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072302 PK AgPCITY OF SHOREWOOD 25800 STATE HIGHWAY 7 PARK COMMISSION MEETING FREEMAN PARK EDDY STATION TUESDAY JULY 23, 2002 7:30 OR IMMEDIATELY FOLLOWING OPEN HOUSE AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Bartlett Collies Meyer Youn Palesch Arnst B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Minutes of July 9, 2002(Att. -#2A Draft Summary) 3. MATTERS FROM THE FLOOR 4. SOUTH SHORE COMMUNITY PARK DISCUSS REQUEST FROM EXCELSIOR COMMUNITY LIBRARY (Att. -#4) 5. PARK MANAGEMENT A. Review Draft of Job Description (Larry Brown- Public Works Director)(Atc. -#5) 6. ADJOURNMENT Council Liaison: August. Young September: Collies 4 CITY OF SHOREWOOD COUNCIL CHAMBERS • PARK COMMISSION MEETING 5755 COUNTRY CLUB ROAD TUESDAY JULY 9, 2002 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING _ Chair Arnst called the meeting to order at 7:02 P.M. A. . Roll Call Present: Chair Amst, Commissioners Palesch, Bartlett, Callies, Young, and Meyers; City Engineer Brown; Planning Director Nielsen; and City Council Liaison Zerby Absent: None B. Review Agenda Chair Arnst requested that items #5B, 7, and 8C all be removed from the evening's agenda. In addition, Chair Arnst added 4E, a report regarding the status of the one -way signs at Freeman Park and a separate item 4A, a report with regard to the water fountain discussion at Freeman. 0 Meyer inquired why items 5B, 7, and 8C were to be removed. Chair Arnst indicated that the draft agreement that she had asked to have included in the packet was not there for her to discuss with the Commission. Palesch moved, Bartlett seconded, to approve the Agenda as amended. Motion passed 6/0. 2. APPROVAL OF MINUTES A. Park Commission Minutes of June 11, 2002 Meyers moved, Palesch seconded, Approving the Park Commission Meeting Minutes of June 11, 2002, as presented. Motion passed 6/0. 3. MATTERS FROM THE FLOOR Chuck Jewell, 23770 LaTonka Drive, Shorewood, voiced concern over the lack of quality tennis courts in Shorewood. As one of 1500 members of Senior Tennis throughout Minneapolis, Mr. Jewell criticized the lack of regulation quality facilities in Shorewood. As a resident, who plays three times a week in Eden Prairie, he would like to be able to play in his hometown. Mr. Jewell stated that playing in Shorewood is impossible since the nets have no center strap to maintain the is regulation height of 36 ". The nets he has measured vary from 33 7/8" to 35 ", which is PARK COMMISSION MEETING MINUTES July 9, 2002 Page 2 of 11 substantially under regulation height and can make an enormous difference to competitive players. Because Eden Prairie, Chanhassen, and Shakopee are consistently at 36 ", and have a center strap, the Senior Tennis Group is forced to play these courts rather than Shorewood. Mr. Jewell stated that he has had conversations with Craig Dawson and Engineer Brown regarding his concerns and wanted to make his point to the Park Commission as well. He indicated that he has even supplied the City with Center Straps and offered to install them and the anchors if that is an issue. As to the vandalism that Engineer Brown has referred to, Mr. Jewell pointed out that even Excelsior has invested in updating and resurfacing their tennis courts. He maintained that many seniors in this area would love to play here if the facilities matched the USTA requirements. In fact, he stated that the Tennis Store in the strip mall has gone out of business since most competitive players go elsewhere. He offered the analogy, that basketball games cannot be played with 9' tall baskets, they need to match regulation height requirements in order to be legitimate, much like tennis. Mr. Jewell reiterated that he would be more than willing to help the City install the straps and hoped his public opinion would make a difference. Meyer asked what staffs' response to Mr. Jewell's suggestions were. Mr. Jewell stated that Mr. Dawson had said they are working on it. Mr. Jewell asked if this was truly the case, had the Park Commission been made aware of these issues staff was working on. Meyer stated that the Commission was not aware of the suggestions. Palesch thanked Mr. Jewell for his valuable opinions stating that during recent park tours discussion regarding tennis court usage arose. The Commission believed the courts were not being used; now with Mr. Jewell's perspective, it is clearer why talented people don't use the courts. Mr. Jewell pointed out that even with the new resurfacing at Cathcart, the City has once again neglected to install center straps or anchors. Chair Amst said that it was good to hear from Mr. Jewell. Over recent months, as the park master plans have been evaluated the concern has been over who is using the parks and why or why not. She thanked Mr. Jewell for his input and stated that he had provided good information to the Commission. After Mr. Jewell departed, Zerby questioned why the center strap and height regulation issues have not been addressed before. He asked if MCES uses the courts for lessons. Brown stated that MCES does use the courts and the City has not heard any complaints from users other than Mr. Jewell. With regard to the anchors, Brown indicated that installing them is not as simple as pounding them in. Installation requires the City to jack hammer through the • PARK COMMISSION MEETING MINUTES July 9, 2002 Page 3 of 11 • court, pour a foundation to place the anchors in, which in turn, exposes those areas to moisture etc. He added that he did try to explain to Mr. Jewell that vandalism occurs when the anchors are not properly installed. Callies was sympathetic to tennis clubs, stating that if the courts do not live up to the necessary regulations and offer a proper place to play, that explains why they are not used. Zerby agreed, and questioned why the need to meet regulations for tennis should be any different than those for basketball. Brown indicated that staff would check with some of the facilities Mr. Jewell had mentioned and find out how they address these issues. 4. REPORTS A. Report on City Council Meetings of June 24 and July 8, 2002 Zerby reported that the sunset date for the LCEC was extended during the June 24 City Council Meeting. The July 8 City Council Meeting included the approval for the Highway 7/Freeman Park closure and • began the bidding process. Zerby added that approximately $75,000 in relief would be provided for that project. Zerby reported that discussion took place with regard to the South Tonka Little League (STLL) concession building. Constructed per a CUP in 1993 and later donated to the City in 1996, Zerby stated that there is no formal operating agreement between the City and Park Commission. Furthermore, Zerby stated that the City has had no key or access to the building or its contents, while still covering the insurance on both during this time. The City Council and City Attorney's position is that an agreement with South Tonka Little League be developed that addresses the insurance issues, indemnification, operational issues of the facility in a City Park, and delineation of rights and responsibilities of the parties. Staff was directed to research a lease arrangement and concessionaire permit, providing a report at the next meeting. Chair Arnst asked if any inspections of the building had ever occurred, since ultimately, the City could be held responsible for what occurrs within this operation. Brown indicated that, to his knowledge, no inspections have occurred since the building inspection of 1993. Zerby stated that no one has been in the building other than a recent visit by the health inspector, who checked it out and found many invalid items. • PARK COMMISSION MEETING MINUTES July 9, 2002 Page 4 of 11 Brown reported that the issue is in the hands of the Minnesota Department of Health, whom he . expects will be taking action soon. Brown stated that the inspector was adamant about taking action. Chair Arnst asked if the City or staff had spoken to STLL or told them any of this information. Brown stated that they had not. Meyer believed it to be the City's responsibility to do so and questioned why they had not informed them. Brown stated that the City does not have authority in this case. The MN Dept. of Health has been notified and they will take action accordingly, as no operating agreement is in place yet, the STLL is an unlicensed concessionaire. Callies stated that shutting the concession stand down seemed pretty abrupt and believed more should be done in order to avoid a public relations nightmare. Young argued that unless the City is facing issues of liability, they should not be moving aggressively to shut them down. Zerby pointed out that the City could be held liable and needs to clearly define the relationship with STLL by getting the necessary paperwork completed. . Young maintained that the timing for this could easily be deemed as somewhat spiteful, since the City has been limited on what they are allowed to sell at their concessions. Palesch asked when the City plans to inform STLL of the issues. Brown stated that the City is waiting for the MN Health Dept. to make their move before they get any further involved. Brown indicated that he had spoken briefly to Gordon Lindstrom, a representative of STLL, and had told him that the health inspector was giving the City a hard time and that STLL concessions would likely be their next contact. Meyer asked whether it might be respectful, and in the City's best interest, to contact STLL first with news of what is happening. Chair Amst suggested that a phone call from Craig Dawson would be appropriate. She also pointed out that the issues could be in the paper since reporters were present at the Council meeting. Zerby stated that the Council merely questioned the origination of the operation to begin with, and then wanted to clear up liability issues and manage the paperwork. L, PARK COMMISSION MEETING MINUTES July 9, 2002 Page 5 of 11 • Bartlett asked if STLL is aware of what's wrong with the operation at all or if they are oblivious to the issues altogether. He asked if this would come as a big surprise to them. Brown felt that the City did not have authority to get involved since the state and county health departments make the rules. They serve a necessary purpose, looking out for the health and welfare of the public. We do not have City inspectors in Shorewood. Young questioned if City Health Departments are superceded by the State. Chair Arnst indicated that, in some Cities like Minnetonka, who have their own health departments, they will allow certain things that the state may question. She stated that one source told her that some of the Hennepin County Inspectors have pushed way above the limits with their interpretations of what concessionaires should be doing. Brown explained that, originally, the concessions fell under the purview of the State Health Department, whose responsibilities have now been transferred to the County Health Department. With the transfer of power, it seems they have gone well beyond what they feel is required or necessary. Chair Arnst asked for further comment. Seeing none, she stated that, hopefully moving forward in the future, when the City enters into agreements with people, the necessary paperwork gets filed right . away in order to avoid cleaning up the mess it creates nine years later. With regard to the July 8 meeting, Zerby concluded that the Christmas Lake Road sewer project might temporarily impact contact with the access. B. Report on Eddy Station Concessions Brown reported that the new concession is operating at a loss. He questioned the reasoning for the inclusion including items such as rent and utilities in the spreadsheet. Many factors have hindered success, the first being weather, and second, the fact that the concessions does not have the products to sell that were anticipated. He explained that, up until recently, the City had not been informed when cancellations occurred due to weather and the concessions had been needlessly staffed. Jeff Bailey, of Girls softball, suggested staff look into treat tickets, like Bennett Park, to avoid some difficulties. Brown added that a $900 commercial cooler was not reflected in the numbers and at this point they do not offer a pretty picture. Meyer stated that she had not expected to see a positive cash flow within the first two weeks of operation. Chair Arnst asked if staff is in contact with organizations regarding the scheduled make up games and practices. • Brown indicated that an effort is being made to coordinate the make -ups. PARK COMMISSION MEETING MINUTES July 9, 2002 Page 6 of 11 Young questioned why rent was listed on the spreadsheet at all. • Brown stated that it was Council's original intent to include all costs, real or not, to ensure success. C. Report on Cub Food Park Fees Brown explained that sizable developments are required to donate Park Fees, and with that introduced Nielsen to expand on the Cub development. Nielsen stated that the City Council had approved the Shorewood Village Shopping Center development, which designates 8% of the new land value, or approximately $27,000 to Park Fees. This one time windfall should be received within the next 30 to 60 days. Nielsen also reported that the developer had agreed to put in the trail for Lake Linden Drive. Likely to be placed on the west side of the road with a crossover near the proposed neighborhood monument, a feasibility study is underway. Nielsen added that the new bituminous trail is viewed as a mitigating factor for the additional traffic. Palesch asked if neighbors were aware of the trail. Nielsen stated that anyone who has followed the process or seen the papers knows what's going on. Brown indicated that while drainage may be an issue later, potentially running down the trail, WSB will have a first draft to review after July 19. Chair Arnst suggested putting the Lake Linden Trail review on the August Agenda. D. Report on Skate Park Sign Brown reported that the sign had been ordered and takes from 6 to 8 weeks for delivery. He believed the sign would be up by the next meeting date. E. Report on One -Way Signs at Freeman Park Brown indicated that the one -way signs had been ordered and asked the Commission if it was their desire to install them. He reminded the Commission that the loop is counterclockwise and asked them, based on what they saw at the park tour, if that was acceptable. Palesch stated that, based on what she had seen and what people have told her, citizens want this to be a one -way access to ensure safety. Brown stated that the lot is wide enough to support two -way traffic. Chair Arnst suggested posting the signs on a trial basis to see if they help to untangle the north parking lot. With regard to the access closure, Young stated that earlier on he had gotten the impression that • PARK COMMISSION MEETING MINUTES July 9, 2002 Page 7 of 11 • MnDOT would not jump on board or fund the closure without neighbor support. He asked if that issue had been resolved. Brown stated that everything is in order for the closure to continue and it is expected that the neighbor issues will be resolved before any dirt is moved. 4A. Proposed Water Fountain at Freeman Park Chair Arnst explained that during the Freeman Park Tour, Ken Dallman, of the Park Foundation, had discussed the idea of installing a drinking fountain around which the bricks from the buy a brick effort would be laid. Chair Arnst stated that while many opinions were expressed, no direction was given with regard to Dallman's suggestion and she asked for further clarification of the Commissions position. Callies stated that she was not interested in an outdoor fountain. Bartlett concurred, especially, if the Park Commission had to pay for it. Brown indicated that they had given Dallman and the Park Foundation a cost estimate of $9,000 for the installation. There was further talk regarding seniors and what would attract them to the park facilities. . Meyer stated that there is no interest in a $9,000 fountain, when money needs to be used to a y down the construction of Eddy Station in the first place. She encouraged staff to relay to the Park Foundation that the Commission does not want them to pursue this option. Palesch suggested incorporating the bricks into stopping points with benches along the proposed walking trails. This would provide an opportunity to grow as bricks are sold. While Meyer empathized with the Park Foundations desire to create a central focus to sell their bricks, she could not support any expenditure of funds in order to sell more bricks. Brown reminded the Commission that they have not yet even met with the seniors to determine if an outdoor fountain is desirable in the first place. Chair Arnst asked Brown to contact the Park Foundation to relay the Park Commission's position regarding the fountain. 5. PARK MANAGEMENT A. Discussion of Progress in Development of Park Management Job Description and Direction to Staff PARK COMMISSION MEETING MINUTES July 9, 2002 Page 8 of 11 Chair Arnst asked Brown if any progress in the development of the Park Management job • description had been made. Brown stated that staff has begun putting together requirements and responsibilities based on what they've seen from other parks and organizations. He expected to have a draft for the next Park Commission meeting for review. Chair Arnst asked if it would be possible to schedule discussion oft asked description the job July 23rd, following the meeting with The Ponds senior residents. Chair description would include any aspect of managing the concessions. Brown believed this would remain in house. of the concession Meyer inquired over the possibility of the park manager handling the sc at felt th co l uld be determined later. workers since they will know when games are happening. Brown B. Discuss and Consensus for Equity Policy for Scheduling in 2003 • Review Policies from Other Cities • Define Criteria for Development of Policy and Direction to Staff Removed from the Agenda. 6. COUNTY ROAD 19 LANDSCAPE (Planning Director Brad Nielsen) A. Consensus on Design 0 Nielsen shared some background with regard to the public service facility and the redevelopment of the intersection. He pointed out that both the Tonka Bay Shopping Center and American Legion will be redeveloped some time in the future. Nielsen complimented the City Council and Planning Commission for having the foresight to commission a whole corridor study in an effort to coordinate design elements in Shorewood. While it is the goal of the City to see construction begin this year, Tonka Bay needs to make a decision with regard to their liquor store operation. George Watson, of Brauer and Associates contracted by WSB, designed the expanded en explained the proposal addressing landscaping, retaining walls, and pedestrian circulat proposal and how these aspects are all tied to the future improvements and current plans of Shorewood. While space and MSA funding will dictate much about trails and sidewalks, Nielsen asked for Park Commission comments regarding the design. According to the proposal, Nielsen pointed out that the sidewalk along the shopping center is suggested for the west side of the road, in Tonka Bay. With regard to the trails near Gideon Glen, Nielsen stated that the LCEC did not support the idea of a loop since the tended for Glen interpretive or educational purposes. He mentioned that parking to allow access to PARK COMMISSION MEETING MINUTES July 9, 2002 Page 9 of 11 • through the American Legion lot would be addressed later. In the design, Watson suggests a trail run behind the public works and public safety facility which connects to the LRT. Nielsen indicated that there is skepticism regarding this link. Other questions, such as trail access to Freeman Park and LRT access along Timber Lane need to be addressed as well. Zerby inquired over the potential of undergrounding the trail near the public works facility. Nielsen stated that this is a costly solution; however, could be a long -term goal. Chair Arnst noted that in their trail planning process, the Commission viewed the shoulder along 19 as a bike lane. Nielsen asked for direction and pointed out that time is critical if he is to be able to present to Council on July 22, 2002. Zerby felt that a trail behind the public safety facility with a tunnel under 19 made the most sense to him. However, if a tunnel was not feasible, Zerby felt a crossing there would be unacceptable. Chair Arnst agreed, stating that if money were no object, a tunnel would be most desirable. Brown maintained that it would be a lengthy and costly process to change the plan that dramatically at this point. Nielsen stated that, realistically, the funding for a tunnel would not be available, and the City would have to foot the bill entirely. . Zerby proposed staff discuss the vacant lot behind the legion as a potential trail access to Gideon Glen. Meyer asked if the Gideon Glen trails would be intended for bike usage. Nielsen indicated that the Gideon Glen trails would be meant only for pedestrian traffic. In fact, the Gideon Glen ecosystem is precious, and the City would like to confine people to the trails and boardwalks only. Chair Arnst questioned the need for trail access out of Glen Road. Nielsen stated that the segment she was referring to was unlikely going to happen and would be removed from the draft as well. Nielsen asked if there was consensus among the Commissioners to support the trail along 19 on the east side near this section. All agreed. Nielsen pointed out that very high retaining walls near the shopping center would be necessary and asked if 6 foot or 8 foot sidewalks would be more desirable. • PARK COMMISSION MEETING MINUTES July 9, 2002 Page 10 of 11 Callies stated that 8' would be favored, but the Commission could accept 6' if that was necessary. • Brown pointed out that, in addition to the sidewalks, the County requires an 8' shoulder. He stated that they might not need 8', since this might appear tight and have a freeway look. Palesch indicated that 8' would look much more spacious an d most parents wouldnt' want their kids biking on Highway 19 when there is a safer alternative. Young agreed that 8' would be best. Nielsen concurred that, if allowed, 8' would be the preference. Nielsen asked for comment whether the trail should extend into Excelsior along Highway 19. Chair Arnst stated that based on costs and time, this would be best left for future projects. Brown complimented the Planning Commission for looking further into the future development along the corridor and not just piece by piece. Nielsen asked for additional comments regarding landscaping. He pointed out that the LCEC has suggested native plantings, not nearly as formal as Wayzata. With limited landscaping options available altogether, a more naturalized appearance has been suggested. Brown stated that with regard to sightlines, City Engineers are now being required by Hennepin County to sign off on proposed landscaping plans. Nielsen indicated that lighting was the final issue to address for the evening. There will be several places that lighting will be recommended, already at Glen Road it has been requested, and it is the City's desire to provide a unified lighting style along the corridor. Nielsen noted that the lights they are considering are downcast, attractive lights similar to those at Grays Bay Bridge. The Commission felt this was reasonable. 7, CONCESSION AGREEMENT BETWEEN SOUTH TONKA BASEBALL AND CITY OF SHOREWOOD A. Consensus on Need B. Review and Discuss Draft Agreement and 1993 Agreement C. Suggest Changes on Draft and Recommendation to City Council Removed from the Agenda. PARK COMMISSION MEETING MINUTES July 9, 2002 Page 11 of 11 8. DISCUSS AGENDA FOR JULY 23 MEETING A. Meet with Shorewood Ponds Residents at Eddy Station Regarding Freeman Park and Requested Trail Along West Side of Eureka It was agreed that the July 23, 2002 meeting with The Ponds residents would be scheduled from 7 P.M. to 7:30 P.M. at Eddy Station followed by a regular meeting to discuss the Park Management Job Description. B. Include Other Eureka Road Residents in Trail Discussion An invitation for the neighbors on the East side of Eureka Road will be extended in order to discuss the trail. Chair Arnst pointed out that additional neighbors would be included in the next step of the park master planning process. Brown suggested informing people present on July 23rd that a regular meeting will follow and they are welcome to stay or leave. C. Other Matters for Inclusion - Removed from the Agenda • 9. NEW BUSINESS Chair Arnst reviewed the 2002 Goals as set by the Commission, acknowledging that three of the five have been accomplished already this year, while the park master planning and park management process are in progress. Brown reported that the construction process at Christmas Lake Road and Highway 7 is part of the Met Council initiative to bore a new waste water line under Highway 7. It will cause construction delays for the access starting July 8th. Caught somewhat off guard by the proposal, the City notified neighbors as soon as possible and have been told that the construction should be concluded by the end of September. 10. ADJOURNMENT Palesch moved, Young seconded, adjourning the Park Commission Meeting of July 9, 2002, at 9:12 P.M. Motion passed 6/0. RESPECTFULLY SUBMITTED, Kristi Anderson, Recording Secretary 1� MEMORANDUM DATE: July 16, 2002 TO: Shorewood Park Commissioners FROM: Larry Brown, Director of Public Works / RE: Request from Excelsior Community Library to use the Skate Park for a Skateboard Demonstration 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. As stated in the attached letter from Peggy Bauer, Excelsior Community Librarian, the following is also being requested: • • The Library is requesting that the No Parking along St. Alban's Bay Road be lifted during the hours of 1:00 — 3:00 p.m. on Saturday, October 5, to provide for sufficient parking for spectators and participants. • The use of a sound system for the emcee, and to play recorded music as part of the one -half hour demonstration. Staff has consulted with the South Lake Minnetonka Police Department ( SLMPD) regarding lifting the parking prohibition along St. Alban's Bay Road. Concerns center on the narrow roadway widths along St. Alban's Bay Road. SLMPD has stated that up to 4 of the No Parking signs may be bagged. Staff recommends that the applicant arrange shuttle service from a designated parking lot off site. Since the installation of the park equipment, residents of the area have voiced their concerns with regard to traffic turning around in the private drives or driveways adjacent the park. Allowing traffic to seek out parking spaces for a limited number of available spaces will lead to traffic issues. Also noted in the request is the need for a public address system. Therefore, it is strongly recommended that the Library notify neighboring residents of this event. • • Hennepin County Library X DATE: July 15, 2002 TO: City of Shorewood Council FROM: Peggy Bauer, Excelsior Come aw SUBJECT: Permission to Host Teen Read Month Program at Shorewood Skatepark The Excelsior Community Library, 343 Third Street, Excelsior, MN 55331, would like to schedule a Skateboard Demonstration produced by 3rd Lair Skating Rink, 1201 East Lake Street, Minneapolis, MN 55407 -1763, as part of our October is Teen Read Month Celebration. May we please have the Shorewood City Council's permission to use the Shorewood Skate Park in South Shore Community Park located at 5355 St. Alban's Bay Road, Shorewood, as the performance location? The demo would consist of two professional skateboarders demonstrating skills and tricks, with an emcee to host the program. Our preferred performance date would be Saturday, October 5 at 2 p.m. The actual performance would last 30 minutes, with 5 -10 minutes for questions & answers following the performance. With setup and takedown, the total time at the park would probably be 1 to 1.5 hours. 3 Lair would probably bring a portable microphone and sound system. The performers usually perform to recorded music. The Friends of the Excelsior Community Library would fund the program. The program would be open to the general public. If it is raining or snowing the program would be cancelled and rescheduled for another date, weather permitting. Because there are only 7 parking spaces at the Skate Park, the library also requests that the City of Shorewood temporarily lift the parking ban on one side of St. Alban's Bay Road, say from 1 -3 p.m. that day, so that there would be sufficient parking for parents of the spectators. Please let me know if this is permissible. We would also request that if there are any fees for hosting such an event, that they be waived. If you have any questions, please feel free to call me at the Excelsior Community Library: 952- 474 -6118. Thanks for your consideration. • • Position: Park and Recreation Coordinator Objective and Scope 0 1"' ) 0 K` A F City of Shorewood As a Park and Recreation Coordinator this position plans, oversees, and in general manages all of the organized sports events; assists and advises various departments of the City regarding matters related to recreation facilities, and performs duties and responsibilities as approved by the City Council. Relationship: Status: Contract Position; entire calendar year Reports to: Parks Secretary and Director of Public Works Specific Responsibilities: 1. Season Signup and Sports Organization Orientation A. Prepare regularly scheduled and published meeting dates to provide sports organizations the opportunity to request facility use. B. Assist the City Staff in conducting a spring coordination meeting to review policies and procedures with sports organizations. C. Prepare forms and information packet outlining procedures for team registration and facility use requests. D. Evaluate organizations for consistency with the City of Shorewood's Park Equity Policy for facility usage. 2. Sports Organization and Field Use Database A. Firm/individuals shall be capable to schedule time and field specific assignments utilizing scheduling software provided by the City of Shorewood, and in accordance with the Park Use Equity Policy. B. Monitor (by way of feedback) effectiveness of scheduling. C. Address questions or conflicts regarding field usage. D. Forward schedules and schedule changes to the park secretary in writing. E. Notify the Park Secretary immediately of any changes in schedules. • 3. Document Retrieval and Fee Collection A. Shall obtain the necessary documentation, from each organization, including certificate of field use agreement, certificate of insurance, team roster, and user fee in accordance with City policies. B. Hand deliver original paperwork and collected fees to the Parks Secretary within two days of receipt. 4. User Relations • A. Ability to handle public and user contact with tact and effectiveness. B. Must be available during peak field usage to answer questions. C. Provide field cancellation notices in a timely manner to coaches or other individuals. 5. Prepare Published Reports A. Prepares and distributes a Field Use Schedule, based upon the City of Shorewood Park Equity Policy, to all successful sports organizations. B. Prepare a brief monthly written report to the Park Commission and City Council regarding field usage and noteworthy updates. C. Prepares end of the year report indicating successes, problems, and suggestions to improve the program to the Park Commission and City Council. 6. Requirements A. Must be very familiar with all of the Shorewood Park Facilities. B. Must be proficient in Microsoft Word, database management, and Microsoft Excel. C. Ability to deal effectively with a variety of audiences including City Administrators, City Council Members, the public, and sports organization officials. D. Place of business must have a dedicated telephone line for this service., including facsimile capabilities. E. Pentium computer capable of running scheduling software databases. F. Must have internet and e-mail access. 40 • I um OPEN HOUSE ICE CREAM SOCIAL Tuesday, July 23, 2002 • 7:00 to 7:30 p.m. Freeman Park Eddy Station 25800 State Highway 7 Shorewood Park Commission Is Inviting The Neighbors Of Shorewood Ponds And Surrounding Neighbors To Discuss Freeman Park And Hear Their Comments On The Park, It's Uses, Amenities, And How It May Be Improved. The Park Commission Will Also Take Comments, And Show Plans For The Trail Completion Along Eureka Road On The West Side Between Park Drive and Reutiman Lane. No Action Will Be Taken.