for their support, and reiterated that it was a great year. Chair Amst thanked Bailey for his comments and asked him to inform MGSA parents that the concession stand would continue in 2004 with their support. She suggested that further conversations continue after the first of the year with regard to weekend operations. Garfunkel stated that, as the Council representative, he was pleased to see that the concession operation met, and even perhaps exceeded, the City's goal of breaking even. B. Report on Scheduling of Sports Organizations and Feedback from the Scheduling Survey Sally Keefe, of Community Rec Resources, summarized the quarterly report for the Park Coordinator Services provided by CRR. She indicated that much time was devoted to on site monitoring of field use and allocations, mostly with regard to Freeman Park. She noted that the staggered schedule seemed to aid with the parking issues at Freeman with traffic flowing continually through the lots, adding that the concessions did not adversely impact the situation during the week. Keefe pointed out that the soccer fields went mostly unused during the weekends and voiced CRR's concern that sports organizations be held accountable to their assigned start times if parking is to remain a primary focus. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 3 OF 10 Keefe indicated that the Fall/Winter Sports Information Meeting was held May 29, 2003, with 90% retrieval of documentation at that time. The schedules were distributed shortly thereafter, ahead of the promised deadline. Once again, monitoring will continue for fall sports, as well as ongoing communication with sports organization representatives and the City as CRR prepares for the upcoming information meeting in December. Keefe pointed out that CRR is cautious with regard to holding the information meetings well in advance of the season and providing schedules long before user fees and rosters are available. In an effort to evaluate the field scheduling process, CRR's services, and the Shorewood facilities, Keefe reported that CRR developed and distributed a survey to the spring sports organization representatives. She indicated that five of the six surveys were returned and acknowledged that most of the sports organizations found the information meeting to be a valuable resource; however, one organization suggested that more discussion occur between the City /CRR and the sports representatives of how field scheduling should be handled, rather than it dictated to the sports organizations with a `heavy hand'. Keefe stated that, while overall the level of satisfaction with the parking situation at Freeman varied from somewhat improved to worse for others, these comments seemed contrary to the numerous observations made by CRR firsthand. Keefe pointed out that this could also be accredited to the fact that the sports organizations chose to initiate their own start times based on their assigned blocks rather than strictly adhering to the CRR assigned start time. Numerous suggestions accompanied the survey results including, the use of `center car here' signs at Freeman, allowing cars to park on the grassy overflow areas of the park, and review of the user fee scale itself to reflect a per time period fee versus a per user fee. While none of the sports organizations indicated that they had accessed the City website for weather related information, Keefe stated that there were few opportunities in which weather was a threat to field use. Keefe indicated that ongoing communication with the sports organizations will continue, as well as with the City. As a result of the survey findings and experience gleaned from year one, Keefe pointed out that CRR would be meeting with Engineer Brown to discuss a list of end of the year improvements which might be incorporated into the Park Coordinator position for 2004 sometime in October. Chair Arnst asked if CRR would continue in its capacity as the Park Coordinator Service for the City of Shorewood in 2004. Keefe indicated that it would be CRR's pleasure to continue in its role as the Park Coordinator Service for the City of Shorewood and is looking forward to the ongoing evolution of the position. Callies asked if holding the spring sports information meeting in December would make document retrieval that much more difficult later in the spring. Kristi Anderson, of CRR, noted that, while this is a concern, CRR could use an estimate to base its schedules on for the upcoming season upon that could be adjusted once rosters are complete. Anderson explained that the sports organizations had requested that a meeting be held earlier in order to allow them adequate time to schedule their teams and fill their rosters. Many had indicated that the meeting was held too late this past year, as the Park Coordinator position was not filled. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 4 OF 10 Bailey interjected that the late meeting hurt sports organizations that need time to plan, review their rosters, and work with other communities to schedule activities. He noted that the size of organizations does not vary greatly from one year to the next and that an estimate would suffice to base the initial schedules on. Chair Arnst asked if the different start times posted by the sports organizations posed a problem for parking. Keefe acknowledged that this could be an issue if it were not monitored. She indicated that the sports organizations need to be held accountable for their start times to ensure that they do not negatively impact parking. She stated that CRR will relay to the representatives the importance of providing accurate start times on their CRR Data Sheet, say 5pm — dark as preferred time slots, if they are not seriously going to begin at 5pm. Keefe reiterated that the next information meeting would be an `information sharing' meeting between the sports organization representatives, CRR, and the City. Young asked why soccer was not using the weekend time slots they requested and what impact that has on the schedules. Anderson indicated that CRR would be meeting with TUSA representatives this fall to discuss their use and other ideas. She stated that the lack of scheduled use impacts other organizations, for instance, if Lacrosse requests use of the fields on the weekend, and the fields are scheduled for • soccer but not being used, this organization could be plugged into those time slots. C. Park Commissioner Seminar Development Progress Chair Arnst reported that John Gurban, of the Minnesota Park and Recreation Association, has promised that the invitations are being developed and would be going out to numerous communities, such as, Chanhassen, Shakopee, Excelsior, Deephaven, Hutchinson, and Victoria. She reminded the Commission that the Seminar was slated for October 14, 7:00 P.M. at the Southshore Senior Center and would be featuring key note speaker Greg Ingram. D. Report on Feasibility of Wetland Area in Freeman Park While little new information has been obtained to date, Brown reported that Technician Bailey would be seeking out grant information to share with the Commission. Davis stated that she would be attending the Arboretum's Stormwater Management Conference on October 1 -2, 2003, and would report back to the Commission. E. Park Damage and Vandalism Brown reported that over the past weekend Badger and Freeman Parks were the subject of • vandalism. He passed around a photo of the kiddy slide at Badger that had been set on fire early Sunday morning and stated that the batting cages and tarps at Freeman fields 1 and 3 had been cut down and torn up. He added that the porta potty at Freeman had been tipped and a porta potty in Deephaven set on fire. PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 5 OF 10 • Chair Arnst asked if insurance would cover the losses. Brown stated that the City would be turning in a claim, since the $1,0000 -2,000 slide exceeds the $500 deductible. F. CIP Update Brown reported that the City Council approved the CIP at their meeting the previous night. He reviewed the Park and Recreation project summary which included an expenditure of $12,000 for the Freeman Park Walkway or trail around the north end of Freeman park, a $10,000 equipment upgrade purchase and landscaping expense for the Skate Park, and an annual $10,000 park improvement expense offset by Park Foundation donations. Young questioned when the Park Commission committed to spending $8,000- 10,000 at the Skate Park. Brown stated that the skate park improvements were discussed during the July park tour, and due to time constraints and no Commission meetings to get the proposed budget approved, Brown took the recommendation from the Park Commission during the tour. Since many park improvements were discussed, such as several at Silverwood Park, Young asked why the skate park improvements were approved for the CIP. He indicated that he would not have approved an $8,000 expenditure on one park, when the Commission's entire budget was a mere $26,000. Chair Arnst stated that the Skate Park equipment expense represents a place holder in the CIP. Since the CIP is a planning document, the Park Commission does not necessarily have to spend the money on the Skate Park if it chooses not to. In addition, she explained that the Silverwood Park improvements, a new backboard and surface, would be paid for out of the general fund. Brown concurred, stating that the CIP is a planning tool used by the Commission to predict expenses. Although Shorewood has noted a decline in activity or use of the Skate Park in recent months, Todd Hoffman, of Chanhassen, maintains the opposite is true. Young asked if Brown had met with Tim Hughes, their Skate Park `consultant', about his recommendations. Brown stated that he had a scheduled meeting with Hughes who did not show up; therefore, he would need to reschedule their conversation for another time. As Commissioner Callies had to leave at 8:00 P.M., the Commission discussed item #6, the Access Closure, prior to #5, the Park Tour. 5. REVIEW DRAFT PLANS FOR FREEMAN PARK ACCESS CLOSURE AND SOUTH PARKING LOT IMPROVEMENTS Brown explained that while the original plan for the Freeman Access Closure involved the installation of curb and gutter and paving the south parking lot at Freeman Park, the City Council PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 6 OF 10 directed staff to revise the plan to a design that was less expensive. Brown reported that WSB and Associates made the revisions, based upon staff recommendations, which include, lengthening the parking lot to 125', squaring it off, and regrading it to better define the edges of the lot. The draft plans also reflect the addition of a berm and trees along the south end of the park, to further identify the closure of the access to T.H. 7. Brown stated that a 10' wide bituminous path would be placed east of field 2, to serve as a pedestrian path and emergency vehicle entrance. Finally, Brown pointed out that concrete `wheel stops' would be placed within the confines of the lot in lieu of `center car here' signs and posts which only seemed to add to the visual atrocity of the park. Young questioned why the MnDOT access closure settlement would not cover the entire expense of laying bituminous across the parking lot. Brown indicated that the original MnDOT offer of $20,000 was renegotiated up to $70,000, which was still far less than the $170,000 cost for blacktopping the entire surface and other expenses. He noted that the City has the choice to do nothing and MnDOT will close the access or take the compensation package and close the access. Chair Amst asked if the City granted the neighbors, the Oshas, an easement for their driveway access off park property. Brown stated that the City would give the neighbors an easement, adding that this plan seemed to have the least impact on them. He indicated that the City does not have an issue with the neighbors that would stop them from following through on the closure. Chair Arnst asked if the City held an accurate survey of the two properties. She also questioned how many additional spots the City would be gaining. Brown indicated that the City had a good survey and that the exact number of parking spots was unknown; however, he would get this information from WSB. Callies questioned how the Osha's driveway would be impacted by the access closure to the park. Brown stated that, while the turn lane would be removed and striped, people would likely mistake the driveway as access until they learn the closure has occurred. He noted that signage could also be used to direct traffic to the other entrance. Chair Amst suggested that CRR use their contacts at the sports organizations to relay the closure information to families using the park. Callies moved, Davis seconded, to approve the draft plans for the Freeman Park Access Closure and South Parking Lot Improvements and award a contract for the project. Motion passed 4/0. Callies left at 8:05 P.M. • PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 7 OF 10 0 G. CIP Update Continued Chair Arnst asked why $10,000 was slated for annual Park Improvements based on the Park Foundation commitment, since it is unknown whether the Park Foundation will meet this commitment each year. Garfunkel believed the $10,000 was not a reflection of the Foundation commitment but something to be drawn from and reimbursed to the General Fund each year. Brown indicated that the expense for improvements was a matter of semantics, for example if the Park Foundation meets its commitment each year, the General Fund would be reimbursed. On the other hand, if the Foundation fails to meet the commitment, the Park Commission would not be accountable for the money. Brown explained that, once again, the CIP is a tool based on the assumption that the Foundation will fulfill its commitment. Chair Amst suggested the Commission be conservative in spending the $10,000 for park improvement projects. Young questioned whether the Freeman trail would be completed this year, since many seniors had made this request and the parks are deficient in serving this population. Brown stated that, while he would like to construct the trail this year, it has been budgeted for 2004 since so many large projects are in under construction this year. 6. REVIEW PARK TOURS OF JULY 8 As several Commissioners were absent this evening, Chair Arnst suggested the Park Tours evaluation form be used for future planning purposes and be placed with the CIP /master plan discussions for next year. With regard to the horseshoe pit article given to the Commission by Park Secretary Grout, Young suggested the Commission ask other Commissions for their feedback at the upcoming seminar. In addition, Brown suggested that discussion with regard to the horseshoe pits be postponed until the senior discussion is rescheduled. 7. DISCUSSION OF NEXT STEPS WITH FRIENDS OF THE SOUTHSHORE CENTER AND ANNUAL EVENT Following up the Park Commissions goal setting session for Badger Park, Chair Amst reported that she and Young had met with the Friends of the Southshore Center in August to share the idea of a fundraising event for the senior center that could promote the park and be held in connection with the Park Commission. Although the seniors were excited about the idea, after sending an email to the Commissioners about the meeting, some of the comments Chair Amst received back persuaded her to postpone the meeting scheduled with the seniors this evening. Chair Arnst indicated that she postponed the meeting in order to determine whether there was the full Commissions commitment to move forward with this event. While she felt this could be a great endeavor, she acknowledged that it would also be a huge commitment, one that she was reluctant to make with the mere support of 2 -3 PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 8 OF 10 people. Chair Arnst stated that she would place this item on the next Park Commission agenda and hoped that the Commissioners would be prepared to have a `heart to heart' to determine the level of support the Commission has before stepping into this type of commitment. 8. DISCUSSION REGARDING LAKE LINDEN DRIVE TRAIL PROJECT Brown gave a brief history regarding the Lake Linden Drive Trail Project development progress noting that as part of the development agreement, the City was to obtain easements for the project after receiving the design plans from the developer. Based on the Feasibility Report, supplied by WSB, two easements were required to complete the project proposed. During negotiations, the Kennedy's requested that the trail be constructed in the public right -of -way (ROW), thus leaving the Schmidt property at 6030 Lake Linden Drive as the final easement. After numerous meetings with Mr. Schmidt and informal agreements, Mr. Schmidt's attorney forwarded a document to the City of Shorewood indicating that the City was not to proceed with the process or trespass on Mr. Schmidt's property. Since the document from Mr. Schmidt was received late in the process, Brown explained that staff directed the developer's contractor to proceed with the trail construction staying away from the portion of the area in front of Mr. Schmidt's property until such time that an easement agreement could be reached. Brown pointed out that, currently, construction is proceeding on either side of Mr. Schmidt's property and that a 100' gap or section of Mr. Schmidt's property would not be finished at this time. Chair Arnst asked what the neighbor's reactions have been to the gap. 9 Brown stated that the neighbors have shrugged it off and at one point when one of the neighbors asked why the trail was being put in anyway, one of the others stated that it was being constructed because they asked for it for the safety of their kids. Chair Arnst asked whether the ongoing construction of putting the trail in the ROW has helped or hurt negotiation with Mr. Schmidt. Brown indicated that he believed the construction on either side would help by giving Mr. Schmidt a clearer picture that the trail easement was not going to cover a vast length of his property. Since the plat is dated, Brown noted that it has been difficult for the surveyors to clarify the ROW, and once Mr. Schmidt sees where the trail is running Brown believed he would be more inclined to go along with it. Chair Arnst inquired whether the trail would be extended south from the Cub parking lot to Highway 41. Brown stated that, as part of the Highway 7 and 41 development projects, the City included a north/south bituminous trail that would eventually connect to the Chanhassen trail. He asked for Commission comment regarding the trail section south from the parking lot noting that it made sense to construct the trail and that he would need to contact the state about easements. Young asked where a biker or walker might go if this gap were not filled in and connected. AV" PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 9 OF 10 While considerable discussion has taken place to resolve this question, Brown stated that they don't wish to lead people into a culvert, and would likely need to install bollards. Young maintained that people would likely `connect the dots' and walk along Mr. Schmidt's property anyway. He indicated that the City could post a sign cautioning the public of the trail interruption ahead; however, acknowledged that it would be a public safety concern that should be covered by trail. 9. BREAK DOWN COSTS FOR TRAIL AT FREEMAN FROM SOUTH TO THE NORTH END (GRAVEL / PAVED) Engineer Brown deferred discussion until the November Park Commission Meeting. 10. REVIEW TOURNAMENT POLICY Brown reported that it had been five years since the Tournament application had been reviewed and that it was time to reconsider the fee structure, as well as, adding a cancellation policy. Chair Arnst explained that the review was prompted by the fact that TUSA had reserved the Freeman Park facilities for their summer blast tournament, only to cancel those reservations at the last minute after the City had bought supplies for the event. Chair Amst pointed out that other significant costs have increased, as well as, the need to consider residency versus non - residency. Young asked that discussion of this policy be deferred until staff could supply the Commission with additional information of how this document has served the City to date and what changes staff would recommend based on past experience. Chair Arnst asked if the facility reservation required a deposit. Brown indicated that the paperwork had been turned in prior to their pulling out of the reservation; however, no cancellation policy exists at this time. He agreed that staff could go through the document and make recommendations for discussion at an upcoming meeting. While tournaments only occur 3 -4 times a year, Brown stated that it is important for public works to ensure adequate supplies, trash receptacles, and porta - potties are on the premises. Keefe interjected that both MGSA and TUSA had made reservations for tournaments this year. She pointed out that there should be a cancellation policy attached to the document, as well as, an approval process. While the application requires a 60 day notice, Keefe maintained that there is no sense of urgency to uphold that requirement and questioned whether it is necessary. Chair Arnst suggested this be put on the December sports information meeting agenda. 11. DETERMINE DATE FOR THE NOVEMBER PARK COMMISSION MEETING Wednesday, November 12, 2003, was the chosen meeting night. R) PARK COMMISSION MINUTES TUESDAY, SEPTEMBER 9, 2003 PAGE 10 OF 10 12. DETERMINE LIAISON FOR SEPTEMBER AND OCTOBER CITY COUNCIL MEETINGS As several Commissioners were absent, liaisons were not assigned for September and October. 13. NEW BUSINESS Brown reported that the pine trees at the Shirley Rice Memorial Garden had been pruned. Brown passed around two laminated signs reminding people to pick up their dog waste along the trails for Commissioner comment. Chair Arnst suggested the signs be alternated along the trail. 14. ADJOURNMENT The Park Commission adjourned their meeting at 9:00 P.M. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary • • CITY OF SHOREWOOD SHOREWOOD CITY HALL JOINT PARK COMMISSION AND 5755 COUNTRY CLUB ROAD PARK FOUNDATION MEETING 6:00 P.M. THURSDAY, SEPTEMBER 11, 2003 MINUTES onowe 1. CONVENE JOINT PARK COMMISSION AND SHOREWOOD PARK FOUNDATION MEETING Park Commission Chair Arnst and Park Foundation Chair Dawson called the meeting to order at 6:04 P.M. A. Roll Call Present: Park Commission: Chair Ainst; Commissioners Young, Palesch, and Callies; City Administrator Dawson; and City Engineer Brown Park Foundation: Chair K. Dawson; Commissioners Keeler, Lindstrom, Guy, and J. Dallman Absent: Park Commissioners Gilbertson and Davis; Park Foundation Commissioners Eddy, Kelly, and Bix B. Review Agenda 2. UPDATE ON PROJECTS AND ACTIVITIES OF PARK FOUNDATION Chair Dallman welcomed the Park Commission to the joint meeting, expressed the Foundations desire to develop a partnership between the two groups, and invited a Commissioner to sit on the Foundation Board. Dallman passed around a drawing of the proposed `family oasis' for Freeman Park and explained that the Foundation would be getting on the campaign trail for the buy -a -brick program to support this endeavor. In addition, Dallman reported that the annual "Art for the Park" craft fair was slated for November 1, 2003. Of the $5,00046,000 netted off the craft fair last year, the Foundation gave approximately $4,500 to the Park Commission. Dallman indicated that more space and vendors had been recruited this year and that additional time and money would be devoted to advertising the event to the public. He estimated more than 30 volunteers would be needed to pull off the event. Young indicated that he would be a willing volunteer and Callies asked to be notified of a job chart or time slot to sign up for. J. Dallman noted that the High School would be hosting a school dance the night before, on Halloween; therefore, the set -up might be difficult for vendors this year. She indicated that Coldwell Banker would be helping to promote the event with a flyer, a mailer would be sent out, as well as, newspaper articles and billboards to promote the event. J. Dallman added that musician Pat Surface would be performing, as would the high school Choral group and a pianist during the day. As the event grows each year, Dallman stated that they will continue to incorporate the public's suggestions, as they have done this year by hiring a gourmet food vendor for the show instead of offering cafeteria fair. K. Dallman introduced the Foundation's newest member, Jon Guy, whose fundraising expertise will aid the Foundation in its efforts to promote parks. He asked the Park Commission to comment on how they see the role of the Park Foundation evolving and how the Commission can partner with the Foundation to accomplish great things for Shorewood Parks. The Foundation and Commission members introduced themselves. j' JT PARK COMMISSION AND PARK FOUNDATION MINUTES TUESDAY, SEPTEMBER 11, 2003 PAGE 2 OF 5 While 25 years ago, the City began charging a per lot development fee earmarked for parks, 40 Keeler explained that this no longer works since Shorewood is mostly developed. He pointed out that the Foundation was created to fill that void, as a fundraising entity for Shorewood Parks in an effort to find new ways to support the city parks other than through taxation and referendum. Dawson interjected that, while the Foundation is committed to fulfilling its annual commitment to Freeman Parks Eddy Station, they are looking for additional avenues to get sustained long term giving for the park system as a whole. Since development is limited, alternate funding sources must be found. Keeler stated that it is the Foundations goal to provide a constant source of revenue for maintenance, upgrades, and additions to the parks. He believed an annual contribution of $250,000 to the city park system would be a great aspiration. Dallman pointed out that, while the Foundation membership had been scaled back to 8 -9, the Foundation would like to have a mass of volunteers or `friends of the Foundation' to which they could turn to for financial and volunteer support. Once again, he indicated that they were holding a seat open for a Park Commissioner. Keeler suggested that a member of the Park Commission be present, at minimum, on a rotating basis in order to share information. Chair Amst asked that the Foundation begin to receive a copy of the Commission's minutes. While Callies could see the value in having a Park Commissioner sit on the board, she indicated that the time commitment tends to overwhelm volunteers who already serve on various committees. Young disagreed, stating that he did not see the need to have a park commissioner serve on the Foundation board. Having served on the board for a time, he maintained that a regular member was not necessary and that reports could be shared when critical issues arose. He did not believe there had been any absence of communication when a subject warranted a liaison. 3. DISCUSSION OF PARK MASTER PLAN/PARK COMMISSION VISION Guy stated that the Foundation needs to partner with the Commission to develop an overall vision that it can take out to the public and promote in order to raise money. He believed that a million dollar plus vision was not out of the question if the public could get `passionate' about some initiative. He indicated that the Commission needs to help the Foundation identify the `bigger picture' through a shared visioning process. Chair Artist stated that the Park Commission had spent the greater part of the last two years analyzing and classifying each park, the master plan, and assets or deficiencies of each park on a micro level. Through this analysis, she believed that the neighborhood parks had been developed to capacity and that Freeman Park was as developed as it needs to be, in consideration of parking issues. While she felt there was room to provide additional recreational experience for youth and seniors during off sporting hours, she didn't know where $2 million would be spent on huge improvements. 0 While the parks are currently developed, Callies noted that additional funding might allow the vision of individual parks to change. JT PARK COMMISSION AND PARK FOUNDATION MINUTES TUESDAY, SEPTEMBER 11, 2003 PAGE 3 OF 5 Although maintenance and park improvements could be made to enhance the current parks, Keeler pointed out that the money could be used to acquire additional park land. Dawson stated that endowments for long term spending could be set up as well. Callies commented that the Park Commission might not be qualified to lay out the `big picture or vision' that the Foundation was looking for. Guy suggested the two entities join force to brainstorm ideas for the broader vision in terms of recreational opportunities and destinations. Palesch tossed out the suggestion that the city investigate developing supervised recreational activities in the parks and provide an accompanying shuttle service to get the youth there, for instance tennis lessons, etc. J. Dallman added that, with the assistance of an environmentalist, the park could provide future family areas that would provide other opportunities in the parks besides sports. Lindstrom pointed out that the original park master plans were laid out in 1980, and master plans should be updated as needed. He noted that Richfield reprogrammed their parks on a 25 -year cycle. He noted that the original plans included trails connecting destinations throughout Shorewood, which have still not come to fruition. He believed that Shorewood could use as much financial support as could be given to improve the quality of life for all without turning to tax payers to foot the bills. Guy pointed out that, while the craft fair was just one way to raise money, it required a great deal of volunteer support and expense to obtain a small fixed amount of revenue. He maintained that once a specific mission can be identified, the money will follow, and the public will often sponsor a project that they get behind. Since the Foundation plans to kick off with a mid May fundraising event, Dawson encouraged the groups to narrow the field of projects to get endorsement for. He acknowledged that it is far easier to get people excited about new projects versus Eddy Station which, in the public's eye, is already complete. Chair Arnst agreed, asking how much the oasis would cost. She commented that once the oasis was built, the public might be motivated to give to other projects. Dallman estimated the project could run anywhere from $10,000420,000 to be put together. In order to get past the Park Commission member gap in the board Callies stated that she would be willing to serve for a time. She believed that it was important for someone on the Park Commission to represent them on the board, if the Commission expects the public to rally behind the parks and the Foundations effort. She argued that the board member position should be more than a mere liaison position, with the member holding the same active role as the others. Keeler acknowledged that the board has gone to great lengths to find members with vision and fundraising experience, as well as those with a strong interest in the future of the parks. 4. DISCUSSION OF DONOR CAMPAIGNS While the first vision, or Oasis project, has been laid out, Guy believed the Foundation could continue to motivate different groups within the community to rally behind specific causes, for instance, the football or hockey organizations. JT PARK COMMISSION AND PARK FOUNDATION MINUTES TUESDAY, SEPTEMBER 11, 2003 PAGE 4 OF 5 • 49 Keeler pointed out that the goal of the Foundation is, and always has been, to make the Shorewood Parks better than they are, a goal that generally mirrors that of the Park Commission. As money was in short supply, Chair Arnst recognized the fact that the Park Commission has spent a great deal of time over the past two years focusing on policy, research, and recommendations versus dealing with visioning on a grand scale. She stated that, she believed, the Park Commission was now at a point where it could embrace new ideas. Palesch agreed that, while the Commission referred to a vision for each specific park as it reviewed the master plans, they did not develop an overall park vision. On the other hand, she recognized the difficulty in engaging the public and felt the Commission needed feedback from the community on the type of projects they might rally behind. Lindstrom reiterated his frustration that the City has not been able to construct trails or provide youth the ability to safely get to the parks. He pointed out that community education does a good job offering recreational opportunities outside of sports, but admitted that this, too, could be expanded. Chair Arnst suggested that the Park Coordinator position could be expanded to handle additional programs in the parks. Keeler stated that, unfortunately, in 1978 the City Council did not support the recommendation to spend $20,000 to construct a trail down Smithtown Road, since it is nearly impossible to do so today. Now that the Park Commission has developed a master plan and the Foundation has appointed it master visionaries, Chair Arnst asked what would be the next step. Guy stated that, once the Park Commission has compiled a list of ideas that they view as the most important to pursue, the Foundation will rally behind them to fulfill the vision. Chair Arnst stated that the Park Commission would schedule a brainstorming work session, or add the discussion item to its next agenda, in order to generate ideas for the parks which could be forwarded to the Foundation to fulfill. 5. OTHER DISCUSSION ITEMS There were no additional items. 6. ADJOURNMENT The Joint Park Commission and Park Foundation Meeting adjourned at 7:15 P.M. RESPECTFULLY SUBMITTED, Kristi B. Anderson Recording Secretary • BRAIN -STORM ON THE PLANNING AND EXECUTION OF is THE FREEMAN PARK COMMUNITY DRAINAGE GARDENS Project Scope: City to repair the drainage problem, including tree removal grading and the major pond bed clean -up of the site to be improved within the park. (There Are 2 ponds). Purpose: Aesthetics: Improve /enhance a natural area Amenities: Enhance thepork experience by providing a destination along the trail Environmental: Provide habitat for birds and beneficial insects Educational: Demonstrate the advantages of planting and managing wet-areas Park Commission to do the _Landscape: Wish List General Clean -up will improve the area -signi icantly Bank planting utilizing latest product and best management practices Trail segment upgrade l3ench(es) and can observation -platform -either over a segment 9r jutting out Trees added and buckthorn removed Generai tree clean -up in the vicinity Interpretive signage explaining the value of processing storm water Faux Finishing of the giant concrete structure Trash Can Partnership pool: Funds, product, Brains, Bodies Master Gardener - Hennepin County has a huge MG roster, Carver- MG4 Shorewood Gardeners Schools and student.con5tituencies -of all ages from Minnewoshto Elementary to HTCs Landscape Des gn Pr gram on North Campus Shorewood Nursery The Foundation Southshore Center Bailey Nursery American Legion City of Excelsior MCWD, DNR etc. Youth Groups such as the scouts or the athletic groups that use our park Local businesses seeking community _goodwill (anyeuggestions ?) Home Depot, Target Cable TV (make our-own episode of HDTV for cable access) Health Organization (Park Niaollet, other) Minnetonka School District Seniors, residents of Shorewood Ponds and,Shorewood Oaks • It Partnership Pool: Sources of Funds Raise Money - Donations, sales of something, Grants Direct donation of product (I'm thinking trees here) Naming rights GIP Education Partnership When its all done Cub Foods can host a big community bar- be -que for the grand unveiling. But that is a separate event. Timing and Action Calendar -2 Year Time Frame Year One- Finalize design and budgets for both - segments of project Allocate fundsfrom GIP; Find unds or Park Complete C!tVs portion of the "repairs" and preparation Prep the site Date fall 2004 for planting Spring 2005 Order product so plants will be fairly large by spring Assemble-the video team to record the process. They should be filming atcall phases of the project so they have enough tape to produce a program for cable access The show would also be an educational tool -for several groups. Over the Winter 2004: Start the -Buzz 0r work teams and - t commitmentsor ail p�hgses Begin planning The Unveiling Event Spring 2005: Take delivery as early as possible and install Plant banks Plant trees Upgrade Trail? Build bench, deck - lookout, trash container Install Interpretive Signage (Walt 2 weeks to see what plants if ony,will need to be replaced) • Hold The Grand Unveiling Bar- be-Que and Community Fun Event when it starts looking good (experts have sold it gets big fast - instant gratification!) • MEMORANDUM CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236 FAX (952) 474 -0128 • www.ci.shorewood.mn.us • cityhall@ci.shorewood.mmus TO: Park Chairperson and Park Commissioners Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: November 7, 2003 RE: City of Shorewood Park Tournament Policy Attached is a revised draft of the Park Tournament Policy. This draft includes strikeouts and additions (underlined). • Significant modifications include the addition of a cancellation policy, and stipulations regarding park sanitation and parking requirements. Please review the tournament application and come prepared to share your thought and ideas to insure that the tournaments conducted within Shorewood parks is a positive experience. � 5A O t PRINTED ON RECYCLED PAPER City of Shorewood Tournament Application • Organization or Group requesting space Park Location Field or Rin Tournament Dates Rain Dates Times Rain Date Times Tournament Coordinator Address Home Phone 0 Business Phone Non- Refundable Tournament Fee as per City Code 1301.02: Per Diamond Field $50 00 /dav $ Per Rink $80;.00/day plus attendant salary $ Lights' $15 00 /hour $ Unlighted: $10 00 /hour $ Per Entire Soccer Area $150 /day. $ Per Football Field ` $ 50 00 /day, $ Li_qhts• $30 00 /dav $ Unlighted $20 00 /dav $ TOTAL: $ 1. Application Procedure This completed application must be submitted with appropriate fee as calculated above, for review and approval by the Cf Public Works Director and Park 60 Coordinator 60 days prior to the tournament date. Other items required at time of application are: • - Evidence of Comprehensive Liability Insurance in the amount of $500,000 per occurrence, • Workers Compensation coverage if applicable • aPA-a- Schedule of Events: The Schedule of Events must include: • The RumbeF — et number of events and times seheduledt scheduled for each. (Please note that there must be a 30- minute period between scheduled events to facilitate parking.) • The number of participants at each event. • The estimated number of vehicles at each event. 2. _Upon Approval of the Application The tournament fee (Non- refundable) as shown belew along with the uodamage deposit of $125 are both due at the time of application approval. All fees and agreements shall be in effect for a rain date. Any cancellation by wiM result i n G6 „f Paje 2 Tournament Appliccation �_eaesi -i less than 30 days prior to the event will result in los of damage depo fees. T^ r-G i v AQe,-v_ -, -0 D D or Cntirr�_a.e. 3_During and After the Tournament The City expects the park to be left in the same condition following the tournament as it was prior to the tournament. The following steps toward that end are requirements of the applicant: • The sponsors will be entirely responsible for the operation of the tournament, and will be expected to assume financial responsibility in case of damage, I ^, , e to Cifyowned facilities or structures. • The sponsors agree to indemnify and hold save the City harmless from any claims arising out of the use of the park and the operation of the tournament. • Applicant must provide for the delivery of a commercial dumpster prior to the tournament and for its pickup immediately after the tournament. All litter must be picked up and placed in trash containers. Trash containers must be emptied periodically into trash dumpster. • Additional portable rest rooms must be rented at the sports organization's expense for groups larger than 500. • Additional fees for electricity water trash collection etc. will be billed to the sports organization if necessary. • • if significant traffic flow will occur, the City may require the sponsors to reimburse the city for cost of traffic management services from South Lake Public Safety Department. • Parking is restricted to designated ated parking areas only. If parking is expected to exceed the number of designated parking spaces at the park the City may require offsite parking to be serviced by shuttles to handle the overflow park at the event. Non-com Hance could result in loss of privilege to use Shorewood fields. I have read and understand the above regulations and agree that they will be followed by our organization. I also agree that as Tournament Coordinator, I or a designated replacement must be on site during all tournament activities. I Applicant Signature Date • Approved Date Note: A4swaa;Pec# tournament is a series of elimination games separate from the regular season schedule. Although no fees are required for annual season playoff games, all tournament rules apply BM11/0 I • CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236 FAX (952) 474 -0128 • www.ci.shorewood.mmus • cityhaI1 @ci.shorewood.mn.us • MEMORANDUM TO: Park Commission FROM: Larry Brown, Director of Public Works DATE: November 10, 2003 RE: Review of Concession Sales Agreement Attachment 1 is a copy of the agreement that was executed between the City of Shorewood and the vendor, Charlie Davis, for operation of Eddy Station Concession Stand. This agreement is presented to consider any changes requested by the Park Commission and to consider clarifications to the contract. After working under the contract this past season, it became apparent that there is one item that needs clarification. The issue is, what is to happen with the product left at the end of the season? At the end of the 2003 season, Mr. Davis sold soda, candy and snacks to employees via an "honor snack box" arrangement. After all sales were completed, the funds were turned over to the finance department. Mr. Davis then requested that he be paid for the sales, in accordance with the contract. This precipitated the issue of what is to happen to the product at the end of the season. It is suggested that there are three options for product remaining. 1. The City retains full custody /ownership of the products and disposes of them, as the city deems proper. 2. The Vendor can be given the opportunity to sale the product, if it is done in a manor approved by the City. 3. The product is simply disposed of at the end of the season. Staff recommends that alternative 1 or 2 be the preferred methods considered. Staff will be soliciting input by the commission at the meeting for this item, or other amendments desired by the Park Commission. : PRINTED ON RECYCLED PAPER :#7 r Independent Contractor Concession Operation Agreement By and Between City of Shorewood and Charlie Davis THIS AGREEMENT, made this day of , 2003, by and between the City of Shorewood, Minnesota, a Minnesota municipal corporation with its offices located at 5755 Country Club Road, Shorewood, Minnesota 55331 (the "City ") and Charlie Davis, 4918 Monmouth Road, Mound, Minnesota 55364 (the "Contractor") RECITALS WHEREAS, the City is engaged in the business of providing municipal services including park and recreation opportunities within the corporate limits of the City. The City has constructed a concession/restroom /picnic facility in Freeman Park within the City known as Eddy Station; and r: WHEREAS, the City desires to provide concession services to the patrons of Freeman Park through the facility of Eddy Station; and 0 WHEREAS, the City further desires to enter into an agreement with the Contractor for the operation and provision of concession services. NOW, THEREFORE, the parties agree as follows: 1.) Schedule of Operation Contractor agrees to provide concession services Monday through Thursday, from 5:30 to 8:30 p.m., commencing on or about May 1 or whenever the first organized sports events begin. Concession operations will continue through August 1, or whenever Freeman Park ceases its summer use by MGSA, Adult Softball and Tonka United Soccer. Contractor may, at his discretion, extend the hours to weekends, if game schedules indicate sufficient customer base, or for tournaments, as appropriate. Contractor agrees to coordinate operations with the Park Scheduling Coordinator. 2.) Contractor Responsibilities a.) Contractor agrees to be present each day for opening, training of sales volunteers, and all duties involved with closing the operation at the end of the day. Contractor agrees that if for any reason he is not able to be present for any period of time, while the concession operation is open, he will be available by pager or cell phone for immediate assistance at the site. 0 Attachment 1 i b.) Contractor agrees to provide all revenue receipts to the City on a daily basis with a daily accounting of all sales. c.) Contractor also agrees to monitor inventory and arrange with the City replenishment of all inventories. Contractor has the discretion to add or discontinue product as he deems appropriate. d.) Contractor agrees to be responsible for the cleaning and maintenance of the concession area. 3.) Contractor Compensation The City agrees to compensate Contractor seventy - five percent (75 %) of the net profits after the cost of sales of the concession operation. The City will retain twenty -five percent (25 %). Cost of the sales shall include the cost of goods. The Contractor shall be paid on July 31 and at the close of the concession stand as determined by the City. 4.) Purchasing The City agrees to purchase the necessary products and supplies associated with concession sales at Eddy Station. 5.) Equipment The City agrees to provide equipment necessary for the sale of products from the concession operation. • 6.) Termination Either party may terminate this Agreement, without cause or reason, upon thirty (30) days' written notice to the other party. Either party may terminate this Agreement without notice for cause. "Cause" includes, but is not limited to, dishonesty, failure to meet deadlines, criminal conduct, or breach of this Agreement. 7.) Status of Contractor As intended by both parties, this Agreement calls for the performance of the services of Contractor as an independent contractor and Contractor will not be considered an employee of the City for any purpose. a.) The manner and means of performance of Contractor shall be entirely at Contractor's discretion. Contractor is free to employ personnel to assist Contractor in providing services to the City, but such employees shall be Contractor's responsibility and not that of the City. The City shall not provide Contractor or Contractor's employees or agents with any benefits from the City such as workers compensation insurance, unemployment insurance, health insurance, income tax withholding, or social security contributions. Th't City does not control the performance of Contractor and Contractor accepts all risk of profit and loss flowing from the services provided under this Agreement. All expenses, other than pre- approved travel expenses, must be borne by Contractor and shall not be reimbursed by the City. Those expenses include furnishing Contractor's place of work, payroll expenses, taxes, and insurance. b.) Contractor shall conspicuously identify himself to all persons and organizations as an independent contractor and shall not represent or imply that this Agreement authorizes Contractor to act as an agent for, or on behalf of, the City. Neither the City nor Contractor shall be responsible for any agreement, representation, or 2 warranty made by the other, nor shall the City be obligated for damages to any person or • organization for personal injuries or property damage arising directly or indirectly out of the conduct of Contractor's business or caused by Contractor's actions, failure to act, conduct or negligence. c.) No taxes shall be withheld from payments by the City to Contractor. Contractor agrees to pay all taxes associated with payments from the City to Contractor and shall indemnify and hold the City harmless for any failure to pay necessary taxes on those payments. Contractor shall provide the City with a federal tax identification number for purposes of payments to Contractor. 8.) Indemnification Contractor agrees to indemnify and hold the City harmless from and against any and all claims by or on behalf of any person arising from Contractor's actions, failure to act, conduct, or negligence while performing services pursuant to this Agreement unless such damage or liability arises from or in connection with faulty or defective materials or facilities provided by the City. 9.) Entire Agreement This Agreement contains the entire agreement between the parties and no amendment hereto shall be valid unless made in writing and signed by the parties. There is merged herewith all prior and collateral representations, promises, and conditions concerning Contractor and the City. This Agreement supersedes and nullifies any preexisting agreements between the parties relating to the subject matter of this Agreement. All agreements as to payments to be made to Contractor for particular projects must be in writing. • 10.) Severable In the event any portion of this Agreement shall be held to be invalid, the remainder of the Agreement shall continue in full force and effect. 11.) Notices Any notice required or permitted to be given under this Agreement shall be sufficient if it is in writing and sent by registered or certified mail to Contractor's residence or to the principal office of the City, which ever shall be applicable. 12.) Governing Law This Agreement shall be construed and enforced in accordance with the laws of the State of Minnesota. IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written. CITY OF SHOREWOOD CONTRACTOR By: By:_ Its: Its: 849646.1 A 3