Loading...
110999 PK AgPi CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMNIISSION MEETING COUNCIL CHAMBERS TUESDAY, NOVEMBER 9,1999 7:30 P.M. AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Puzak Bensman Dallman Arnst Themig Berndt .._ B. Review Agenda 2. APPROVAL OF MINUTES A. -Park Commission Meeting Minutes of October 26, 1999 (Att. - #2A Draft Minutes) . 3. MATTERS FROM THE FLOOR 4. REPORTS A. -Report on Vending Machine Idea (Att. -#4A) B. Report on Recycling - (Paula Bemdt) C. Report on Request for Proposals for Concession Sales in the Multi - Purpose Building (Att. -#4C) UPDATE ON THE TRAIL PLANNING PROCESS, RIGHT AWAY RESEARCH AND 5. VINE HILLJCOVINGTON DESIGN- (Larry Brown) 6. REVIEW USER FEE PROPOSALS - (Mark Themig) 7. REVIEW OF TO DO LIST (Att. -#7) 8. OLD BUSINESS 9. NEW BUSINESS 10. ADJOURNMENT Council Liaison: November - Hallman December - Puwk r CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD • PARK COMMISSION COUNCIL CHAMBERS TUESDAY, OCTOBER 26,1999 7:30 P.M. MINUTES A 1. CONVENE PARK COMMISSION MEETING FT A Y� Co -chair Arnst called the meeting to order at 7:32 p.m. A. Roll Call Present: Co- chairs Dallman and Amst; Commissioners, Berndt and Themig; City Administrator Jim Hurm; Councilmember Scott Zerby Also Present: Councilmember Lizee; Gordy Lindstrom of South Tonka Little League Absent: Commissioner Bensman; Commissioner Puzak was excused as he was attending the meeting at Tonka Bay with Mayor Love and giving a presentation on the skate park. B. Review Agenda Themig moved, Dallman seconded to approve the agenda as amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of October 12,1999 Themig moved, Berndt seconded to approve the Minutes as presented. Motion passed 4/0. 3. MATTERS FROM THE FLOOR There were no matters from the floor. 4. REPORTS A. Park Foundation Meeting October 14, 1999 Commissioner Theming commented the theme "To give where your heart is not just where you business is," is a great concept. Administrator Hurm explained that he has met with Bill Keeler and Connie Bastyr regarding putting the brochure together. Connie is going to • put the first draft together so the Park Foundation can start after the holidays. *F V y Park Commission October 26, 1999 Page 2 Commissioner Amst asked if the Park Foundation could put together a draft timeline at their next meeting so the Park Commission has something to follow. Commissioner • Themig asked if those present at the meeting would be the core leaders on the project. Commissioner Dallman felt that they would be. Commissioner Arnst asked if the Park Foundation was going to do anything to encourage the others to help. Commissioner Dallman stated they would be. 5. REVIEW LITTLE LEAGUE REQUEST TO ADD DUGOUTS TO FREEMAN FIELD Gordy Lindstrom presented a proposed plan for improvements on field 2 and the new dugouts that would be like field 3 at Freeman Park. The brick would be the same color as the bricks used for the concession stand. Administrator Hurm asked if there is a plan to bring the wiring for the scoreboard to one of the dugouts. Mr. Lindstrom stated that this would be done at that time. Mr. Lindstrom also explained that Administrator Hurm suggested applying for a grant and little league did receive a grant for $3,000 toward the project. Themig moved, Berndt seconded, to recommend to City Council the acceptance and implementation of the dugout plans as proposed by South Tonka Little League. Motion passed 4/0. 6. DISCUSS LRT WINTER USE Commissioner Arnst explained that Councilmember Lizee, Commissioner Puzak, Mayor Love and Administrator Hurm have met and have come up with the checklist for snowmobiling season. They met with the police chief and there are some concerns with plowing the trail. Administrator Hurm explained the City Council is questioning how the trail should be used during the winter months. The communities to the east plow a portion of the trial. On the checklist one suggestion is: "until December 15 (at least 2 rideable snows) plow the trail completely. Thereafter plow only 200 yards at each end. Stay flexible on this." The question to the Park Commission is how would you like to see the trail maintained over the winter months? Commissioner Arnst stated that this year is a transition year. There are going to be people who haven't heard that there is no snowmobiling on the trail. She feels that there will be a flow of people on the trail once the snowmobiles are gone. Maybe this year groom half of the trail for cross - country skiing. Administrator Hurm noted that at this point the City does not have a way to groom for cross - country skiing. The cross - country skiers could set their own track. Commissioner Themig suggested contacting Hennepin Parks to groom the trail. Administrator Hurm stated that the county is not interested in grooming. Commissioner Themig stated that Hennepin county does have the equipment but he is not sure if they would do this and it is also a cost factor. Administrator Hurm mentioned that in the City newsletter there is an article that lists options and asks for public input. • • Park Commission October 26, 1999 –Page 3 Commissioner Arnst explained that on the trails at Freeman Park, the snowshoers stay on • their side, the walkers are in the middle and the skiers set a track and they all respect each other's space. It has been like this for the last 3 or 4 years. Maybe this is what will happen on the LRT. The biggest concern would be when there is 10 -12 inch snowfall; this could be a hindrance to people. Commissioner Berndt asked if Public Works had a grader that they could use on the trail. Administrator Hurm explained that Public Works has a bobcat with a plow on it that they use for the sidewalks, but it could be 2 or 3 days after a large snowfall before they could plow the trail. Commissioner Themig feels that once the snow is a certain depth it would be helpful to have a way to compact the snow or plow it occasionally. Councilmember Lizee stated that Chief Litsey felt that the trail should be plowed. Shorewood could do like Greenwood and Deephaven —use the bobcat and clear half the trail and leave snow on the other half for the cross - country skiers. Commissioner Themig complimented Councilmember Lizee, Administrator Hurm, Commissioner Puzak and the Mayor for a great job on the checklist. It was suggested that the residents will say what they want to do on the trail and the City needs to encourage their input and keep reminding the residents that this is a transitional year. Commissioner Themig asked what was meant by "expanded right- of- way/hay bale program on the checklist. Councilmember Lizee explained that the Victoria portion of the LRT trail which is at one end, and the Timber Lane accesses are both heavily used by snowmobiles. The question is, do we put bales of hay there. Then when it snows they are covered and are not safe. It was suggested to put as physical barriers hay bales with an • orange barrel and reflective markers and larger signs saying snowmobiles not allowed. This way the snowmobiles will have to slow down and will also see the physical barrier at the trail. Administrator Hurm stated that the City will be contacting other city halls around the lake area and further west to get the names and addresses of their snowmobile clubs and also the name of the newspaper. Shorewood will then send out information and press releases regarding no snowmobiles on the trail Commissioner Themig asked what the impact would be to other residences in the City in terms of snowmobiles using the street. Councilmember Lizee explained that the snowmobiles are still allowed on the street, but will probably use other streets that were not used in the past to take the quickest route to get from point "A" to point "B." Councilmember Zerby thought that there might be some increased traffic trying to get to the south end of the trail Commissioner Berndt was wondering if people will be able to park their trailers in the Cathcart parking lot and if there is an ordinance regarding parking. Commissioner Arnst stated that in the past people have parked in the church parking lot. Commissioner Themig commented that he thought the plan was great and Commissioner Puzak's perspective has been beneficial. • Park Commission October 26, 1999 –Page 4 r 1 It was determined that it would be hard for the Park Commmission to recommend anything at this point until there is feedback from the residents. After one winter under the belt to • see what works and doesn't work they can make a more educated recommendation. Commissioner Arnst also stated that next year there will be the concession building and maybe there could be some events in relationship to the trail Commissioner Berndt brought up the issue of horses and asked where they can and cannot go. What is going to be done with the horse droppings? Consensus was that this would be treated just like the dog ordinance— "clean up after them." Commissioner Berndt felt that there should be some information for the public on this. Administrator Hurm also brought up that if there is an early thaw, horses can do a lot of damage, and the City is responsible for repairing the trail. Commissioner Berndt suggested letting the public know that if there is a lot of deterioration this year, horses will not be allowed in the following years. Commissioner Themig asked Commissioner Berndt, since she is a horse rider, if it is common knowledge of the riders to pick up after their horses. She stated that most riders do not have to pick up after the horse, but as a responsible citizen and riding in Shorewood one would hopefully do this. Administrator Hurm explained that there are five residents with horse licenses and all of them may not be interested in riding the trail. Commissioner Themig asked if these five residents should be called and asked if they would be riding on the LRT. Commissioner Arnst suggested a letter to the five residences. Commissioner Berndt will help Administrator Hurm in preparing a letter to the five individuals and ask for their cooperation and explain that they: need to pick up after their horse, there should be no riding on the trail if there is a thaw, and ride at a walking gate. It was decided to see what happens this year to determine if there will be a need for any ordinances. The Park Commission will re- evaluate in January and see what issues have been brought up and to get an update from Commissioner Puzak and Councilmember Lizee as to the status. 7. REVIEW OF TO DO LIST No changes. 8. OLD BUSINESS No old business. 9. NEW BUSINESS Commissioner Berndt reported that the Land Conservation Environment Committee had a meeting tonight and walked the Gideon Glen land. She explained that the owner is selling the land and would like to see Shorewood purchase it. The committee is interested in keeping it for green space. This is an historical spot. Administrator Hurm explained there is a new grant program. This would help the City purchase the land. Commissioner Themig asked if the land was developable. Councilmember Zerby stated that it is a • Park Commission October 26, 1999 —Page 5 challenging area because of the wetlands. At various times there have been proposals for a • condo, retail business, and recently apartments and single family homes were proposed. The land is split between two zoning districts. The price on the land is $200,000 to $300,000. Councilmember Lizee also mentioned that this would alleviate some drainage issues. Commissioner Berndt also mentioned that the City is looking for an intern. Commissioner Berndt described the proposed composting bins to the Land Conservation Enviroment Committee and they are really excited about the idea. She explained that the bins are made out of plastic and are available to Carver county residents right now. People can put yard waste, food scraps, coffee filters, paper towels in this compost to create mulch for their gardens. Food Waste Management is trying to start a program to eliminate the 75,000 tons of waste that goes into our landfills. There are also grants available to cities that want to subsidize the bins for the residents. The cost of a bin is about $50.00. The committee will be doing more research on this program (2 or 3 weeks worth) and bring to Council to see if they want any input on this program. Administrator Hurm also explained that the committee would be working on some educational information for the public. Commissioner Themig also suggested maybe doing a cable show. Commissioner Berndt stated that the island residents are wanting to know what they can do to be involved. Commissioner Berndt also stated that they discussed Shorewood having an on site area where people could bring their yard waste to and not just a one day event. Add to the November agenda to have Engineer Brown give an update on the trail planning process, right -a -way research and Vine Hill/Covington design. Also, Commissioner Puzak will be asked to give an update on the skate park. Commissioner Themig asked if the Council discussed the Covington/Vine Hill trail compromise. Councilmember Zerby reported that there was no council action. 10. ADJOURNMENT Puzak moved, Arnst seconded to adjourn the meeting. Motion passed 4/0. The meeting adjourned at 8:29 p.m. Respectfully Submitted, Twila Grout • Recording Secretary ll% 1� To: Park Commission - W 1 From: Twila Grout, Shorewood Public Works Secretary 1(5/ Date: November 4, 1999 Re: Vending Machines Attached please find the information regarding vending machines. I am still waiting to hear from a couple of other places. If I hear from them before the meeting I will let you know. • U #4A Vending Machines Company Comments Midwest Vending Full service vending service. They have inside and outside vending machines. The outside vending machines vandalism is much higher. Vending machines can be rented for seasonal term. They work with Lakeville, Eden Prairie, Shoreview. He Eden Prairie commented that if would be easier if he came out to explain their plan. Cost depends on where the vending machines will be placed. Frontier Vending Machines They will only have pop machines outside, no candy machines outside. If the buildings have no air conditioning they will pull the choc. candy and chips as they are hard to work with in the summer in regards to the heat. Also, the warming houses have to have adult supervision because they have had problems with vandalism. He said that they usually add 10 -15% to the price. Pop is usually 65¢. Safety Vending Left Message Vendtronics Manufacturing only. American Vending They will only do inside service. They no longer offer outside vending services. They lost money because of vandalism. I have left a message for the sales person to call me. City's With Vending Machines City Hall Comments City of Lakeville They no longer have vending machines at the parks. They have tried them a couple times and it wasn't worth it. She said that the more they tried to make them vandal proof the more challenging it was for the vandals. Eden Prairie They have a couple pop machines inside the community center and park buildings. No vending machines outside. They had to close down a concession stand because it wasn't profitable and health dept. issues. So they did explore the idea of vandal proof machines (like the ones you see at state highway rest areas). It turned out it wouldn't be profitable. • 0 • (1\.' �l To: From: Date: Re: Park Commission Twila Grout, Shorewood Public Works Secretary November 4, 1999 Concession Stand �ll Attached please find the background information regarding the concession stand. #AC Y� + CITY OF SHOREWOOD D AJ .. REQUEST FOR PROPOSALS FREEMAN PARK CONCESSIONAIRE The City of Shorewood is seeking proposals for a concessionaire within Freeman Park at the multi - purpose building concession area which is expected to be open by August, 2000. Area to be served: Freeman Park, located in the City of Shorewood The park has two (2) Little League Fields, one (1) Babe Ruth Field, three (3) softball fields, and four (4) to six (6) youth soccer fields. There is a small concession stand in the south area run by Little League for the Little League fields. A concession stand is being built in the north section of the park to serve the softball and soccer fields. Water, sewer, electricity and indoor bathrooms will be available. CRITERIA TO BE MET Each of these items MUST be addressed in the Proposal: ♦ Submit a business plan that includes a market study and a full description of a proposed operation with a list of food, beverage and other items that will be offered ♦ Agree to share sales data with the City at the end of the season, including sales by food item and event ♦ Operate the concession area within multi - purpose building in the north end of Freeman Park ♦ Have appropriate experience and offer current references • ♦ Assume liability for all products and the concession stand ♦ Agree to disperse a fixed minimum sum and a specific percentage of the profits to the Shorewood Park Foundation/City of Shorewood in return for the use of the site (be specific on fixed amount and percentage of profits) ♦ Provide concessions for the park use season, approximately May 1 through September 30. The year 2000 season is likely to last only during August and September. Preferred hours are from 6:00 P.M. to dark on weekdays and on Saturdays, when the fields are scheduled for organized events. (Be specific on hours to be covered) ♦ Designate whether providing the service for a portion of the season is acceptable ♦ All food and health related licenses must be acquired by the vendor. ♦ Designate a proposed length of contract for service. A certificate of insurance, naming the City as an additional insured in the amount of $500,000.00, and proof of worker's compensation must be provided to the City upon approval of a contract. No alcoholic beverages are allowed in the Park. The Proposer will be invited to present to the Park Commission during an evening meeting. Please call 474 -3236 if you have any other questions. Proposals and business plans must be received no later than January 4, 2000 at Noon. The City reserves the right to accept or reject any or all proposals. Return Proposals to: James C. Hurm, City Administrator • City of Shorewood Copy: Tim Keane for 5755 Country Club Road . review and comment Shorewood, MN 55331 [ oil • �_ • Julu _ • 1 Page 1 of 1 TOTAL SALES 5 9 Inventory sold 1,673.29 S 10.941.03 Purchase Totals: Starbucks 57.50 Pepsi 3,254.96 DSD 1,692.65 Angus Meats 1,251.92 Bernie Whetson 180.00 Lav Station 77.00 Concession fee 4th of July 250.00 Cash advance 100.00 Todd Strot expenses 3 51.5 7 Out of till expenses 238.86 238.86 • Subtotals 511,17939 $7,454.46 NET SALES $3,725.43 Less stipend for Todd Strot 700.00 Net Balance 3,025.43 50% of balance to Shorewood Parks Foundation: 51,512.71 50% of balance to MCES: $1,512.71 • CITY OF SHOREWOOD REQUEST FOR PROPOSALS FREEMAN PARK CONCESSIONAIRE The City of Shorewood is seeking proposals for a concessionaire within Freeman Park for . the 1997 sports season. Area to be served: Freeman Park, which is located in the City of Shorewood The park has two (2) Little League Fields, one (1) Babe Ruth Field, three (3) softball fields, and four (4) to six (6) youth soccer fields. There is now a small concession stand in the south area run by Little League for the Little League fields. A concession stand is needed in the north section of the park to serve the softball and soccer fields. Water and electricity are available in the area. CRITERIA TO BE MET Each of these items MUST be addressed in the Proposal: ♦ Submit a business plan that includes a market study and a full description of a proposed operation with a list of food, beverage and other items that will be offered ♦ Agree to share sales data with the City at the end of the season, including sales by food item and event ♦ Operate the concession within the northern parking lot area of Freeman Park (Operation is to be limited to the northem end of Freeman Park) ♦ Operate from facilities (provided by the vendor) that are temporary or mobile • ♦ Have appropriate experience and offer current references ♦ Assume liability for all products and the concession stand ♦ Agree to disperse a fixed minimum sum and a specific percentage of the profits to the Shorewood Park Foundation/City of Shorewood in return for the use of the site (be specific on fixed amount and percentage of profits) ♦ Provide concessions for the park use season, approximately May 1 through September 30. Preferred hours are from 6:00 P.M. to dark on weekdays and on Saturdays, when the fields are scheduled for organized events. (Be specific on hours to be covered) ♦ Designate whether providing the service for a portion of the season is acceptable ♦ All food and health related licenses must be acquired by the vendor. A certificate of insurance, naming the City as an additional insured in the amount of $500,000.00, and proof of worker's compensation must be provided to the City upon approval of a contract. No alcoholic beverages are allowed in the Park. The Proposer may be invited to present to the Park Commission the evening of March 25th. Please call 474 -3236 if you have any other questions. Proposals and business plans must be received no later than March 19, 1997 at Noon. The City reserves the right to accept or reject any or all proposals. Return Proposals to: James C. Hurm, City Administrator • City of Shorewood 5755 Country Club Road Shorewood, MN 55331 TMEIVIORANDUM OF UNDERSTANDING • Whereas, the City of Shorewood (hereafter referred to as the "City ") and Minnetonka Community Education Services (hereafter referred to as "MCES' desire to offer concession services at Freeman Park near the north parking lot during the 1997 sports season; and Whereas, the City advertised and accepted proposals for said service; and Whereas, VICES submitted the only proposal for said services. Now, therefore be it resolved that the City and MCES agrees as follows: MCES shall• Run concession trailer operations as described in the proposal submitted on March 19, 1997 by MCES, Todd Strot, Sports League Manager (attached and made part of this letter of understanding). • Be responsible for all aspects of the concession operations including trailer rental and storage. • Provide administrative and bookkeeping services at no cost to the operations. • Provide a certificate of a liability insurance policy for the agreement period naming the City as additional insured in the amount of 5500,000, together with a signed copy of this agreement. • Provide a complete financial report on or about May 30, June 27 and July 25. The final report will include types of product sales and a management report with recommendations for next year. The Citv shall: • Provide electricity and water located on the outside of the irrigation building at no cost to the operation. This agreement can be terminated by either parry upon two weeks prior written notice to the other parry. The profits, to be shared equally between the City and VICES, shall be defined as total revenues minus total expenses. As agreed there will be no charges for administration, bookkeeping, electricity and water usage as stated earlier. IN WITNESS WHEREOF, the parties have this /,;-# day of A L &&g 1997, caused this Memorandum of Understanding to be duly executed by their proper offs ers and representatives. THE CITY OF SHOREWOOD B ��- Y yor • By i Ad NIINNETONKA COMMUNITY EDUCATION SERVICES By &177 Its Executive Director • • • Park Commission Meeting Follow -up Checklist Park COtnrnissian Meeting of 1pr2G /9g 1999 f'Tp Do" List Action taken Mtg.' Done Issues Date Park booklet - Mark Themig volunteered to work on this. First draft will be prepared by 10 -1 -99 6/22/99 Consider a sign at Manor Park stating that this is where the first City Hall Pat Arnst will check with Mary Bensman 6/22/99 was located. on her interest in following up on project. Sept. mtg. Pat talked with Mary & she is interested in working on project (10- 12 -99) Policy for next season regarding security at warming houses. Refer to LB- Hiring of supervisor & going over steps with supervisor should help with security (10- 12 -99). First successful trail segment completed 1999 To Do List Multi - purpose building construction LB will work on different plans and bring 1999 To Do List • Explore partnership with Senior Center /youth for operating back to Park Commission (5- 25 -99). LB concession stands will sch. on planning comm. mtg. for a conditional use permit and public hearing • Consider night time lighting policy* (6 -22 -99 mtg). City Council mtg. • Consider liquor policies* 8/23/99. Council passed proposal for professional services from WSB (10-12- *These issues, among others yet to be identified, need to be considered as 99) a pro - active measure. They may arise as a result of the completion of a multi- purpose, multi- season facility that will invite more diverse use than the picnic shelter alone. Cathcart Park — Sign saying "No Parking on Grass" LB will look into Galpin Lake Rd Trail Staff will check on issues: county /street Sept/Oct road; Chanhassen -loop from Murray to Bracketts; Excelsior grant application not successful - LB check into, heard Excelsior may be doing something on south side of 7 (10- 12 -99). Freeman Park — Map for trail 5 -25 -99 Park Tour - Winter Project (10- 12 -99) - Pa ge 2 Park Commission Meeting of 10/26/99 1999 "To Do" List Action taken Mtg. Done Issues Date Wayside Rest Area — Check on the walkway /trail from stop light to across 6 -8 -99 Park Tour — LB will look into the the ditch possibility Silverwood Park — Fill in the holes around the blocks by the swing set area 6 -8 -99 Park Tour Prepare project schedule and look at Smithtown segment and LB will prepare a project schedule. LB is CovingtonNine Hill trails (6 -8 -99 meeting) ordering feasibility studies and ask to authorize a survey at the July 26 City Council meeting. Smithtown West LRT — Look at keeping the trail on the south side of LB will take another look at keeping trail Smithtown west of the school and have a crossing at the school. Also, look on south side. He will also look into into extending the trail to the LRT for cost and obstacles, etc. (6 -8 -99 mtg) extending the trail. Yellowstone Pending 2000 Manor Park and Badger Park — Aerator for pond. 6 -22 -99 mtg. Pat Arnst 6 -8 -99 Park Tour - Mark gave LB info will do further research regarding clean up of ponds. regarding aerators. This is a winter project (10- 12 -99). Wayside Rest Area — Seal the well 6 -8 -99 Park Tour - LB check into putting well back into operation (10- 12 -99). Mill St. Check on issues — County Rd, connection Sept/Oct with LRT- LB checking with County, heard they may be upgrading Mill St. (10- 12 -99). Wayside Rest Area — Look at property as a possible skate park 6 -8 -99 Park Tour Wayside Rest Area - Improve the barrier along Highway 7 /parking area 6 -8 -99 Park Tour - Referred to LB Smithtown /E of LRT Not this year (1999) Re- evaluate winter use on LRT Jan 2000 • • FOLLOW -UP CHECKLIST COMPLETED ITEMS Policies for dealing with sports organizations Done Magic Square at Cathcart Park Done Baseball Fields at Freeman Park - Poles/Nets installed for foul balls Done 2000 CIP Done Explore Trail Collaboration with Greenwood and Excelsior Done Freeman Park - Proposed batting cage, signs and relocation of storage shed Done Freeman Park - Closure of road along field #2 10/12/99. Enchanted Island Done St. Albans Bay Rd Done Joint Meeting with Park Foundation 9/28/99 Crescent Beach - Sin 10/12/99 Ed ewood/Noble Walk Done Grant Lorenz Walk Done Howards Point Rd Walk Done Painting Stripes at Christmas Lk parking lot I Done • • city of Shorewood Athletic Association Park Use Policy (1/25/99 Draft) Background Shorewood City park land has been acquired and park facilities and improvements have been provided over the years by various sources. The City itself, Athletic Associations to varying degrees, civic organizations and many volunteers have helped make our parks what they are today. Once installed, the facilities and improvements become part of the park and assets of the City. The athletic associations have provided quality organized sports activities for the youth and adults of our community. - Purpose Recognizing the increased need for quality athletic facilities, the Shorewood Park Commission has developed a policy to work more effectively with athletic associations. The purpose of this policy is to: • Establish a basic park facility level. • Discuss facility improvement funding options. • Establish a process for requesting facility improvements. • Establish ongoing funding sources to maintain parks and • facility improvements. Basic Park Through general funds, the City will provide the following basic Facilities park facilities in all parks: *Park Property •Field /Play Space *Play Equipment eRest Room Facilities (including portable units) •Parking *Trash Receptacles and Removal The specialized athletic associations are responsible for preparation of the fields (i.e. striping, placing and removing nets). Facility Athletic facilities or special use facilities are considered above and Improvements beyond basic park facilities. As the need for quality athletic facilities is increasing, funding for facility improvements is decreasing in Shorewood. Therefore, it is in the best interests of both the athletic associations and the City to work cooperatively in addressing facility improvements. When an association determines a need for a facility • improvement, the association must present the request to the City for consideration. Approval and implementation of the request is greatly enhanced as the proportion of funding provided by non- • City sources increases. A meritorious proposal with full outside funding is likely to be implemented quickly, while the same project requesting full or partial City funding must be considered as part of the City's five -year Capital Improvement Program (CIP). This consideration will involve evaluation of need verses other projects waiting funding. If the improvement promotes safety, the City may actively pursue the improvement. In order to effectively evaluate projects requesting City funding, the proposal should be submitted to the Park Commission during the summer for consideration in the budgeting process. All proposals* should include the following: • A thorough description of the improvement. • Maps or drawings. • The demonstrated need. • Estimated Costs. • Possible funding. • How the improvement will be completed (volunteers, contracted work, etc.) *City staff can assist in providing information (such as maps, • drawings, etc.) for the proposal. If an improvement is approved and completed, the improvement becomes the property of the City of Shorewood. If major repair or replacement is needed, the association may provide funding or work with the City in identifying the need and scheduling in the five -year CIP. Exclusive Use of Recognizing the community benefits of park land, Shorewood Parks Improved are available on a "First Come, First Served" basis to the Park Facilities community. However, athletic associations my request exclusive use of improved park facilities. Requests for use are to be submitted in January for consideration by the Park Commission. Requests for use should include: • Organization • Requested facilities • General days and times the facility(s) will be used • data/parks /Athletic Assoc. Policies 2 Reservation In exchange for exclusive use, athletic associations will contribute • Fee funding to operate these facilities by paying a reservation fee. This fee will be dedicated to the park operation fund. The fee is determined by: L� C data/parks /Athletic Assoc. Policies Cost for Providing Above Base Maintenance Activity Facilities user Football Hockey Tonka United Soccer Little League Minnetonka Adult Softball Badger Badger Cathcart" Freeman Soccer Fields Freeman Fields 1 -3 Manor Field Cathcart Field Freeman Fields 4 -6 Cost $1,555 $1,835 Represents 1/2 of 21% of total costs for providing ice at Badger and Cathcart. 21% is determined from 11 hours /week of reserved ice time from total available of 51.5 hours /week warming house services. Furthermore, dividing this figure represents 1/2 costs directed toward the recreational skating area and 1/2 costs toward hockey area. 1 4 , 77 $8,223 12,648 Options for Recover in Costs for Providin Above Base Maintenance Activity Op 2 Option 3 Even Fee Full Fee Percentage of Cost Football $ 3 , 500 (50 %) Hockey $ 3 , 500 1 555 775.50 Tonka United Soccer $ 3 , 500 - 1 835 917.50 Little League 3 500 4 775 — $2,387.50 Minnetonka Adult Softball 3 500 8 223 $ 4 , 115.50 To tal $ 17,500 $12 $ 6 , 324.00 29,036 14,520.00 Items to consider: • Billing should occur at time facility is reserved. • In the event winter conditions do not permit full use of reserved ice, hockey would be refunded for amount not used.