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020910 PK AP
L CONVENE PARK COMMISSION MEETING B. Review Agenda Davis DeMers Norman Trent Quinlan Robb Edmondson 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of January 12, 2010 (Att.42A) 3. MATTERS FROM THE FLOOR 4. REPORTS A. Report on City Council Meeting B. Review Monthly Expenditure Report and 2010 CIP - (Att. 44B) C. Update on Work Program — (Att. - #4C) D. Update on Grant Programs — (Att.44D) E. Report on Arctic Fever Event on January 16, 2010 — (Park Commissioner, Jeremy Norman and Sue Davis) F. Report on Parks Foundation Meeting of January 13, 2010 (Park Commissioners, Sue Davis and Bob Edmondson) G. Update on Summer Activities H. Update on Manor Park Shelter 5. COMMUNITY REC RESOURCES YEAR END REPORT — (Att. - #5) 6. RECOMMEND TO CITY COUNCIL TO ACCEPT 2010 CONCESSION OPERATION AGREEMENT — (Att. - #6) 7. REVIEW AND RECOMMEND TO CITY COUNCIL TO ACCEPT QUOTE FOR PICNIC TABLES — (Att. - #7) 8. REVIEW AND RECOMMEND TO CITY COUNCIL TO ACCEPT QUOTE FOR TENNIS COURT OVERLAY FOR BADGER PARK — (Att.48) 9. NEW BUSINESS 10. ADJOURN Liaison for City Council Meeting on February 22 Meeting - Edmondson CITE' OF S OREOOD PARK COMMISSION MEETING TUESDAY, JANUARY V 12, 2010 5755 COUNTRY CLUB RD S O E VOOD CITE' HALL 7000 P.M. A. Roll Call Present: Chair Norman; Commissioners Davis, DeMers, late arrival City Council Iiaison Zerby; City Ac Coordinator Anderson Absent: Commissioner Robb B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission After several minutes of discussion with regat suggested staff proceed as moved but open the fence as opposed to individual plot fences. DeMers moved, Davis 3. MATTERS There were and Edmondson; t: and Park n,g Minutes of December 8, 2009 d 1p "A CoMnunity Garden motion, the Commission option up'to thegardeners to install a whole perimeter 4. R I ORTS A. Report on City Couno Meeting Administratorck reported that the Council had established committee representatives, noting that Council memberZa'by would be4he liaison to the Commission for the first half of the year. In addition, based on e #timatect costs of $225,000 at minimum to dredge Manor Pond, the Council voted to deny spending that kind 'f money to enhance one pond in Shorewood. Not only was it extremely costly due to the soil sales and removal requirements, it would open up a can of worms and set a precedent for other storm water ponds within Shorewood that could not be achieved. Heck noted that, instead, the Council will allow staff to install an inverted `snout' to deter the growth of lily pads by raising the water level in the pond up to 4 -5' as an experimental option this season. Chair Norman suggested that staff email or send out a letter to the interested Manor Park neighbors to let them know what is happening with the pond. 2A PARK COMMISSION MlNum TUESDAY, JANUARY 12, 2014 PAGE 2 OF 6 B. Review Monthly Finance Report and 2010 CIP Heck pointed out that the financial update has not changed since December, but based on the preliminary year -end balance the estimated beginning balance for 2010 should be $293,867. Anderson explained that this new report would be shared monthly in order to provide the Commission with updates as to the status of each of the items contained on the work program for 2010. Based on the ambitious CIP for the year, Anderson felt it would be beneficial for the Commission and staff to keep abreast of project status, concurrent pieces, and responsible parties within staff following up on particular items to ensure we are adhering to our proposed timeline. Various members of the Commission voiced their support of viewing this monthly.in order to keep on task. D. Update on Grants Anderson shared an update on grant opportunities with the-Coommission 'She pointed out that both Park Secretary Grout and Communications Coordinator Moore have takria grant writing course and are pursuing potential grants as they arise. Anderson noted that the City lead applied for a tiller /cultivator grant to be used for the Community Garden: In addition, Anderson mentioned that the first round ofthe,Hennepin County YoLrtI Sports Program Grants had been awarded. The recipients included Wayzata for an outdoor rink and both Minnetonka and Hopkins /Minnetonka to build playgrounds. Slip encourage"&the Commission to take a look at their CIP for the coming years ar�d'grvestaff direction as'.to items that could be pursued dining the next round of application. Trent maintained that the Cityshould only pursue those_ rants which are proven worthwhile, and not pursue a grant outside of oon c urrent CIP. a faet, 'rent suggested the Commission put more `skin in the game' by revrevurng th submittalsulaeneve possitileto ensure they are as robust as possible before being sent forth. Anderson rn icated that, at tip" the deadlines for application might not allow this luxury, but for the most part staff would welcome the Commission's input. She stated that, according to the informational session hosted liy,I ennepirl Cou the youth grant required a partnership for application. She indicated that staff would follow -up to seeyvho the successful applicants partnered with and what their applications consisted of or looked dike and use those samples in the future. Anderson also encouraged the Commission to consider the" Pepsi grant link as an opportunity to pay for the community garden fencing or pursue a cultural grant,46 grow GBJ. Heck interjected that the Commission should identify an item on the CIP and apply for grants as staff brings them forward. He reminded the Commission that, in today's economy, the City needs to find alternative sources of funding in order to accomplish as many projects by grant as possible. Even if a grant would offset a project on the 2012 CIP today, the Commission should consider at least investigating it further. Chair Norman concurred and suggested staff contact the recipients as mentioned and look for partners on a case by case basis as grants are uncovered. PARK COMMISSION MINA m TUESDAY, JANUARY 12, 2010 PAGE i OF 6 F. Report on City Rain Gardens Anderson shared Engineer Landini's report on City rain gardens and adopt -a- gardens and asked for feedback. Davis suggested staff contact the Hennepin County Master Gardeners group to ask them to put these gardens on their calendars. She asked if the rain garden volunteers would also receive $100 for garden supplies. Anderson stated that Landini has budgeted for the maintenance of management fund, she pointed out that two additional rain gardens and that the Freeman entrance sign garden was in need of a new vc Edmondson interjected that Mr. Babcock, the neighbor at for the gardens there. F. Update on Arctic Fever Chair Norman noted that Arctic Fever would be the upcoming everyone to attend that could. At 30 degrees 4his would be the and they expected a huge turnout. Davis was disappointed that nothing had been written up check out the new attractions, including the Ice Priapess`. G. Famdv�'Skatin *ty at s within the storm water for installation this year has done an expellent job caring January 16, and encouraged weekend for the event to date Sailor but urged the Commission to 3nithia Rae's in Excelsior. Anderson shared the flyer for'the upco ping Ice Skating Party at Badger Ice Rink Sunday, January 24` from 6 -8pm. She encour °aged Conmrss}on to, spread the word. In addition, she gave the Commission a quick update o sonic of the projects she was ,, tivorkirg on for the Southshore Community Center including a:I uau on January 22 " the Graduation Party Planning Open House on February 25` and the Prom Pre view /Teen Fashion Show wrth;,Heartbreaker and Cynthia Rae on March 5"' with the Prom Dress Dig ve=for free admission` dress'sale on April 9` Chair Norman shared his observations frorn the Manor Park Neighborhood Meeting. He noted that, of the 7 neighbors that attended, all of them were adjacent to the park. During the meeting he shared the master concept plan and asked for their feedback on what amenities were lacking. The take -aways that he felt he learned were: 1) The neighbors have the view they `own' the park 2) They don't want to see any improvements that would bring `outsiders' to their park 3) The facility does not need bathrooms — the neighbors can just go home to use bathrooms PARK COMMISSION MINUTES UTES TUESDAY, JANUARY 12,2010 PAGE 4 add• 6 Edmondson, also in attendance, added his notes from the meeting: 1) the neighbors would like a trail around the perimeter of the park 2) did not welcome bathrooms 3) even though improved lighting and cameras might help security issues, the neighbors did not want them to ruin the night sky 4) more parking or the horseshoe style on the TKDA rendering wwould provide a racetrack and a place to hang out 5) the tennis courts are well used and a second court w©irld be of interest 6) could add a combination tennis court and basketball surface Chair Norman stated that they tried to stay away from the " pond topi Quinlan asked what the feedback from the neighbors was when' el Commission's desire to bring more programiiiing, summer events, z Shorewood as requested by residents on that side of'town. Chair Norman stated that they shared that with the, sma programming to youth was not a priority to this ad4ieni Trent stated that he did notfwant the "immission to rrr review the Park Commission, leas performed over the p', Commission, and resident's, 'halves , 6 program! Commission to reconsider maintained brat=',` Com111 have ki&'Mho would Davis asked.whether these nei Chair Norman stated that the bathrooms were necessa -v, e: m that it is the Fun Fridays to that end of ighb6rs present and providing tlaeir children were grown. the `forest thru the trees'. Despite all of the few years and the continued desire on the City, rid update this shelter, lie did not want the ful of immediate neighbor's comments. He n Mu5t� proceed ands nhance the shelter for the greater good of the er thl §`has enough feedback, from a handful of neighbors who don't even these events, to reconsider the Commissions entire plan. hbors even agreed the facility could look better. tllbors would support some minor cosmetic changes, but did not feel 36ially if it brought more people to their park. While she appreciated tl*'input from the group, Davis stated that, it would be her opinion, they forge forward with their plans' to commit to a minimal update of the facility including restrooms and create programming for the residents on the east side of Shorewood. Trent concurred, stating that this has been a priority of the Commission since he joined years ago and he did not feel they should abandon the plans based on feedback of 7 people. Chair Norman agreed, reminding the Commission that, although they would have liked a bit more from the neighbors, you can't please everyone. PARK COMMISSION M[Num TUESDAY, JANUARY 12, 2010 PAGE 5 ®F Some discussion arose about the design work and it was suggested that several options be considered. The Commission was open to entertaining interior access to the bathrooms, as well as, one to two stalls. r s: Anderson reported on previous summer program options and wished to retain and which to forego. She shared a new skate offered a camp at half the cost of 3` Lair and asked whether addition, Anderson shared a program opportunity in coordina exhibit ExploraDome. The County will be awarding up to 14, asked if the Commission would like to partner with the South Friday programs this summer and whether she should submit The Commission enthusiastically supported' i opportunity. In addition, the Commission wis new Sports Unlimited provider for the boardi new and added program options. Davis suggested the Music in,the, up. She indicated that Da16 Pub, Anderson further a( Parks, could be fun Edmondson and O 7. ADD series either I Paces, 318 C asked'for input ort which ones the Commission boarding camp prodder, Sports Unlimited, which the Commission would`ca to offer this program. In tion with the MN Planct:ium Society's traveling free days,use of the ExploraDome exhibit and she shore Community Center as�last for one of the Fun a letter of interest to the Countv. of the ExploraDome„ program and hoped to be awarded the continue all of the previous year's programs, though chose the ips�i stead of 3' Lair;.and urged staff to continue to discover )e put on hiatus"or new performers be considered to liven it lub, and others might be places to explore artists. sting the winners from last years Garage Band Jam (GBJ) in Music in the I too. She asked for volunteers to meet to begin planning for GBJ. while Norirzaa and Davis stated that they would help choose the final D MEETING FOR FIRST HALF OF YEAR Given the amhiti ©us CIP and wofk program for the year, Anderson suggested the Commission consider adding a second meeting each month for the first half of the year. She explained that, due to concurrent processes and the need for items to beheard by the` Commission, Council and at times the Planning Commission, it may be useful to meet the 4"' Tuesday of�ach.month in order to facilitate decision making and keep meeting lengths in check. The Commission concurred and decided to meet the 4 ' Tuesday of each month beginning in February thru, at least June, when necessary. 8. REVIEW AND RECOMMEND PLACEMENT OPTIONS OF BIKE RACK AND MEMORIAL BENCHES, STYLE AND REVISED DONOR POLICY AT PARKS Anderson presented the maps containing proposed placement for the bike racks and memorial benches for the Commission's review and information. DARK COMMISSION MINUTES TITESDAY, JANUARY 12, 2010 PAG 6 OF 6 The Commission directed staff to reallocate the bike rack for Manor Park and placing it at the little league end of Freeman Park. Since Manor Park may be under some construction for the near term, and Freeman Park could use an additional rack, the Commission moved the rack over. Placement for the rack was suggested near the rear side of the little league concession stand. The Commission also suggested public works consider moving the proposed bike rack location at Cathcart Park from near the tot lot to near the home plate and parking lot area and eliminating the proposed memorial bench placement there. Anderson then presented the bench options for further consideration. The Commission preferred the recycled plastic bench by Foresite Design but asked staff to obtain a price for the bench model shown with the `half circle' arm. Anderson stated that she would obtain the price and urged the Commission to move the item forward to Council for consideration by putting a not to exceed number on their motion in order to get this item off the agenda. Chair Norman concurred, stating that he supported the revisdd'lapguage, placement and bench design with a not to exceed number placed on it in order to move this forward. Davis moved, DeMers seconded, recommending;:tp,the City Council the proposed language changes to the Donor Recognition Policy, the placement designations for the memorial benches, and the recycled plastic bench provided by Foresite Designs; and,fnat the Council award Clearwater Recreation (Foresite Designs) the memorial benches model ' # 1500 : so long as each individual bench does not exceed $650 per piece, or;approximately $1 056.00 eveitything else being equal (shipping, install, etc) in colors to, cobrdinat&""" ith each given darks color scheme. Motion passed 6/0. 9. NEW BUSINESS Anderson reported that Public Works Director Brown s and she would be meeting with STLL representatl es in the dbiri ttgweeks fo`evaluate the fields, conditions, and proposed improvements. 10. Davis moved',"" k , mondson seconded, adjourning the Park Commission Meeting of January 12, 2010, at 8:45p.m:M,otion passed 6/0. RESPECTFULLY Kristi B. Anderson Recorder From. MEMORANDUM To: Park Commission Bonnie Burton, Finance D ir re C: Kristi Anderson, CRR Twila Grout, Administrative Date: February 4, 2010 SUBJECT, Financial Update Attached you will find the preliminary Park and Recreation financial report through 01/31/2010 and the preliminary Park Improvement Fund report as of 01/31/2010. The Park and Recreation departmental budget is an account in the General Fund and is supported by the general levy. You will notice that the current level of expenditures is approximately 7% of budget, with 8.3% of the year expended. This indicates operations expenditures appear to be on track for the first month of the year. The Park Capital Improvement Fund has a preliminary cash balance of $292,424, as of January 31, 2010. There was no activity in this fund in January, "....^. ,....�......=.w.,.,.,.^�.""°' ,.J R R` N T' CURRENT DE PI- 2I MEN TAI EX PEN L,i URE5 BUD "I'll PERIOD PERSONA SERVICE'S 101- 45200 -7.01 FULL -TIME REGULAR 101 - 45200 -102 OVERTIME 101- 45200 -103 PART-TIME 101 -45200 -104 TEMPORARY REGULAR 101- 45200 -106 OTHER 101 - 45200 -111 SEVERANCE PAY 101 -45200 -121 PERA CONTRIB - CITY SHARE 101 - 45200 -122 FICA CONTRIB - CIT'Y SHARE 101 - 45200 -131 EMPLOYEE INSURANCE - CITY 101 -48200 -141 UNEMPLOYMENT COMPENSATION 101 - 45200 -151 WORKERS COMPENSATION 'I'OIAL PERSONAL SERVICES MATERIALS & SUPPLIES 101- 45200 -221 MAINTENANCE OF EQUIPMENT 101 -45200 -223 MAINTENANCE OF BUILDINGS 101 -45200 -240 SMALL TOOLS AND MINOR EQUI 101 -45200 -245 GENERAL SUPPLIES TOTAL M_A'I'E'RIALS & SUPPLIES om ACIUP..L BUDGET BAL'N CE 105,017.00 0.00 B,B2o.60 0.00 8,826.60 0.00 8.40 96,190.40 0.00 500.00 CONSULTING FEES 1,070.46 1,070.46 0.00 214.D9 570.46) 0.00 20,306.00 101 - 45200 -303 4,254.10 0.00 4,254.10 0.00 20.96 16,051.90 0.00 0.00 0.00 LEGAL LEES D.00 _ 42 .000.00 0.00 0.00 0.00 0.00 0.00 0.00 101 - 45200 -321 0.00 2,000.00 0.00 0.00 0.00 42,000.00 0.00 1,854.40 0.00 TRAVEL, CONFERENCE & SCHOO 0.00 0.00 0.00 8,809.00 0.00 700.B5 0.00 700.85 101 -45200 -351 7.96 8,107.15 9,625.00 1,035.73 1,035.73 1,000.00 10.76 8,589.2 7 16,225.00 638.78 0.00 638.78 0.00 7.10 0.00 16,225.00 CONTRACTUAL SERVICES 0.00 0.00 0.00 0.00 0.00 101.- 45200 -410 O.Do 9,200.00 0.00 869.50 0.00 869.50 0.00 0.00 8,330.50 160,481.00 DUES AND SUBSCRIPTIONS 15,887.74 15,887.74 9.90 144,593.26 0.00 1,SOO.OJ 101 -4520D -440 0.00 11100.00 0.00 0.00 0.00 1,500.00 4,000.00 11100.00 0.00 SERVICES /CHARGES 0.00 0.00 4,000.00 6,589.96 800.00 7.12 0.00 0.00 0.00 800.00 10,000.00 52.66 52.66 0.53 9 947.34 16,300.00 52.66 52.66 0.32 16,247.34 SUPPORT SERVICES /CHARGES 0.00 0.00 0.00 0.00 0.00 101 -45200 -302 CONSULTING FEES 0.00 0.00 0.00 D.00 0.00 0.00 0.00 101 - 45200 -303 ENGINEERING FEES 0.00 0.00 0.00 0.00 0.00 0.00 0.00 101 -45200 -304 LEGAL LEES O.OD _ 42 .000.00 0.00 0.00 0.00 0.00 101 - 45200 -321 COMMUNICATIONS - TELEPHONE 2,000.00 145.60 145.60 42,000.00 7.28 1,854.40 101 -45200 -331 TRAVEL, CONFERENCE & SCHOO 3DO.00 0.00 288,850.64 0.00 0.00 300.00 101 -45200 -351 PRINTING AND PUBLISHING 1,000.00 0.00 0.00 0.00 1,000.00 101- 45200 -380 UTILITY SERVICES 9,000.00 638.78 638.78 7.10 8,361.22 101- 45200 -400 CONTRACTUAL SERVICES 70,000.00 4,936.08 4,936.OB 7.05 65,063.92 101.- 45200 -410 REN'T'ALS 9,200.00 869.50 869.50 9.45 8,330.50 101 -45200 -433 DUES AND SUBSCRIPTIONS 0.00 0.00 0.00 0.00 0.00 101 -4520D -440 MISC SERVICES 11100.00 0.00 0.00 0.00 11100.00 TOTAL SUPPORT SERVICES /CHARGES 92,600.00 6,589.96 6,589.96 7.12 86,010.04 CAPITAL OU'PLAY 101 - 45200 -510 LAND PURCHASE 101 -45200 -540 MACHINERY & EQUIPMENT 101- 45200 -5BO OTHER IMPROVEMENTS TOI'AL CAPITAL OUPLAY 'TRANSFERS 101 -45200 -720 OPERATING TRANSFERS 1'O'IAL TRANSFERS DOTAL Parks & Recreation 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 _ 42 .000.00 0.00 0.00 0.00 42.000.00 42,000.00 0.00 O.DO 0.00 42,000.00 311,381.00 22,530.36 22,530.36 1.24 288,850.64 2 03 -2016 2 �0@ PM _- OF SHORT WOOD PAGE _ 3ALANCE SEEE' R:S OF: JANJUAR.Y 31ST, 20J0 402-P k Capital Imp- roveme c.5 fi < �ww ACCOUNT *- ACCOUNT DESCRIPTION BALANCE ASSETS 402 -10100 INVESTMENTS CASH AND INVESTMENTS 212 2,423.79 402 -10300 CASH WITH FISCAL AGENT 0.00 402 -10410 ALLOW FOR UNREALIZED INVEST GA 134.92 4.02 -10450 ACCRUED INTEREST RECEIVABLE 1,460.30 402 -13100 DUE FROM OTHER FUNDS 0.00 402 -14250 INVENTORY - CONCESSIONS 0.00 294,019.01 TOTAL ASSETS 294,019.01 LIABILITIES 402 -20100 AP PENDING (DUE TO POOL) 0.00 402 -20600 CONTRACTS PAYABLE 0.00 402 -20800 DUE TO OTHER FUNDS 0.00 TOTAL LIABILITIES 0.00 EQUITY 402 -25310 UNRESERVED, DESIGNATED FUND BA 262,710.47 TOTAL BEGINNING EQUITY 262,710.47 TOTAL REVENUE 0.00 TOTAL EXPENSES 0.00 (WILL CLOSE TO FUND BAL.) 31,308.54 TOTAL REVENUE OVER /(UNDER) EXPENSES 31,308.54 TOTAL EQUITY & REV. OVER /(UNDER) EXP. 294,019.01 TOTAL LIABILITIES, EQUITY & REV.OVER /(UNDER) EXP. 294,019.01 7 -0 20 10 _2:07 PM CITY OE' S - ORErWOOD EXPENDITURE S RE?O21 %`v';IAUi7 [ TI U)) AS OF JANUAi2Y 31ST, 2010 402- Par - k. Capital lmDrovements Park Capital Improvement '!1 CURRENT CURRENT DEPARTMENTAL EXPENDITURES BUDGET PERIOD PACE . 08.33° OF YEAR COMP. YEAR TO DATE I OF BUDGET ACTUAL BUDGET BALANCE PER SONAL SERVICES 402 - 48000 -101 FULL -TIME REGULAR 0.00 0.00 0.00 0.00 0.00 402 - 48000 -103 PART -TIME 0.00 0.00 0.00 0.00 0.00 402 - 48000 -121 PERA CONTRIB - CITY SHARE 0.00 0.00 0.00 0.00 0.00 402 - 48000 -122 FICA CONTRIB - CITY SHARE 0.00 0.00 0.00 0.00 0.00 402- 48000 -131 EMPLOYEE INSURANCE - CITY 0.00 0.00 0.00 0.00 0.00 402 - 48000 -151 WORKERS COMPENSATION 0.00 0.00 0.00 0.00 0.00 TOTAL PERSONAL SERVICES 0.00 0.00 0.00 0.00 0.00 MATERIALS & SUPPLIES 402 - 48000 -245 GENERAL SUPPLIES 0.00 0.00 0.00 0.00 0.00 402 - 48000 -254 MISC PURCHASES 0.00 0.00 0.00 0.00 0.00 402 - 48000 -255 CANDY /FOOD PURCHASES 0.00 0.00 0.00 0.00 0.00 402 - 48000 -256 BEVERAGE PURCHASES 0.00 0.00 0.00 0.00 0.00 TOTAL MATERIALS & SUPPLIES 0.00 0.00 0.00 0.00 0.00 SUPPORT SERVICES /CHARGES 402 - 48000 -302 CONSULTING FEES 0.00 0.00 0.00 0.00 0.00 402 - 48000 -303 ENGINEERING FEES 0.00 0.00 0.00 0.00 0.00 402- 48000 -304 LEGAL FEES 0.00 0.00 0.00 0.00 0.00 402 - 48000 -311 ENGINEERING - STAFF 0.00 0.00 0.00 0.00 0.00 402 - 48000 -313 ENGINEERING - DESIGN STAGE 0.00 0.00 0.00 0.00 0.00 402 - 48000 -315 ENGINEERING - CONSTRUCTION 0.00 0.00 0.00 0.00 0.00 402 - 48000 -351 PRINTING AND PUBLISHING 0.00 0.00 0.00 0.00 0.00 402- 48000 -400 CONTRACTUAL SERVICES 0.00 0.00 0.00 0.00 0.00 402 - 48000 -431 CASH SHORT 0.00 0.00 0.00 0.00 0.00 402 - 48000 -440 MISC SERVICES 0.00 0.00 0.00 0.00 0.00 402 - 48000 -450 BANK SERVICE CHARGES 0.00 0.00 0.00 0.00 0.00 TOTAL SUPPORT SERVICES /CHARGES 0.00 0.00 0.00 0.00 0.00 CAPITAL OUTLAY 402 - 48000 -540 MACHINERY & EQUIPMENT 0.00 0.00 0.00 0.00 0.00 402 - 48000 -580 OTHER IMPROVEMENTS 0.00 0.00 0.00 0.00 0.00 TOTAL CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 RDA DEBT SERVICES 402 - 48000 -611 BOND INTEREST 0.00 0.00 0.00 0.00 0.00 TOTAL EDA DEBT SERVICES 0.00 0.00 0.00 0.00 0.00 TRANSFERS 402 - 48000 -710 RESIDUAL EQUITY TRANSFERS 0.00 0.00 0.00 0.00 0.00 402- 48000 -720 OPERATING TRANSFERS 0.00 0.00 0.00 0.00 0.00 TOTAL TRANSFERS 0.00 0.00 0.00 0.00 0.00 TOTAL Park Capital Improvement 0.00 0.00 0.00 0.00 0.00 TOTAL EXPENDITURES - - -- 0.00 -- - - -- - --- 0.00 - - - - - -- = --- 0.00 --- - -- --- 0.00 - -- -- --- 0.00 - ----- From: Twila Grout — Administrative Assistant Kristi Anderson - CRR Date: February 4, 2010 Re: Agenda Item 4C - 2010 Work Program Update The Park Commission set goals/work program for the 2010 year. Attached is the updated work program showing the status of the goals so far for 2010. ® } \ \ ? 0 (D 2 \ / j o C) 3 [ / (D °>« ~/\ e \/3 = \�\ \32 / 22 £/} ƒy\ \ \± E$\ ?� 4 \ 6m \// : \ Ems\ _} \ ] § \ » $ \ { 4 @ \ \ I)mo =a e�o =e2eo � 9 � � � � 9 7 .. .. .« � ... & �§ 1> FM . \ : o ° o r : : ~/ _0 �o ° !� 'E 0 _ 2 \/ ' f \ \ma <ƒ 2 53 k� / -a) \ 2& -o # \ Z <j : : - \ƒ ` G $E \ o ( / \� /�_ ) \Z ± / d %/ d & ® :: ® ! &£ = m .} - - 8 ! . > t o $.2 {\ E . ' \ > =3 _ $© `\ %§ %22e7 22 @$ \_) c¢/ E �\ 0 G / \ §3 f ° $d ±3 f / \ƒ \0G� 'e. $« k0 ] © °? 2�\ / ± °y <$� \/\ °/ 3 / \\ .14 \ km e y- \ o 22 C6 je \ c /\ 2/ /\ /0 co ~® , e� ƒ\ \\ - ,¥ $/ @E \ \k Et\ � 9 � � � 2 a � � a & :..& � o \\ \k8\/ ) 7 [± / 2\ © . -} � /E �, (@ \ \� \E a)0 $ : �< (\ ±82 CL @- \/g § 76 //\ !�k. \/f _ }« \k ©)� a \ d§/ /\ / {>J « ° E \-0 G } k� o o (D \ \ \? o o ( n /2£ co a, do e 2 \ r \\ \ ®7 // \\ \ \\4 $a% ƒf \ \ _ [ § ƒ \/^ � \E )° E / /\ .y. . o \ f o § \{ \\ % = y % \ §, \\ -2 o/ j k 2e \) §k\ \f �o _L �® � 9 � � � 2 a � a � - � I> ® & < \.. � - ..�.. § r-'N �\ ± ° 0 . ^ $ 2 ) s �j� & ƒ @ �)E § \\ \: \ ® ��a U) )¥k\ k� k) / / \\ :a% \k ? �` .$\ :7 »t (D §@]/ ƒa» ±)\ ! :: : <7\ ] :« f °[s -# \ . 7E$ @ /� \¥ / c . 0 c / f q «a.< ? - e 7 = / ?: a \ f CITY OF SHOREWOOD U@" 5755 Country Club Road ® Shorewood, Minnesota 55331 * 952 -474 -3236 Fax: 952474 -0128 ® www.ci.shorewood.mn.us o cityhall cr ci.shorewood.mii.us To: Park Commission From: Julie Moore — Communications Coordinator Twila Grout — Administrative Assistant Date: February 2, 2010 Re: Agenda Item 4D— Update on Grants The Park Commission has asked that they be kept up to date on the status of grants that staff is working on and reviewing. Staff has submitted a proposal to Pepsi Refresh Project for the community garden. The request is for fencing, water, and a small shed. On March 1 St the committee will inform the city if the idea is approved. After that we can begin promoting our idea for a chance at a grant worth $25,000. It is the number of votes that are received during the month that determines if you receive the grant. Staff would like to start working on the Hennepin County Sports grant. Staff has researched and found that you do not have to partner with another organization. If there is an item that the Park Commission would like for staff to pursue please let us know. #4D CITY OF SHOREWOOD 5755 Country Club Road @ Shorewood, Minnesota 55331 * 952-474-3236 12 " Fax: 952-474-0128 * www.ci.shorewood.mn.us a cityhall(Di ci.shorewood.nin. Lis To: Park Commission From: Kristi Anderson — CRR Twila Grout — Park Secretary Date: February 1, 2010 Re: Agenda Item - CRR 20009 Year End Report Attached is a copy of Community Rec Resources (CRR) 2009 Year End Report for your review. Each year CRR provides a summary of its year long activities in conjunction with the City of Shorewood capturing the highlights from the previous year as they relate to parks. In its expanded Park Coordinator Services role, CRR, has encompassed a greater and more diverse capacity which is reflected within the Report. co �an�ty rep. reso ate® 2/1/10 Too Park Commission, Honorable Mayor, and City Council ® Administrator Heck F Kristi Anderson, CRR E® 2009 Year End Report from Community Rec. Resource (CRR) CRR continues to takes pride in the great strides made each year cultivating relationships between the City and its users, both the active Sports enthusiasts and passive users. "Change is Good ", our basic philosophy, echoes to sports users and the City alike, that ongoing improvements within and with regard to Shorewood parks equips us to meet new challenges serving the needs of an ever more diverse and growing population. While on site monitoring of field use and parking continue to provide beneficial feedback as to how parks are being utilized, CRR presented the sports organization representatives with a Spring Survey in 2009 and asked for additional suggestions. In it's expanded role as the Park & Rec Coordinator for the City, CRR looks forward to continuing to; create new opportunities for families and youth to play together, to work with the Park Commission and city staff to focus on increasing emphasis on underserved populations thru added summer and year round programming within the parks and the Community Center, enter into more creative partnerships with surrounding communities, MCE, and providers to deliver high quality experiences and programming, and continue to update our facilities, park buildings, and playgrounds via our ambitious 2010 CIP which was developed in coordination with TKDA under CRR's continued assistance. As is typical, the spring season begins well before the first buds appear on the trees at Freeman Park with the document collection process and the Sports Information Meeting in early March. As many organizations undergo annual volunteer staffing changes, continued communication and understanding of the process helps to bring satisfaction to the organizational users within this process. This ongoing challenge to connect with one point of contact from each sports organization continues to present itself, especially as we begin to expand use and welcome new user groups. Thanks to the oversight provided by CRR, it is also worth noting that in instances when actual field usage fell short of field allocations and reservations, by MGSA for example (as it did last year) we were able to offer this time up to others and re- allocate the time. Via ongoing monitoring and encouragement, CRR suggested that teams cooperatively share space at facilities this year. In conversations with the sports organizations, CRR has recommended that they connect prior to the Sport Information Meeting in late February of 2010 to discuss shared use of underutilized time in greater detail. The spring and fall information meetings allow time to reconnect with the sports organization representatives each year and gain feedback from them. CRR staff proudly points to satisfaction expressed by the sports organization representatives with both the Park Coordinator services and the parks themselves this past year. As mentioned earlier, the sports users were encouraged to complete a small survey and provide CRR with suggestions to address at the outset of the seasons. While none of the sports organizations voiced any concerns or complaints with regard to facilities, parking, or tournaments, there were 1 -2 individuals who have attended their fair share of sports information meetings. While they felt the information to be somewhat redundant for themselves, they appreciated the process that CRR had put into place to share this information with the sports users and to keep it fresh. Since park improvements were successfully implemented at Badger Park in 2008 this put the park in a unique position during 2009 to be utilized as a premier facility for Lacrosse and Football. The new lighting and improved drainage were greatly appreciated by the Lacrosse, Football, and Hockey associations in 2009. Passive use continues with increased use of the walking paths, picnic areas, and annual concert events. Other parks demonstrate appropriate usage as well. Silverwood Park playground is utilized by its surrounding neighborhood and will be welcoming a new shelter in the spring of 2010, Cathcart Park is utilized for various small group baseball and informal soccer play throughout the season, and the Skate Park continued to attract skateboard enthusiasts, as well as, community gardeners to the pilot demonstration site throughout the summer The tennis courts at Badger Park also continued to attract and retain park users, with the addition of tennis programs and the much anticipated overlay scheduled for spring. In addition to all of these organized and passive uses, the City continues to host park programs with MCE at Freeman Park and anticipates expanding daytime programs in other Shorewood parks with the City's Fun Friday programs. Additional programming goals that CRR has laid out in partnership with the City for 2010 include, the 2 " annual Garage Band Jam in Freeman Park, additional Summer Fun Free Friday events, Music in the Park, Summer Safety Camp, Touch a Truck, Movie Day/Nights (in the Parks and the Community Center) to name just a few. As a footnote, the first Garage Band Jam was a huge success with more than 300 people in attendance over the 6 hour music series. The city hosted a handful of talented local bands, partnered with B. Grizzly's pizza, emcee Gail Nosek, and B96 radio station to promote and share in this popular event. The fall sports organization meeting was well attended with representatives from all fall /winter organizations- SILL, Tonka Babe Ruth (TBR), Tonka Football Association (TFA) and Minnetonka Youth Hockey Association (MYNA). Again, representatives reported satisfaction with CRR in its Park Coordinator services at this meeting, and relationships were forged anew with new representatives from STLL and MYNA. Additional time was dedicated by CRR to inventorying park amenities and conditions which it shared with the City and Park Commission. CRR also met with STLL representatives and staff to review requested park improvements deemed necessary by STLL. These items spurred CRR to create and then update a much needed Donor Policy and strive to meet the challenges presented by ST FL, to improve amenities and address safety concerns. With the help of Public Works, these items were resolved and improvements implemented. Despite the decrease in organizational use that comes with each fall season, the parks still remain solidly utilized with the majority of activity at Badger and Freeman. MFA clearly enjoyed playing under the new lights and reported extreme satisfaction with the park upgrades to the field with regard to drainage. Freeman Park continued its fall usage with STL,L,, Tonka Babe Ruth (TBR), and Mn Valley utilizing field space on nights and weekends in early fall. There were no reported concerns from any of these teams during the fall sporting season. Much to the delight of hockey enthusiasts, the rinks at Badger Park were opened over the winter holidays but the extreme temperatures dampened some spirits until around mid January. Substantial use at Badger and Cathcart rinks make up much of the winter seasonal park use. Thru monitoring and continued communication efforts with MYNA, the group submitted all necessary documentation, schedules, and fees, although the Certificate on Insurance was a difficult item to obtain from their insurance provider this year. In addition, the more mild winter weather provided a wonderland for the annual Arctic Fever event. While there are those that do not necessarily agree that satisfaction is enough reward, we at CRR believe satisfaction is a substantial reward that should not be overlooked when it comprises numerous groups of sports enthusiasts, City Staff, and residents. As always, CRR Staff looks forward to meeting and surpassing the challenges of the Park Coordinator position in continuing to provide quality services at a value to the City. Should any questions arise regarding the information presented in this report, please do not hesitate to contact Kristi Anderson at 612- 743 -4124. As always, Community Rec. Resources appreciates the continued support offered by the City of Shorewood. Kristi Anderson Community Rec. Resources 3 CITY OF SHOREWOOD tu@ 6 5755 Country Club Road * Shorewood, Minnesota 55331 * 952 - 474 -3236 Fax: 952 ®474 -0128 ® www.ci.shorewood.mmus e cityhall a ci.shorewood.rnmus To: Park Commission From: Twila Grout — Administrative Assistant Kristi Anderson - CRR Date: January 29, 2010 Re: Accept 2010 Concession Operation Agreement Russ Withum has provided concession services since 2005 and has agreed to provide concession services for Eddy Station again for the 2010 season. Mr. Withum has done a tremendous job with the concession services year after year. Sales were still down due to girl's softball only holding practices at Freeman. They did not play any games last summer. With just practices being held at Freeman the player is usually dropped off and picked up after practice. The parent usually doesn't stay for the practice and the player normally has no money with them to buy something after practice. Soccer is starting to use the concession a little more than they did in the past. Parents are realizing that it is open and they buy their team treats at the concession. Mr. Withum has agreed to pay the city $394 for the 2010 season. Payment will be due September 30, 2010. Staff is recommending formalizing the agreement for the 2010 season. #6 Independent Contractor 2010 Concession Operation Agreement By and Between City of Shorewood and Contractor THIS AGREEMENT, made this day of , 2010, by and between the City of Shorewood, Minnesota, a Minnesota municipal corporation with its offices located at 5755 Country Club Road, Shorewood, Minnesota 55331 (the "City ") and Russ Withum (the "Contractor ") . WHEREAS, the City is engaged in the business of providing municipal services including park and recreation opportunities within the corporate limits of the City. The City has constructed a concession/restroom /picnic facility in Freeman Park within the City known as Eddy Station; and WHEREAS, the City desires to provide concession services to the patrons of Freeman Park through the facility of Eddy Station; and WHEREAS, the City further desires to enter in to an agreement with the Contractor for the operation and provision of concession services. NOW, THEREFORE, the parties agree as follows: 1.) Schedule of Operation. Contractor agrees to provide concession services Monday through Sunday, from 5:30 to 8:30 p.m., commencing on or about May 1 or whenever the first organized sports events begin. Concession operations will continue through August 1, or whenever Freeman Park ceases its summer use by MGSA, Adult Softball and Tonka United Soccer. Contractor agrees to coordinate operations with the Park Scheduling Coordinator. 2.) Contractor Responsibilities. a.) Contractor agrees to be present each day for opening, training of sales volunteers, and all duties involved with closing the operation at the end of the day. Contractor agrees that if for any reason he is not able to be present for any period of time, while the concession operation is open, he will be available by pager or cell phone for immediate assistance at the site. b.) Contractor agrees to be responsible for the cleaning and maintenance of the concession area. a.) The manner and means of performance of Contractor shall be entirely at Contractor's discretion. Contractor is free to employ personnel to assist Contractor in providing services to the City, but such employees shall be Contractor's responsibility and not that of the City. The City shall not provide Contractor or Contractor's employees or agents with any benefits from the City such as workers compensation insurance, unemployment insurance, health insurance, income tax withholding, or social security contributions. The City does not control the performance of Contractor and Contractor accepts all risk of profit and loss flowing from the services provided under this Agreement. All expenses must be borne by Contractor and shall not be reimbursed by the City. Those expenses include furnishing Contractor's place of work, payroll expenses, taxes, and insurance. b.) Contractor shall conspicuously identify himself to all persons and organizations as an independent contractor and shall not represent or imply that this Agreement authorizes Contractor to act as an agent for, or on behalf of, the City. Neither the City nor Contractor shall be responsible for any agreement, representation, or warranty made by the other, nor shall the City be obligated for damages to any person or organization for personal injuries or property damage arising directly or indirectly out of the conduct of Contractor's business or caused by Contractor's actions, failure to act, conduct or negligence. 8.) Indemnification. Contractor agrees to indemnify and hold the City harmless from and against any and all claims by or on behalf of any person arising from Contractor's actions, failure to act, conduct, or negligence while performing services pursuant to this Agreement unless such damage or liability arises from or in connection with faulty or defective materials or facilities provided by the City. Contractor agrees to carry Commercial liability insurance in the amount of $300,000. 9.) Entire Agreement. This Agreement contains the entire agreement between the parties and no amendment hereto shall be valid unless made in writing and signed by the parties. There is merged herewith all prior and collateral representations, promises, and conditions concerning Contractor and the City. This Agreement supersedes and nullifies any preexisting agreements between the parties relating to the subject matter of this Agreement. All agreements as to payments to be made to Contractor for particular projects must be in writing, 10) Severable. In the event any portion of this Agreement shall be held to be invalid the remainder of the Agreement shall continue in full force and effect. 11.) Notices. Any notice required or permitted to be given under this Agreement shall be sufficient if it is in writing and sent by registered or certified mail to Contractor's residence or to the principal office of the City, which ever shall be applicable. 12.) Governing Law. This Agreement shall be construed and enforced in accordance with the laws of the State of Minnesota. IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written. am 0 Its: Its: CITY OF I SHOREWOOD tu" 5755 Country Club Road * Shorewood, Minnesota 55331 ® 9526474 ®3236 Fax: 952-474 -0128 @ www.ci.shorewood.2nn.us * cityhall @i ci.shorewood.mn.us To: Park Commission From: Kristi Anderson — CRR Twila Grout — Park Secretary Date: February 3, 2010 Re: Picnic Tables The Park Commission directed staff to collect quotes for the purchase of up to 15 picnic tables to replace /supplement the current aging inventory of tables in the parks each year over the next several years. Within the 2010 CIP, the Commission allocated $7,000 per year to purchase up to 15 tables. Staff contacted several manufactures to obtain quotes for 15 tables (a mix of 8' tables which would include accessible tables) for your review. Table estimates are based on quantities of 15, however, the rates can be adjusted based on the number desired (noting that the freight and tax will adjust down somewhat to reflect fewer tables, but we have erred on the conservative side). Staff will have color photos of the picnic tables to view at the meeting. STAFF RECOMMENDATION: Staff proposes that the commission recommend to the City Council the purchase of 6 of the Xccent 8' picnic tables and 4 of the Xccent 8' accessible tables for an estimated total of $7,300 (less a small amount for tax and freight). L t� Q. O O � L Z d O v U O W � V 'a co co C\j "It co co ® C) w co a co as O w N L c\i U � d ; x x x CU m d; 0)N �O �N LL N LL �— r (f} Efl LL ER �C) _ co O Q to a) 00 O� to G� N co Ii a f� r 61) Q ao a (n d a 00 �— il- 6 t[f a) ti Z O) ff} U 6 (� 6 ", —0 6 m ( 1 00 N , 00 Y L d o0 -0 oo ��_� co , i C D 2 O , L W -� (n -� - � W U) (1) � L m Z U Z _ U a' U Z O a) C Z U-0 m m c v X � Q C M ; s � N C C O O 4 O O L a) a Q C A Q n m �., (n U _ 'D C �- co LO cfl tl- co MEMORANDUM TO: Park Commission Brian Deck, City Administrator FROM: Kristi Anderson, CRR DATE: February 3, 2010 RE: Estimate from DermCo LaVine for Badger Park Tennis Court Overlay As you will recall, in 2009 we resurfaced Manor and Cathcart Tennis Courts with the intent to overlay Badger tennis courts the spring of 2010. Staff contacted DermCo Lavine to obtain the estimate for Badger park courts and received the following estimate from Dwight Charles (owner). This quote is $574 over what was budgeted for within the CIP. Resurface 3 tennis courts - One Color Green - $ 10,574.00 Which includes: ➢ Washing & cleaning surfaces as needed ➢ Patching low areas and filling cracks ➢ Applying a 4 coat color system ➢ Re- stripe with 2" white lines ➢ Clean up site Recommendation: Staff proposes the Park Commission recommend to the City Council they award the contract for overlaying the Badger Park Tennis Courts to DermCo Lavine, similar services as performed at Cathcart and Manor in 2009, in the amount of $10,574.00 #s