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021318 Pk PacketCITY OF SHOREWOOD 5755 COUNTRY CLUB RD PARK COMMISSION MEETING SHOREWOOD CITY HALL TUESDAY, FEBRUARY 13, 2018 7:00 PM AGENDA 1. CONVENE PARK COMMISSION MEETING A. Roll Call Mangold Vassar Rock(Feb 26) Barr Gorham B. Review Agenda 2. APPROVAL OF MINUTES A. Park Commission Meeting Minutes of December 12, 2017 — (Att. - 92A) 3. MATTERS FROM THE FLOOR 4. NEW BUSINESS A. Badger Park Playground Alternatives — (Att. - 94A) B. Concession Agreement for 2018 — (Att. - 94B) C. Discuss 2018 Work Program/Schedule — (Att. - 94C) D. Liaisons to City Council Meetings — (Att. - 94D) 5. OLD BUSINESS A. Freeman Park Ice Rink B. Review Items from Previous Park Tours — (Att. - 95B) 6. 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 - Update on Commission Interviews 7. ADJOURN Liaison for City Council Meeting on February 26 is Commissioner Rock CITY OF SHOREWOOD PARK COMMISSION MEETING TUESDAY, DECEMBER 12, 2017 MINUTES 1. CONVENE PARK COMMISSION MEETING Chair Mangold convened the meeting at 7:04 p.m. A. Roll Call Present: Chair Mangold, Commissioners V Council Liaison Siakel; City Planr Absent: None Review Agenda Rock moved to approve the agenda as written. 5 -0. 2. APPROVAL OF MINUTES Park Commission Meeting Gorham moved to approve seconded the motion. Mofi 3. There were none. 4. NEW B1 Darling revic the amenities Barr asked if there wer would solicit competiti doesn't last in the sun 5755 COUNTRY CLUB RD SHOREWOOD CITY HALL 7:00 P.M. Barr, and Gorham; City the motion. carried written. Mangold ve playground structures. Three pirate ship designs were shown, and for colors. Darling believed there would be options. She stated she for the final design. Barr stated it appears to her that the color purple Mangold asked for input from the Commission members. Vassar liked the ship theme. Gorham stated the structure that looks most like a ship does not have many amenities. Mangold stated the second option has the most activities. He asked what the timeline is for construction. Darling stated she would like to plan over the winter and have a neighborhood meeting in March. He asked what kind of delivery there would be. Darling stated there aren't any issues she is aware of. Darling discussed the bidding process and budget for the park. Darling stated as the budget allows, there would be opportunities to add rocks and small animal structures for climbing. PARK COMMISSION MINUTES TUESDAY, DECEMBER 12, 2017 PAGE 2 OF 3 Darling discussed swing set options. Rock suggested swings along the same theme. Barr stated they could be the same colors. Darling stated the landscape architects will design the area once the equipment is selected. Commissioners discussed options for playground equipment. The decision was made to have more swings and no merry -go- round. The second option was chosen for the pirate ship play structure. B. Determine Liaisons for City Council The following liaisons for City Council meetings were chosen: January 8 Mangold January 22 Gorham February 26 Rock 5. OLD BUSINESS None 6. STAFF AND LIAISON RE A. City Council Council update was given.. B. Staff 1). Update on Badger Pa Final layer of asphalt and in the spring once lightin; Darling stated some of it 2). Update on Memorial Darling noted two bench( benches have arrived. Th TES Lot Reconst calks will be is the spring. The warming house will be removed if the existing fill would remain on the site. have been donated for Badger and Freeman, staff ordered them and the will be installed in the spring. 3). Update on Freeman Park Ice Rink Darling stated the parking lot was prepared for the ice rink at Freeman Park. The concrete barriers would be installed as soon as they arrive. The panels separating the concession areas from the area to be used as a waiin4 house have been installed. 4). Update on Other Spring Projects Darling discussed park projects slated for the spring. PARK COMMISSION MINUTES TUESDAY, DECEMBER 12, 2017 PAGE 3 OF 3 7. ADJOURN Barr moved, Gorham seconded, to adjourn the Park Commission Meeting of December 12, 2017 at 7:42 p.m. Motion carried 5 -0. I l Item 4A MEMORANDUM Meeting Date: February 13, 2018 To: Park Commission From: Marie Darling, Planning Director Re: Badger Park Playground Equipment Alternatives Playgrounds (See attachments for renderings) At the last meeting, the Parks Commission chose a style of playground structure. Staff would be able to order that structure, but have also contacted a local company to provide their rendition of the pirate ship. Both have local contractors that can do the installation. Pirate Ship 1 — Nature of Early Play ($51,468 for just the play structure) Pirate Ship 2 — Minnesota/Wisconsin Playground (structure plus additional play equipment as shown in the graphic and a wood chip play surface) ($85,000) I spoke to the Minnesota/Wisconsin Playground designer about adding an additional rope climbing /rock wall feature onto the structure. That can be done as well for an extra charge. Let me know which of the alternatives for the play structure you like best and let me know if the other playground equipment is acceptable. The designer took your desire for additional swings and included a larger swing set. He also added in a few additional adult pieces of equipment which we can swap out for another piece of childrens' equipment if you prefer. Item 4A February 13, 2018 Page 2 Pirate Ship Playground through Nature of Early Play. Cost $51,468 plus $2,000 shipping. Item 4A February 13, 2018 Page 3 Item 4A February 13, 2018 Page 4 Mil P MINN ESO7A•WISCO NSIN DT EVr!i?r1TTATTI CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityha11 @ci.shorewood.mn.us To: Park Commission From: Twila Grout — Park and Rec Coordinator /Admin. Asst. Reviewed by: Marie Darling — Planning Director Date: February 7, 2018 Re: Accept 2018 Concession Operation Agreement Russ Withum has provided concession services since 2005 and has agreed to provide concession services for Eddy Station again for the 2018 season. Mr. Withum has agreed to pay the city $394 for the 2018 season. Payment will be due September 30, 2018. Staff is recommending formalizing the agreement with Mr.Withum for the 2018 season. Independent Contractor 2018 Concession Operation Agreement By and Between City of Shorewood and Contractor THIS AGREEMENT, made this day of , 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, 4924 Three Points Blvd., Mound, MN 55364 (the "Contractor ") RECITALS 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 2016. Payment due to the City by September 30, 2018. 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 in Its: Its: 4C CITY OF SHOREWOOD 5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900 Fax: 952- 474 -0128 • www.ci.shorewood.mmus • cityha11 @ci.shorewood.mn.us To: Park Commission From: Twila Grout — Park & Rec Coord /Admin. Asst. Reviewed by: Marie Darling - Planning Director Date: February 7, 2018 Re: Agenda Item 4C — Discuss 2018 Work Program/Schedule The new year begins with discussion of the 2018 work program and update on the 2017 park tours. One of the more significant topics will be the Badger Park renovation throughout the year. The Park Commission may have topics to add to the work program and items will come up over the course of the year. Attachments: Work Program Schedule of 2018 Parks Meetings 2018 Work Program January • 2018 Work Program • Badger Park - Next Step February • Badger Park - Next Step(Equipment Choices for Playground) March • Appoint Chair /Vice Chair • Set Open House for Badger park • Badger Park Playground Site Plan • Badger Park Landscape Plan Revisions April May June • Park Tours - Round I July • Park Tours - Round II Au ust • Recap of Park Tours September — December • Badger Park Tennis Courts • Next Playgrounds Schedule of 2018 Parks Meetings Feb 13 Mar 13 April 10 May 8 June 12 July 10 Aug 21 Sep 11 Oct 9 Nov 13 Dec 11 Liaison to the City Council meetings Park Commission Meeting Report at City Council Meeting Liaison March 13, 2018 March 26, 2018 April 10, 2018 April 23, 2018 May 8, 2018 May 14, 2018 June 12, 2018 June 25, 2018 July 10, 2018 July 23, 2018 August 21, 2018 August 27, 2018 #5B 2017 Park Tours Froamnn Park -)0- gee Rine( PFej et/ ightipg - COMPLETED ➢ Bench or Picnic Table by Community Gardens —Bench to be installed this Spring ➢ Crack Repair /Weeds inTrails — Ongoing. ➢ Little League Schedule of Improvements to Fields— Meeting being setup end of February Gideon Glen ➢ Sculpture Mnnnr Park -)0- install Signs en BathF ,,,m news -COMPLETED ➢ Window Facing Parking Lot from Warming House Silverwood Park ➢ Sign Replacement — Public Works has contacted sign company and waiting for a response ➢ Branches Trimmed Between Playgrounds — Some trimming has been completed this past fall /winter ➢ Remove Ash Tree — On the list for S & S when they come out -)0- Deem. padding ing by .,la.,g.,,und - COMPLETED ➢ Talk to Satellite Servicing about ruts on courts or move the satellite — Satellite company has been notified and staff will monitor the situation in the spring ➢ Info on when retaining walls should be replaced — In CIP for 2023 South Shore Park ➢ Plant trees to screen opening along Hwy 7 Cathcart Park -)0- GeneFal upkeep - COMPLETED