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042302 PK AgPCITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, APRIL 23, 2002 7:00 P.M. • AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Young Callies Bartlett Arnst Meyer Palesch B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Minutes of April 9, 2002(Att. -#2A Draft Summary) 3. MATTERS FROM THE FLOOR 4. REPORTS A. Report on City Council Meetings of April 15 (Council member) • 5. REVIEW BUSINESS PLAN FOR EDDY STATION — (Att.- #5)(Larry Brown, Public Works Director) 6. REVIEW DRAWING FOR FIELD 2 — 3 RD BASE DUGOUT — (Att. -#6) 7. NEW BUSINESS Council Liaison: April: Arnst 8. ADJOURNMENT May: Meyer KI • CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, APRIL 9, 2002 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS 7:00 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Arnst called the meeting to order at 7:04 P.M. A. Roll Call Present: Chair Arnst; Commissioners Young, Callies, Meyer, and Palesch; Engineer Brown; Planning Director Nielsen; City Council Liaison Lizee Absent: Commissioner Bartlett B. Review Agenda Palesch moved, Meyer seconded, approving the agenda as presented. Motion passed 510. 2. APPROVAL OF MINUTES A. Park Commission Minutes of March 12, 2002 • Palesch moved, Callies seconded, approving the Park Commission Meeting Minutes of March 12, 2002 as submitted. Motion passed 5/0. B. Park Commission Informational Meeting With Sports Organizations Minutes of March 20, 2002 Callies moved, Palesch seconded, approving the Park Commission Informational Meeting Minutes of March 20, 2002, as presented. Motion passed 5/0. C. Park Commission Work Session Minutes of March 26, 2002 Meyer moved, Young seconded, the Park Commission Work Session Minutes of March 26, 2002, as submitted. Motion passed 510. 3. MATTERS FROM THE FLOOR There were none. 4. REPORTS A. Report on City Council Meetings of March 25 and April 8 • Liaison Lizee stated that while she had nothing pertinent to share from the March 25, 2002, meeting, she did have several items to report from the April 8, 2002, meeting. =10 REGULAR PARK COMMISSION MEETING April 9, 2002 Page 2 of 5 Prior to the regular City Council Meeting on the 8th, representatives from the Riley Purgatory Bluff Creek Watershed District gave a presentation, as did representatives from the Hennepin County Assessors Office. Lizee reported that a Public Hearing on wards took place during the regular meeting and will be continued for discussion at the next City Council Meeting in order to gain more public comment. Lizee continued that the underground of power lines at the County Road 19 intersection was discussed. Engineer Brown added that the approval process is moving forward as phase one of a landscape concept design will be worked up by Brauer and Associates, Inc. B. Review Written Opinion by Planning Director for Dugout at Freeman Field 2 Planning Director Nielsen gave a report on the status of Ball Field Improvements at Freeman Park, outlining the work that South Tonka Baseball (STBB) is authorized to perform. A list of nine items were identified as STBB responsibilities, with an additional list of 4 items that the City will commit to. With regard to the South Tonka Baseball responsibilities, Nielsen noted that items 1,4, 5, and 6 were merely maintenance matters. In reference to item 2, Nielsen agreed that the installation of plastic safety tubing along the top rail of the outfield fences was a good improvement. However, STBB will be required to install an acceptable color, green or blue. Nielsen reported that the temporary scorers booth, Item 7, had been removed and STBB will contact the Park Commission in the future if they wish to begin the process to reinstate any such structure. Item 9, Nielsen explained with visual aids, addresses the need to extend the steel poles on the third base side • of Field 2 between the backstops and batting cage and installation of netting to contain foul balls. Palesch and Meyer agreed this would be a needed improvement. Young moved, Palesch seconded, approving the extension of steel poles on the third base side of Field 2 between the backstop and batting cage with the installation of netting to contain foul balls. Motion passed 510. C. Report on City Council Action Regarding South Tonka Little League Requests for Improvements Nielsen informed the Commission that the City Council had held off on item 8, the installation of taller steel poles along the third base side of Field 2 to support awnings, until a Public Hearing scheduled for May 7, 2002 would take place. Nielsen shared the history of the dugout issues for Field 2 with the Commission. Presently, he stated that STBB would like to stretch awnings over the dugouts to protect players from the sun. These awnings would be of a seasonal or temporary nature, which appealed to the Planning Commission. The awnings would be put up in the spring and taken down in the fall, unlike the metal roofed ones installed last year. Nielsen stated that they would be much like a boat canopy, dark green in nature, and unlikely to weather well if left up year round. Meyer asked if he had seen them. Nielsen stated that he had not, but could envision them. He added that the Commission had originally approved the concept of the awnings but he asked for their feedback nonetheless this evening. • REGULAR PARK COMMISSION MEETING April 9, 2002 Page 3 of 5 • Meyer inquired whether such structures had been denied previously. Brown indicated that a permanent structure with a metal roof and back were denied, whereas this structure would be of a temporary nature without a backside. Chair Arnst was concerned that by approving this temporary structure the City might be opening the door to problems, temporary or not, the property line issue remains. Brown asked if STBB had formally applied for this application or if any plans had been submitted at this time to judge. Nielsen stated that nothing had been submitted, however, the Public Hearing is scheduled and plans will need to be in hand prior to that date. Brown maintained that he was hesitant to have the Park Commission make a recommendation without a drawing. Palesch concurred, stating that STBB put up a structure without proper approval in the past and asked what would stop them from doing so again. Chair Arnst noted that history dictates caution in this instance and asked to view drawings before making any further recommendations. Nielsen promised to provide drawings to the Commission of its next meeting on April 23, 2002. 5. HIGHWAY 7 RIGHT OF WAY PROPERTY Nielsen provided background on the Highway 7 right of way property located near the water tower by the old wayside, north of St. Johns Cemetery. Currently, St. Johns Baptist Church is working on completing a master plan for their cemetery and would like to change their point of entry. Nielsen pointed out that the most desirable location would be the right of way property owned by MnDOT. Nielsen stated that if the City could acquire this property from MnDOT, who has no purpose for it, this piece could potentially be traded for some of the wooded natural land at the southern end of the cemetery. Since the only prerequisite from MnDOT is to provide public service of the parcel, a passive use wetland area . would be ideal. Nielsen pointed out that the Planning Commission liked the idea so much that they recommended a comp plan amendment to favor this trade. The LCEC, whose charge is to acquire land for conservation, were also fond of the concept. Nielsen stated that Turgeon, of the City Council, believed it was imperative to get input from the Park Commission, in view that the concept will likely fall under their jurisdiction in the future. Nielsen asked for the Commission's thoughts. Palesch inquired over the terrain and commented that she liked the idea. Primarily a wetland, Nielsen added that the church is receptive to adding some passive walking trails. Young asked what the Church hoped to get from the deal. Nielsen stated that they would not only change their point of entry, but the grades of the subject property would be much more amenable to the cemetery than the current woodland area, which would require much site alteration. Young asked how big a parcel they are referring to. Nielsen pointed out that the property is approximately 2 acres. Young questioned where the proposal was at currently. Nielsen stated at the May 7, 2002 meeting, the City will be looking at the land use and conservation open space options. When asked whether MnDOT had been approached about the transfer of ownership, Nielsen replied that they had not been contacted yet but he expected the entire process to take up to six months or more. Brown inquired over the placement of future wells at the site. Nielsen stated that the City would retain enough area near the water tower to allow for one at a later date. Chair Arnst asked what Nielsen needed from the Park Commission. Nielsen reiterated that he was looking for their feedback of whether they view this proposal as a reasonable use of land. Callies supported the idea, however thought the subject property currently acts as a good buffer, and wondered what expansion of the cemetery at this location would mean to the area. Nielsen pointed out that the unique character of the whole • site would be changed more so if St. John's develops the southern wooded end. While no specific plans were available for consideration, Chair Amst urged Nielsen to keep the use to a minimum, suggesting perhaps a REGULAR PARK COMMISSION MEETING April 9, 2002 Page 4 of 5 • passive wooded trail. Chair Amst informed Nielsen that this is the first time she had heard of the possibility of adding open space to the Park Commission's jurisdiction after the LCEC disbands. She encouraged Nielsen to schedule a joint meeting between the Commissions and Council to begin a dialogue to discuss the matter. 6. DISCUSS NEXT STEP FOR PARK MANAGEMENT PLANS FOR 2003 Chair Amst asked the Commission what they believed the next step for the Park Management Process to be. Brown reminded the Commission that at the last meeting he had presented a memo identifying alternatives to MCES. As it stands, Brown felt it unlikely that the services would be provided in- house, and believed that contracting out would maximize staff resources and minimize costs. Brown pointed out that the City currently knows a number of people who might be interested in providing services. He felt it best to sit down with those individuals first to determine the responsibilities and costs. By identifying the costs, focusing on how the operation will be managed, and how best to market the service, an RFP can be created. Chair Arnst inquired what the recommended first step would be. Brown stated that a letter of interest, containing an executive summary proposal to go over with staff, followed by a meeting to discuss outlines of each one's expectations would be the proper sequence. As a recommending body, Chair Arnst asked when the process could begin. Brown stated that if it were the Commission's desire for staff to define the final product and accept letters of interest they would be free to • do so at this point. Chair Arnst indicated that a list of 18 issues was provided to staff after the joint meeting of December 11, 2002, and would go far in assisting staff as they specify the position. Young asked what sort of hours an independent person would commit to and why it would be less costly than hiring some one in- house. Brown explained that it would be easier and less costly to find someone to work from home, available to work the flexible hours that scheduling will require, at a negotiated fee, and for a contracted timeframe. Meyer proposed the Commission direct staff to seek out input and develop the position. There was a consensus among the commissioners to move this forward before the budget process begins. 7. STATUS UPDATE ON FREEMAN PARK PARKING LOT Brown reported that staff has spent approximately six months working with MCWD regarding the construction of the Freeman Park parking lot due to the state closure of the highway 7 access. As a trade -off, the state set a deadline for the City to receive $50,000 to aid them in the closure and construction of the lot. As that sunset date for the money is fast approaching, staff is hopeful that plans and specs will be finalized Thursday. A public open house will take place April 29, 2002, from 5:00 - 7:30 P.M. for public comment. Brown stated that staff is moving quickly to take advantage of these dollars, which will help solve some of the parking and drainage issues. A contract needs to be in place by July 1, 2002. Young asked if the City was able to accommodate the MCWD. Brown affirmed that they were and stated that in the future the Commission maybe hearing about the possibility of open water ponding along the walking trails at Freeman. • REGULAR PARK COMMISSION MEETING April 9, 2002 Page 5 of 5 • 8. SET DATE FOR PARK TOURS Park Tours will take place on June 8, 2002, at 8:30 A.M. beginning at the first park chosen for the day, with the exception of Freeman Park. The Freeman Park park tour is scheduled for June 11, 2002, as part of the Regular Park Commission meeting. 9. DISCUSS WORK SESSION FOR APRIL 23 MEETING Brown reported that Mark Koegler would be presenting the master plan review for Freeman Park on April 23, 2002. Brown stated that Koegler is familiar with the process and encouraged the commissioners to voice their opinions freely. 10. DETERMINE PARK LIAISON FOR MAY Meyer will cover the May 13th and 28th City Council Meetings. Chair Arnst will attend the April 23rd meeting. 11. NEW BUSINESS Lizee invited the Commissioners to join students of Minnewashta School for their first annual Earth Day Walk -in on April 23, 2002. The public will be meeting at Manitou Park at 7:00 A.M., walking along the trail to Freeman Park. At 7:30 A.M. they will leave Freeman Park to walk down Strawberry Lane, with police escort, to the school. Saturday, April 27, 2002, a planning seminar and Land Use Workshop presented by John Shardlow will be held at the Southshore Center. Brown reported that the public open house held regarding Smithtown Road was well attended. The comment period will continue for approximately three weeks, at which time, a joint work session will be scheduled. 12. ADJOURNMENT Palesch moved, Callies seconded, adjourning the Regular Park Commission Meeting of April 9, 2002, at 8:42 P.M. Motion passed 5/0. RESPECTFULLY SUBMITTED, Kristi B. Anderson RECORDING SECRETARY is PROPOS April 23, 2002 Prepared by: Twila Grout, Parks Secretary • Larry Brown, Director of Public W icu�t��lL1— • The Depot at Eddy Station Location Eddy Station is located within Freeman Park within the City of Shorewood, Minnesota (refer to Exhibit A). Specifically, the park is located near the northwest quadrant of Eureka Road and State Trunk Highway 7. Facilities and Amenities Freeman Park is one of the premier parks within the Lake Minnetonka Area of communities. Users of the park originate within the City of Shorewood, in addition to the Cities of Chanhassen, Deephaven, Excelsior, and Tonka Bay. Freeman Park facility is a 55 -acre facility that incorporates open areas, walking trails and a family picnic area. More intensified uses of the park include the following facilities: ➢ 2 Little League field . ➢ 1 Babe Ruth field ➢ 3 Adult Softball fields ➢ 2 Soccer fields ➢ 2 Volleyball Courts ➢ I Tot -lot with climbing equipment ➢ 1 Open Picnic pavilion ➢ 0.9 miles of walking trails In the Fall of 2001, the City of Shorewood completed the Eddy Station Project. This project includes a covered picnic area, main activity room, secured storage area, and restrooms. The floor plan for this is shown in Exhibit 2. As part of the planning of this facility, a concession sales operation is to be conducted to help support the capital outlay for the project, and to further support the City's Park Fund. Staff has reviewed such an operation and have offered a general financial analysis for such a venture. • Freeman Park Location Map • • • • 9 • l if - - - - - - - - - - -- FLOOR PLAN r=DDY STATION 4 , Christening of the Facility • Well no facility can be complete without a catchy name. Thus far, the name that has been dubbed to the business is "The Depot." This name matches the character of the old train station that once stood not to far away from this building. Demographics Currently, organized sports events are the most intense users of the Freeman Park facility during the months of May through September. Recently, the Park Commission has been charged with managing and monitoring the uses of the park. To assist the City with this task, Mr. Mark Koegler of Hoisington Koegler Group, Inc. completed a parking analysis for Freeman Park. This report analyzed the current parking configuration, versus the demand of the fields. This report is a valuable tool in confirming the use that is present at Freeman Park. At various times throughout this proposal, this analysis may be referred to for reference information. Staff analyzed returned to Mr. Koegler's report to review the anticipated demand that has been utilized for the Freeman Park Parking Analysis. In turn, rosters from the previous years usage at Freeman Park were analyzed to generate the number of users that are expected within Freeman Park during the spring, summer and fall seasons. • The pages beyond the exhibits document in detail the numbers that can be expected, due to the organized sports activities. Staff feels that these numbers are very conservative, as they do not account for special tournaments that typically occur in the fall of the year, the passive users of the park, and activities that might come up that the City feels is advantageous to open The Depot for. While these numbers are a conservative estimate, they are only that. The best estimates that we have available at this time. Based upon the information generated, the City of Shorewood serves approximately 138,021 users of Freeman Park each "non- winter" season. Background analyses for how these numbers were arrived at have been included following the calendar totals of users. Finances: City Staff met with vendors to review products, and pricing information. Suppliers are every helpful in providing information to get these types of businesses up and running. Certainly, it is in their best interest to see the business become a success. • Staff looked at the various costs for the facility. There are four costs involved, as outlined below: 9 Initial Startup Costs Items identified for initial startup, are initial one time costs are as follows Popcorn popper $ 750.00 Nacho Cheese Dispenser $ 200.00 Refrigerator /cooler $ 750.00 Stainless Steel Food Racks $ 450.00 Cash Register $ 350.00 Drop Safe $ 250.00 Total $ 2750.00 Labor Costs & Profits The last exhibit is a breakdown of labor costs. This analysis indicates that the labor costs for the season equal $ 29, 869.72 Vendors have stated that the average consumer will spend $3.00 - $4.00 per trip to the concession stand. Staff researched this and felt that that the $1.50 per trip, average appeared more reasonable. If it is assumed that 35 percent of the users are "trapped" by a sale, this equates to 0.35 x 138,021 x $ 2.00 per trip= $96,614.40 per year sales Assume the percent of profit on sales is approximately 40 percent of sales Gross profit = 0.40 x 96,614.40 = $ 38,645.76 Discounting Initial startup costs, provides a net profit of: $38,645.76 - $ 29,869.72 = $8,776.04 per year. • Users per the Calendar • • Tonka United Soccer Apr May Jun Jul Aug Sep Oct Days of Use 17 22 25 26 15 25 25 Users per Day 780 414 414 414 780 95 95 Subtotal per month 1 1 9,108 1 10,350 10,764 1 2,375 2,375 Little L/ AdultBB/ Girls SB Apr May Jun Jul Aug Sep Oct Days of Use 17 34 29 30 15 25 6 Users per Day 780 780 780 780 780 179 179 Subtotal per month 1 13,2601 26,520 22,620 1 23,400 1 11,700 L4,475 1 Total Users /month 13,260 1 35,628 32,970 1 34,164 11,700 6,850 3,449 Grand Total Per Year 138,021 Assumptions: 23 percent attendance TUSA in Fall League vs. Summer League attendance TUSA scheduled Monday through Saturdays Adult Softball /Babe Ruth /Little League scheduled 7 days per week Adult Softball /Babe Ruth /Little League mid Aug through 1st week -Oct • 23 percent attendance Adult S.B. Babe Ruth /Little League in Fall League vs. Summer League attendance Assume no games on holidays Projections do not account for special tournaments Demographics for The Depot at Eddy Station • • Fields Scheduled 6:00 PM to 7:30 PM Field No Players per Team Teams Total Players 1 12 2 24 2 12 2 24 3 12 2 24 4 12 2 24 5 12 2 24 6 12 2 24 Referees and Coaches 18 Observers 144 Subtotal 306 Fields Scheduled 7:30 PM to 9:00 PM Field No Players per Team Teams Total Players 1 12 2 24 2 12 2 24 Referees and Coaches 6 Observers 54 Subtotal 108 Grand Total TUSA per night: 414 • Assumptions: I coach per team 1 referee /umpire per game 1 observer (average) per each player) EVENT: TONKA UNITED SOCCER Facilities used: Tonka United Soccer schedules 4 fields for use between the hours of 6:00 PM to 7:3C In addition, 2 fields are scheduled between 7:30 PM to 9:00 PM Days of use are Monday through Saturday Season: April through August Number of People Using the Facility Demographics for Eddy Station Rest Stop 0 EVENT: LITTLE LEAGUE /ADULT SOFTBALL /GIRLS SOFTBALL Facilities used: These two activities are combined since together they have scheduled the entire field use 7 nights a week. Fields are scheduled 5:00 - 6:30 PM and 6:30 - 9:00 PM. Days of use are Monday through Saturday Season: May through July Number of People Using the Facility Fields Scheduled 6:00 PM to 7:30 PM Field No Players per Team Teams Total Players 1 15 2 30 2 15 2 30 3 15 2 30 4 16 2 32 5 16 2 32 6 16 2 32 Referees and Coaches 18 Observers 186 Subtotal 390 Fields Scheduled 7:30 PM to 9:00 PM Field No Players per Team Teams Total Players 1 15 2 30 2 15 2 30 3 15 2 30 4 16 2 32 5 16 2 32 6 16 2 32 Referees and Coaches 18 Observers 186 Subtotal 390 L and Total Little League /Adult SB /Girls SB per nig 780 • Assumptions: I coach per team I referee /umpire per game 1 observer (average) per each player Labor Costs for the City of Shorewood • • Number of days of operation - 156 Park Secretary: Twila Grout Hours/ Season Loaded Rate Amount Tasks Administer advertising, process job applications and notifications 40 Make primary contacts to product vendors and administer accounts 20 Accounting and comparison to inventory 96 Order Product 40 Time sheets and scheduling 25 Routine administration 20 Subtotal 241 $ 22.12 $ 5,330.92 Public Works Employee: Charlie Davis Hours/ Season Loaded Rate Amount Tasks Manage inventory (average 1.5 hours per day) 234 Manage Facility, refuse, etc. (average 1 hour per day) 156 Subtotal i 390 $ 25.12 $ 9,796.80 Lead Concession Worker Hours/ Season Loaded Rate Amount Tasks Lead worker responsible for daily operations and accountability for cash Handles notification of problems or emergencies Subtotal Concession Sales $ 10.00 Subtotal 702 $ 11.00 1 $ 7,722.00 Concession Worker Hours/ Season Loaded Rate Amount Tasks Concession Sales Subtotal 702 $ 10.00 1 $ 7,020.00 IlTotal Labor Costs $29,869.72 II Assumptions: 1 Lead Concession employee per shift 2 lead Concession employees per season • 6 Concession employees Shift 4:30 - 9:00 PM 2 employees per shift. One lead