12-13-11 PK AP
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, DECEMBER 13, 2011 7:00 P.M.
AGENDA
1. CONVENE PARK COMMISSION MEETING
A. Roll Call
Quinlan____
Robb____
Edmondson____
Swaggert____
Kjolhaug____
Hartmann____
Gordon____
B. Review Agenda
2. APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of October 11, 2011 (Att.-#2A)
3. MATTERS FROM THE FLOOR
4. UPDATE ON ARCTIC FEVER –
(Att.-#4)(Sue Davis)
5. PARK MAINTENANCE AND REC BUDGET AND LONG RANGE CIP REVIEW
-
(Att.-#5) Finance Director, Bruce DeJong
6. REVIEW WORK PROGRAM FOR 2012
– (Att.-#6)
7. APPROVE EDDY STATION CONCESSION AGREEMENT
– (Att.-#7)
8. DISCUSS TKDA AND STAFF PLANS BADGER PARK ESTIMATES FOR PARK
IMPROVEMENTS
– (Att.-#8)
9. DETERMINE LIAISON FOR CITY COUNCIL MEETINGS IN JANUARY AND
FEBRUARY
– (Att.-#9)
10. NEW BUSINESS
11. STAFF AND LIAISON REPORTS/UPDATES
(Staff reports and updates are not meant for discussion. Discussion items will be listed as part
of new or old business.)
A. City Council
B. Staff
1. Park Staff Arrangement – (City Administrator, Brian Heck)
C. Grant Report – (Att.#11C)
D. Badger Park Roof Repair – (CRR Park Coordinator, Kristi Anderson)
12. ADJOURN
Liaison for City Council Meeting on January 9th -
#2A
CITY OF SHOREWOOD 5755 COUNTRY CLUB RD
PARK COMMISSION MEETING SHOREWOOD CITY HALL
TUESDAY, OCTOBER 11, 2011
MINUTES
1.CONVENE PARK COMMISSION MEETING
Chair Quinlan convened the meeting at 7:02 p.m.
A.Roll Call
Present: Chair Quinlan; Commissioners Robb, Edmondson, Swaggert, Kjolhaug,
Hartmann, and Gordon; City Administrator Heck; Finance Director DeJong; Park
Coordinator Anderson; and late arrival City Council liaison Zerby
B.Review Agenda
Edmondson moved, Robb seconded, approving the Agenda as submitted. Motion passed 7/0.
2.APPROVAL OF MINUTES
A. Park Commission Meeting Minutes of September 13, 2011
A typo on page 5 last paragraph of item #8 was corrected.
Robb moved, Gordon seconded, approving the Minutes of September 13, 2011, as
amended. Motion passed 7/0.
3.MATTERS FROM THE FLOOR –
there were none
4.PRESENTATIONS
A. Michael Greer Eagle Scout Project
Scout Greer gave a brief overview of his project.
Chair Quinlan complimented him on the idea, voicing appreciation for the project, and asked
about ongoing maintenance.
Greer stated that there would be little, if any, required maintenance, although the cedar may
eventually decay.
Heck interjected that the Council and community Gardeners preferred the project retain its
organic status, as opposed to using green treated lumber.
Edmondson asked about placement.
PARK COMMISSION MINUTES
TUESDAY, OCTOBER 11, 2011
PAGE 2 OF 5
Anderson noted that Greer would be working with staff and Public Works Director Brown on the
placement of the bin, so as not to infringe upon any future expansion of the garden.
Hartmann moved, Swaggert seconded, approving the Eagle Scout candidate Michael
Greer’s proposal to build a compost bin at the community garden. Motion passed 7/0.
Robb reminded him to work with staff on placement.
B.Minnehaha Watershed District
MCWD – Minnehaha Creek Watershed District Planner James Wisker, accompanied by
Education Manager Leslie Yetka, gave an extensive overview of the departments and mission of
the MCWD.
Governed by appointed officials and guided by its own Comprehensive Plan and the State
Agency, Board of Water & Soil Resources, the MCWD serves over 29 communities, the upper
watershed of Minnehaha Creek is fed by the dam at Gray’s Bay which, in essence, all drain to one
point, the Mississippi River.
The Mission of the MCWD is broken down into 7 areas:
1)Land Conservation & Restoration – work with willing donors to create conservation
easements to protect water quality
2)Education & Communication to K-12, as well as policy makers
3)Hydrodata – water quality monitoring & invasive species monitoring
4)Regulatory – rules regarding erosion control, runoff, flood plains, stormwater, and
development
5) Grants – opportunities for partnerships
6)Planning – guides everything
7)Projects/Operations & Maintenance
Edmondson asked about the ‘grading’ system used by the MCWD to rate the bays on Lake
Minnetonka.
Wiskers explained that the MCWD uses a standard of measure for phosphorous using many
underlying metrics to measure clarity. While it is a detailed, but limited tool, he said there are
many intricacies to the process.
Wiskers gave several examples of capital projects and partnerships, pointing out that their 10 year
comprehensive plan can be changed to meet the needs of various projects.
The Urban Creek Corridor Initiative ; because wetlands slow down the water flow and seepage, a
creek, once straightened for development, can be redirected to its former ‘natural wavy’ state to
slow flow.
Wiskers stated that, oftentimes, cities or people come to the MCWD with big ideas to partner
with them, or even smaller ideas in some cases for grants. For instance, the low impact
development grant program is available for shoreline/streambank restoration for Freeman Park
PARK COMMISSION MINUTES
TUESDAY, OCTOBER 11, 2011
PAGE 3 OF 5
may be one avenue that the city could pursue. In the case of homeowners, stormwater BMP’s
can be tapped for small scale individual improvements.
Low impact development projects have been done in both Wayzata and Excelsior. Wiskers urged
the Commission to come to the MCWD if they want cost effective projects that can make a big
difference in the watershed. He suggested the City provide the MCWD with a ‘vision’ to help
determine how the creek runs thru the park at Freeman, determine the drainage area, map out the
topography, and figure out whether there is a water quality problem or streambank project.
Every City is looking for a project, Wiskers stated that the MCWD will provide you all the data it
has, which in turn will give your staff ammunition to put together a proposal for MCWD
consideration and evaluation – he commented that the ‘squeaky wheel gets the grease’. He
suggested the Commission give consideration to the items Anderson had mentioned, the creek,
Freeman Park parking lot using rain gardens, permeable pavers/porous pavers or concrete, similar
to Mound. Once the city has a proposal, the MCWD will sit down to look at your CIP, as well as
its own, and evaluate how it could partner.
Chair Quinlan suggested the Commission meet with the MCWD regarding both the Freeman and
Badger Parking lots.
Wiskers pointed out that, whenever a city plans to make a change, it should look at ways to
improve water quality.
Hartmann asked how the city would determine where the historic wetland would have been, for
instance, at Badger.
While the MCWD can provide some old topographic data, Wisker suggested looking at where the
water goes currently, pipes, creeks, etc.
Chair Quinlan thanked Wisker for attending and sharing the detailed summary and suggestions for
the Commission to discuss.
C.Parks Foundation – Bill Keeler
Bill Keeler, of the Park Foundation, gave a historical perspective on the origination of the
Shorewood Park Commission, acquisition of park land, and Park foundation history. He shared a
page from the first park meeting minutes of 1975 and mentioned the numerous individuals who
laid out the original plans for the City of Shorewood.
Keeler pointed out that the Foundation needs a goal in order to raise money. Although a small
group of individuals, the foundation members are educating the public about the organization and
encouraging folks to donate, deed estates, etc to their 501c3 organization as a tax incentive. He
stated that, if the Park Commission comes to them with a project, the Foundation will fundraiser
for it, as they’ve done for Arctic Fever and Girabaldi Plaza.
PARK COMMISSION MINUTES
TUESDAY, OCTOBER 11, 2011
PAGE 4 OF 5
Foundation liaison Edmondson interjected that a partnership would be a win/win for both the
Commission and Foundation. He recognized the membership, Bill Keeler, Ken Dallman, Jackie
Dallman, Twila Grout, Julie Moore, Elaine Love and Theresa Zerby for their efforts.
5. NOVEMBER 8 GENERAL ELECTION DAY - NEED TO DETERMINE DATE
FOR NOVEMBER PARK COMMISSION MEETING
th
The Commission will meet November 15 at the Southshore Community Center at 7pm.
Tom Robb will be subbing for Edmondson as liaison to the Park Foundation on October 26, 2011
at 5pm, and asked to be reminded of the Agenda.
6. NEW BUSINESS –
there was none
7. STAFF AND LIAISON REPORTS/UPDATES
A.City Council
Zerby reported that the council approved the trail plan and forwarded it to the Met Council.
B.Park Commission
C.Staff
D.Work Program
Anderson pointed out that the Park Commission would be evaluating the 2012 Work Program at
their next meeting, as well as, the long term CIP for consideration.
Chair Quinlan asked if staff had pulled together estimates for the TKDA plans at Badger Park.
Anderson stated that they had not done so, in fact, she reminded the Commission that Badger
Park planning was slated for review during 2012, that this would take time, and that staff would
appreciate a list of priorities to begin the extensive compilation of the various elements of the
TKDA plans.
Chair Quinlan stated that the Commission directed staff to begin compiling estimates for all of the
TKDA design elements at their previous meeting. Once presented, he noted that the Commission
would then identify their priorities based on the estimates.
Heck encouraged the Commission to consider their priorities in anticipation of the long term CIP.
Zerby asked about vandalism to a sign at Freeman Park, staff was unaware of any vandalism but
would follow-up.
Robb asked about the exposed ‘conduit’ leading from Badger Park warming house to the ground.
Anderson stated that Public Works staff and building Inspector Pazandak were working on those
details.
PARK COMMISSION MINUTES
TUESDAY, OCTOBER 11, 2011
PAGE 5 OF 5
E.Quarterly Expenditure Report
DeJong presented the Quarterly Expenditure Report for comment, explaining that the
Commission will need to consider what sort of annual infusion of funds from the Council would
be necessary going forward to accomplish park priorities. Although Grants are not addressed in
the long term CIP, DeJong cautioned assuming these to be accessible.
Robb stated that there are some things that the Commission just simply can’t accomplish without
the influx of grant dollars, a catch 22. These items are priorities, but if the funds partners are not
available they cannot be done.
Heck stated that the key take away from the Finance items is that a funding disparity exists and
becomes obvious within a few years. The Park Commission will need to really analyze their
priorities. He implored them to work on or even move out, some of the priorities so that staff can
go after the relevant grants. Once the key really important priorities are identified, then staff, the
Commission and Council can leverage funds to get these dollar numbers and complete the
projects.
Chair Quinlan reiterated that he would like to proceed with the TKDA vision, and wants staff to
pull together the best estimates they can so that the Commission can take these numbers to re-
prioritize at that point.
Anderson pointed out that partnerships for grants exist, such as USTA and the Hennepin County
Sport Grant, but the deadlines for these vary, and at this point would be next fall.
Heck encouraged the Commission to commit to a project and let staff contact them like USTA.
Edmondson stated that he felt the Commission had been working really hard over the past few
years to prioritize the CIP.
F.Grant Report
Anderson shared the list of all grants being submitted for within the City, not just for Parks.
Noting that the Organic Waste Pilot Program grant was just awarded to the City in the amount of
$16,500 for a residential program.
8. ADJOURN
Edmondson moved, Swaggert seconded, adjourning the meeting of October 11, 2011, at
9:35pm. Motion passed 7/0.
RESPECTFULLY SUBMITTED,
Kristi B. Anderson
Recorder
PARK COMMISSION MINUTES
TUESDAY, OCTOBER 11, 2011
PAGE 6 OF 5
CITY OF
SHOREWOOD
5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900
Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us
To: Park Commission
From: Twila Grout – Park Secretary
Kristi Anderson - CRR
Date: November 8, 2011
Re: Agenda Item 5 – Work Program
Attached is a copy of the work program showing the goals that were completed for 2011.
You will also find the preliminary list of goals for 2012.
The following goals that were not completed in 2011 are either still in progress or have been removed.
They are:
Freeman Park Picnic Shelter Re-Roof – Building Inspector, Joe Pazandak is working on.
Badger Park Warming House Rehab – Building Inspector, Joe Pazandak is working on stoop.
Skate Park Blacktop Surface – This was removed and added to 2014.
Trail Connection to LRT – This went to the trail committee.
Staff is soliciting any feedback from the Commission as to any changes.
#5
2011 Work Program
##
JanuaryFebruaryMarchApril MayJune JulyAugustSeptOctNovDec
FreemanFreeman
PW is working on
Play Equipment
installation (8/11)
Bldg. Insp. Joe will be working
on (2/11). Does not need to
be done based on JP
evaluation. Basic
Freeman Park Picnic
maintenance will buy 10 yrs.
Shelter Re-roof
Roof life. Outside rim needs
to be replaced. (5/11)PW is in
the process of replacing the
rims (8/11). KA cking w/Joe
on roof (10/11)
Cathcart
Replace swing set and
COMPLETED
move closer to the tot lot
Badger
Kristi met w/Joe and Larry to
discuss painting/sidewalk/re-
lamping (2/11). Kristi
contacting user groups to see
if interested in
investing/partnering in
modified use. 5/10/11 - On the
Warming house rehab
8/9/11 pk agenda will be
painting and fixing door &
Stoop(8/11)Rehab has
started. Bldg. painted, stoop
left to do (10/11).
Skate Park
Drinking Fountain
COMPLETED
P. W. not able to complete in
2010 due to being short
handed (9/29/10) - Kristi is
cking w/contr. To see if they
Blacktop surface
can complete. (2/11)Recd est.
for overlay PC looking at
different options (8/11)PC
reviewing CIP . Remove for
now moved to 2014
All Parks
Picnic Tables 10-15 - To
Arrive @ P.W.
ORDERED 3/11
1-2 Tot pieces - Install /
Perform Study
Removed from program
Trail Committee has been
formed. Trail Plan report
forwarded to Planning Comm.
Trail Connection to LRT
For Public Hearing (8/11)- not
pk- trail cmt.
COMPLETED
Entry Signs for Park
#11D
2012 Work Program
##
JanuaryFebruaryMarchApril MayJune JulyAugustSeptOctNovDec
SilverwoodSilverwood
Resurface 1/2 Court
Contact Derm-Co for tennis
court resurface
Cathcart
Resurface Tennis Courts
Contact Derm-Co for tennis
court resurface
Badger
Joint City Council meeting
Talk with Watershed to
see if they would like to be
involved
Review Planning and cost
breaks
City Council Approval of
plans forBadger
Apply for Grants
Manor
Resurface Tennis Courts
Contact Derm-Co for tennis
court resurface
All Parks
Picnic Tables 10-15 - To
Arrive @ P.W.
Message Boards for
Cathcart, Skate Park and 2
for Freeman
CITY OF
SHOREWOOD
5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900
Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us
To: Park Commission
From: Twila Grout – Administrative Assistant
Kristi Anderson – Community Rec Resources
Date: November 7, 2011
Re: Accept 2012 Concession Operation Agreement
Russ Withum has provided concession services since 2005 and has agreed to provide concession services for
Eddy Station again for the 2012 season. Mr. Withum has done a tremendous job with the concession
services year after year.
Mr. Withum has agreed to pay the city $394 for the 2012 season. Payment will be due September 30, 2012.
Staff is recommending formalizing the agreement for the 2012 season.
#7
Independent Contractor
2012 Concession Operation Agreement
By and Between City of Shorewood and Contractor
THIS AGREEMENT, made this day ____ of _______________________________, 2012,
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”) .
REClTALS
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.
3.) Contractor Payment. The Contractor agrees to pay the City $394 for the year 2012.
Payment due to the City by September 30, 2012.
4.) Purchasing. The Contractor agrees to purchase the necessary products and supplies
associated with concession sales at Eddy Station.
5.) Equipment. The City agrees to provide the hot dog machine, popcorn machine, cash
register, pop cooler, refrigerator and coffee machine.
6.) Termination. Either party may terminate this Agreement, without cause or reason,
upon thirty (30) days' written notice to the other party. Either party may terminate this Agreement
without notice for cause. "Cause" includes, but is not limited to, dishonesty, failure to meet
deadlines, criminal conduct, or breach of this Agreement.
7.) Status of Contractor. As intended by both parties, this Agreement calls for the
performance of the services of Contractor as an independent contractor and Contractor will not be
considered an employee of the City for any purpose.
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
$1,000,000.
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.
CITY OF SHOREWOOD CONTRACTOR
By:_______________________________ By:___________________________________
Its:____________________________ Its:____________________________
CITY OF
SHOREWOOD
5755 Country Club Road Shorewood, Minnesota 55331 952-960-7900
Fax: 952-474-0128 www.ci.shorewood.mn.us cityhall@ci.shorewood.mn.us
To: Park Commission
From: Twila Grout – Administrative Assistant
Kristi Anderson - CRR
Date: December 1, 2011
Re: Agenda Item 9 –Determine Liaison for Upcoming City Council Meetings
Listed below are the dates of the upcoming Park Commission and City Council meetings.
Park Meeting Date Report at City Council Meeting Date
thth
December 13 January 9 (the council only has one meeting in December
th
and that is on December 12)
thrd
January 10 January 23
thth
February 14 February 27
Once the commission has determined who will be the liaison to the above meetings a schedule will be made
and distributed to the Park Commission.
#9
2011 Grants for the City
Application Matching Amt. Amount
Name of GrantDeadlineRequest ForDollarsRequestedAcceptedDeclinedReceived
CenterPoint Energy Defibrillator for
Community Partnership25-AprCity Hall$739 $739x$739
Waste Abatement Incentive Organic Waste
Fund ProgramPilot Program
$1,000$24,540x$16,500
Friday, April 29
AAA Community Grant$500x$250
Safety Camp
KaBoom! Let's Play Spruce
Sept 15, Oct 15 Manor Pk
x
Grant
$750$750
or Nov 15Landscape
Stromwater Silver
Riley Purgartory Creekx$40,000
Lake Project
ltr. Went out 9/1/11no specfic amt. req.
Trail on East side of
DNR - Local Trail Grant - LRT on
Cty Rd 19
Cty Rd 19 to Smithtown
connecting to LRT
to the exiting trail
in front of Tonka
10/31/2011$18,000 $54,000
Village Ctr.
PBEEEP Energy Efficiency Grant
Redelopment Grant Program
cross country ski grooming grant
#11C