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081302 PK AgP• eCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING , COUNCIL CHAMBERS TUESDAY AUGUST 13, 2002 7:00 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Meyer Bartlett Callies Youn Paiesch Arnst • I• Davis B. Introduction of New Park Commissioner C. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Open House Minutes of July 23, 2002(Att. -#2A Draft Summary) B. Park Commission Meeting Minutes of July 23, 2002(Att. -#2B Draft Summary) 3. MATTERS FROM THE FLOOR 4. REPORTS A. Report on City Council Meetings of July 22, 2002 and August. 12, 2002(Council member) B. Report on Tennis Court Net Height- (Att. -#4B) (Larry Brown - Public [Works Director) 5. CONSIDERATION OF TRAIL ALONG SHOREWOOD LANE- (Att.45)(Brad Nielsen- Planning Director) 6. LAKE LINDEN TRAIL PROJECT A. Feasibility Report- (Att. #6A) (Larry Brown - Public Works Director) 7. PARK MANAGEMENT A. Discussion of Concept Equity Policy- (Att.47A) 8. 2003 CIP DISCUSSION 9. DETERMINE PARK COMMISSION ALTERNATE MEETING FOR SEPTEMBER A. Meeting Cannot be Held on September le Because of Elections 10. DISCUSSION ON APPOINTMENT FOR PARK FOUNDATION LIAISON 11. NEW BUSINESS Council Liaison August: Young 12. ADJOURNMENT September. Callires • CITY OF SHOREWOOD PARK COMMISSION OPEN HOUSE TUESDAY JULY 23, 2002 FREEMAN PARK EDDY STATION 25800 STATE HIGHWAY 7 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION OPEN HOUSE R AI The Open House began at 7:00 P.M. A. Roll Call Present: Chair Amst, Commissioners Bartlett, Callies, Young, and Meyers; City Engineer Brown; City Council Liaison Zerby and Mark Koegler of Hoisington Koegler Group Absent: Commissioner Palesch Public: Approximately 25 attendees Engineer Brown welcomed the public and invited them to share their comments with regard to Freeman Park, its uses, and amenities. He introduced Mark Koegler to facilitate the discussion. • Koegler shared a brief history surrounding Freeman Park and its development. He pointed out that during the past 10 -15 years Shorewood has been on a journey of developing its parks. He explained that over the last 1 -2 years the Park Commission has been revisiting the parks master plan and committed themselves to ensure access for all aspects of Shorewood's community. As they revisit the Freeman Park Master Plan, Koegler stated that the Park Commission would like to obtain comments from its closest neighbors in Shorewood Ponds, some of which who were not present at the Parks conception, and along Eureka Road on the west side between Park Drive and Reutiman Lane. He indicated that, since the master plans were first completed, the area demographics have changed, people's interests have changed, youth interests have changed, etc. After sharing an aerial photograph of Freeman Park dated approximately 2000, Koegler asked guests to explain how they use the park and/or things they might like to see as a part of the park or accessed here. GUEST COMMENTS Ruth Nowman, Shorewood Ponds resident, stated that she uses the park for walking and loves the trails. She felt the trails and park made a great addition to why she moved to Shorewood Ponds and thanked the Commission. Her one suggestion was to add tennis courts to the park. • Koelger asked the neighbors how many others were interested in tennis courts. Six people rose their hands. Koegler stated that, like many activities, tennis interest has been cyclical over the years. PARK COMMISSION OPEN HOUSE July 23, 2002 Page 2 of 5 Woman 1 stated that she uses the trails often for biking and suggested the City lay a trail, paved • preferably, along the soccer fields to link up to the trail system and west perimeter. Koegler polled the audience for the number of bikers and asked what sort of movement pattern they prefer. Over half of those present were bikers and indicated they enjoyed biking thru the woods but would prefer paved trails to gravel. Gentleman 1, pointed out that, on occasion, small cars or snowmobiles would insist on driving on the trail. Koegler encouraged residents to call the police or City Hall if they notice operational problems. Dog owner from Shorewood Ponds, stated that he walks the parks with his dog four times daily. He stated what wonderful walking trails they are and complimented the City for providing plastic bags. He indicated that, oftentimes, he picks up after other peoples pets in fear that the City might outlaw dogs altogether if owners are not responsible. He felt this was a great feature. Meyer thanked him for using the plastic bags. Woman 2, stated that she would even like to see benches placed throughout the trails for a spot to sit, rest, and appreciate the scenery. Woman 3, voiced her concern with regard to the speed limit signage along Park Drive. As of yet, the street is not marked and she hoped it would be soon, especially with the impending Highway 7 access closure. Woman 4, asked if it were possible to make the post barrier more effective to stop small cars from sneaking down the trail in the Park. Koegler indicated that Engineer Brown would address this question. Gentleman 2, stated that Eureka Road is a speedway. New resident, asked why the City was closing the Highway 7 access. While Brown would address this question later, Koegler stated that Highway 7 improvements and safety issues necessitate the closure. Gentleman 2, pointed out that the Park Lane/Eureka Road signage at the corner blocks drivers views at the intersection and could be hazardous. Many agreed this was unsafe. Woman 5, voiced her concern with regard to parking issues and amount of traffic created due to soccer tournaments. • PARK COMMISSION OPEN HOUSE July 23, 2002 Page 3 of 5 • Koegler explained that the Park Commission had spent a great deal of time over the past year or so examining parking, and while a new lot will be developed this fall, the staggered start times for sports activities had helped alleviate some of the problems. Brown acknowledged that tournaments are difficult, in fact, he stated that the tournament last year was the straw that broke the camels back. Brown continued that the Park Commission has been diligently working on its evaluation of Freeman Park. They've examined the utilization, its use or overuse, discussed whether its managed properly, what groups its missing, and what can be done to provide for those groups. The culmination of 1 1/2 years of analysis, combined with your input, will direct the Freeman Park master plan for years to come. With regard to tournaments, Brown indicated that the City has put tougher controls into effect, prompting the soccer folks to go elsewhere. He added that the City will be and has been taking dramatic steps to regain control of field usage, traffic, and other issues, including the installation of video surveillance cameras at Eddy Station. Woman 5, asked what the current dog regulations were. Brown encouraged the woman to call City Hall to verify, but he believed the ordinance required that dogs be under voice control within 10 feet and owners pick up after their pets. With regard to the walking trails and loops, Koegler asked how far and where residents went. Woman 1, stated that it often depends on the mosquitos. Typically, she avoids the woods during the evening hours, but walks along Park Drive, down the trail, through the fields, the trail, and home. Gentleman 3, suggested further trail maintenance within the woods. There are low branches and low spots in the gravel, which need attention. He added that horseshoes might be a nice addition to the park. Koegler stated that horse shoes is gaining in popularity once again, and asked if there were other activities users would like to see. Woman 5, inquired about the proposed skating rink in the works for several years. Brown stated that the master plan had included a free skating rink outside Eddy Station and the building and flooring was intended for that purpose. He believed that with the installation of the video surveillance equipment, which has reduced vandalism, this might be pursued. Brown asked to talk about the Eureka Road trail, access closure, and parking. With regard to the trail segment along Eureka Road, Brown indicated that the City has taken on the developers commitment to construct a trail. He explained that the access closure is the result of a Highway 7 safety corridor study. Over the years, MnDOT has threatened to shut down the access to Highway 7, however, only recently have they agreed to compensate the City to do so. Brown reported that the • City has been accepting bids for the parking lot construction, only to be surprised by the contractors PARK COMMISSION OPEN HOUSE July 23, 2002 Page 4 of 5 high bids. While the lowest bid came in at approximately $247,000, the City had estimated a cost of $168,000, considerably less. Brown stated that, when asked, the contractors blamed the high prices on the impact high fuel prices has had on everything they do. The City will attempt to rebid this in January. Brown had hoped that, by constructing the parking lot at Freeman, using that contractor we would finalize the contractors obligation to putting that trail along Eureka Road. The bids were rejected by the City Council the evening before, and Brown stated that he now has to weigh whether he should find another contractor or evaluate if his own crew can complete the work. Brown stated that when he had been in the Park, the comments he had received favored a perimeter trail. He asked, if there were a proposed perimeter trail up to the Eureka Road entrance, would the guests favor this as part of the comprehensive plan. Woman 5, asked why there are stakes marking a trail along Park Drive. Brown indicated that the stakes had been placed to mark utilities. Woman 5, asked how they would handle the culvert if a trail were constructed. Brown stated that they would extend the culvert in order to get the Reutiman Lane connection. Gentleman 2, asked what the time line for the perimeter trail would be. Brown stated that the first segment, along Eureka Road, would be done this year, however, the rest would have no specific time line. With the lack of available funding and the need for more creativity, the Park Commission would put it into the comprehensive plan for future development. Woman 3, Shorewood Ponds, stated that the trail they expected has not happened yet. Brown replied that, as most of the Shorewood Ponds residents were aware, there has been a long sordid past with the developer. He stated that the City recognizes this has been a sore subject with everyone, and assured them that there would be re- grading and dressing up of the pond. Applause from the residents. Woman 6, questioned the possibility of a trail along the development and swamp. Brown indicated that this was misinformation, stating that MCWD does not allow the construction of trails so close to wetlands. Brown thanked everyone for their comments, stating that their feedback was vital to the park planning process. Brown stated that there is a real challenge with regard to the earlier question of blocking off a larger portion of the roadway or trail to discourage people from driving on it. The issue is how to keep unauthorized vehicles off the roadway and still allow emergency vehicle access. Brown maintained that the City must leave 9 1/2 feet open to allow room for emergency vehicles and they are in the . PARK COMMISSION OPEN HOUSE July 23, 2002 Page 5 of 5 • process of evaluating creative ways to deter other vehicle access. They have installed signage, will have a standard barrier curb, and use landscaping instead of ballards to deter access. Woman 6, asked if they should take licenses and call the police. Brown encouraged them to do so. With regard to the speedway on Eureka Road, Brown indicated that residents might be surprised to find that drivers are not moving as fast as expected. He stated that he would commit to doing a speed study class, using a radar gun or speed cart to test and monitor speeds. Woman 7, noted that the no parking signs were not posted on Pondview Drive. Brown stated that they have the signs and those will be put up. The Open House finished at 7:50 P.M. RESPECTFULLY SUBMITTED, Kristi Anderson, Recording Secretary is . CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY JULY 23, 2002 FREEMAN PARK EDDY STATION 25800 STATE HIGHWAY 7 7:30 P.M. OR IMMEDIATELY FOLLOWING OPEN HOUSE MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:55 P.M. DRAlon"" A. Roll Call Present: Chair Arnst, Commissioners Bartlett, Callies, Young, and Meyers; City Engineer Brown; and City Council Liaison Zerby Absent: Commissioner Palesch B. Review Agenda Engineer Brown requested that item #4A, review of the concession stand agreement with South Tonka Baseball, be added to the evening's agenda. Young moved, Callies seconded, to approve the Agenda as amended. Motion passed 510. 2. APPROVAL OF MINUTES A. Park Commission Minutes of July 9, 2002 Callies moved, Bartlett seconded, Approving the Park Commission Meeting Minutes of July 9, 2002, as presented. Motion passed 5/0. 3. MATTERS FROM THE FLOOR There were none. 4. SOUTHSHORE COMMUNITY PARK - DISCUSS REQUEST FROM EXCELSIOR COMMUNITY LIBRARY Brown stated that the Excelsior Community Library is requesting the use of the Skate Park on Saturday, October 5 from approximately 1:00 - 3:00 p.m. for a professional skateboard demonstration, as part of the Library's Teen Read Month. The Library is also requesting that the No Parking along St. Alban's Bay Road be lifted during the hours of 1 -3 p.m. to provide for sufficient parking and that the use of a sound system for the emcee be allowed as part of the one -half hour demonstration. • M oIr 5 PARK COMMISSION MEETING MINUTES July 23, 2002 Page 2 of 7 Brown indicated that after consultin g the South Lakes Minnetonka Police Department, 4 of the No Parking signs might be bagged, however, concerns with regard to the narrow roadway widths and turn around traffic led staff to suggest shuttle service from a designated parking lot off site be arranged. Callies stated that this was a good use of the park, a good way to raise interest in in -line skating, and good for the library. She supported the proposal and felt that a half -hour limited demo with an emcee would not be a problem on a Saturday afternoon. Meyer asked if the Police could support the event by directing traffic. Chair Arnst asked how many spectators the Library might expect. Ms. Bauer, of the Excelsior Community Library, stated that, in the past Library programs typically attract 10 -30 people, however, this event could attract more. Since the "Third Layer", a recognized skating group, would be putting on the demo with the Library, there could be a good turnout. She indicated that when polled what they'd like to see, teens requested skateboard demos, therefore Ms. Bauer could not gauge the turnout. Meyer asked what would happen if the event got huge. Brown stated that if the event proved to much, the Library would need to provide shuttle service to the Skate Park. Chair Arnst voiced her concern that this could be precedent setting. Similar to a tournament in some people's perspective, she questioned how they could differentiate this event. Brown stated that the Library could obtain a tournament permit, however, maintained the big question is how many people would come. He noted that if more than 10 cars come, they need shuttle service. Callies asked if the Library could try to require teens to pre - register for the event. Bauer pointed out that teens generally don't sign up for things. Brown asked if shuttling could be a possibility. Bauer stated that she was unsure until she could speak to the friends of the Library. She agreed it was truly hard to guess how many youth could turn out. Chair Amst wrestled with encouraging use of the Skate Park and ordinances not allowing P.A. systems in public parks. • PARK COMMISSION MEETING MINUTES July 23, 2002 Page 3 of 7 • Bauer asked if there were an alternate location to hold the event, since the "Third Layer" indicated they could supply their own equipment. Brown suggested using the City Hall Parking lot for the whole event. Chair Arnst stated that she would like to make this work and asked what the next step would be. Brown felt this was a unique opportunity to reach out to a younger crowd and suggested the Park Commission make a recommendation to the Council. Meyer pointed out that it was too bad Freeman Park would not have its paved parking lot ready by October 5th, in order to hold the event at Freeman. It would make an ideal location. Bauer stated that she would like to go back and get approval. She asked about the parking capacity. Brown indicated that there is parking for 250, 150 if you allow room for set -up, and no traffic issues. Callies moved, Young seconded, recommending staff looks at the City Hall parking lot for the Skate Park and Excelsior Community Library Event. Motion passed 5/0. • 5. PARK MANAGEMENT A. Review Draft of Job Description Brown gave a quick preliminary explanation of the contracted Park and Recreation Coordinator position as described on the attached job description. As stated in the description, the position will report to the Park Secretary and Director of Public Works. Brown reminded the Commission that while the description refers to the Park Equity Policy, there is not one in place as of yet. Chair Arnst asked when the Equity Policy would take effect. Brown stated that creating the Equity Policy would be the next item for the Park Commission to put in place by January 1 st, 2003. Brown identified the specific responsibilities; Section 1, the Season Signup and Sports Organization Orientation, noting that one of the biggest frustrations has been that no regularly scheduled meeting date has been published so that everyone receives an orientation packet and comes prepared to request their facility use. Chair Arnst questioned SectionlD, whether the coordinator would evaluate or monitor for consistency with the Equity Policy. 40 PARK COMMISSION MEETING MINUTES July 23, 2002 Page 4 of 7 Brown stated that they would be evaluating what criteria groups meet to constitute a legitimate organization. Section 2, Brown reminded the Commission that the Coordinator will not be policing the usage but monitoring it. Meyer stated that she had a problem with Section 2D and 2E. She questioned why the Park Secretary needs to be so wrapped up in the position, when the original intent was to take much of the burden off of that person. Brown stated that the calls the City gets changing schedules effect many things. By tightening up the reigns the City hopes to cut down on the effect. While Brown stated they don't want to burden the Park Secretary with added responsibility, it is a communication issue. This will ensure good communication between the City and the firm or person contracting as coordinator. For instance, Brown noted that recent games cancelled due to rain, were rescheduled tonight, because the Park Secretary was made aware of this, the City was able to schedule a concession stand attendant. Meyer asked if the City would network into the Coordinator's software to check on changes themselves. Callies questioned why the formality of communication was necessary. Meyer asked where the discussion had gone with regard to the Coordinator scheduling the Concession attendants. Brown stated that staff had discussed the concession scheduling and decided that it would be most direct for the City to maintain direct contact with the rink and concession attendants. Meyer maintained that the Coordinator is the one who would know if changes occur effecting the scheduling of attendants, since sports organizations will contact them. She asked if the Coordinator would then need to call the City if rain delays or other changes needed to be made, and funnel this information through the Park Secretary. Brown confirmed this chain of events. Section 3A, Brown stated that the team roster requirement might change. He pointed out that 3B, hand delivery of paperwork and fees was crucial for timely collection. Brown indicated that Sections 5 B and C, would be continually evolving, as informal monthly evaluations and ideas for improvement were addressed, leading to a more formal year end report. Section 6, Brown felt it would be necessary for the Coordinator to familiarize themselves with Shorewood Park facilities. • PARK COMMISSION MEETING MINUTES July 23, 2002 Page 5 of 7 • Brown asked for Commissioner comment with regard to the document. Chair Arnst asked if Section 6, which reviews the skills, should make reference to other experience that might be helpful, such as a public relation background. Meyer stated that her expectation would be that the Sports Organizations would contact the coordinator when they are using or not going to use fields in order for us to monitor true field usage. Brown stated that field usage should become evident in the monthly reports. Callies asked if they should add that the Coordinator maintain communication with Sports Organizations as needed. Young felt comfortable with what was presented in the job description and believed staff had the experience coordinating all of these different pieces in the past to know what to include in the job description. Chair Arnst concurred, and asked that a cover memo accompany the job description to City Council outlining the intent of the position, issues it will address, and how to measure its success in three succinct paragraphs. is Brown stated that he would be open to feedback about how to further measure success. Callies felt that measuring success was separate and would become apparent after the first year. Young stated that the monthly reports and annual review would monitor success. Chair Arnst stated that, in an effort to sell it to Council, the City Council might want to know how to measure the success even further. Meyer stated that the intent and success would be apparent if the fields are utilized efficiently and not sitting empty when they could be used. Young inquired why there would be a need to sell it to Council at this late date, had not all reservations been addressed. Chair Arnst stated that based upon past meetings and comment from Council it would be beneficial to address any outstanding reservations. Brown maintained that the Coordinator will be able to report if fields are being used sufficiently, not over or under utilized, observe parking issues, and monitor under utilization with scheduling. It would not the intent of staff for this person to be a police officer. 0 Chair Arnst agreed that the Coordinator would provide observation and feedback. PARK COMMISSION MEETING MINUTES July 23, 2002 Page 6 of 7 Callies asked if the Commission is still selling the idea of having someone in this position. • Brown stated that the two remaining hurdles include, Council passing the job description and signing off on the dotted line to spend the money to hire someone. Zerby stated that the City Council has encouraged and might like to see an emphasis on community based relationships, perhaps added under user relationships. There may still be opportunities for the Coordinator to deal with MCES, other groups, or communities on certain programs. With regard to coordinating efforts with MCES or school districts, etc., Brown indicated that staff had discussed this element and decided to leave it out. Brown stated that the position will focus on Shorewood, whereas elements may overlap within the community and they would not exist in a "vacuum ", he did not want to confuse the position or applicant. Zerby stated that sports organization use multiple fields and inquired how they would coordinate their scheduling with Minnetonka fields etc., if they have to deal with two parties. Do any communities have experience with this? Brown stated that Chanhassen currently does require sports organizations to deal with them directly, just as Shorewood is proposing, and it is a fact they will need to work with. Chair Arnst pointed out that TUSA currently deals with many communities when it comes to • scheduling. They must deal independently with Victoria, Chanhassen, MCES, and Shakopee. Brown stated that Shorewood's goal is that at the end of the process, everyone goes away equally unhappy. He explained that if the field time were dedicated out equally, everyone would win some and lose some. The Coordinator will need to concentrate on the fields that Shorewood has and how they are allocated, versus the greater realm of what is going on in other communities. Chair Arnst pointed out that Chanhassen requires TUSA to schedule Chanhassen kids on Chanhassen fields first. Zerby stated that great opportunities exist, like the Skate Park demo with the Excelsior Community Library, for community based interfacing. Brown agreed that opportunities exist, and this document may evolve to include aspects of community interfacing, however its focus is clear. Chair Amst reminded the Commission that, by use of blanket scheduling, there have been up to 4 evenings a week that fields were not being used. The Coordinator would allow Shorewood to be more efficient and take advantage of this by including more people. She indicated that, for instance, Adult Softball did not use the fields 4 nights a week as they were scheduled; whereas the City had LJ PARK COMMISSION MEETING MINUTES July 23, 2002 Page 7 of 7 • other groups wanting to use those fields, groups who could have been accommodated and still not excluded adult softball. Chair Arnst asked for the next step. Brown stated that he would write a cover letter as discussed and suggested a motion. Callies moved, Young seconded, to accept the Coordinator's Job Description as proposed, with the Changes outlined throughout the Minutes. Motion passed 510. Meyer asked when the position would be advertised if it was approved. Brown stated advertising would occur after City Council approval of the job description and salary. 5A. SOUTH TONKA BASEBALL CONCESSION STAND AGREEMENT REVIEW Although Brown had neglected to supply each Commissioner with copies of the document, he proposed to send it via email for additional comment or changes and bring it back to the Commission if need be. Callies felt that their questioning a legal document, put together by the City Attorney and knowledgeable staff, was not necessary. Chair Arnst agreed, however, believed Commission feedback was appropriate. Chair Arnst commented that the automatic renewal without review should be reconsidered. She questioned whether staff or the City would want to review the contract regularly. Brown stated that the typical contract renews automatically without changes. It is the responsibility of the parties involved to pull the contract and review it for themselves when necessary. Young felt this provided adequate review. If neither party is pleased they will review the contract before renewal. Zerby pointed out that the City Council only reviews contracts when staff brings them forward. Callies inquired to the ownership, since the STBB built the building. Brown indicated that the original resolution states that the building was donated to Shorewood, as that is City policy. 0 Chair Arnst asked if the City bills them for insurance etc, or if the City has a key now. PARK COMMISSION MEETING MINUTES July 23, 2002 Page 8 of 7 Brown stated that they have obtained a key and, until recently, insurance was not paid by STBB. is Chair Arnst questioned item 11, whether the contract should be transferable. She believed the next operators should set up their own concession agreement with the City. Chair Arnst asked Brown to incorporate the changes and email the document out for approval. She hesitated moving forward with any gray area; she felt everything in the agreement should be laid out clearly. Chair Arnst believed that both the Baseball Concession Agreement and Park Management job description would be ready for review by Council at the August 12, 2002 meeting. ADDITIONAL BUSINESS Zerby reported that a new Park Commissioner had been appointed and will be joining the group at an upcoming meeting. Sue Ann Davis, a master gardener, knowledgeable water quality advocate, and business owner, Zerby felt she would make a great addition to the Commission. 6. ADJOURNMENT Meyer moved, Bartlett seconded, adjourning the Park Commission Meeting of July 23, 2002, at 9:02 P.M. Motion passed 510. 0 RESPECTFULLY SUBMITTED, Kristi Anderson, Recording Secretary 0 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 Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: August 9, 2002 RE: Report of Tennis Court Net Height The issue of tennis court net height was brought up at the previous Park Commission meeting. Mr. Chuck Jewell of 23770 Lawtorika Drive, voiced his concern with regard to the improper tennis court • nets within the Shorewood Parks. Mr. Jewell stated that all of the nets needed to be at 36 inches in height, with the addition of a center strap. All of the tennis court nets have been checked and set at regulation height with straps installed. «� PRINTED ON RECYCLED PAPER Akk IW L MEMORANDUM CITY OF SHOREWO 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236 FAX (952) 474 -0128 • www.ci.shorewood.mmus • cityha1I @ci.shorewood.mn.us TO: Park Commission Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: August 9, 2002 RE: Consideration of Trail Along Shorewood Lane Brad Nielsen, City Planner has been working with the streetscape design for the County Road 19 construction project. Mr. Nielsen will be at Tuesday's Park Commission meeting to review a recent suggestion of a trail along a portion of Shorewood Lane. • The trail segment under review is to facilitate safe pedestrian travel in the proximity of the Public Safety driveway located on Shorewood Lane. Recently, residents along Shorewood Lane have voiced concerns about a potential conflict of fire fighters responding to emergency calls, versus children walking to the bus stop located on the northeast quadrant of Shorewood Lane and County Road 19. Mr. Nielsen will present some ideas to address this issue at Tuesday night's meeting. • c o PRINTED ON RECYCLED PAPER �s CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • SHOREWOOD, MINNESOTA 55331 -8927 • (952) 474 -3236 FAX (952) 474 -0128 • www.ci.shorewood.mn.us • cityhaI1 @ci.shorewood.mn.us MEMORANDUM TO: Park Commission Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: August 9, 2002 RE: Feasibility Report for Lake Linden Drive Trail Attached is the feasibility Report for the Lake Linden Drive Trail Project. I am disappointed to say that after much prompting, this report arrived at 12:30 P.M. the day of this report. While I am reluctant to publish the feasibility report without a more thorough review, I have included this in the packet as evidence of "some progress." I must also comment that from the short review conducted, there is little substance that we don't already know. The report does attach costs to the project, but little in the way of demonstrating which is the better of the alternatives. Rather than "trash" the report in total, I will use this as a basis for further discussion during Tuesday's Park Commission meeting. I] 0 PRINTED ON RECYCLED PAPER MAO • CITY OF S HOREWOOD 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 Craig Dawson, City Administrator FROM: Larry Brown, Director of Public Works DATE: August 9, 2002 RE: Discussion of Park Equity Policy The City Council is to review the Scope of Services for a Park and Recreation Coordinator on Monday, August 12` 2002 at the City Council Meeting. The Park Commission approved this scope of services during their July 23rd, 2002, meeting. Within the services to be provided by a successful contractor, is the fair distribution of fields in accordance to a "Park Equity Policy." This policy has not yet been drafted. Staff is seeking direction with regard to aspects of the policy that the Park Commission would like to see addressed, before compiling a draft policy. To generate initial discussion, Attachment 1, is the Equity Policy obtained form the City of Minnetonka. This should be a good starting point to generate some points of interest at the Park Commission meeting. Staff will be seeking input form the Commissioners at Tuesday's meeting. • �p� PRINTED ON RECYCLED PAPER J UN_dU dy' 45 l-1 I Y Uf- PIN I KH Kit, . • POLICY ESTABLISHING GUIDELINES FOR PRIORITY USE OF PARKLAND ATHLETIC FACILITIES PURPOSE AND INTENT: The purpose of this policy is to establish guidelines for priority use of park facilities within the Cities of Hopkins and Minnetonka, while providing for the health, safety and welfare of the general public. It is the intent of this policy to grant priority use for exclusive or ongoing use of municipal athletic facilities to those organizations which operate programs under the same general guidelines which govern public programs operated by Hopkins - Minnetonka Recreation Services . REQUIREMENTS OF ORGANIZATIONS THAT RECEIVE FREE OR PRIORITY USAGE RATES FOR LEAGUE USE OF ATHLETIC FACILITIES: Organizations which request special permits to offer ongoing programs on municipal property without paying a usage fee, or at priority usage rates, are required to comply with the following guidelines: • Organizations must be Hopkins - Minnetonka based, nonprofit, public service groups.. Hopkins - Minnetonka based is defined as having the majority of their clientele p%) located within the two cities and may serve residents of the Hopkins and Minnetonka School Districts. "Non - profit" means, a not for profit organization as defined by state statutes. "Public services group" Is defined as a group organized to provide a public service to the entire community, or all individuals in the community or sponsoring area within the age group being served. • Organizations must be able to submit a copy of all bylaws or documents which govern their operation to Recreation Services. These documents must be available . for public review. This would Include a list of Board Members and a copy of Board minutes from the previous three meetings. • Organizations are to make all information concerning the governance of their programs available to participantslparents upon request. • Meetings of the organization's governing body, except those which deal with personnel issues and litigation, are to be publicized in advance and open to participation by all program registrants. • The formation of the organization's governing body Is to be a process which Is open to all program members. • Coaches working in youth sport organizations are to be trained and/or certified through a program deemed appropriate by the Hopkins - Minnetonka Recreation Services Department. This training will address values, ethim safety, and liability. • Organizations are to be adequately prepared for dealing with participants that have special needs. • Attachment 1 JUN da • Organizations are not to discriminate against program participants or applicants in any manner. t organizations must submit a current program registration form. This form must Indicate their eligibility area and the registration procedure. • Organizations must be able to produce registration numbers and game and practice schedules from the previous season of play. • Eligible organizations must be able to submit a certificate of insurance having an aggregate amount of $100,0001person or $300,000Pncident coverage. it may be necessary to include the two cities as "additionatly insured." other Contributing Factors To Consider: • Is the organization administration a paid position or a volunteer position? • What is the impact of the request on other organizations? • Is the requesting organization using other community facilities outside of City fields? • is the organization's request consistent with requests from similar organizations? • What Is the organization's history with the City? • Games will take priority over practices. • Has the request significantly changed from the previous years use? If so, why? Use of Facilities by "Outside" organizations: Requests received from organizations outside of Hopkins- Minnetonka, or from local organizations who • participate in a predominantly outside program, will be considered on an individual basis. Consideration to these requests will only be made after consulting with the respective Park Departments in regards to the condition of the athletic fields, Although a facility may be available, it may not be in the best interest of the facility to schedule additional activities. Again, this will be determined on an individual basis. In those cases where permission is granted, the permitted organization will be assessed a fee based on the actual costs associated with the use. The actual fee will vary depending on the actual usage and services provided, it is antiolpated that local organizations may be desirous to conduct a tournament, Tournaments requests will be treated differently than requests for league play and will follow the Tournament Use Policy already in operation. TOTAL P.03 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.mn.us MEMORANDUM TO: Park Commission Craig Dawson, City Administrator FROM: La Brown, of Public Works Larry n, DATE: August 9, 2002 RE: 2003 Capital Improvement Program Attachment 1 is an excerpt of the 2000 — 2005 Capital Improvement Program (C.I.P). This was the last approved C.I.P. by the City Council. Staff is currently working on an updated version to be presented to the various Commissions and City Council for the September timeframe. • A check of the balances at the end of July, 2002 indicates the following: ➢ Park Capital Improvement Fund - 17,519.43 ➢ Trail Fund - 145.66 The Park Capital Improvement Fund is in deficit largely due to the construction of Eddy Station. The Finance Director has also indicated that the fund is "owing," due to commitments to pay back the service debt on loans from other funds. Similarly, the Trail Fund was depleted largely due to the Vine Hill Road and Covington Road Trail Projects. Staff will review these items with the Park Commission. Based upon the current fund status, it appears as though energies will have to concentrate on financing, for any new improvement projects needed. is .s � PRINTED ON RECYCLED PAPER I PARK FUND • The Park Fund is comprised of funds from several sources.. T es to the amount ount of street funding, setting aside a proportional amount of park funding, as it P orts organiza ing each year. In addition, revenue for the fund is obtained by park dedication fees, sp fees, and concession revenue. The City of Shorewood maintains the following parks: Freeman Park Badger Park Silverwood Park Manor Park Cathcart Park. C at h car t Park is actually located in the City of Chanhassen adjacent the common bound t y Of Chanhassen and Shorewood. The City of Shorewood has entered into a cooperative g the City of Chanhassen for use and shared maintenance of Cathcart Park Th e City has recently focused efforts on design, construction, and fund raising her c onstruction pe tY of Council has authorized inter -fund borrowing permanent restroom facilities within the F Park. To acco mplish this, t fund. The. loan necessary to complete the project is to be paid back to the general fund, with interest, over a 10 -year period. The following are Project Proposals, a Project Schedule, and a Funding Source Summary for the is ParkFund. I I 1 1� Attachment 1 59 CAPITAL iwROVEMENT PROGRAM • PARKS - PROJECT PROPOSAL o o d Project: Eddy Station Proposed Schedule: Design 2000 p Construct 2000 Ital Estimated Costs: Design, Survey & Administration $ 25,500 Right of Way & Easements $ Construction & Inspection $ 360,300 Contingencies $ 10.000 Total $ 395,800 -oject Description: The City of Shorewood has undertaken design and construction of the Eddy Station within Freeman Park. This was previously known as the Freeman Park Multipurpose Building. This facility is to consist of a multipurpose room - warming house, restrooms, utility areas, and an open canopy. While the project is to be funded from the Park Fund, the fund accounts for a $10,000 per year donation form the Park Foundation, $3,000 per year concessions sales, and a minimum of a $5,000 per year sports organization user fee. This user fee is based upon a $5.00 per participant per year for all organized sports activities. The Shorewood City Council authorized a $165,000 loan form the General Fund -(paid back with interest to the General Fund over a 10 year period) to assist in financing the capital. improvement program. 1 5ource of Project Funding: Park Fundy *1 $ 395,800 Total $ 395 utility 0 Floor Plan 7N. L7� 60 CAPITAL IMPROVEMENT PROGRAM PROJECT PROPOSAL Proposed Project: Freeman Park Sewer & Water Proposed Schedule: Design 2000 Construct 200012001 Total Estimated Costs: Design, Survey & Administration $ 64,200 Right of Way & Easements $ 0 Construction & Inspection $ 230,200 Contingencies (10 %) $ 23:020 Total $ 317,420 Project Description: Project includes installation of sanitary sewer and municipal water to service Eddy Station in addition *to a providing a watermain loop for the Shorewood Oaks and Shorewood Ponds Subdivisions. Source of Project Funding: Sanitary Sewer Fund $ 63 Municipal Water Fund $ 254.220 Total $ 317,420 Notes: $315,000 of connection charges is to be paid by the Shorewood Ponds Development to help fund the watermain loop (in addition to water infrastructure already in place) such that flow is available to the subdivision. : W'' =— WZ 6"srw 61 CAPITAL IMPROVEMENT PROGRAM PARKS — PROJECT PROPOSAL • Proposed Pro'J ect:Cathcart Park Warming House P p Total Estimated Costs: Project Description: Year of Expenditure: 2000 Purchase of Satellite Structure $ 5,000 Total $ 5 The City of Shorewood has typically rented a satellite structure as a temporary warming house for the winter ice skating season for Cathcart Park. Each year, the Public Works Department installs approximately $ 800 of improvements into the temporary shelter, only to remove these improvements at the end of the season. With rental fees considered, it was determined that an outright purchase of a shelter would pay for itself in a four -year period. Therefore, it is recommended that a shelter be purchased, and will be stored at the Public Works Facility in the off season. Source of Project Funding: • i-in.,A I rwil I K. %A"%I M*—CH POINTE CIRCLE t + V [sM1210WN Rd � (� SMI'MTOVYN a V ! 1 ` s y � q G�cr R 0 � • "P RD STRAWBERRY BEVERLYDR Q Op SHO RIEEVtOOD Im OCP a r'MPPLE AVE �OREWOOD 5 OPKS DR. OAK LEPE 1R r— OP CHM'S N " ASSEN 611D sT w V4_1 Cathcart Park PROJECT LOCATION Park Fund $ 5,000 Total S 51000 CAPITAL INIPR MEPRO PROGRAM PARKS • osed Project: Cathcart Tennis Courts Pro Year of Expenditure: 2001 $ 3,500 Total Estimated Costs: To tal acin Tennis Court S 3 Project Description: ost oned the reconstruction of several tennis courts by resurfacing the The City of Shorewood hasp p courts with a latex overlay. This has worked well in the past in prolongi 001 he life of the surface. It is proposed that the Cathcart Park tennis court be resurfaced in the year, Source of Project Funding: $ 3. 500 Park Fund S 3 Total T . 1.11'Y \.A 1 riJ11v 11.. �.��\ 1 �'\• � �� J / �.I • KAR.`a'{ POINTE CIRCLk /// L•YI Sm a � $MITI'•iTOWN RD r•' r� A ` SMIT } �� STRAWBERRY ° IL Cr 31 STRAWBERRY f' BEVER DR OF r,14A N HAP 3; C--'-4 E AVE ,r 6 s {; 9 1 ccp g pR.WOOD 5 oaks DR. OAK LEAF TR, ---- bzw Sr w �_ C athcart P ark PROJECT LOCATION 63 CAPITAL E%UROVEMENT PROGRAM PARKS — PROJECT PROPOSAL Proposed Project: Badger Park Bleacher Replacement Total Estimated Costs: Project Description: Year of Expenditure: 2000 -1 Bleac Re $ 7.000 Total $ 7 Due to new legislation, all bleachers must meet "fall requirements" and preventative injury standards by July 2001. After review of the Badger Field bleachers, it was determined that the height and construction of the existing bleachers prevented a retrofit of the bleachers to meet standards. It is far less expensive to replace the bleachers than to retrofit the existing structure. All municipalities must meet the new certify compliance, to the State of Minnesota bleachers at Badger Football field, Y An additional requirements. The $7,000 will purchase tw o sets of set of bleachers will be purchased in 2001 for Freeman Park. Source of Project Funding: i r .. Park Fund $ 7 Total $ 7 r PROTECT LOCATION 64 CAPITAL IMPROVEMENT PROGRAM PARKS — PROJECT PROPOSAL *posed Project: Silverwood Park Resurface TennisBasketball Court Year of Expenditure: 2002 Total Estimated Costs: Resurfacing Tennis/Basketball Court $ 4,000 Total Project Description: The City of Shorewood has postponed the reconstruction of several tennis courts by resurfacing the courts with. a latex overlay. This has worked well in the past in prolonging the life of the surface. It is proposed that the Silverwood Park tennis/basketball court be resurfaced in the year 2001. Source of Project Funding: P_ ark Fund $ 4. 000. Total S 4,000 1; 0 LA to 4 VINE ST PL SILVERWOOD PARK �� `•. w z SaiI.NG aa. No PROJECT LOCATION E* "US F 65 0 Proposed Project:Skate Park Total Estimated Costs: APITAL EM PRO VEMENT PROGRAM PARKS — PROJECT PROPOSAL . Year of Expenditure: 2000 Infrastructure Skate Park Total $ 7,000 Project Description: The residents of the City initiated the concept of a skate park within the City of Shorewood. Since that time, fund raising has commenced and a concept plan is in place for what is known as the rest area on the north side of State Trunk Highway 7. The City Council has committed $7,000 towards the project. Other funds are being sought from the Lake Minnetonka Area for the improvement. Source of Project Funding: . Park Fund Total S 7,000 • END ' %I sr 0 , ti O 14P A � �'� StP� N{LLS It ISM- O . ; g ® ,. MANY ` , t Skate Park LA PROJECT LOCATION roj, Description 2000 2001 2002 2003 2004 2005 Freeman Park 1 Eddy Station $ 395,800 2 Sanitary Sewer Eddy Station $ 63,200 Cathcart Park 3 Purchase Temp Warming House S 5,000 4 Surface Tennis Court $ 3,500 Badger Park 5. Bleachers Football Field $ 7,000 Silverwood Park 6 Surface Tennis Court $ 4,000 Skate Park 7 Site Modifications $ 7,000 Total Expenditures $ 471,000 $ 3,500 $ 4,000 67