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091499 PK AgPt ,1 CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION MEETING COUNCIL CHAMBERS TUESDAY, SEPTEMBER 14,1999 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 August 24, 1999 (Att. -C Draft Minutes) 3. MATTERS FROM THE FLOOR 4. REPORTS 5. REVIEW AND RECOMMENDATIONS REGARDING PARK & TRAIL CAPITAL IMPROVEMENT PROGRAM (Att. -#5) 6. TRAILS/FREEMAN PARK MULTI PURPOSE BUILDING A. Covington/Vinehill Status — Discuss/recommendation on assessing for concrete for a segment of trail along Vinehill Road(Att.46A) B. Smithtown West Status C. Plan of Action for Fall(Att.46C) 7. PREPARE FOR SEPTEMBER 2C MEETING WITH PARK FOUNDATION(Att.47) 8. OLD BUSINESS A. Review of a Document for Transferring Ownership of Park Improvements(Att. 4M) B. Review of To Do List (Att.48B) C. Consider Replacement of Chuck Cochran as Park Commission Representative to the Park Foundation D. Review Recycling Memo (Att.48D) E. Player Benches at Manor Park Based Fields F. Manor Park — Sign Where the First City Hall was Located �w R PARK CONUMSSION AGENDA PAGE 2 OF 2 9. NEW BUSINESS A. Designate Liaison to City Council Meeting for October to Replace Bill Colopoulos B. Designate Liaison to Planning Commission to Replace Bill Colopoulos 10. ADJOURNMENT Council Liaison: September — Themig October ? 1 It CITY OF SHOREWOOD 5755 COUNTRY CLUB ROAD PARK COMMISSION COUNCIL CHAMBERS TUESDAY, AUGUST 24,1999 7:30 P.M. MINUTES 1. CONVENE PARK COMMISSION MEETING �•-a Co -chair Arnst called the r,teeting to order at 7:30 p.m. A. Roll Call Present: Co- chairs Dallman and Arnst; Commissioners, Puzak and Themig; Administrator Jim Hurm; City Engineer Larry Brown Absent: Commissioners Bensman, Colopoulos and Berndt; Councilmember Zerby B. Review Agenda Co -chair Amst asked to move item #6 (User Fees) to be discussed after #4 (Reports) to give it priority. • Themig moved and Dallman seconded to approve the agenda as amended. Motion passed 4/0. 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of August 10, 1999 Action was taken later. See page 3. 3. MATTERS FROM THE FLOOR There were no matters from the floor. 4. REPORTS There were no reports. Amst asked if there had been any follow -up to the Island neighborhood walk. Engineer Brown said some mowing and trimming had been done. A follow -up letter is in process. Arnst asked Commissioner Themig if he had worked on the presentation to the Park Foundation yet. Themig said no. �a Park Commission August 24, 1999 Page 2 6. USER FEES Co -chair Arnst suggested a brainstorming approach for this very large item. She proposed to: 1) Get all potential ideas on the board and list the pros and cons of each, 2) Figure an estimate of the amount of money each would generate, 3) Consider a "target" for where the money would be spent, 4) Choose the preferred options for where funds would be used, and then, 5) Decide on steps to be taken with that information. When asked if the funds would be used for capital improvements or for operating, it was stated that the funds would be applied to both. These are the ideas that were listed: 1 Foundation fundraising 2 User Fees —Sports Organizations — Tournament Fees 3 Concession— (Sales & Rental) 4 Parking (meters, permits, kiosks, tournament parking) 5 Revenue from cell towers 6. Title transfer fees 7 Impact fees (park dedication fees) 8 Grants 9 Philanthropic donations (including land) 10 Business sponsorship (corporate sector) / advertising 11 General city funds 12 Liquor profits from stores 13 Liquor permits for park events 14 Lawful Gaming 15 Vending Machines 16 Park Event and Shelter Rentals 17 Youth Programming The Commission discussed the list with pros, cons, and points about each of the ideas. The detailed listing of each is on a separate document called "Options for Financing Park Improvements" and is attached to and made a part of these Minutes. They also discussed how and when to present the information to the Park Foundation. It was agreed to invite the Park Foundation, and each organization's president or committee chair, to a special meeting on Tuesday, September 28. A letter will be sent in advance to explain the content and goals of the meeting. The Foundation representatives will be asked to offer other suggestions for revenue sources and for their commitment to the programs that they would like to support. A scheduled time line for construction of the park structure and other projects will also be presented to the Foundation in order to establish goals for fund- raising. r Commissioner Themig pointed out that 2/3 of the Park Foundation are representatives of non -sports organizations. There needs to be focus toward their interests as well. K y Park Commission August 24, 1999 Page 3 0 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of August 10, 1999 Puzak moved and Themig seconded to approve the Minutes as presented. Motion passed 4/0. 5. REVIEW OBJECTIVES FOR OPERATING BUDGET (MARK THEMIG) CAPITAL IMPROVEMENT PROGRAM Five new objectives are proposed for the 2000 Park Operating Budget objectives. The Commission briefly read the list. Puzak moved and Dallman seconded to accept the Year 2000 Objectives as submitted by Commissioner Mark Themig and listed in a memo dated August 16, 1999. The motion passed unanimously. The CIP will be on the agenda for the September 14, 1999 Park Commission meeting. Members were asked to bring the packet information on Trail Funding Sources back with them to that meeting. . 7. TRAILS PLANNING PROCESS A. Review Island Neighborhood Walk on July 24 See page 1, item #4, REPORTS. B. Covington / Vine Hill Status A letter dated August 1, regarding a request for concrete sidewalk (rather than bituminous surface) was presented to the Commission. The letter was from six residents living along Vine Hill Road who seem to believe that the City has decided on a bituminous surface and they are objecting to that choice. Yet, a formal decision has not been made on the "zebra policy." Engineer Brown stated that plans are being prepared by the consultant, but are delayed due to serious illness. He suggested that a position not be taken until a concept plan is put together. The letter from residents indicates that the Park Commission's last response was not perceived correctly. Brown recommends a response to clarify the situation should be written right away, but an actual policy needs to be considered at a later date. Co -chair Arnst asked Brown to draft a letter explaining why concrete was used along Old Market Road and send a draft to Co -chair Dallman and herself for review. Brown recommended the policy discussion be included on the next meeting agenda. Themig Park Commission August 24, 1999 Page 4 M r r asked that the consultant also provide information about the life expectancy of cement over bituminous. An effective response will require real data. 0 C. Smithtown West Status Engineer Brown stated that the first "hurdle" is being addressed by the city attorney who is preparing a report on rights of way issues. It will hopefully be presented at the next Council meeting. Amst said updates on each of the trail segments will be on the next Park Commission agenda D. Plan of Action for Fall Co -chair Arnst asked if the Commission wants to schedule anything else for fall at this time. It was agreed to discuss the schedule at the September 14 meeting. Administrator Hurm asked if they wish to consider a doing a neighborhood walk at the Old Market Road crossing. They said it had already been done. The Commission will do a neighborhood walk on Howard's Point Road, Edgewood Road and Grant Lorenz Road on Saturday, October 2 at 9:30 a.m. 8. REVIEW PRELIMINARY DESIGN OF MAGIC SQUARE Engineer Brown reported that he talked to the tennis court contractor who has done this type of square in the City of Chanhassen. He proposes the same finish as the tennis court • surface to be done on the Cathcart basketball court. Commissioner Puzak asked if all of these squares have some preconceived game so kids can't just make up games as they go along. His point is to provide activities that foster creativity and facilities that appeal to "free spirits" who are unlikely to join some regulated sports team or activity. Administrator Hurm said that is the whole idea of the magic square. Amst agreed, offering an example of how neighborhood children play their own version of such games. Dallman moved to authorize Engineer Brown to proceed with the implementation of the "magic square" as presented. Themig seconded and the motion passed 4/0. Themig asked if the September 13 agenda would include a review of the CIP for trails and parks. It will. 9. CONSIDER REPLACEMENT OF CHUCK COCHRAN AS PARK COMMISSION REPRESENTATIVE TO THE PARK FOUNDATION Item to be tabled until the September 14 meeting. There was discussion about the verbal resignation of Commissioner Bill Colopoulos. It was agreed to hold discussion until an official letter of resignation is received. 0 Park Commission August 24, 1999 Page 5 0 10. REVIEW OF TO DO LIST The commissioners agreed that progress is being made. No details were discussed. 11. OLD BUSINESS A. Review Recycling Memo In the absence of Commissioner Berndt, discussion is tabled until the next meeting. There was no other old business. 12. NEW BUSINESS Commissioner Puzak reported that, as a result of the recent article in the local paper, momentum is growing on the skate park idea. He has received three very positive phone calls. Two are parents of children who are active in sports, offering their help in working on it. One is a professional designer of rinks who has done skate parks and would charge a fee. He is a consultant, designer, and builder- contractor. Themig also recommended a man from Shoreview who has had experience for Puzak to talk to. Engineer Brown reported that there has been extensive damage to Silverwood Park. Vandalism has occurred on an every other night rampage. The estimated value is about $3,000. Charlie Davis got things back to normal in 2 days. South Lake Public Safety has had some success in tracking the offenders. 13. ADJOURNMENT Dallman moved and Puzak seconded to adjourn the meeting. Motion passed 4/0. The meeting adjourned at 10:47 p.m. Respectfully Submitted, Connie Bastyr Recording Secretary Options for Financing Park Improvements 1. Foundation Fundraising' Pros Cons • Community building • Needs project leader • Tax advantages • May not apply to on -going • Non - taxable maintenance • No tax -payer opposition Points • Mostly project specific 2. User Fees— Sports Organizations — Tournament Fees Pros Cons • Established users are in place • May not pay — voluntary • Steady income potential • Could reduce sports organizations' • Philosophy of "user pays" voluntary improvements • Doesn't take into account their other donated efforts • Hard to be fair • Higher expectations? • Improvements may not benefit the Points • Project specific and park specific • Needs to be designated by Council for the Park Fund • Charlie for tournaments 3. Concession -Sales & Rental Pros Cons • Sustainable source of revenue • Need to manage it • Amenity to park • Sustainable source, but not steady or • Makes the park a destination consistent (business risk) Points • What is the profit margin? 4. Parking Fees at Freeman Park Pros Cons • Raises substantial amount of • Costs money to manage money • Unkind and unfriendly • Possible towing fee percentage • Has potential for backlash from the • Has potential to be the most fair community • Could help solve parking problems • Neighborhood impact • Enforcement is a problem Points • Consider raising tournament fee instead • Charge during peak times (limit fees to certain hours) 15. Tower (PCS) Revenue Pros Cons • Revenue from any tower on park • Neighborhood concerns property should go to park fund . Aesthetics • Very viable and lucrative Points • Consider tower for wayside rest area at Old Market Road and Highway 7 • Need to ask for necessary ordinance chanLyes 6. Transfer Fees Pros Cons • Sustainable and lucrative • Requires legislative approval • Needs administration Points (None) I 8 Grants Pros • Funds are available • No objection from tax payer Cons • Grant - writing / Administration cost • Project specific • Could be strings attached • Unpredictable Points (None) 9. Private Donations (including, land) Pros Cons • Non -tax payer money • Might be project specific or have • Provides tax deduction for donator strings attached • Need solicitor, leader or group • Could end up with "white elephant" Points (None) 1 1-0., Corporate Sponsorship. and Advertising Pros Cons • Potential exists • Could be strings attached • Not tax money • Possible public opposition • Potentially unsightly Needs leadership Points (None) 11 General City Funds Pros Cons • Justifiable expenditure of tax • Up to City Council discretion dollars for a valued amenity Points (None) 12. Liquor Store Profits Pros Cons • Positive contributions for liquor • No profit at present time operations • Public perception ( "sin tax ") Points (None) 13. Allow Liquor Permits for Events (like the Southshore Center) Pros Cons • Can specify conditions • May have negative public • Source is specific to user perception • Requires ordinance change Points (None) 14. Lawful Gaming Pros Cons • Potential for substantial income • May have negative public • Partnership building perception (sin tax) • New found source • Limited to one site (Legion) Points • Legion already contributes to community • Could approach Southshore Center 15. Vending Machines Pros Cons • Could be built into concession • Vandalism potential building for security • May impact city staff • Open beyond concession stand hours • Potential is there. Only work is to draw a contract • Potentially low administrative cost • Could be at multiple locations Points • Vending machine company deals with complaints and maintenance 16. Park Event and Shelter Rentals Pros • Good public relations for parks • Facilities are in demand Cons • Need leader and champion • Staff time required • Needs coordination • Heavy use of parks Points • Freeman Park could be a great location for a corporate event 17. Youth Programming Pros Cons • Amenity and service to • Need part time director community Points None r __4 3 t1►:• To: Park Commission ), From: James C. Hurm Date: August 19, 1999 Re: CIP Staff has taken another shot at the Park and Trail CIP. Hopefully this draft will better meet the wishes of the commission. I hope this draft will help aid the commission in its discussions. 1 2. Project Schedule Draft 8118199 a 1 PROJECT SCHEDULE - PARKS Pro Description 1999 2000 2001 2002 2003 2004 Freeman Park a Park Building $ 200,000 b Sanitary Sewer $ 50,000 c Foul Ball Netting Feld 2 $ 4,500 h Roadway/Parking Roadway/Parking $ 78,000 Free/Skating Area $ 30,000 Badger Park d Overlay Tennis Courts $ 4,500 Cathcart Park d Overlay Court $ 3,500 Purchase Temp Warming House $ 5,000 e d Warming House Silverwood ParkManor Park Overlay Court $ 4 $ 36,000 f Magic Square $ 5,000 Other Bleacher Improvements $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 Skate Park $ 5,000 TOTAL EXPENSES $ 269,000 $ 88,000 $ 38,500 $ 5,000 $ 9,000 1 $ 41,000 3. Funding Summary Draft 8118199 1999 1 2000 1 2001 ming Cash Bal 1/1/ Dedication Fees oral Fund Contribub Rental Fund Transer $ Organizations - Maint $ 2,0 $ 37,000 Outlay Projects $ $ 15,0 ar To General Fund $ 10,000 $ t Income $ $ 10,0001$ Cash Balance 12131 $ $ 182,000 $ 5,000 $ 2,0 $ 37,000 $ 15,000 $ 15,0 $ - $ 10,000 $ 10,0 $ - $ 10,0001$ $ - $ - $ 10.0001s $ 10,0 160 2002 $ 5,000 $ - $ 2004 $ 1,650 $ 50,000 - 12,0001s 1 160 2002 $ 5,000 2003 $ 12,000 2004 $ 1,650 $ - $ 29,940 $ 15,000 $ 15,000 $ 15,000 $ 10,000 $ 10,000 $ 10,000 $ - $ - $ - $ 10,000 $ 10,000 $ 10,000 $ 3,000 $ 3,0001$ 3,000 $ - $ - $ - 4 1r, nnrn .t $ 12,000 1 $ 12,000 $ 38,500 $ 5,000 $ 12,000 $ 12,000 $ 150 $ 350 $ 1,6501$ - 1 3. Funding Summary Draft 8119199 r Amounts marked with an asterisk ( *) represent expenditures for which a source of funding has not yet been identified. Potential sources of funding will need to be researched and acquired before the project can proceed. a 1 1999 2000 2001 2002 2003 2004 Beginning Cash Bal 1/1 $ 149,084 $ 94,561 $ 21,525 $ 16,913 $ 56 $ 32,593 Transfer - Public Facilities $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 $ 15,000 Transfer from Local Roads $ 13,650 $ 14,650 $ 15,650 $ 16,650 $ 17,650 $ 18,650 Funding from other sources 1 $ 314,800 $ 87,750 $ 126,500 $ 81,500 $ - Expenditure from other sources* $ 314,800 $ 87,750 $ 126,500 $ 81,500 $ Expenditure from trail fund $ 86,900 $ 148,100 $ 25,500 $ 14,370 $ - $ - Interest Income @ 5.0% $ 3,727 $ 2,364 $ 538 $ 423 $ 1 $ 815 Ending Cash Balance 12/31 1 $ 94,561 $ 21,525 $ (16,913) $ (56)1$ 32,5931$ 67.058 Amounts marked with an asterisk ( *) represent expenditures for which a source of funding has not yet been identified. Potential sources of funding will need to be researched and acquired before the project can proceed. a R I-- 17, 2. Project Schedule Draft 8119199 (W) Walk of potential trail route is completed. • PROJECT SCHEDULE.= TRAILS Proj Description 1999 2000 2001 2002 2003 2004 General Project Planning $ 6,000 $ 3,000 $ 3,000 $ - $ - $ Funds Furthest Along in the Process: a Covington (W): Project Design $ 10,600 Construction $ 58,000 b Vine Hill (W) Project Design $ 11,700 Construction $ 65,500 c Smithtown, Victoria to LRT (W): Project Design $ 57,500 Construction 314,800 d OMR Crossing: Project Design $ 1,100 Construction 6,100 Projects that have been identified as need further study but have unrefined cost estimates: e Smithtown east of LRT: Project Design $ 22,500 Construction $ 126,500 f Mill Street: Project Design $ 15,500 Construction $ 87,750 Galpin Lake Road: Project Design $ 14,370 f Construction $ 81,500 Projects that have been identified as need further study and are not far enou h along for costs estimates: h Enchanted Island (W) I St Alban's Bay Road (N & W of Manor Park) j Yellowstone Trail Potential proicts that have met with local op osition: k Ed ewood/Noble I Grant Lorenz M Howards Point Road TOTAL EXPENSES $ 86,900 $ 462,900 $ 113,250 $ 140,8701 $ 81,500 (W) Walk of potential trail route is completed. • f I. TRAILS Draft 8119199 The Park Commission and City Council are fully committed to a new trail planning process which involves citizens participation throughout the process. 0 The steps of the process completed in 1999 are: 1) Commitment to a grassroots trail planning process 2) Data gathering 3) Identify potential trail segments 4) Public information open house The following steps are currently underway: 5) Walk potential trail routes (three have been done to date) 6) Prioritize potential trail routes by Capital Improvement Programming (CIP) 7) Inclusive design process (the first preliminary design meeting has been held in the Covington / Vine Hill intersection area) The remaining steps will come later: 8) Build a segment involving neighborhood contacts 9) Address the next trail segment identified in the CIP 10) Annual review and prioritizing in CIP Potential Sources of Funding for Trails: For planning purposes Covington / Vine Hill and Old Market Road crossing projects are designated as trail fund expenditures. For the remaining projects, only the project design amounts will be designated as trail fund expenditures. The amounts for construction (marked *) will need to come from other potential sources of funding: • MSA funds - these funds may be used for trails along MSA routes (Smithtown Road; Galpin Lake Road) as long as MSA street and trail design standards are met. • Other City funds - such as the street fund could be utilized by the City Council if specific street safety concerns are involved. • Special assessments to adjacent property owners that are interested in improvements beyond the basic asphalt trail. • Private funding sources. • Park Dedication Fees or a separate trail dedication fee could be established by ordinance. • State or Federal grants (matching funds often required): 0 Outdoor Recreation Program • 0 DNR Cooperative Trail Program 0 T21 - Transportation Grant Program IP Coca, �l To: Park Commission From: James C. Hurm, City Administrator Date: August 16, 1999 Re: Tentative Schedule for Covington / Vine Hill Trail I talked with the engineers and am suggesting the following schedule for the Covington / Vine Hill trail project: 8 /27 ............................ Preliminary plans completed 9/ 7 .............................. Neighborhood meeting on preliminary plans 10 /6 ............................ Final plans completed 10 /11 .......................... Council approves plans and specifications and authorizes S advertisement for bid Jan/Feb ...................... Bid process 3/ 1 .............................. Bid opening - decision on concrete vs. Asphalt 3 /13 ............................ Council accept bids / award contract April/May .................. Construction • • 0 Potential Trail Route Status And Possible Schedule * 1 - Staff: Check on issues — County Rd, connection with LRT *2 - Staff: Check with MnDOT — Access to St. Albans Bay Rd- Consider for CIP *3 - Check with Greenwood on a joint trail *4 - Staff will check on issues: County /Street Road; Chanhassen -loop from Murray to Bracketts; Excelsior grant application not successful • Gal in Lake Rd Sept. /Oct. *4 (see explanation below) Enchanted Island walk Scheduled July "Neighborhood" walk to familiarize 24, 1999 9:30 with island issues St. Albans Ba Rd July ? *3 (see explanation below) Edgewood/Noble July -Walk Scheduled "Neighborhood issue" walk October 2 1999 9:30 Yellowstone Oct. Pending Mill St. Sept. /Oct. *I (see explanation below) Grant Lorenz July- Walk Scheduled "Neighborhood issue" walk October 2 1999 9 :30 Covington/Vine Hill Tuesday, April 20` Consider for CIF 6:00; Review Preliminary Plans & Details Tuesday, July 13` 6:30 Howards Pt Rd July -Walk Scheduled "Neighborhood issue" walk October 2 1999 9:30 S mithtown/E of Not this year LRT Smithtown/W of Saturday, April 10, Consider for CIP LRT 1999 Old Market Rd/7 June 8 at Manor tour *2 (see explanation below) Crossin * 1 - Staff: Check on issues — County Rd, connection with LRT *2 - Staff: Check with MnDOT — Access to St. Albans Bay Rd- Consider for CIP *3 - Check with Greenwood on a joint trail *4 - Staff will check on issues: County /Street Road; Chanhassen -loop from Murray to Bracketts; Excelsior grant application not successful • • _ s 7 t • September 15, 1999 pjj q T TO: Park Foundation Members FROM: Shorewood Park Commission Members RE: Upcoming Joint Meeting — Tuesday, September 28, 7:30p.m. We look forward to meeting with you at our upcoming joint meeting at City Hall. There are very important items to be discussed: A. The purpose of our organizations • B. Presentation on: History of Park maintenance efforts Projected capital needs C. Consideration of ways to raise funds for specific park needs (re. Freeman multi purpose building). Continue Park Commission "brainstorming" exercise Options for Financing Park Improvements handouts. D. Other topics of mutual interest. We encourage all Park Foundation Members to attend. Further, we ask the sports organization representatives to ask the president or a board member of your organization to attend the meeting with you. _ Attachments: Meeting Notice Report on Park Commissions "Options for Financing Park Improvements" • The Shorewood City Park Foundation Members have been invited to meet with the Shorewood Park Commission Tuesday, September 28, 1999 at 7:30 p.m. in the Council Chambers 5755 Country Club Road Shorewood, Minnesota The purpose of this meeting is to discuss the role in identifying and obtaining funds for the new building and future park amenities. Cl 1] Options for Financing Park Improvements 1. Foundation Fundraising Pros • Community building • Tax advantages • Non - taxable • No tax -payer opposition Points • Mostly project specific 2. User Fees — Sports Organizations Pros • Established users are in place • Steady income potential • Philosophy of "user pays" Cons • Needs project leader • May not apply to on -going maintenance — T Fees Cons • May not pay — voluntary • Could reduce sports organizations' voluntary improvements • Doesn't take into account their other donated efforts • Hard to be fair • Higher expectations? • Improvements may not benefit the Points • Project specific and park specific • Needs to be designated by Council for the Park Fund • Charge for tournaments • 3. Concession- sales & Rental Pros Cons • Sustainable source of revenue • Need to manage it • Amenity to park • Sustainable source, but not steady or • Makes the park a destination consistent (business risk) Points + What is the profit margin? l 4. Parking Fees at Freeman Park Pros Cons • Raises substantial amount of • Costs money to manage money • Unkind and unfriendly • Possible towing fee percentage . Has potential for backlash from the • Has potential to be the most fair community • Could help solve parking problems • Neighborhood impact • Enforcement is a problem Points • Consider raising tournament fee instead • Charge during peak times (limit fees to certain hours) 5. Tower (PCS) Revenue. Pros Cons • Revenue from any tower on park • Neighborhood concerns property should go to park fund • Aesthetics • Very viable and lucrative Points • Consider tower for wayside rest area at Old Market Road and Highway 7 • Need to ask for necessary ordinance chances 6. Transfer Fees Pros • Sustainable and lucrative Cons • Requires legislative approval • Needs administration Points (None) 7. Park Dedication. Fees Pros Cons • Already in place • Diminishing Points (None) • • • • 8. Grants Pros • Funds are available • No objection from tax payer Cons • Grant- writing / Administration cost • Project specific • Could be strings attached • Unpredictable Points (None) 9. Private Donations (including land) Pros Cons • Non -tax payer money • Might be project specific or have • Provides tax deduction for donator strings attached • Need solicitor, leader or group • Could end up with "white elephant" Points (None) 10. Corporate. Sponsorship and Advertising Pros Cons • Potential exists • Could be strings attached • Not tax money • Possible public opposition • Potentially unsightly • Needs leadership Points (None) 11. General City Funds Pros • Justifiable expenditure of tax dollars for a valued amenity Cons • Up to City Council discretion Points • (None) 12. Liquor Store Profits I Pros • Positive contributions for liquor operations Cons • No profit at present time • Public perception ( "sin tax ") Points (None) 13. Allow Liquor Permits for Events (like the Southshore Center) Pros Cons • Can specify conditions • May have negative public • Source is specific to user perception • Requires ordinance change Points (None) 14. Lawful Gaming Pros Cons • Potential for substantial income • May have negative public • Partnership building perception (sin tax) • New found source • Limited to one site (Legion) Points • Legion already contributes to community • Could approach Southshore Center 15. Vending Machines Pros Cons • Could be built into concession • Vandalism potential building for security . May impact city staff • Open beyond concession stand hours • Potential is there. Only work is to draw a contract • Potentially low administrative cost • Could be at multiple locations Points f • Vending machine company deals with complaints and maintenance w • • • . . .. r. • 16. Park Event and Shelter Rentals Pros • Good public relations for parks • Facilities are in demand Cons • Need leader and champion • Staff time required • Needs coordination • Heavv use of parks Points • Freeman Park could be a great location for a corporate event CD 17. Youth Programming Pros Cons • Amenity and service to • Need part time director community Points None • Shorewood Park Foundation A Minnesota Non - profit Corporation organized under Section 501(c)(3) of the Internal Revenue Code. Established in 1994. 9/99 9 0 r 1. Provide more and better park and recreational facilities (both organized and unorganized). 9/99 2. Encourage donations to Shorewood's parks (utilizing tax free and tax exempt status). i 9/99 0 3. Cooperation and coordination of human resources (the City, sports organizations, civic groups, individuals) to: .....: .4x+9 A'R...w. *work together on common goals *park planning *raise funds *better utilize available space •improve communications and understanding *serve as program or project coordinator •provide for an organized means to review, prioritize, recommend, and undertake park improvement projects 9/99 4. Provide a framework for pooling of funds to operate and improve Shorewood's park facilities which reduces the use of property tax dollars: .. .. ,.... . .... .,.•.. .. . . . `9S•'4�3�::w «ww�v n o• nr. q:,:.r .. �;.:: e•• .:, £,i �+mma ., . *Raising a portion of the cost of maintaining Shorewood parks. •Raising funds for planned capital improvements. Assisting in applications for and providing matching and in -kind contributions for grant purposes. 9/99 $160,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 1992 1993 1994 1995 1996 1997 1998 1999 2000 9/99 ® Donations from sports organizations Amount spent from property taxes for park maintenance Amount spent for park maintenance Spending For Park Maintenance ■Development Fee Property Tax Cost Estimate for Maintaining Facilities for Organized Sports in Shorewood Parks in Average Year 1. Base Costs: (Costs associated with providing recreation space for the general public) *Mowing *Weed Control *Trash Pickup •Aeration •Park Equipment (amortized) *General Turf Care 9/99 2. Above Base Costs: (Costs associated with providing maintenance for organized sports) *Dragging / Grooming Ballfields 1 •Equipment Specific to Ballfields *Materials *Fencing & Fence Repairs •MCES Scheduling Service iYs�. �r �fi`�m� .y�, ::o + + >.,�i�: Kea, , et,S ::: �� " '� F cam`✓ ate, 3. Irrigation Costs 9/99 Cost Estimate for Maintaining Facilities for Youth Football Annually Above Base Base Irrigation Costs Costs Costs $2 $1 $0 Total Costs $4,270 9/99 Above Base Base Irrigation Total Costs Costs Costs Costs Freeman $3,495 $2 $1,993 $8,270 9/99 0 0 0 0 0 0 Cost Estimate for Maintaining Facilities for Youth Baseball Annually Above Base Base Irrigation Total Costs Costs Costs Costs Freeman $8,144 $4,666 $1 $13,950 Manor / $3, $2,416 _ 0 $ 5,519 Cathcart $11 9 247 $7 $1 $19 UAR Cost Estimate for Maintaining Facilities for Adult Softball Annually 60 Freeman Softball Base Base I rrigation Total Costs Costs Costs Costs $11,301 $6,204 $6,441 $23,946 19- • Cost Estimate for Maintaining Ice for Free Skating, Open Hockey, Organized Hockey at: Badger Park Manor Park Cathcart Park Silverwood Park $7,770 $7,079 $9 5 699 , $ 6,585* $31,133 * No hockey rink or shelter 9/99 1 ACCEPTANCE AND INDEMNIFICATION AGREEMENT C] State of Minnesota ( "Donor "). a nonprofit corporation organized under the laws of the Statement of Facts A. Donor desires to donate to the City the following park improvements which have been constructed at/installed at/provided in connection with Park, in the City: • • This Acceptance and Indemnification Agreement (the "Agreement ") is made as of 1999, by the CITY OF SHOREWOOD, a municipal corporation organized under the laws of the State of Minnesota (the "City "), in favor of (hereinafter, the "Donation "). B. The City at its regular council meeting on , , adopted a resolution (the "Resolution ") accepting the Donation (a copy of such resolution is attached hereto as Exhibit A . C. As evidence of the City's acceptance of the Donation and intent to indemnify Donor, the City desires to enter into this Agreement. NOW, THEREFORE, solely in consideration of the Donation, the City and Donor declare, covenant and agree as follows: l.) Acceptance The Donation was formally accepted by the City pursuant to the Resolution. 2.) Donor's Representation Immediately preceding the City's adoption of the Resolution, Donor owned the items included in the Donation free and clear of all encumbrances, claims and liens. 3.) Indemnity The City shall forever indemnify, defend and hold Donor harmless from any loss, damage, expense or cost, arising out of or incurred by Donor as a result of the use, maintenance, ownership or operation of the Donation (excluding any such loss, damage, expense or cost arising out of a misrepresentation by Donor of the representation provided in Paragraph 2 above). [ I 4.) Miscellaneous This Agreement is made and delivered in, executed with respect to, and shall in all respects be construed pursuant to and governed by the laws of the State of Minnesota. This Agreement shall bind City and its successors and assigns and shall inure to the • benefit of Donor and its successors and assigns. IN WITNESS OF THE FOREGOING, the City has caused this Agreement to be executed as of the above date. CITY: DONOR: CITY OF SHOREWOOD By: Its: Mayor By: Its: 0503792.01 0 Its: • 0 2. EXHIBIT A • to ACCEPTANCE AND INDEMNIFICATION AGREEMENT by CITY OF SHOREWOOD, City in favor of , Donor Acceptance Resolution: [attach Resolution here] is • 0503792.01 a RESOLUTION NO. - CITY OF SHOREWOOD COUNTY OF HENNEPIN STATE OF MINNESOTA A RESOLUTION ACCEPTING A GIFT TO THE CITY WHEREAS, the City finds that developing park improvements in the City's parks is beneficial to the City and its residents; and WHEREAS, constructed/installed the following equipment at ( "Donor ") has purchased and Park: and has offered to donate such items to the City; and WHEREAS, Donor acknowledges and agrees that this gift to the City is no guarantee, agreement, or contract that any consideration is or will be given to Donor (other than indemnification in connection with the donation), or that the City shall take any further steps to benefit property or interests of Donor or accord Donor any preferential treatment or public benefit; NOW, THEREFORE, based upon the foregoing, the following Resolution was duly made, seconded and approved: The Gift of Donor is hereby accepted with the following conditions: 1. That the City indemnify Donor in connection with such donation 2. ki Passed and adopted by the City Council of the City of Shorewood this day of CITY OF SHOREWOOD ATTEST: (Signature) (Print Name) Its: . City Clerk (Print Name) • r� L 0503821.01 • • • • Park Commission Meeting Follow -up Checklist Park Commission Meeting of 8/24/99 1999 "To Do" List Artinn tnkPn ? Mta_! Done R Policies for dealing with sports organizations 6/22/99 1999 To Do List • Create a written legal document that transfers ownership of 7/13/99 improvements to the City. Sept /Oct. Larry B. proceed with the research, design and cost estimates on Magic Referred to LB – LB will come up with 8 -10 -99 Square for Cathcart Park Park Comm. approved plans8- 24 -99. ideas and bring them back to the Park 8-24 -99 Commission (5- 25 -99) LB has preliminary design and pricing, will present at 8 -10 mtg. Park booklet - Mark Themig volunteered to work on this. First draft will be prepared by 10 -1 -99 6/22/99 Consider player benches for Manor Park baseball fields. 7/13/99 Sept. mtg. 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. Baseball fields at Freeman Park - Discussion on Poles/Nets installed for Administrator Hurm is going to follow -up protection of foul balls going into neighbor's yards.Atty. has drafted with neighbors by sending a ltr. to meet easement agreement on installation of netting- Property owners need on a certain date /time (6 -99) Sent follow - to sign. up Itr. 7 -2 -99. Policy for next season regarding security at warming houses. Refer to LB 1 1 First successful trail segment completed 1999 To Do List Page 2 Park Commission Meeting of 8/24/99 1999 "To Do" List Action taken Mtg. Done Issues Date 2000 CIP 8/13/99 1999 To Do List 8/24/99 Explore Trail Collaboration with Greenwood & Excelsior 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 • Consider night time lighting policy* hearing (6 -22 -99 mtg). City Council • Consider liquor policies* mtg. 8/23/99. *These issues, among others yet to be identified, need to be considered as a pro - active measure. They may arise as a result of the completion of a multi- purpose, multi- season facility that ►vill invite more diverse use than the picnic shelter alone. Cathcart Park — Sign saying "No Parking on Grass" LB will look into Freeman Park — Proposed batting cage, signs and relocation of storage 5 -25 -99 Park Tour. Larry B. is working shed with Gordy Lindstrom 6- 8- 99 -STLI. Postpone projects until later in the season. Freeman Park — Map for trail 5 -25 -99 Park Tour Freeman Park — Closure of road along field #2 5 -25 -99 Park Tour 8 -10 -99 Crescent Beach — Add sign (joint with Tonka Bay) 5 -25 -99 Park Tour Manor Park and Badger Park — Aerator for pond. 6 -22 -99 mtg. Pat Arnst 6 -8 -99 Park Tour will do further research regarding clean up of ponds. Wayside Rest Area — Seal the well 6 -8 -99 Park Tour Wayside Rest Area — Look at property as a possible skate park 6 -8 -99 Park Tour t j 4 3 Done Wayside Rest Area — Check on the walkway /trail from stop light to across 6 -8 -99 Park Tour — LB will look into the July 24, 9:30 a.m. the ditch possibility July? Silverwood Park — Fill in the holes around the blocks by the swing set area 6 -8 -99 Park Tour 10 -2 9:30 Check on painting stripes at Christmas Lake access parking lot 6 -8 -99 Park Tour Oct. CovingtonNine Hill Trail— Get costs for add'I segments to Camp Coffee Set neighborhood meeting date at 6 -22- July 13, and time tables (6 -8 -99 meeting) . LB working on design phase. 99 Park meeting. Meeting w /residents 6:30 -7:30 Howards Point Rd on 7/13 at 6:30 p.m. Prepare project schedule and look at Smithtown segment and LB will prepare a project schedule. LB CovingtonNine Hill trails (6 -8 -99 meeting) is ordering feasibility studies and ask to Sept. 28 @ 7:30 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 Smithtown west of the school and have a crossing at the school. Also, look trail on south side. He will also look into extending the trail to the LRT for cost and obstacles, etc. (6 -8 -99 mtg) into extending the trail. Enchanted Island Neighborhood walk to familiarize with island issues Neighborhood walk July 24 9:30 July 24, 9:30 a.m. St. Albans Bay Rd Check with Greenwood on joint trail July? Edgewood /Noble Neighborhood issue walk 10 -2 9:30 Yellowstone Pending Oct. Mill St. Check on issues — County Rd, connection with LRT Sept/Oct Grant Lorenz Neighborhood issue walk 10 -2 9:30 Howards Point Rd Neighborhood issue walk 10 -2 9:30 Smithtown/E of LRT Not this year (1999) Joint meeting with Park Foundation Sept. 28 @ 7:30 9 J From: Themig, Mark <Mark.Themig @Co. Ramsey. MN.US> To: 'cityhall @ci.shorewood.mn.us' <cityhall @ci.shorewood.mn.us> Cc: 'Patypes @aol.com' <Patypes @aol.com> Date: Wednesday, July 14, 1999 2:36 PM Page 1 of 2 Subject: FW: Waste Question Twila, Could you include this e-mail in the next Park Commission packet? Maybe Pat wants to add an agenda item? Thanks! Mark > - - - -- Original Message---- - > From: DAN.RUIZ @co.hennepin.mn.us fSMTP :DAN.RUIZ @co.hennepin.mn.us > Sent: Tuesday, July 13, 1999 5:00 PM > To: Mark.Themig @Co. Ramsey. MN.US > Subject: RE:Waste Question > In response to your question: • Recyclable items that are mixed with trash are not sorted before • • incineration. > By the time garbage makes it to the waste -to- energy facility, any • recyclable • items would most likely become contaminated with dirt, organics, etc. • Additionally, the incinerator handles 1,000 tons per day, which makes • sorting • virtually impossible because of space and cost restraints. • Hennepin County continually looks for ways to increase recycling. • Pilot • projects to recover full loads of wood and cardboard are under way at • our • waste facilities. > In your case, if you don't source seperate the plastics and other > recyclables > they are most likely sent to the NRG- Newport Refuse Derived Fuel (RDF) > plant > and eventually converted into energy. • I hope that answers your question. If you have any other questions, • please • let me know. • > > Sincerely, 7/15/99 Page 2 of 2 -,., > Dan Ruiz > ---- --------- - - - - -( Forwarded letter 1 follows )-------------------- > Date: Wed, 14 Jul 1999 11:42:54 -0500 > To: DAN.RUIZ > From: Mark.Themig @Co. Ramsey. MN US > Subject: Waste Question > Hi Dan, • I'm on the City of Shorewood's Park Commission and we had a question • about recyclable items included in regular trash. • The parks in Shorewood currently do not have recycling containers. • We've • considered them, but the cost is "considerable". We think that most of • the aluminum and glass is removed by individuals, but the plastic • remains. • If plastics and other recyclables are collected with other trash in • Hennepin County, is it sorted prior to incineration? > Thanks for your time... > Mark Themig > Recreation Services Program Assistant > Ramsey County Parks and Recreation Department > Phone: 651.748.2500x348 Fax: 651.748.2508 > Web Site: http://www.co.ramsey.mn.us / parks 7/15/99 Park Commission Minutes October 13, 1998 Page 10 B. Shoreline Message About Crescent Beach A caller has requested that the milfoil be cleared from the beach each day and that a covered trash barrel be added because of bees. Public Works Director Larry Brown reported that the milfoil is cleared daily. Commissioner Themig asked if the lifeguards could help pick it up and put it in a barrel. Public Works Director Brown said that there is too great a quantity to do that. This matter will be left to the judgment of the Public Works department. Public Works Director Brown will also look into the covered trash can idea. ------ ------------- C. Recycling at the Parks (Further Consideration) Chair Puzak reviewed the history of this issue. The cost is $160 per month. There was discussion \ about possible arrangements and months of service. Public Works Director Brown noted that the money would probably have to come from the Operating Budget. Commissioner Themig stated that this matter was already resolved at an earlier meeting. Commissioner Bensman thought that the trash cans with lids would still be a good idea at all parks because of esthetics and the insect problems. Commissioner Amst suggested to defer the recycling issue for now and pursue the lidded trash cans. D. Golfing/Frisbee at Freeman (Further Consideration) This has previously been discussed, but there was no resolution. Administrator Hurm said that he spoke with the concerned resident this past week and she has not seen golfers lately. Chair Puzak noted that it was previously decided to invite individuals with suggestions to address the Park Commission at a meeting. If they do not attend the meeting then it was agreed to leave the matter alone. Commissioner Themig read the minutes of the July meeting where this matter was discussed. It will be left alone unless this comes back to the Commission in the future. Chair Puzak reviewed past discussion on the concept of developing Frisbee Golf in Freeman Park. The consensus was that it would not work and the idea was dropped. It was agreed that it should remain out of consideration. There was also a letter from Commissioner Colopoulos expressing his opposition to the idea of Frisbee Golf which he asked to have attached to these minutes. 8. CONSIDERATION OF A 1999 -2003 CIP A. Review Schedule • To: Park Commission From: Larry Brown, Public Works Director Date: October 7, 1998 Re: Recycling at Parks The cost to have E -Z Recycling containers at the parks would be $16.00 per month, per container. It would be $160.00 a month for 10 containers (this would cover all parks) and this would include E -Z Recycling picking up once a week. The City could purchase 55 gallon containers without lids, paint them and mark them recycling. The estimated cost would be $15.00, per 55 gallon container. This would be a one time cost. Public Works would take care of the disposing of recycling cans only. The budget would not allow for more containers and liners to recycle plastics at this time. There would be 6 containers placed at Freeman Park and one for each of the other parks. Charlie from Public Works would place the containers were it is appropriate at each of the . parks. PARK COMMISSION MINUTES SEPTEMBER 8,1998 - PAGE 5 costly. Chair Puzak noted the many side benefits to all involved in the process as a learning it experience. He stated that there is data that can be trusted. The way the issue of trails has been handled can also be trusted by residents. The next step is a scheduled joint work session with the City Council. Themig asked about the 1992 trail plan and if any of that data can be used in order to save money and time for the City. Koegler said that the 1992 plan is a piece of information to look at. One distinction from the current thinking is that the previous plan tied trials into roadway improvements. The Citizen Review Group recommends doing trails for the sake of trails. Not all of those designated routes are realistic, but it is a place to start. Hurm commented that the information already obtained will be combined with newly gathered information. He also reminded the Commission that CIP funds for trails decrease over time and that other resources for funding should be considered. Hurm asked if the Park Commission would like the City Council or someone else to work on the commitment statement. Puzak replied that it should be developed jointly from the good basis already provided by the Koegler and the Citizen Review Group. Themig asked how to include the involvement of community representatives without cluttering the agenda. Koegler suggested that within the perimeters defined by the City Council, a group could be assembled to oversee this. It shouldn't be too cumbersome. Hurm and Koegler stated that they both see the Park Commission as the group to establish momentum through the beginning steps. Chair Puzak thanked Mark Koegler for his work and the report. • 7. OLD BUSINESS Commissioner Themig asked about the status of the request for the purchase of a backup snowmobile. Administrator Hurm reported that the City Council is questioning the idea of funding a second snowmobile. He added that the Police Chief has said that grants are available for the cost of overtime pay and they anticipate receiving those funds again. The matter will be brought before the Coordinating Committee to see if expenses for a new sled can be shared by neighboring cities. Themig also asked for an update on the suggestion of recycle containers for the parks. One bid is pricing each container at $16 per month. With ten sites identified, this would be an additional expense for the City of $160 per month. Staff is still investigating options. Bensman commented that any expense is notable since there is no cost for the current method of "recycling" in the parks. Themig reported on the history brochure project. This will be worked on during September. 8. NEW BUSINESS Commissioner Cochran said that some residents have asked if anyone has explored the idea of a pedestrian overpass for the LRT where it crosses County Road 19. Puzak said that the plans for a stop light at Smithtown Road and County Road 19 should help somewhat for crossing at the SHOREWOOD PARK COMMISSION MINUTES - WEDNESDAY, JULY 9, 1997 page 5 This item was tabled until the next meeting, to allow time for the Commissioners to physically look at this area in order to offer educated suggestions. 9. DISCUSSION OF LIQUOR USE AT FREEMAN PARK Chair Colopoulos said that the Ordinance clearly states that liquor consumption is prohibited on public property, including parks. An Ordinance amendment will be necessary if a decision to allow liquor at Freeman Park is recommended to Council. Additional data from other cities (Excelsior, Victoria, Chanhassen, and Minneapolis and Hennepin Parks) for liquor permit fees and application information will be supplied to the Commissioners at the next meeting. Commissioner Arnst requested information about enforcement from other cities. Questions to pose to surrounding law enforcement agencies include enforcement of regulations for liquor consumption, specific places for consumption (at picnic shelter, baseball tournaments, etc_), liability issues, general comments, and the consequences for violations (misdemeanors, etc.). Chair Colopoulos noted that the consensus of the Park Commission is to review other policies. 10. DISCUSSION ON MUTT MITTS FOR LRT Following a discussion, Commissioner Arnst suggested that one Mutt Mitt be ordered for the entrance to Freeman Park from the trail, near the soccer area. Cost would be approximately $150. A trash can will need to be placed securely near the Mutt Mitt post. . This will be on an experimental basis, and if it is deemed to be effective, more Mutt Mitts dispensers will be ordered. 11. NEW BUSINESS Recycling Can Bin — Commissioner Amst inquired about a garbage can being designated fo:trash aluminum can recycling at the parks. Engineer Brown stated that the cans are retrieved from containers by several individuals on a daily basis. Therefore a need does not exist. Picnic Benches — Commissioner Arnst inquired if consideration was given to recycled plastic benches. Engineer Brown stated that replacement parts were less costly and easier to obtain for the standard benches versus the recycled plastic benches. Also the initial cost for recycled plastic benches is higher than standard benches. Overgrown Brush — Commissioner Arnst noted that at the intersection of Wedgewood and the LRT the grass, brush and shrubbery are overgrown and are posing traffic problems. Engineer Brown noted that a right -of -way dispute exists on the Bache property. He will look into this request. Freeman Park wooded trail — Chair Colopoulos has had requests to trim and chip the trail in the backwoods area at Freeman Park. He suggested that tree services provide free wood chips. Engineer Brown noted that several years ago the City of Chanhassen placed wood chips on their trail system, and the chips became infested with beetles. The City of Chanhassen had to remove all the wood chips. He will research this and report back to the Park Commission. 12. OLD BUSINESS